State. The California Department of Fish and Wildlife (CDFW) and the Regional Water Quality Control Board (Water Board) use narrative standards to define the presence of creeks. Creeks are dynamic systems whose dimensions and locations change over time. Therefore, neither agency relies on maps to establish the presence of creeks that are protected as waters of the State. The U.S. Army Corps of Engineers (Corps) also relies on narrative standards to establish the presence of jurisdictional waters of the U.S.
If a creek channel has a defined bed and bank, the creek is protected as a water of the State, even if water only flows in the channel in direct response to rainfall.
In the Mediterranean climate of the Bay Area, the headwaters of most watersheds are predominantly composed ephemeral, intermittent, and seasonal creek channels. These small, headwater channels act like the capillary veins of the human circulatory system. Preservation of the small creek channels that support the larger, downstream creeks is essential to the ecological health of the watershed. Any modification of a small, headwater channel requires permits from CDFW and the Water Board. And, in many cases, a permit from the Corps is also required.
Please contact me if you have any questions.
Brian Wines
Water Resource Control Engineer
San Francisco Bay Regional Water Quality Control Board
What happens if a creek isn’t protected?
If a jurisdictional creek is altered without a permit, the Regional Water Quality Control Board may enforce fines and mitigation (likely expensive). Additionally, the development may be damaged during high rain years. Either the Town or Developer would be liable for property damages and environmental mitigation expenses.
Valley Water’s Guidelines and Standards for Land Use Near Streams (signed by Los Altos Hills) https://www.valleywater.org/sites/default/files/GS%20Ch%202.pdf (Excerpt)
A Stream is a body of water that flows at least periodically or intermittently through a bed or channel having banks. This may include watercourses having a surface or subsurface flow that supports or has supported riparian vegetation, fish or other aquatic life.
From: Sue Welch
To: City Council
Subject: FOR PUBLIC COMMENT for Council Meeting Oct 16, 2020: Agenda Item 7A Date: Thursday, October 16, 2025 10:38:42 AM
Attachments: Welch Public Comment CC mtg 25-1016.pdf
Los Altos Hills City Council Members,
Please find attached my comments on Agenda Item 7A: Amendments to Land Use Element, Zoning for Multifamily Housing, Multifamily Objective Design Standards, et al.
My comments:
— Ask for Council support for the proposed ban on dangerous spiked fences — Ask for Council support for the Definition of Creeks, Streams, and Riparian Resources as proposed by the consultants
— Request minor edits to the creek protection paragraph in Multi-Family Development Standards for for Preservation of Steep Hillsides, Ridgelines, Hilltops, and Creeks — Request staff to restore the creeks (Show them please!) on all amended Land Use maps — Note consultants examination of aquatic resources on the Twin Oaks site (Figures) — Request correction to the consultants’ incorrect statement that “There are no conservation easements in Los Altos Hills” in the consultants’ SB 131 Statutory Exemption Report.
Thank you for your consideration and for your service to the Town.
Sue Welch
ITEM 7A, Supplement 4
Public Comment Oct 16, 2025 CC meeting.docx 10/16/25 1
TO: Los Altos Hills City Council
SUBJECT: For Public Comment: Item 7A ODS and Development Standards for Multi-Family Housing
FROM: Sue Welch
DATE: 16 October 2025 __________________________________________________________________________________________________________________________________________________________________________________________________________________________ My comments are based on text and page numbers in the Oct 16, 2025 City Council Meeting Packet V11.pdf Changes made by consultants are shown in RED. Changes suggested by me shown in BLUE.
1. Dangerous Spiked Fences
Please support the revised fence standards that prohibit spiked fences and other dangerous fences on multi-family sites.
Multi-family Objective Design Standards. (pg 594/768; Draft 8: September 26, 2025).
Landscaping and Screening, 08.02 Fencing and Walls
08.02.04 Fence Types
(a) The following types of fences are prohibited:
1. (1) Chain-link or cyclone fences.
2. (2) Barbed or razor wire fences.
3. (3) Electric fences.
4. (4) Any fence that may cause harm to people, pets, and/or wildlife due to points, spikes, or sharpened edges on the top or bottom part of the fence. No fences shall have a projection above the top or bottom rail or common elevation line except for vertical support posts.
In 2010 Los Altos Hills amended the fence ordinance to prohibit barbed or razor wire fences, including any fence with attached barbs, sharp points, or razors. (Title 10-Zoning. Section 10-1.1507 d( 2).) Spiked fences are dangerous to wildlife, especially deer. Deer are unable to jump over and can easily be impaled and/or disemboweled. The animals su\er as they struggle to free themselves, and in most cases, die stuck on the fence, or o\icers are forced to euthanize them. Deer impalements on spiked fences have occurred multiple times in LAH and are very traumatic for the homeowners as well as the professionals who must deal with the dying or dead animal.
Spiked fences are also a public safety issue for humans. There are reports of pets, and children who have been maimed or killed by spiked fences. Cities all over the country have prohibited fences with spikes or other pointed tops. Sites zoned for MF housing, which will have large numbers of dwelling units, will be eVectively public spaces. The Town has a responsibility to make these areas SAFE for everyone on site:
adults, children, pets, wildlife, vendors, contractors, and visitors.
Fencing is 2nd deadliest cause of deer deaths. How one group is working to help (KCRA, Jun 10, 2021) Hazardous fencing and one of the worst ones is wrought iron with the sharp points right at the top," says Dave Cook, who's been volunteering for 22 years with the Sierra Wildlife Rescue team. Cook adds that while most people use wrought iron fencing with spikes for home protection, it's not useful when trying to keep humans out, and it usually ends up hurting wildlife and children.
In a Facebook post, Georgia's Wildlife Resources Division wrote, "the UWP has, unfortunately, had to euthanize approximately 200 deer in the metro Atlanta area due to fence-related injuries.
ITEM 7A, Supplement 4A
Public Comment Oct 16, 2025 CC meeting.docx 10/16/25 2
2. CREEK PROTECTIONS
2a. Multi-Family Development Standards Draft 8: September 26, 2025 10-1.1609 DEFINITIONS
(pg 560/768)
I appreciate the changes the consultants made and ask Council to support their revised definition.
Creeks, Streams & Riparian Resources. Water resources under the jurisdiction of California Department of Fish and Wildlife (CDFW) and regulated under California Fish and Game Code Sections 1600 to 1616. CDFW defines a stream (including creeks and rivers) as a body of water that flows at least periodically or intermittently through a bed or channel having banks and supports fish or other aquatic life. A stream includes watercourses with surface or subsurface flow that supports or has supported riparian vegetation. CDFW jurisdictional waters include riparian habitats associated with watercourses (vegetation associated with a stream channel). The limits of jurisdiction include ephemeral, intermittent, and perennial watercourses and include the outermost edge of riparian vegetation or the top of bank of streams or lakes, whichever is wider. 2b. Multi-Family Development Standards Draft 8: September 26, 2025 10-1.1614. Preservation of Steep Hillsides, Ridgelines, Hilltops, and Creeks pg 566/768
I appreciate the revisions made to this text (RED but ask Council to support further minor revisions:
(g) Except as otherwise permitted by the California Department of Fish and Wildlife, no structures or grading shall be allowed within 50 feet of CDFW jurisdictional limits of any creeks, streams & riparian resources as defined herein. An applicant, property owner, or project sponsor shall submit to the Town as a part of a development proposal, a biological technical study demonstrating the presence or absence of creeks, streams, ephemeral/intermittent drainages, and other riparian resources on the project site. If such water resources are present based on the report, then the applicant or project sponsor shall submit a jurisdictional delineation report approved by CDFW identifying all jurisdictional waters of the state located on the project site.
My suggested revisions shown in BLUE will:
— Clarify where measurement of any required setback starts (i.e., at CDFW jurisdictional limits)
— Increase the likelihood that small potentially jurisdictional tributaries will not be overlooked or discounted as "not a creek" and can be further examined in a formal jurisdictional delineation. As Brian Wines from RWQCB noted in his 2022 letter to the Town, these small ephemeral, intermittent headwater tributaries are critical for the health of the watershed and should be protected.
2c. Removal of creek setbacks cannot be approved as an Exception or granted as a Gruesome Deaths of Five Deer Fuel Protest of Spiked Fence. (LA Times, June 9, 1999) Since March, four deer have impaled themselves on the spiked wrought-iron fence, which was recently installed around a local chiropractor’s canyon garden to keep grandchildren safe and deer away from flower beds, animal control oVicials say. The fence also claimed the life of a fawn that became wedged beneath it, oVicials add. Sierra Madre Canyon, 15 miles from downtown LA.
Public Comment Oct 16, 2025 CC meeting.docx 10/16/25 3
Town of LAH Land Use Diagram . Map LU8 in the previous LU Element (pg 517/768) shows the major creeks tributaries of the named creeks. New Land Use Maps in the amended Land Use Element no longer show any creek tributaries. Why was this useful information deleted? Please restore the major creek tributaries to these maps:
Land Use Element Amendments Draft #3 August 8, 2025
Pg 518/768: Town of LAH Draft Land Use Diagram. (LU-9). Amended map shows land use designations
Pg 545/768: Town of LAH Land Draft Use Diagram. Amended map shows land use designations Multi-Family Development Standards Draft 8: September 26, 2025; New Article 16 Pg 568/768 Exhibit B: Zoning Map. Town of LAH Draft Zoning Map "Why show creeks on Town maps?
Physical and natural context: Creeks are a key part of the natural landscape. Showing them helps to map out the topography, which is essential for understanding the land's features, like hills and valleys.
Ecological information: Streams are vital ecosystems that support wildlife and are critical for water supplies. Maps can show their location to highlight these ecological features.
Flood risk: Showing the location of creeks, even if they are often dry, can indicate areas that are susceptible to flooding, especially after heavy rainfall. This is important information for development and property owners.
Navigation and planning: Streams and rivers often serve as natural landmarks. Including them on a map helps people orient themselves and plan routes.
Flood risk: Showing the location of creeks, even if they are often dry, can indicate areas that are susceptible to flooding, especially after heavy rainfall. This is important information for development and property owners.
Historical significance: Many towns and cities grew up around waterways. Even if a creek has been covered or diverted, showing its original course can be important for understanding the history of the area. 2e. Aquatic Resources on Twin Oaks Site
United States Fish and Wildlife Service (USFSW) Wetlands Mapper shows two drainages running down the slope of Twin Oaks site to join Purissima Creek as well as two wetland areas (Figure 1-3, next page). BMI consultants inspected these features and report they found no hydric soils indicating wetlands. However, they identified "water features that appear to be ephemeral/intermittent drainages." Figure 3 shows that the location of the USFWS watercourses closely follow the topo lines on the site as shown on the Santa Clara County Assessors SCCMAP (GIS Interactive Map).) https://geoess.sccgov.org/discovergis/sccmap).
These findings warrant further review.
3. MAKE CORRECTION in SB 131 STATUTORY EXEMPTION REPORT Item 7A. Attachment 4. Multifamily Zone and Objective Design Standards Project (Final Oct 2025) Please correct consultants' error that states: "There are no conservation easements within the Town of Los Altos Hills". (pg 617/768)
AB 130 and SB131 expand CEQA exemptions for certain housing developments, with the goal of expediting environmental review and development. Both became e\ective immediately after passing in June 2025. To qualify for this exemption, projects must meet specific requirements regarding projects acreage, location, surrounding uses, and density. A project will NOT qualify if it is located within certain areas including prime farmland, coastal zones, VH fire hazard severity zone, earthquake fault zone or concession/incentive/waiver pursuant to Density Bonus Law because these are Development Standards, not Objective Design Standards (pg 582/768). 2d. Please ask sta\ to restore the major creek tributaries to the revised Land Use Maps in the Amended Land Use Element.
Public Comment Oct 16, 2025 CC meeting.docx 10/16/25 4
"Natural and protected lands" are defined in Public Resources Code in a long list that includes marine protected areas, state parks, recreational areas, and many others, including: Criterion (k) Lands under conservation easement.
Consultants state: "There are no conservation easements within the Town of Los Altos Hills." This is incorrect. LAH has many conservation easements (CE) on private land throughout the Town granted by agreements entered into pursuant to Civil Code Sections 815 through 816 and Chapter 6.6 (commencing with section 51070 of Part 1, Division 1, Title 5 of the Government Code) (i.e., the "California Conservation Easement Act").
Two properties (Hogel-Crozier and Smith et al.) have granted CEs to the Town that cover the entire parcels. The owners have conveyed CEs as defined in and governed by California Civil Code Sections 815-816 inclusive (the "California Conservation Easement Act"). The objective is to preserve and protect, in perpetuity, the natural scenic, open-space and other conservation value of their properties, and preserve them from future development.
In addition, the Town has required dedication of Conservation Easements or Open Space Easements (same agreement, diferent name) on many parcels as a condition of approval for development projects. These CEs/OSEs cover only a portion of a parcel (generally slopes >30%, heritage oaks, creek corridors) and restrict use with intent to preserve —in perpetuity— the conservation value of that part of the property. The agreements are also made and entered into pursuant to Civil Code Sections 815 through 816 and Chapter 6.6 (commencing with section 51070 of Part 1, Division 1, Title 5 of the Government Code.) FEMA flood zone, conservation areas and protected habitat, "natural and protected land", including lands subject to a conservation easement. Projects proposed within lands subject to a conservation easement do not qualify for this statutory exemption from CEQA. This is an exemption to an exemption.
V. Natural and Protected Lands Analysis
just means the allowed density on the entire parcel must be put on the non-steep portions of the parcel. It doesn’t mean the Town can reduce the required density of the entire parcel in violation of GOV § 65583.2(c)(3)(B).
Furthermore, the Los Altos Hills Housing Element, Program A-1 (page 209) commits to rezone 15 acres of the Twin Oaks/Arastradero sites for 20 to 30 dwelling units per acre. In whatever way the Town decides to phrase its zoning code, whether in dwelling units per acre like other cities, or in the unique dwelling per ”buildable acre,” the resulting rezoning has to result in a zone allowing 20 to 30 units per actual acre on the 15 chosen acres of the Twin Oaks and Arastradero sites, and a capacity of minimum 300 to maximum 450 units.
That is the commitment that must be fulfilled, or the Town will be out of compliance with its Housing Element and liable for decertification.
Restricting the average size of units to 750 gross square feet is a serious constraint which renders projects financially infeasible
Los Altos Hills has expensive land. Any market-rate developer building on expensive land has to recoup their land costs by building valuable development on the land, which means larger units than elsewhere, and any all-affordable builder has to maximize their investment by putting in more or bigger units if they’re building on expensive land. For that reason, restricting developers to an average gross unit size of 750 square feet would make most or all projects financially impossible.
It’s useful to look at other similar projects, to see what local builders find feasible to build.
Los Altos Hills hasn’t previously allowed multifamily, so we can’t look at multifamily projects in Los Altos Hills. However, next door Los Altos, which has similarly expensive land, does allow multifamily projects. I looked at the unit sizes for all the projects permitted in Los Altos since 2018. No multifamily project in Los Altos has unit sizes nearly as small as 750 gross square feet. The project with the smallest unit sizes is the 100% affordable project at 330 Distel, at 1091 gross square feet per unit not including parking [This number is exact, derived from the online plans at
https://mccmeetingspublic.blob.core.usgovcloudapi.net/losaltosca-meet21bd837eb01c40d89211b21de55b6186/ITEM-Attachment-001-
d29bd3c602b441b3aff9ecb27d80c7ed.pdf]
Market rate projects in Los Altos are much bigger. There is no recent example of a market rate multifamily project in Los Altos with average gross unit size smaller than about 1275 square feet, and most are much bigger than that. (see attachment).
The average gross unit size restriction would prevent the kinds of projects builders want to build in our area. It’s an unworkable constraint and must not be enacted.
Failure to rezone as promised, or imposing infeasible constraints, would make the Town vulnerable to YIMBY lawsuits and/or HCD decertification leading to imposition of the Builder’s Remedy
As you are well aware, a jurisdiction’s Housing Element can be decertified, either by a court following a lawsuit, or by HCD. That would mean the Town was again vulnerable to the now-strengthened Builder’s Remedy. It’s far better for you to do the rezoning and objective standards in a way HCD and the courts will accept, by following the law. You must rezone to 20-30 dwelling units per actual acre on the full 15 acres promise. You must not impose the infeasible 750 average gross square foot per unit constraint.
Sincerely,
Anne Paulson
Attachment 1:
Unit sizes of projects in Los Altos since 2018
Project Type Permit date
Completion
date # units
Avg net
unit size
(sq ft)
Estimated avg
gross unit size
(sq ft)
4880 El
Camino condos 1/9/2018 6/25/2020 21 1467 1834
389 First St condos 3/8/2021 10/22/2024 10 1359 1699
425 First St condos 4/1/2021 9/12/2024 20 1021 1276
450 First St condos 11/2/2021 5/31/2024 27 1184 1480
440 First St condos 1/25/2022
under
construction 4 2527 3159
Estimated average of gross condo sizes 1629
140 Lyell townhouses 5/31/2023
under
construction 4 1393 1393
14 Fourth St townhouses 9/13/2024
under
construction 4 1355 1355
5150 El
Camino apartments 10/15/2024
under
construction 172 1071 1339
330 Distel
100%
affordable
apartments 7/11/2025
under
construction 90 808 1091
Updated 10/13/2025
AGENDA ITEM #7B
7. PUBLIC HEARING
B. Receive an Update Regarding the Proposed Amendment to the General Plan 2023-2031 Housing Element, and potential consideration of a resolution making findings and approving the Housing Element amendment with an effective date contingent on formal certification by the State Department of Housing and Community Development. (Staff:J.Bradford)
CEQA Review: Consideration of exemption pursuant to Public Resources Code section 21080.085 and California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3)
There will be no formal staff report for this item .
ITEM 8A
TOWN OF LOS ALTOS HILLS October 16, 2025
Staff Report to the City Council
SUBJECT: AMENDMENT TO THE RESOLUTION ESTABLISHING STANDING
COMMITTEES AND ADOPTING GENERAL AND SPECIAL RULES
PERTAINING THERETO TO UPDATE THE TECHNOLOGY
COMMITTEE CHARTER
FROM: Arika Birdsong-Miller, City Clerk ABM
APPROVED: Peter Pirnejad, City Manager PP
RECOMMENDATION: That the City Council should:
Adopt the amended Resolution (Attachment 1) entitled “Establishing Standing Committees and Adopting General and Special Rules Pertaining Thereto” (Standing Committee Resolution), to increase the maximum number of members on the Los Altos Hills Technology Committee from seven (7) to nine (9).
BACKGROUND:
At its September 17, 2025, meeting, the Technology Committee reached a consensus to request that the City Council increase the number of committee members from seven (7) to nine (9). The Committee noted that expanding membership would allow for broader community representation, enhance the diversity of technical expertise, and better support the Town’s ongoing information technology initiatives, including implementation of the three-year IT Strategic Plan.
The Standing Committee Resolution (“Establishing Standing Committees and Adopting General and Special Rules Pertaining Thereto”) outlines the general provisions governing all Town committees, including the number of members serving on each. The proposed amendment would modify the section specific to the Technology Committee to reflect the increased membership.
DISCUSSION:
Expanding the Technology Committee from seven (7) to nine (9) members will provide additional capacity to support the Town’s technology goals and initiatives. With several ongoing projects, including implementation of the IT Strategic Plan and evaluation of emerging digital tools, a larger committee will allow for broader resident participation and enhanced collaboration. The proposed amendment aligns with the Town’s commitment to community engagement and ensures the Committee has sufficient expertise to advise on complex technological matters.
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.
Staff Report to City Council Page 2
Standing Committee Resolution
October 16, 2025
2025-26 CITY COUNCIL WORKPLAN:
Updating the Standing Committee Resolution to increase the Technology Committee membership is not identified on the Workplan, but rather falls within the day-to-day activities of Town staff.
FISCAL IMPACT:
There is no fiscal impact in updating the Standing Committee Resolution ATTACHMENTS:
1. Proposed Resolution of the Town of Los Altos Hills Establishing Standing Committees and Adopting General and Special Rules Pertaining Thereto
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 1
RESOLUTION XX-25
RESOLUTION OF THE TOWN OF LOS ALTOS HILLS
ESTABLISHING STANDING COMMITTEES AND
ADOPTING GENERAL AND SPECIAL RULES PERTAINING THERETO
WHEREAS, the City Council of the Town of Los Altos Hills wishes to establish standing volunteer committees to assist the Council with various issues; NOW, THEREFORE, the City Council of the Town does RESOLVE that the following standing committees are established, and the following general and special rules pertaining to standing volunteer committees are hereby adopted:
Section 1. Committees Established. The following are hereby constituted as the regular Standing Committees of the Town:
a) Emergency Preparedness and Response Committee
b) Environmental Design and Protection Committee
c) Finance and Investment Committee
d) Parks, Recreation and Community Events Committee
e) Pathways Committee
f) Open Space Committee
g) Environmental Initiatives Committee
h) History Committee
i) Public Art Committee
j) Technology Committee
Section 2. General Powers and Duties
a) Each of the Standing Committees shall have the general power and duty to render advice and make recommendations to the City Council, Planning Commission, or the City Manager and other Town bodies designated by the City Council on all aspects of its particular sphere of interest. b) Each Standing Committee shall make regular oral reports to the Council, in addition to any specific reports and recommendations requested by the City Council or deemed necessary by a majority of the members of the Standing Committee.
c) Each Standing Committee shall meet with the City Council, once a year at the Council’s request, to discuss and report on its goals, projects, accomplishments, and concerns.
d) Each Standing Committee shall study its own structure, specific charges and direction, and recommend any changes, if needed, to the City Council. e) The City Council shall advise Standing Committees of any evaluation made of the Standing Committee’s actions and direction, and any proposed action to amend the Standing Committees charges.
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 2
f) Each Standing Committee is encouraged to send a representative to City Council and Planning Commission meetings whenever possible.
Section 3. Appointment of Committees. The following general rules shall be applicable to the qualifications of members and associate members of Standing Committees, and their appointment and removal;
a) The members of each Standing Committee shall be appointed with the approval of a majority of the City Council.
b) Each Committee member shall:
i) be a resident of the Town at the time of their appointment and for so long as they serve.
ii) serve at the pleasure of the Council, without compensation or payment of mileage, for a term of four {4} years. In the case of the Councilmembers serving on a Standing Committee as voting members, their terms shall not exceed their terms of elected office.
Upon leaving elected office the City Council shall appoint other members of Council to those committees with Councilmember participating as voting members.
iii) be eligible for reappointment upon application to the City Council, but the City Council shall encourage new applicants in order to promote widespread community involvement. To achieve this, the City Council will generally not appoint an applicant who has served for two {2} consecutive terms as a member of that Committee, within a period of two {2} years from the expiration of their most recent term. These term limits do not constrain a resident from being appointed as an associate member of that Committee, nor from applying for appointment to any other Town Committee.
A Committee member’s record of attendance at the Committee’s meetings may be a factor in determining whether that member should be reappointed to the Committee.
Notwithstanding the foregoing, the City Council retains the ability to appoint anyone that it may select by majority vote for membership on a Town Committee.
iv) not serve as a member (as distinguished from an associate member) on more than one of the following committees
concurrently: Pathways Committee; Open Space Committee; and Environmental Design and Protection Committee. Individual committee members currently serving as members on more than one of these committees are grandfathered in and may continue to
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 3
serve on more than one of these committees until their respective term ends on one of these committees.
v) be considered to have resigned in the event of three consecutive absences from the meetings of their Committee, unless the Chairperson of the Committee shall have excused the member’s absence and informed the other Committee members of the exception at the third consecutive meeting missed.
c) The associate members of each Standing Committee shall be appointed by a majority vote of their respective committees. Each Associate Committee member shall:
i) serve at the pleasure of the Committee without compensation or payment of mileage for a term not to exceed four {4} years. ii) have non-voting membership status.
iii) be of assistance to their respective committees with their charges and duties on an as-needed basis. Residency and regular meeting attendance is not required.
iv) be unlimited in number based on the needs of each committee. v) the appointment of associate members of the Environmental Design and Protection Committee, Pathways Committee, and Open Space Committee shall be subject to the approval of the City Council. Notwithstanding the foregoing, if the duties of the associate members of those committees do not include site visits, City Council approval shall not be required.
d) Notification of resignations or terminations of committee members shall be submitted to the City Council in writing. Notification of appointments and resignations of associate members shall be submitted to the City Clerk in writing. Vacancies in the membership of any Standing Committee with the exception of the Councilmembers serving as voting members on any Standing Committee shall be filled in the following manner:
i) The City Clerk shall post in three {3} public places in the Town a notice of the fact that a vacancy has occurred and that the applications will be received prior to a date stated in the notice. ii) All persons interested in serving shall submit to the City Clerk a written request for appointment containing such information on their background and qualifications as they deem appropriate. The City Clerk shall notify all applicants of the Council meeting at which their application shall be considered.
iii) The City Council shall, during a public meeting, appoint Standing Committee members by selecting appointees from a roster of persons offered by individual Council members and applications
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 4
from candidates. The City Council shall endeavor to appoint the best qualified persons.
e) One member of the City Council shall be designated by the Mayor as a liaison for each Standing Committee with the exception of the Finance and Investment Committee which shall include two council liaison members (Mayor/Vice-Mayor). The designated Council liaison(s) may attend meetings of the Standing Committee to which he or she is assigned, and shall try to do so at least quarterly, but shall not vote. The Council liaison shall contact each member of the Standing Committee to which he or she has been assigned at least once annually to determine any problems which may exist and to receive information for use in Council evaluations of Standing Committee actions and direction.
Section 4. Organization of Standing Committees. The following general rules shall be applicable to the organization and conducting of business by each Standing Committee:
a) Each Standing Committee shall establish a time and place for its regular meetings. Once the Standing Committee has established a time and place for its regular meetings, the Standing Committee shall request the City Council to approve the time and place of the regular meeting. The City Clerk shall cause notice of the schedule of regular meetings to be posted on the bulletin board at Town Hall. The agenda shall be set by the Chairperson, but upon the request of any Standing Committee member an item shall be placed on the agenda. Agendas of meetings shall be posted in compliance with the provisions of the Ralph M. Brown Act (commencing with Government Code Section 54950), as hereafter amended. No Standing Committee meeting shall be considered to have been held unless notice of the time and date of the meeting shall have been properly available pursuant to the Ralph M. Brown Act, as hereafter amended, and unless a quorum shall have been present. Special meetings of a Standing Committee may only be called by the Standing Committee Chairperson, Mayor or City Manager and must be called in accordance with the Ralph M. Brown Act.
b) The quorum is a majority of the currently appointed membership. c) A committee may be required to participate in property site visits. Site visits must be performed by only current committee members and are permissible as long as any group of committee members does not contain a quorum of current members. In the event a site visit is necessary, a Standing Committee chair shall inform Town staff at least one week in advance of any visit. Town staff shall send the homeowner(s) a courtesy postcard notifying them that a site visit will be taking place within a defined time period. The postcard shall be sent a minimum of 72 hours in advance of any visit.
d) At its first regular meeting in July of each year, each Standing Committee shall elect, by a simple majority of the members present, from its
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 5
membership a Chairperson, Vice Chairperson, Secretary, and such other officers as the Standing Committee deems advisable, who shall not serve for more than two {2} consecutive one {1} year terms. If at the time of the election, it is determined that there are no viable nominations for the slate of officers including the Chairperson, the Committee may request an exemption of the general rule pertaining to the term(s) for the Officers/Chairperson from the City Council. At the July meeting, any subcommittees deemed advisable by the Standing Committee for specific activities within the purview of the Standing Committee shall be appointed by the members. At any other meeting an officer may be replaced.
However, at any meeting other than the first regular meeting in July, a vote of the majority of the Standing Committee is necessary to replace or elect an officer.
e) All committee leadership (chairperson and vice-chairperson) shall attend annual training before taking their seats as chair or vice-chair, or as soon after appointment as possible, to insure they are well versed in managing meetings in an effective, fair, open, and transparent manner in compliance with the Brown Act and Rosenberg’s Rules of Order. Once the training has been completed, the Chair and Vice-Chair are not required to repeat the training annually. The Chair will also be responsible for: addressing compliance to these principles both before and after the meeting; assuring all agenda items describe the topic sufficiently to promote proper discussion; making reasonable efforts to ensure that project applicants and residents are given a reasonable opportunity to present and respond to questions raised during the meeting; assuring the committee does not react or respond to comments on topics that have not been agendized; and assuring that items raised by speakers during presentations from the floor that are not on the agenda are discussed to seek clarification only or to provide public information about prior relevant actions of the committee or the Town.
f) The duties of the Chairperson shall be consistent with those of a presiding officer as they pertain to the conduct of the Committee meetings and adherence to the general powers and duties, organization of Standing Committees, Committee charges and duties and procedures as set forth in this resolution.
g) The Chairperson shall be responsible for monitoring the attendance of committee members and shall meet with any committee member who the Chairperson believes is negatively impacting the operation of the Standing Committee due to absences from committee meetings to discuss a plan to eliminate future absences. If following the meeting, the Chairperson does not believe the committee member will be able to attend the future meetings and will therefore continue to negatively impact the operation of the Standing Committee, the Chairperson may recommend that the City Council either remove the person from the Standing Committee or recommend that the Standing Committee vote to convert the person to Associate membership status on the Committee
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 6
h) Each Standing Committee shall keep minutes of its meetings, which shall include its determinations, recommendations, attendance of members and an indication of who prepared the minutes. The minutes shall be reviewed by the City Manager who, in consultation with the City Council liaison to the particular committee, shall determine which items need to be agendized for a City Council meeting. The minutes shall also be public records.
Section 5. Code of Conduct for all Committee Members:
a) Appointees on Committees are volunteers who desire to provide their time, service, and expertise to the Town.
b) Appointment to any Los Altos Hills Town Committee or Commission is contingent upon each prospective appointee’s acceptance of this Code of Conduct.
c) Appointees agree that their service is intended for the greater benefit of the Town and not for any private, commercial, or personal interest. d) Appointees will agree to:
Abide by the laws of the Federal, State or County and the Town’s regulations and ordinances and to follow the direction of legal authorities.
Accept and follow Town Council defined charters, objectives, and requirements and to provide their service, advice, and recommendations to the Council and, if approved by the Council, to others.
Not disclose confidential information that they may discover during their service unless legally authorized to do so.
i) Also, such confidential information shall not be used to advance the personal, financial, or private interests of themselves or others.
Recuse themselves if or when a situation arises in which a member could be perceived to have a conflict of interest.
All discussions, decisions and votes must be made in public and shall follow the provisions of the Ralph M. Brown Open Meeting Act.
Appointees shall also complete bi-annual Ethics and Brown Act training.
Keep official discussions within the body's charter.
Consider issues that come before the body by using an objective, responsible and equitable process.
Treat all persons in a courteous, dignified, and professional manner. i) Confront Ideas and Issues – but not People.
ii) A Personal attack, in any form, by an appointee to any other person(s) is unacceptable behavior.
Use Town bestowed titles or positions only when conducting Town
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 7
business, for information purposes or to qualify their background and expertise and not for personal gain or to promote ideas that their committee have not approved.
Reject any form of gifts or compensation from any entity or person for their service except when authorized by the Town Council.
Respect and follow established channels of communication with Town staff.
Use Town equipment, supplies, personnel, or facilities for approved Town activities only.
i) Care should be exercised when requesting Town staff services.
Satisfy all participation requirements that the Town or the body may impose upon its members.
i) Respect others by being on time and properly prepared to conduct the body's business.
Section 6. Special Powers and Duties. Each Standing Committee shall be empowered and obligated as follows:
a) Emergency Preparedness and Response Committee
i) The membership of this Committee shall consist of a minimum of five (5) members and a maximum of nine (9) members. The EPRC may include Town residents and residents from the
unincorporated area within the Los Altos Hills County Fire District (LAHCFD) boundary adjacent to the Town municipal boundary.
ii) The charges to and duties of this Committee shall be:
Advise the Town on its emergency mitigation, preparedness, response, and recovery programs, goals, policies, plans, protocols, and priorities related to emergencies, and make recommendations to Staff and City Council.
Provide guidance and support to the emergency volunteer programs and community outreach programs on their operations, planning, protocols, and procedures.
b) Environmental Design and Protection Committee.
i) The membership of this committee shall consist of a minimum of five (5) members and a maximum of eight (8) members including, whenever feasible, professionals in the fields of landscape design and construction, environmental science, and pollution control. ii) The charges to and duties of this Committee shall be:
To work for the beautification of the Town and the protection of its resources.
To assist staff in implementation of the Town landscape policy through recommendations at subdivision, site development,
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 8
Planning Commission and City Council meetings, and through review and inspection of required plantings.
To study and make recommendations relating to landscaping and protection of public property, such as park lands, and treatment of riparian habitat and open space within the Town.
To identify nuisance problems and sources of pollution and recommend actions for abatement; and
To prepare educational materials for residents outlining Town, ordinances and enforcement with regard to landscape design and protection of the environment.
When requested to make recommendations to staff on proposed new development including new homes, remodels, secondary dwellings, and auxiliary structures as to impact on site specific and the surrounding neighboring sites reviewed by the Site Development Plans and Field visits. Such impacts would include topography, vegetation, drainage, lighting, skylights, riparian habitat, and conservation easements.
To attend all Fast Track/Site Development meetings to support committee and staff recommendations.
c) Finance and Investment Committee.
i) The membership of this Committee shall consist of a minimum of five (5) members and a maximum of nine (9) members. The Mayor and Vice Mayor shall serve as non-voting Council liaisons. Members shall meet at least one of the following qualifications: {1} five years accounting and financial experience in a public corporation, municipal government or privately held business; {2} financial officer of a public corporation with five years' experience; {3} investment officer of a F.D.I.C. member institution with five years' experience; {4} money manager who specializes in corporate or government agency issues with a minimum of five years' experience; or {5} five years' experience in investment banking, venture capital and/or general
management.
ii) The charges to and duties of this Committee shall be:
To serve as an advisory body to the City Council on
financial and investment matters and operations related thereto.
To review five-year capital budgets and revenue projections and make recommendations to the City Council.
To review the annual budget and make recommendations to the City Council.
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 9
To review the annual audit and make recommendations to the City Council.
To advise the Council on change and selection of auditors.
To study all fiscal issues and recommend possible improvements and economies.
To develop and recommend an investment Policy that protects to monitor investment performance and recommend changes as appropriate. All such recommendations shall be approved by the City Council. The City Manager shall execute any approved investment decisions.
To monitor pension and OPEB obligations and recommend
appropriate mitigation and reserve policies.
d) Parks, Recreation and Community Events Committee.
i) Membership of this Committee shall consist of a minimum of five (5) members and a maximum of ten (10) members, appointed, whenever feasible, from different geographical areas of the Town. ii) The charges to and duties of this Committee shall be:
to serve as an advisory body to the Town Council on matters related to recreational programs, community engagement, and events.
to encourage communication and participation between residents and the Town government, welcome new residents with
informational packets, and events, share updates through "Our Town" and info tables, organize events like the Town Picnic and other activities, support other committees with projects, and recruit volunteers to keep the community connected and engaged. to develop and recommend year-round recreational programs and activities to serve residents of all ages.
to study all recreational facilities within the Town and make recommendations regarding their status and potential
improvements, ensuring alignment with the General Plan. e) Pathways CommitteeU.
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members.
ii) The charges to and duties of this Committee shall be:
to work for the preservation and enhancement of the pathways within the Town for the use and enjoyment of all residents; to review and recommend changes to the Master Path Plan and the Bicycle Plan of the Town;
to make recommendations at subdivision, site development,
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 10
Planning Commission and City Council meetings regarding pathway easements;
to meet regularly with the City Manager or the Manager’s designee to render advice on pathway activities, priorities, and necessary maintenance;
to communicate to residents the concepts and locations of paths and trails within the Town as approved by the City Council; to study and recommend ordinances and resolutions relating to acquisition, construction, maintenance and use of public trails and pathways;
to communicate Town policies and procedures regarding pathways if advised to do so by the City Council; and
to make recommendations to the City Council regarding both the maintenance and capital improvements budgets with regard to pathways.
f) Open Space CommitteeU.
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members.
ii) The charges to and duties of this Committee shall be:
to advise and assist the City Council, Planning Commission, and staff in implementing the policies and goals of the General Plan, specifically with respect to acquisition and maintenance, and protection of voluntary conservation, open space easements and open space;
to make recommendations at subdivision, site development, Planning Commission and City Council meetings regarding the acquisition, maintenance and protection of conservation easements, open space easements and open space;
to advise and assist the work for the preservation, restoration and enhancement of the environment and natural resources within the Town;
to study and recommend ordinances and resolutions relating to acquisition, restoration, maintenance and use of conservation easements, open space easements and open space within the Town;
to communicate Town policies and procedures regarding
conservation easements, open space easements, and open space following standard Town communication policies;
to provide educational material and informational forums and programs to the public regarding natural resources (e.g., wildlife, creeks, native plants, and wildlife habitat) following standard Town communication policies; and
to develop relationships with other Town committees, neighboring
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 11
municipalities, and regional entities to collaborate on environmental issues following standard Town communication policies.
g) Environmental Initiatives Committee
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of eleven {11} members.
ii) The charges to and duties of this Committee shall be:
to assist the Town in the development of and refinement of the Council’s Environmental Strategic Goals for Town-owned
property;
to recommend a set of initiatives that would lead to the progress and achievement of these goals; and
to review other environmental initiatives to be proposed to the City Council, subject to the appropriate hearings, that would affect other aspects of Town policy including residential development and Town infrastructure.
h) History Committee
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine {9} members. The mission of the Historical Committee shall be the preservation of the Los Altos Hills heritage.
ii) The charges to and duties of this Committee shall be:
to implement policies that preserve the historic and cultural fabric of the Town;
to protect the historic and cultural resources from inappropriate destruction;
to preserve community input into the policy-making process; to research and document best practices and model preservation policies;
to organize and make available to the public the historic artifacts that have been preserved and to continue to collect historic artifacts for future generations.
iii) Nothing in the aforementioned charges and duties shall be interpreted as authorizing the mandatory historic preservation of private residences or require property owners to submit their pending site development plans before the Committee.
i) Public Art Committee
i) The membership of this Committee shall consist of a minimum of five {5} and a maximum of nine {9} members appointed
whenever feasible from different geographical areas of the Town. ii) The charges to and duties of this Committee shall be (in order):
Work with art consultants and/or others to find or create
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 12
appropriate art for display.
Propose appropriate sites for the recommended art.
Identify any funds that may be required to acquire recommended works of art.
Then present applications for new art work(s), including siting recommendations, to the Council for approval. If approved, the Town shall, with the Committee’s support, acquire the proposed art work(s).
Work with the artist or consultant, Town and donor regarding installation, security, and lighting.
Be available for problem solving of maintenance and other issues.
Maintain a public resource for all installed and displayed works of art (including artist statements, description of the art, donor information, etc.).
Note: The Town is the only entity that can accept a donation of funds or any other item(s). The Public Art Committee cannot accept donations intended for Town usage (See Section 6(b)). iii) The committee shall meet as necessary when called by the Chairperson.
j) Technology Committee
i) The membership of this Committee shall consist of a minimum of five {5} members and a maximum of nine (9) members.
ii) The charges to and duties of this Committee shall be:
Advise the Council and staff on policies, initiatives, and practices related to innovation and technology that could enhance services to the public and increase efficiencies
Assist staff in evaluating emerging trends and technologies, and make recommendations for implementing new systems and
improving existing services
Provide policy guidance on the implementation of "Smart City" policies focusing on areas such as cyber security, promoting digital inclusion, improving mobility, enhancing public safety, and developing communication tools
Assist with following legislative developments, funding opportunities, and evaluating agreements and proposals
Section 7. Procedures.
a) Committees are cautioned to limit expenditures from the personal funds of the members without prior approval by the Town.
b) Committees may not enter into contracts or agreements on behalf of the Town.
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 13
c) Any correspondence involving the use of Town letterhead must first be approved by the City Council before distribution. Any outside correspondence (excluding intra-town memos) should be submitted in draft to the City Clerk.
d) All press releases and announcements relating to the Town or Townsponsored events are to be pre-approved by the City Council. Sufficient time should be allowed to obtain necessary approvals or make necessary changes.
e) Itemized budgets must be submitted in advance for projects involving a group or series of purchases.
f) Vendors for purchases shall be those which are identified and approved by the Town.
g) Funds which are budgeted for a specific use must still be approved prior to expenditure.
h) Written bids may be submitted for consideration by the Town. In this case, three or more bids are required.
i) Any new programs, projects, or expenditures beyond what has previously been approved by the City Council shall first be submitted to vote by the Standing Committee. The recommendation and supporting minutes shall then be forwarded to the City Council for consideration prior to any obligations being made.
j) Priorities and deadlines are set by the City Council and can be changed only by the City Council.
Section 8. Communications. All standing committees of the City Council are subject to the following principles and guidelines, unless specifically given other guidance by vote of the Council:
a) Committees do not have the authority to speak for the Town. Neither Committees as a whole, nor an individual committee member shall act or speak for the Town unless authorized to do so by the City Council.
Committees should not seek to negotiate or conclude agreements with other organizations. Only the Council or Town Staff may do so. b) When speaking with the press or other organizations, committee members should refrain from communication that would lead the recipient of such communications to understand or reasonably believe that they are speaking on behalf of the Town.
Section 9. Repeals. This Resolution hereby repeals and supersedes all previous resolutions regarding standing committees, including, without limitation, Resolution No. 05-
25.
ITEM 8A, ATTACHMENT 1
Resolution XX-25 Page 14
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 16th day of October 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY:
ATTEST: Kavita Tankha, Mayor
Arika Birdsong-Miller, City Clerk
ITEM 8B
DATE: October 16, 2025
FROM: Arika Birdsong-Miller, City Clerk ABM
APPROVED: Peter Pirnejad, City Manager PP
RE: Appointments to the Los Altos Hills Technology Committee Attached for your review and consideration (Attachment 1 and Attachment 2) are two (2) applications submitted by the following individuals for appointments to the Los Altos Hills Technology Committee:
• Lewis “Lew” Jamison
• Augustin Farrugia
Their terms will begin in October 2025 and end in October 2029.
Resolution XX-25 stipulates that the membership of this committee shall consist of a minimum of five (5) members and a maximum of nine (9) members. There will be no vacancies after appointments are made.
Attachments:
1. Lewis “Lew” Jamison's application for the Technology Committee
2. Augustin Farrugia's application for the Technology Committee
TOWN OF LOS ALTOS HILLS
MEMORANDUM
1 Keren Brunner
From: Arika Miller
Sent: Tuesday, September 9, 2025 2:07 PM
To: Keren Brunner
Subject: FW: Online Form Submittal: Town Committee/Planning Commission Application Form From: [email protected] <[email protected]>
Sent: Thursday, July 31, 2025 12:19 PM
To: Arika Miller <[email protected]>; Keren Brunner <[email protected]> Subject: Online Form Submittal: Town Committee/Planning Commission Application Form Town Committee/Planning Commission Application Form
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Phone: 650-941-7222
Fax: 650-941-3160
About this Application
Town citizens are encouraged to apply at any time to serve on the Town’s committees, and certain special appointed positions. Applications are reviewed when openings are available; qualified applicants will then be invited to interview with the City Council. This application is intended to assist the City Council to learn more about you and your interests in serving on one of the Town’s committees.
Preference for Serving
On:
Technology Committee
Name Lewis T Jamison
Registered Voter Yes
Address
Home Phone
Work Phone Field not completed.
Cell Phone
Email Address
Number of Years Town
Resident
30 ITEM 8B ATTACHMENT 1
2 (Section Break)
What motivated you to
apply to serve on the
Committee /
Commission?
Resolved miscommunication with current chair
How many meetings
have you attended of
the Committee /
Commission for which
you are applying?
16 Please describe your
involvement in
community activities,
civic services, and
volunteer organizations.
Member of the PRand community events,
What skills and / or
attributes will you bring
to the Committee /
Commission you are
applying for?
40 years of experience in technology
What particular area of
responsibility on this
Committee /
Commission interests
you?
Technology in general
Education Background
and Professional
Activities
BSEE, MBA
Please state reasons
why you want to
become a member of
this Committee /
Commission, including
what specific objectives
you would be working
toward as a member.
Help the town evaluate and implement work or safety
improvement technology
Are you aware of any
existing or proposed
Town or private projects
No
3 or personal
relationships that may
create a conflict of
interest that could
affect your decisions?
If "Yes", please explain.
If "No", please type
"N.A."
N!A
Are you aware of any
issues now or proposed
that might require you to
recuse yourself?
No
If "Yes", please explain.
If "No", please type
"N.A."
N/A
Membership on
standing Committees /
Commissions often
entails meetings
throughout the year,
and most Committees /
Commissions meet at
least once monthly. Can
you be available for
these meetings?
Yes
I voluntarily submit this application to the Town of Los Altos Hills Standing Committees/Planning Commission, and verify that the information contained in this application is correct.
Please check the box I have read the Code of Conduct for Appointed Persons Signature Lewis Jamison
Date 7/31/2025
(Section Break)
Please let us know how
you heard about the
Town's Committees and
Membership
Application.
Other
4 If other, please explain. Have been on committees for 30 years (Section Break)
Please Note
Please note that your appointment will be posted on the Town’s website as a Standing Committee member. Your signed application is public record and will be available on request.
Online Resources Town of Los Altos Hills Website
Questions?
Questions and additional information regarding the selection process should be directed to the City Clerk at 650-941-7222.
Thank you for your interest in serving your community!
Email not displaying correctly? View it in your browser.
Mr Augustin Jacques Farrugia
Town of Los Altos Hills | Generated 10/8/2025 @ 4:22 pm by OnBoardGOV - Powered by ClerkBase Status
Name Mr Augustin Jacques Farrugia
Application Date 7/9/2025
Expiration Date 7/9/2027
Status Received
Board Vacancies Status
Technology Committee 2 Pending
Basic Information
Name
Mr Augustin Jacques Farrugia
Contact Information
Address
Los Altos Hills, CA 94022
Yes, I am a resident
Yes
Email
Cell Phone
Are you a Registered Voter
Yes
Number of Years Town Resident
15 years
How many meetings have you attended of the Committee / Commission for which you are applying? None
Please describe your involvement in community activities, civic services, and volunteer organizations.
None
What skills and / or attributes will you bring to the Committee / Commission you are applying for? Former Apple employee
What particular area of responsibility on this Committee / Commission interests you? looking to help the community
Education Background and Professional Activities
French education Phd equivalent
Please state reasons why you want to become a member of this Committee / Commission, including what specific objectives you would be working toward as a member.
Since I am no longer working and can help my community
Are you aware of any existing or proposed Town or private projects or personal relationships that may create a conflict of interest that could affect your decisions? If Yes, please explain.
No
Are you aware of any issues now or proposed that might require you to recuse yourself? If Yes, please explain No
Membership on standing Committees / Commissions often entails meetings throughout the year, and most Committees / Commissions meet at least once monthly. Can you be available for these meetings? Yes
Please let us know how you heard about the Town's Committees and Membership Application.
Town Website
Generated 10/8/2025 @ 4:22 pm
ITEM 8B, Attachment 2
TOWN OF LOS ALTOS HILLS October 16, 2025
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE UPDATED TRAVEL AND
EXPENSE POLICY
FROM: Thomas Leung, Finance Director
APPROVED: Peter Pirnejad, City Manager
RECOMMENDATION: That the City Council:
Adopt a Resolution (Attachment 1) approving the updated Travel and Expense Policy (Attachment 2).
BACKGROUND:
The Town’s Travel and Expense Policy was last updated on June 15, 2023. The policy provides guidelines and procedures for employee travel and expenses, including eligible expenses, approval processes, and reimbursement requirements. Councilmember travel reimbursements are also subject to state law provisions under Government Code §53232.3.
Periodic updates are necessary to ensure the policy reflects current best practices in municipal finance, improves efficiency, and provides clarity for employees.
DISCUSSION:
The proposed update to the Travel and Expense Policy introduces several changes to modernize and streamline practices while maintaining fiscal accountability:
• Training and Conferences: Establishes attendance at conferences, seminars, or training sessions must receive prior approval from the employee’s supervisor and Department Head. Participation must be directly related to the employee’s job duties and Town business needs and is subject to available funding and staffing levels. As a general guideline, conference attendance shall be limited to one per fiscal year for line staff, two for managers, and three for executive staff.
Exceptions must be justified by business need and approved in advance by the City Manager or designee.
• International Travel: Clarifies travel outside the continental United States— including Hawaii, Alaska, Guam, Puerto Rico, and other U.S. territories—shall be considered international travel and requires Department Head, City Manager and City Council approval.
Staff Report to City Council Page 2
Travel Policy
October 16, 2025
• Airfare: Clarifies that employees must use the most economical travel option available, with reservations made at least 21 days in advance whenever practicable. Seat upgrades and early boarding are not reimbursable unless preapproved by the City Manager or designee for documented business, medical, or accessibility needs. All approved upgrades must remain within economy class. • Per Diem Meals: Adopts federal General Services Administration (GSA) per diem rates for meals and incidentals, based on the rates in effect at the time and location of travel. The first and last travel days are reimbursed at 75% of the daily rate. This aligns with established GSA and IRS guidelines, ensuring fairness, predictability, and administrative efficiency while capping meal reimbursements at federally defined limits.
• Business Meals: Clarifies that business meals are reimbursed at actual cost with itemized receipts, separate from the per diem allowance. Business meals are capped at $35 per person unless approved by the City Manager or designee. • Cash Advances: Discourages employee cash advances, making reimbursement after travel the standard. Prepayments should be made directly to vendors whenever feasible.
• Payment Methods: Modernizes registration fee payments by making Town credit card the preferred method, with checks issued only if necessary. • Incidental Expenses: Streamlines incidental reimbursements by including tips/fees within the per diem allowance rather than reimbursing separately. • Rental Vehicles: Employees should refuel rental vehicles before returning them to avoid refueling premiums charged by rental companies. • Town Vehicle Use: Removes language encouraging use of Town vehicles for travel. Liability and fleet use remain governed by departmental policies.
These changes are intended to improve efficiency, align with best practices, and ensure the Town’s policies remain practical and auditable.
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. 2025-26 CITY COUNCIL WORK PLAN:
Updating the Travel and Expense Policy was not specified as one of the City Council’s Work Plan items for 2025-26.
FISCAL IMPACT:
There is no fiscal impact to approve the Travel and Expense Policy.
Staff Report to City Council Page 3
Travel Policy
October 16, 2025
ATTACHMENTS:
1. Resolution Approving the Updated Travel and Expense Policy
2. Draft Travel and Expense Policy - Redlined
RESOLUTION xx-25
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVES THE TRAVEL POLICY
WHEREAS, the Travel Policy sets guidelines and rules to govern employees traveling for business purposes; and
WHEREAS, the Town’s preferred methods for booking flights, hotels, and other travel arrangements; and
WHEREAS, the Town will allow international or out-of-state travel for any event or activity with the appropriate approval levels; and
WHEREAS, the City Council can travel internationally or out-of-state as long as approved at a City Council meeting; and
WHEREAS, the Town’s required travel documentation is outlined in the policy (Attachment A); and
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills approves the updated Travel Policy.
The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a special meeting held on the 16
th day of October 2025 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY: _______________________________
Kavita Tankha, Mayor
ATTEST:
______________________________
Arika Birdsong-Miller, City Clerk
Town of Los Altos Hills October 2025
Travel Policy 1
TRAVEL AND EXPENSE POLICY
PURPOSE
Town travel should be for business and training purposes that is of value to the Town and its residents.
All expenses incurred while on Town business should constitute reasonable and practical use of public funds. When traveling, employees shall choose the most efficient, direct and economical travel options available.
POLICY
The purpose of this policy is to establish business travel guidelines for Town employees that are fair, accountable, and transparent. This policy addresses the criteria for Town payment of travel expenses and/or advances incurred by the Town employee.
I. GENERAL GUILDELINES
A. Authorized expenses shall include, but are not limited to, authorized business expenses incurred while engaging and/or participating in the following activities and/or events, which meet the criteria listed below:
1. The seminar, meeting, function, certification training or conference is mandatory or necessary to accomplish key Town or employee goals and objectives. Such activities include, but are not limited to:
a. Participating in and attending meetings of regional, state and national organizations whose activities affect the Town’s interests. b. Attending educational seminars designed to improve skill and information levels.
c. Attending business meetings, functions of local civic or community organizations where there is a clear nexus between the event and Town employee duty, i.e., not purely social events.
2. If the training location requires an overnight stay, efforts should be made to ensure no local option is available. If the employee is eligible for overtime or compensatory time accrual during the travel time and conference event, wages will be calculated in accordance with FLSA requirements.
Town of Los Altos Hills October 2025
Travel Policy 2
3. Attendance at conferences, seminars, or training sessions must receive prior approval from the employee’s supervisor and Department Head. Participation must be directly related to the employee’s job duties and Town business needs and is subject to available funding and staffing levels. As a general guideline, conference attendance shall be limited to one per fiscal year for line staff, two for managers, and three for executive staff. Exceptions must be justified by business need and approved in advance by the City Manager or designee.
4. Registration fees will be fully paid by the Town, preferably by Town credit card. If a credit card payment is not feasible, the Town may issue a check directly to the vendor. Any discounts offered for early registration or attendance by additional people should be obtained whenever possible.
5. Out-of-state travel shall be authorized first by the department head and then by the City Manager.
6. Travel outside the continental United States—including Hawaii, Alaska, Guam, Puerto Rico, and other U.S. territories—shall be considered international travel and requires Department Head, City Manager and City Council approval.
7. Any City Council members requesting out-of-state travel or international travel for any event or activity shall be approved at a City Council meeting.
B. The following are examples, but not all inclusive, of personal expenses for which the Town will not reimburse the employee, even when incurred in conjunction with approved reimbursable expenses:
• Expenses incurred as a result of supplemental personal travel. • Political or charitable contributions or events.
• Family or companion expenses, including those related to child or pet care. • Entertainment expenses
• Meals for any person other than the employee.
• Non-mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline.
• Personal losses incurred while on Town business.
• Inaccurate receipts that are greater than the reimbursable cost of the item. • Alcohol
Town of Los Altos Hills October 2025
Travel Policy 3
C. Payments for travel and expenses will be made on a reimbursement basis, with employees submitting a Statement of Travel Expenses and receipts after travel. Prepayments (e.g., conference registration, airfare, lodging) should be made directly to vendors whenever feasible. Cash advances to employees are strongly discouraged and may only be approved in exceptional circumstances by the City Manager or designee.
D. Reimbursement of expenses may be made only for Town employees; no reimbursement is allowed for non-employees accompanying the attendee.
E. All reimbursement claims or advances for travel and expenses (including registration) shall be accompanied by sufficient supporting documentation including original receipts, copies of registration forms, invoices, cancelled checks or notation for any receipts that are lost.
F. All claims for travel and expenses shall be signed by the employee’s supervisor and Department Head or designee.
II. TRANSPORTION
A. Airfare
1. Use of air, train, private automobile, or other mode of transportation should be selected based on the least expensive option for the Town. Government and group rates should be used when available.
2. Transportation costs to and from the authorized destination should not exceed advance purchase economy class airfare unless such fare is not available or impractical.
Employees are encouraged to inquire as to any government discount the airline may provide. The Town will not pay for upgrades (e.g., seat upgrades or early boarding options) unless approved by the City Manager or designee for a documented business, medical, or accessibility need. All approved upgrades must remain within economy class.
3. Travel reservations should be made as early as practicable to obtain the lowest reasonable fares, preferably at least 21 days in advance. Last-minute or imminent travel reservations should be avoided unless necessary for urgent Town business and approved by the City Manager or designee.
B. Automobile
1. No allowance or reimbursement for transportation is authorized when a Town vehicle is used.
2. When two (2) or more employees are traveling by vehicle, the employees should make every effort to travel together.
Town of Los Altos Hills October 2025
Travel Policy 4
3. Automobile mileage will be reimbursed at the rate set by the Internal Revenue Service (IRS) in effect at the time of travel and will be reimbursed for the distance between home and the destination or work and the destination, whichever is less. Finance shall be responsible for determining the applicable rate at the time of travel. This amount does not include bridge and road tolls, which are reimbursable at actual rates. Any employee in a management position who receives a vehicle allowance is not eligible for mileage reimbursement. Mileage reimbursement should be submitted within thirty (30) days of travel.
4. If a personal vehicle is used to and from the airport, the actual mileage will be reimbursed. Parking at the airport will be reimbursed or a shuttle to and from the airport.
It is encouraged that the cheaper of the two options be used.
5. The necessity for a rental car must be established and authorized in advance by the City Manager or designee. Only economy car models may be rented unless the upgrade is provided at no additional cost to the Town. Prepaid gas is not to be selected, but optional insurance is required and will be reimbursed. Employees should refuel rental vehicles before returning them to avoid refueling premiums charged by rental companies. The employee is required to notify the Town’s Risk Manager and their supervisor, immediately, in the event of any incident or accident related to the rental vehicle. If and when available a police report should also be obtained if involved in a vehicle accident.
When 2 or more employees are attending the same training, the rental vehicle, if approved, should be shared.
C. Taxis/Shuttles
1. Whenever possible, hotel courtesy buses or local shuttle services should be used.
Taxi service or Ride Share should be used only when no other convenient, less costly transportation is available.
III. LODGING
A. No lodging expenses incurred by employees within a 50-mile radius will be reimbursed unless there are extenuating circumstances and approved prior by City Manager or designee approval.
B. Lodging expenses may be prepaid directly to the hotel or reimbursed. Prepayment or reimbursement will be limited to single occupant room rates. Lodging reimbursement shall not exceed conference hotel cost or host group rate with the exception the lodging is not available. No reimbursement will be made when lodging is at a family/friend’s residence.
IV. MEAL COSTS
Town of Los Altos Hills October 2025
Travel Policy 5
A. The Town will provide meal and incidental expense reimbursement on a per diem basis, consistent with the U.S. General Services Administration (GSA) rates in effect at the time and location of travel. Receipts are not required for meals and incidentals reimbursed under the per diem method. On the first and last day of travel, employees will receive 75% of the applicable daily per diem.
V. MISCELLANEOUS EXPENSES
A. Expenses related to Town business will be reimbursed for actual telephone, fax, parking expenses, tolls, tipping, taxi, hotel wireless charges, or other reasonable expenses.
Miscellaneous expenses must be itemized, and receipts must be provided. Where receipts are not available, a signed declaration of expenditures may be accepted by the Administrative Services Director or designee at their discretion.
B. Incidental expenses (fees and tips to porters, baggage carriers, hotel staff, etc.) are included within the GSA per diem allowance and will not be separately reimbursed, except when clearly outside the GSA definition.
C. Personal expenses (e.g. shoe shine, in-room entertainment, personal phone calls, traffic fines, etc.) are not reimbursable.
D. If a personal side trip is planned, the Town will reimburse not more than the advance purchase economy class airfare to and from the original destination. Any additional costs related to personal travel will not be reimbursed by the Town.
E. If a companion accompanies an employee, only the business cost incurred by the employee will be reimbursed. All costs incurred in addition to the employee costs will not be reimbursed by the Town.
VI. BUSINESS MEETING EXPENSES
A. Business meals are reimbursed at actual cost with itemized receipts, separate from the employee’s per diem allowance. Business meals shall not exceed a per-person limit of $35, including tax and tip, unless approved by the City Manager or designee. The itemized meal receipts shall include the amount of the expense, the date and place of the expense, the business purpose, and who attended the business meeting.
B. Only reasonable and eligible meal costs supported by itemized receipts will be reimbursed; excessive or non-business-related charges will not be covered.
C. Meal reimbursement should be submitted within 30 business days of the meeting.
PROCEDURE
Employee
Town of Los Altos Hills October 2025
Travel Policy 6
1. Discuss planned travel and expenses with immediate supervisor.
2. Obtain prior authorization for any nonstandard expenses (i.e., rental car, travel by air, etc.) by filling out the Travel Authorization form located in :/common/LAH forms.
3. Submit requests for registration and any advances or prepaid items within the standard disbursement time period.
4. Within 30 business days after the employee’s return from a trip, a Statement of Travel Expenses (travel and expense report) must be filed with the Finance Division complete with the proper signing authority. The form is located in:\common\LAH forms.
5. All Statement of Travel Expenses shall include copies of documentation of previous prepayments or advances made, including registration, airfare, hotel, training agenda, etc.
6. When claiming per diem, employees must note the applicable GSA rate and location on the Statement of Travel Expenses. Receipts are not required for meals and incidental expenses reimbursed under the per diem allowance.
Finance
1. Receives completed Statement of Travel Expenses from department.
2. Reviews requested prepayments, advances and reimbursements related to travel. Checks the budget for consistency with budgeted funds.
3. Process Statement of Travel Expenses and provides payment for advances, prepayments or reimbursements.
_______________________
Peter Pirnejad, City Manager
October 2025
Town of Los Altos Hills October 2025
Travel Policy 1
TRAVEL AND EXPENSE POLICY
PURPOSE
Town travel should be for business and training purposes that is of value to the Town and its residents.
All expenses incurred while on Town business should constitute reasonable and practical use of public funds. When traveling, employees shall choose the most efficient, direct and economical travel options available.
POLICY
The purpose of this policy is to establish business travel guidelines for Town employees that are fair, accountable, and transparent. This policy addresses the criteria for Town payment of travel expenses and/or advances incurred by the Town employee.
I. GENERAL GUILDELINES
A. Authorized expenses shall include, but are not limited to, authorized business expenses incurred while engaging and/or participating in the following activities and/or events, which meet the criteria listed below:
1. The seminar, meeting, function, certification training or conference is mandatory or necessary to accomplish key Town or employee goals and objectives. Such activities include, but are not limited to:
a. Participating in and attending meetings of regional, state and national organizations whose activities affect the Town’s interests. b. Attending educational seminars designed to improve skill and information levels.
c. Attending business meetings, functions of local civic or community organizations where there is a clear nexus between the event and Town employee duty, i.e., not purely social events.
2. If the training location requires an overnight stay, efforts should be made to ensure no local option is available. If the employee is eligible for overtime or compensatory time accrual during the travel time and conference event, wages will be calculated in accordance with FLSA requirements.
Town of Los Altos Hills October 2025
Travel Policy 2
3. Attendance at conferences, seminars, or training sessions must receive prior approval from the employee’s supervisor and Department Head. Participation must be directly related to the employee’s job duties and Town business needs and is subject to available funding and staffing levels. As a general guideline, conference attendance shall be limited to one per fiscal year for line staff, two for managers, and three for executive staff. Exceptions must be justified by business need and approved in advance by the City Manager or designee.
4. Registration fees will be fully paid by the Town, preferably by Town credit card. If a credit card payment is not feasible, the Town may issue a check directly to the vendor. Any discounts offered for early registration or attendance by additional people should be obtained whenever possible.
5. Out-of-state travel shall be authorized first by the department head and then by the City Manager.
6. Travel outside the continental United States—including Hawaii, Alaska, Guam, Puerto Rico, and other U.S. territories—shall be considered international travel and requires Department Head, City Manager and City Council approval.
7. Any City Council members requesting out-of-state travel or international travel for any event or activity shall be approved at a City Council meeting.
B. The following are examples, but not all inclusive, of personal expenses for which the Town will not reimburse the employee, even when incurred in conjunction with approved reimbursable expenses:
• Expenses incurred as a result of supplemental personal travel. • Political or charitable contributions or events.
• Family or companion expenses, including those related to child or pet care. • Entertainment expenses
• Meals for any person other than the employee.
• Non-mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline.
• Personal losses incurred while on Town business.
• Inaccurate receipts that are greater than the reimbursable cost of the item. • Alcohol
Town of Los Altos Hills October 2025
Travel Policy 3
C. Payments for travel and expenses will be made on a reimbursement basis, with employees submitting a Statement of Travel Expenses and receipts after travel. Prepayments (e.g., conference registration, airfare, lodging) should be made directly to vendors whenever feasible. Cash advances to employees are strongly discouraged and may only be approved in exceptional circumstances by the City Manager or designee.
D. Reimbursement of expenses may be made only for Town employees; no reimbursement is allowed for non-employees accompanying the attendee.
E. All reimbursement claims or advances for travel and expenses (including registration) shall be accompanied by sufficient supporting documentation including original receipts, copies of registration forms, invoices, cancelled checks or notation for any receipts that are lost.
F. All claims for travel and expenses shall be signed by the employee’s supervisor and Department Head or designee.
II. TRANSPORTION
A. Airfare
1. Use of air, train, private automobile, or other mode of transportation should be selected based on the least expensive option for the Town. Government and group rates should be used when available.
2. Transportation costs to and from the authorized destination should not exceed advance purchase economy class airfare unless such fare is not available or impractical.
Employees are encouraged to inquire as to any government discount the airline may provide. The Town will not pay for upgrades (e.g., seat upgrades or early boarding options) unless approved by the City Manager or designee for a documented business, medical, or accessibility need. All approved upgrades must remain within economy class.
3. Travel reservations should be made as early as practicable to obtain the lowest reasonable fares, preferably at least 21 days in advance. Last-minute or imminent travel reservations should be avoided unless necessary for urgent Town business and approved by the City Manager or designee.
B. Automobile
1. No allowance or reimbursement for transportation is authorized when a Town vehicle is used.
2. When two (2) or more employees are traveling by vehicle, the employees should make every effort to travel together.
Town of Los Altos Hills October 2025
Travel Policy 4
3. Automobile mileage will be reimbursed at the rate set by the Internal Revenue Service (IRS) in effect at the time of travel and will be reimbursed for the distance between home and the destination or work and the destination, whichever is less. Finance shall be responsible for determining the applicable rate at the time of travel. This amount does not include bridge and road tolls, which are reimbursable at actual rates. Any employee in a management position who receives a vehicle allowance is not eligible for mileage reimbursement. Mileage reimbursement should be submitted within thirty (30) days of travel.
4. If a personal vehicle is used to and from the airport, the actual mileage will be reimbursed. Parking at the airport will be reimbursed or a shuttle to and from the airport.
It is encouraged that the cheaper of the two options be used.
5. The necessity for a rental car must be established and authorized in advance by the City Manager or designee. Only economy car models may be rented unless the upgrade is provided at no additional cost to the Town. Prepaid gas is not to be selected, but optional insurance is required and will be reimbursed. Employees should refuel rental vehicles before returning them to avoid refueling premiums charged by rental companies. The employee is required to notify the Town’s Risk Manager and their supervisor, immediately, in the event of any incident or accident related to the rental vehicle. If and when available a police report should also be obtained if involved in a vehicle accident.
When 2 or more employees are attending the same training, the rental vehicle, if approved, should be shared.
C. Taxis/Shuttles
1. Whenever possible, hotel courtesy buses or local shuttle services should be used.
Taxi service or Ride Share should be used only when no other convenient, less costly transportation is available.
III. LODGING
A. No lodging expenses incurred by employees within a 50-mile radius will be reimbursed unless there are extenuating circumstances and approved prior by City Manager or designee approval.
B. Lodging expenses may be prepaid directly to the hotel or reimbursed. Prepayment or reimbursement will be limited to single occupant room rates. Lodging reimbursement shall not exceed conference hotel cost or host group rate with the exception the lodging is not available. No reimbursement will be made when lodging is at a family/friend’s residence.
IV. MEAL COSTS
Town of Los Altos Hills October 2025
Travel Policy 5
A. The Town will provide meal and incidental expense reimbursement on a per diem basis, consistent with the U.S. General Services Administration (GSA) rates in effect at the time and location of travel. Receipts are not required for meals and incidentals reimbursed under the per diem method. On the first and last day of travel, employees will receive 75% of the applicable daily per diem.
V. MISCELLANEOUS EXPENSES
A. Expenses related to Town business will be reimbursed for actual telephone, fax, parking expenses, tolls, tipping, taxi, hotel wireless charges, or other reasonable expenses.
Miscellaneous expenses must be itemized, and receipts must be provided. Where receipts are not available, a signed declaration of expenditures may be accepted by the Administrative Services Director or designee at their discretion.
B. Incidental expenses (fees and tips to porters, baggage carriers, hotel staff, etc.) are included within the GSA per diem allowance and will not be separately reimbursed, except when clearly outside the GSA definition.
C. Personal expenses (e.g. shoe shine, in-room entertainment, personal phone calls, traffic fines, etc.) are not reimbursable.
D. If a personal side trip is planned, the Town will reimburse not more than the advance purchase economy class airfare to and from the original destination. Any additional costs related to personal travel will not be reimbursed by the Town.
E. If a companion accompanies an employee, only the business cost incurred by the employee will be reimbursed. All costs incurred in addition to the employee costs will not be reimbursed by the Town.
VI. BUSINESS MEETING EXPENSES
A. Business meals are reimbursed at actual cost with itemized receipts, separate from the employee’s per diem allowance. Business meals shall not exceed a per-person limit of $35, including tax and tip, unless approved by the City Manager or designee. The itemized meal receipts shall include the amount of the expense, the date and place of the expense, the business purpose, and who attended the business meeting.
B. Only reasonable and eligible meal costs supported by itemized receipts will be reimbursed; excessive or non-business-related charges will not be covered.
C. Meal reimbursement should be submitted within 30 business days of the meeting.
PROCEDURE
Employee
Town of Los Altos Hills October 2025
Travel Policy 6
1. Discuss planned travel and expenses with immediate supervisor.
2. Obtain prior authorization for any nonstandard expenses (i.e., rental car, travel by air, etc.) by filling out the Travel Authorization form located in :/common/LAH forms.
3. Submit requests for registration and any advances or prepaid items within the standard disbursement time period.
4. Within 30 business days after the employee’s return from a trip, a Statement of Travel Expenses (travel and expense report) must be filed with the Finance Division complete with the proper signing authority. The form is located in:\common\LAH forms.
5. All Statement of Travel Expenses shall include copies of documentation of previous prepayments or advances made, including registration, airfare, hotel, training agenda, etc.
6. When claiming per diem, employees must note the applicable GSA rate and location on the Statement of Travel Expenses. Receipts are not required for meals and incidental expenses reimbursed under the per diem allowance.
Finance
1. Receives completed Statement of Travel Expenses from department.
2. Reviews requested prepayments, advances and reimbursements related to travel. Checks the budget for consistency with budgeted funds.
3. Process Statement of Travel Expenses and provides payment for advances, prepayments or reimbursements.
_______________________
Peter Pirnejad, City Manager
October 2025