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May 14, 2026
Council members reviewed additional committees, with some questioning the status of ongoing groups such as sewer, Rule 20A undergrounding, Green Sheets, and Little League-related ad hocs, leading to discussion about whether certain committees were still active or necessary. The group generally agreed that several committees, including at least four identified items, could be sunset.
MOTION MADE AND SECONDED: Mayor Bhateja motioned to sunset the Westwind Barn, the City Manager contract, the Green Sheets Review, and the Mayoral Rotation Ad Hoc Committees.
The motion was seconded by Councilmember Swan.
MOTION PASSED 5-0
AYES: Bhateja, Mok, Swan, Tankha, Tyson
NOES: None
RECUSE: None
ABSTAIN: None
ABSENT: None
B. Alternate Sites Ad Hoc Committee Discussion on How to Approach Applications for Potential Multifamily Sites (Mayor Bhateja and Vice Mayor Tyson)
Mayor Bhateja raised a scenario from the alternate sites ad hoc committee (which he and Vice Mayor Tyson serve on), describing a hypothetical resident willing to offer property for multifamily rezoning to help meet housing goals (RENA). He asked how the Town should respond if the property owner supports rezoning but cannot afford the upfront costs.
He noted the need for a structured agreement, potentially including cost recovery provisions if the proposal does not proceed, and requested staff input on how such a case would be handled, including the rough cost associated with rezoning actions.
CM Einfalt responded that the cost would depend on the specific proposal but would generally include standard planning application fees and processing costs. He noted that additional costs could apply if an environmental review were required, depending on the site and the scope of the rezoning request.
Director Bradford responded that, over the full process, the Town estimated roughly $100,000 to $200,000 in total costs for a rezoning effort. He explained this would include staff time, City Attorney work, consultant services to revise zoning or procedures, and administrative work such as preparing staff reports and supporting public hearings.
Councilmember Tankha followed up by asking whether rezoning costs would only be incurred after a decision to proceed with multifamily zoning, expressing concern about spending resources on projects that might not ultimately move forward after public input.
Mayor Bhateja explained that in the hypothetical scenario, a resident could agree to proceed with rezoning if the Town waived fees, meaning the property owner would not bear out-of-pocket costs. He emphasized the need for Council direction on whether to support such an approach and how to structure the process if it were pursued.
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May 14, 2026
Vice Mayor Tyson added that the purpose of the discussion was to understand whether and how the Council could make such a pathway feasible for residents in those circumstances.
Councilmember Swan then noted that any decision would likely depend on the property’s location and suitability, suggesting site-specific considerations would be important in evaluating such proposals.
Director Bradford said staff was developing a flexible framework to help the ad hoc committee identify and evaluate potential Housing Element sites. He noted that similar efforts have sometimes been subsidized in the past when housing mandates were strong, and said the Town could consider fee waivers or cost-sharing during the current interim period to support housing goals. He emphasized that any site would still require full feasibility review and Council oversight, including criteria for possible incentives or waivers, and stressed the need for safeguards to ensure the Town can recover costs if a project does not move forward.
Mayor Bhateja explained that any potential site would first be evaluated with staff for feasibility, including access, fire safety, sewer capacity, and other standard criteria used for multifamily consideration before moving forward with any agreement with a property owner.
Councilmember Swan responded that rezoning efforts costing a couple hundred thousand dollars could significantly increase land value, and therefore the Town should ensure it is able to recoup those costs. She expressed concern that the Town could otherwise fund rezoning efforts that ultimately benefit private owners or developers, and suggested mechanisms such as liens or other safeguards to recover public expenses, whether or not the property is ultimately developed.
Mayor Bhateja noted that the Town could not require a property owner to build after rezoning or directly tie rezoning approvals to repayment obligations, and that costs would typically only be recouped later through development, sale, or partnership.
Councilmember Swan suggested using time-based conditions or a lien on the property to ensure the Town could recover rezoning costs if development did not proceed, which the Mayor indicated was a reasonable approach to consider.
Councilmember Swan suggested adding protections such as a lien or a 5-year repayment “balloon” structure so the Town could recover rezoning costs if development does not occur.
She said costs should not be spent without safeguards and proposed that if owners chose not to develop, they would need to repay the Town, rather than leaving public funds unrecovered after rezoning efforts.
Councilmember Mok expressed concern about moving forward with a new committee process and agreed with Councilmember Swan’s financial safeguards. He also raised concern about neighbor opposition, noting that expanding potential sites down to half-acre parcels could spread impacts across more of the Town and lead to similar pushback regardless of location.
Mayor Bhateja clarified that any rezoning proposal would still be subject to the standard legal requirements, including public notice, public hearings, and opportunities for community input.
He emphasized that the Town could not proceed informally or without transparency, and that the process would remain fully open and regulated before any final action could be taken.
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May 14, 2026
Councilmember Tankha asked whether the Town would only incur costs after completing the public hearing process. Mayor Bhateja responded that any agreement with a property owner could be structured so that spending or commitments occur only after public hearings, potentially making Council approval contingent on the outcome of that process.
Councilmember Tyson argued for initiating the process with limited “seed funding,” noting that early-stage costs are often necessary to evaluate feasibility such as utilities or site conditions. Councilmember Tankha pushed back, emphasizing the need for clear incentives for actual development and concern that rezoning alone could occur without follow-through.
Mayor Bhateja added that the Town’s motivation is to secure more viable Housing Element sites, even if development timing is uncertain, and noted that while rezoning can change allowable use to multifamily, it does not force immediate construction.
Councilmember Swan said that if a property owner sought rezoning in order to increase sale value and potentially flip the property to a developer, the Town should ensure it is able to recover its costs for that rezoning process.
Mayor Bhateja agreed, stating that if a property is sold or developed after rezoning, the Town should recoup its funds associated with the process.
Councilmember Tyson suggested using the Council’s feedback to develop a proposal for the following month, potentially by setting aside a fixed amount in a fund to support early-stage work. He noted that the approach would allow the Town to gauge costs and adjust the program based on actual funding needs and outcomes.
Mayor Bhateja OPENED PUBLIC COMMENT.
PUBLIC COMMENT
1. John O’Connell stated that he had previously sent Councilmembers Tyson and Bhateja a list of potential housing sites, noting most were privately owned and unlikely to produce significant lower-income housing. He argued that the Town’s main opportunity for meaningful affordable housing lay in open space reserves, citing examples from other jurisdictions, and urged caution about entering any agreement that could limit use of such land for housing due to potential legal constraints.
2. Elizabeth Wilson, a resident, asked whether the Town had considered directly purchasing properties for housing development rather than relying on private owners or developers, suggesting it could allow the Town more control over what is built and potentially support employee housing.
Mayor Bhateja responded that the Town had not been approached with such proposals but had been actively identifying and contacting property owners from various lists, including those provided by residents, to explore potential sites for multifamily rezoning and housing opportunities.
Mayor Bhateja CLOSED PUBLIC COMMENT.
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May 14, 2026
Director Bradford noted that staff could incorporate property acquisition into the broader framework for identifying housing sites and evaluate it alongside other implementation tools.
Mayor Bhateja responded that purchasing property could require significant public expenditure with uncertain long-term outcomes. Councilmember Swan suggested that grant funding or low-income housing support might help offset costs and accelerate development.
Mayor Bhateja concluded that the ad hoc committee would return with a more defined proposal for Council review at a future meeting, likely the June meeting.
No Motion.
10. STAFF REPORTS
A. City Attorney
No.
B. City Clerk
City Clerk Birdsong-Miller provided an update on two newly formed committees with open applications: the Housing Element Implementation Committee and the Planning Commission.
She reported that only two applications had been received so far for the Housing Element Implementation Committee, with appointments expected at the June meeting. For the Planning Commission, two incumbents had requested reappointment, and three additional new applications had been received, with all appointments also scheduled for the June 18 City Council meeting.
C. Community Development Director
Director Bradford updated the Council that the department was recruiting for an assistant planner position, with onboarding expected at the start of the next fiscal year if the hiring process proceeds successfully. He noted a strong candidate pool and also referenced two recently hired interns, adding that additional staffing adjustments may be discussed during the upcoming budget process.
D. Finance Director
Director Leung provided a brief update regarding the upcoming joint Finance and Investment Committee and City Council budget meeting scheduled for the following morning at 10 a.m.
E. Public Works Director
Director Kim reported that the annual road rehabilitation project began May 4, with asphalt overlay work completed on Corbetta Lane and East Sunset Drive and continued work scheduled on Fremont Road, including lane closures and traffic control through construction, with overall completion expected by late June or July.
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May 14, 2026
He also provided updates on the Heritage House project, noting that final punch-list work is underway and completion is expected by the end of May, alongside coordination for furniture and IT installation.
Additionally, he announced that the El Monte Fire Station Utility Underground Rule 20A project received the APWA Silicon Valley Chapter Project of the Year award, and noted the Town still has approximately $685,000 in remaining Rule 20A credits, with a consultant engaged to evaluate options before credits expire in 2033.
F. City Manager
Director Einfalt reported a series of updates, including plans for a fire department town hall and continued community engagement on development and safety concerns, as well as upcoming discussions on the sheriff’s contract and strategic use of allocated public safety hours.
He also noted ongoing sewer negotiations with the City of Los Altos, recent discussions with PG&E regarding transformer placement on development sites, and upcoming coordination with the ad hoc committee on a proposal review.
Additionally, he announced the hiring of five summer interns, upcoming community events including a picnic, and provided brief updates on staff capacity and recent public engagement activities such as the pathway run.
Mayor Bhateja congratulated the City Manager on the new role, expressed confidence and support from Council and staff, and wished for continued success. He then concluded the meeting by moving to adjourn.
11. COUNCIL INITIATED ITEMS
A. Consideration to Implement Coded Enforcement Fines and Charges for Service in the Town (Mayor Bhateja)
Mayor Bhateja introduced Council Item 11A regarding potential implementation of code enforcement fines and service charges in the Town. He stated that both staff and residents had expressed concerns about difficulties enforcing municipal code provisions because the Town lacked enforcement mechanisms used by other jurisdictions.
City Manager Einfalt clarified that the Town has historically contracted with CSG, a consulting firm, for code enforcement services. He stated that the consultant’s hours had recently been increased from 20 to 40 hours per week to address a backlog of cases. Mr. Einfalt also noted that the item was being presented as a Council-initiated discussion for framing purposes and did not represent a formal staff recommendation.
Director Bradford explained that the Town’s code enforcement program was funded entirely by the general fund and staffed by a code enforcement officer working alongside a dedicated code enforcement attorney. He described ongoing challenges caused by staffing transitions and a backlog of unresolved cases, particularly involving unpermitted work such as grading and construction, which often required coordination across multiple departments and agencies.
Bradford noted that simpler violations were typically resolved within 30 to 90 days, while more complex cases remained open for years. He stated that expanding code enforcement staffing to
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May 14, 2026
full-time and adding legal support were intended to improve responsiveness and case resolution.
Bradford also noted that the Town lacked enforcement tools such as citations, civil remedies, and updated nuisance abatement procedures, and stated that adding those tools could improve compliance, reduce long-term violations, and shift some enforcement costs away from the general fund and onto violators.
PUBLIC COMMENT
1. Davey Davidson, joined by her husband Al Whaley, spoke in support of stronger code enforcement measures in Los Altos Hills. She described ongoing issues with a neighboring property involving alleged unpermitted excavation, grading, hardscaping, and structures within an open space conservation area. Davidson stated that repeated violations over several years contributed to a landslide in March 2023 that threatened their property. She expressed concern that the Town lacked an effective enforcement process to hold violators accountable and repair damages, and presented photographs showing erosion, unpermitted concrete work, bridges, debris, and other alleged violations visible from their property.
2. Al Whaley described concerns about trash, debris, and unpermitted work within a protected creek and riparian habitat area, stating that the conditions potentially violated local, county, and state environmental regulations. He requested restoration of the hillside to its natural slope to prevent further erosion and protect neighboring property, as well as cleanup and restoration of the open space conservation area. Whaley stated that while existing codes already required such restoration, the Town currently lacked a state- and county-compliant enforcement structure necessary to effectively act on violations. He urged the Council to establish a stronger enforcement framework like those used in neighboring communities.
Mayor Bhateja invited Director Bradford to provide staff insight to these comments and Director Bradford stated that the matter described by the speakers was one of the Town’s long-standing code enforcement cases and had been handled by multiple code enforcement officers over several years. He explained that the property had previously been inspected and issued a recorded notice of violation, but the violations allegedly continued. Mr. Bradford stated that the Town had had trouble obtaining cooperation from the property owner, citing repeated delays and unsuccessful attempts to schedule meetings. He noted that staff were now working toward obtaining an inspection warrant after establishing a documented pattern of denied or unsuccessful access attempts.
3. John O’Connell stated that the Town can enforce codes but does so inconsistently. He cited a past case involving George Perlagos, who received fines related to code enforcement actions, as an example of enforcement being applied in some situations but not others. Mr.
O’Connell argued that other residents have received long-standing code enforcement letters without meaningful follow-through or resolution, leading to unequal treatment. He concluded that code enforcement should be applied consistently and equitably across all residents.
Councilmember Tankha stated that during her time on the Planning Commission, she had seen code enforcement processes used to red-tag unpermitted construction and require corrections to bring work back into compliance. She affirmed that enforcement tools do exist but agreed that they are not always applied consistently, noting that the reasons for that inconsistency were unclear.
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May 14, 2026
John O’Connell acknowledged Councilmember Tankha’s example and added that he was aware of another case on Saddle Mountain where a resident was red-tagged for conducting work without finalized permits. He thanked the Council for the discussion.
Mayor Bhateja invited Director Bradford to provide staff insight to these comments and Director Bradford clarified that the discussion was not primarily about code enforcement tools themselves, but about permit-related penalties applied after a code enforcement action.
He explained that while penalties can be applied when permits are later sought, this mechanism only applies if property owners proceed to apply for permits. He noted that some long-standing cases have not reached that stage because the property owners have not submitted permit applications.
4. Beth Most, a Los Altos Hills resident, described her experience with code enforcement related to an unpermitted pickleball court built by a neighbor adjacent to her property. She stated that despite reporting the issue in October 2024 and following up repeatedly over 19 months, she initially saw no enforcement action taken. She said she eventually hired an attorney, after which the Town issued deadlines for the neighbor to submit plans and stated these were ignored without consequence. Ms. Most expressed frustration that enforcement was delayed or ineffective and stated that the project ultimately proceeded into the standard permitting process without a formal code violation being issued. She concluded by expressing concern about inconsistent enforcement and the message it sends to residents.
Mayor Bhateja CLOSED PUBLIC COMMENT.
Councilmember Swan stated that there were two distinct issues under discussion: charging for repeated code enforcement services and the application of fines and enforcement actions. She expressed concern that some property owners are able to proceed with unpermitted construction and later obtain permits, effectively legitimizing work after the fact. She referenced similar situations involving encroachments into easements and noted that such cases can be difficult to reverse once construction has occurred. Ms. Swan concluded that while charging for repeated enforcement may be appropriate, the application of fines and enforcement appeared uneven and inconsistent.
Councilmember Mok expressed concern about the number of long-standing code enforcement cases and situations involving unpermitted work or stop-work orders. He stated that the Town should ensure development is done properly and safely, emphasizing that construction should meet appropriate standards and not create safety risks or environmental harm. He urged that these issues be reviewed and addressed more effectively.
Councilmember Tankha stated that the Town should revisit its code enforcement approach, noting that enforcement has historically been complaint-driven rather than proactive to avoid encouraging neighbor disputes. She observed that limited staffing, including a single or part-time code enforcement officer, has contributed to inconsistent enforcement. Ms. Tankha argued that allowing retroactive legalization of unpermitted work can send the wrong signal and encourage noncompliance, and she supported clearer, more consistently applied rules with some level of penalty to deter violations. She acknowledged the challenge of addressing completed construction and emphasized the need to develop a more structured and balanced enforcement framework going forward.
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May 14, 2026
Vice Mayor Tyson stated that the item was Council-initiated and supported moving it forward for consideration. He expressed concern about examples raised during public comment and emphasized the importance of consistent rule enforcement in the Town. Mr. Tyson stated that the primary goal should be effective enforcement rather than revenue generation, though fines could serve as a deterrent and help recover costs. He concluded that he was in favor of advancing the proposal to strengthen code enforcement.
Mayor Bhateja stated that there were two distinct aspects to code enforcement: penalties that could be applied when a property owner sought a permit after the fact, and situations where no permit application was submitted, which limited the Town’s ability to enforce corrections. He noted concerns that in some cases, such as long-standing violations, the Town lacked sufficient tools to compel compliance. Mr. Bhateja expressed support for strengthening enforcement authority and referenced other jurisdictions as examples of more effective systems. He concluded by requesting that staff return with a proposal outlining additional enforcement tools and options for addressing violations both with and without permit applications.
City Manager Einfalt explained that recent discussions about code enforcement led staff to identify gaps in staffing and legal expertise. He noted that the Town had since brought on a code enforcement attorney to support enforcement actions, including notices, abatement processes, and inspection efforts. He stated that the attorney had been working with the code enforcement officer and holding office hours at Town Hall to assist with more complex cases. Mr. Einfalt acknowledged the Council’s direction and confirmed that staff could return with a proposal regarding fee recovery and related program improvements.
Councilmember Mok asked that future staff analysis include consideration of property owners’ rights, including what structures or uses are permissible, whether limitations apply to existing conditions, and how personal property rights should be balanced with future enforcement standards.
Director Bradford responded that code enforcement already considers property rights as part of its process, with an emphasis on education and allowing opportunities to correct unintentional violations without excessive penalties. He acknowledged concerns raised by residents regarding long-standing and severe violations, noted that some past cases had been difficult to resolve due to limited enforcement tools, and stated that additional mechanisms could improve the Town’s ability to address such cases going forward.
Mayor Bhateja noted that some issues raised in public comment, such as riparian damage, may fall under county jurisdiction and asked that this be considered in future staff analysis. Director Bradford responded that enforcement often involves coordination with multiple agencies and that the Town must operate within its own jurisdictional limits while respecting those boundaries.
He added that the Town does request removal of clearly non-compliant improvements, since such items cannot be legitimized or “vested” through the permitting process.
No motion. Meeting pivoted to review and discuss ITEM 5.
12. ADJOURN
Mayor Bhateja adjourned the meeting at 11:07 PM.
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May 14, 2026
Respectfully Submitted,
Arika Birdsong-Miller, City Clerk
City Council Regular Meeting Minutes Page 1 of 4
May 14, 2026
Town of Los Altos Hills
City Council and Finance & Investment Committee Special Joint Meeting Minutes
Thursday, May 15, 2026, 2026 at 10:00 A.M.
Council Chambers, 26379 Fremont Road, Los Altos Hills, California, Council
Present:
Mayor Rajiv Bhateja, Council Member Stanley Mok, Council Member Linda Swan, and Council Member Kavita Tankha
Absent: Vice Mayor George Tyson
Finance &
Investment
Committee:
Chair Allan Epstein, Vice-Chair Kjell Karlsson, Amy Young, Dominique Grau, Jeanne Seeley, Michele Raffin, Sean McGraw
Staff: City Manager Cody Einfalt, Community Development Director Jay Bradford, Finance Director Thomas Leung, Public Work Director WooJae Kim, City Clerk Arika BirdsongMiller, Administrative Clerk/Technician Keren Brunner CALL TO ORDER (10:00 A.M.)
Mayor Bhateja called the meeting to order at 10:04 A.M.
1. ROLL CALL
City Clerk Birdsong-Miller performed the roll call.
2. PLEDGE OF ALLEGIANCE – Recited.
3. PUBLIC COMMMENT (Public Comment is limited to items which are the subject of the Special Meeting)
No public comments were received.
4. STUDY SESSION
A. Study Session Regarding Proposed FY 2026-27 & 2027-28 Operating Budget and FY 2026-27 to FY 2030-31 Five-Year Capital Improvement Plan (Staff: T. Leung) City Manager Einfalt provided opening remarks regarding the development of the proposed budget. He explained that staff began the budget process in February 2026 and conducted regular interdepartmental meetings throughout the process. He noted that the Town was continuing to refine the use of its new budget software and stated that the proposed budget reflected significant collaboration among departments.
Mr. Einfalt reported that staff initially anticipated a structural deficit due primarily to the projected increase in law enforcement contract costs. Through departmental review, staffing adjustments, fee study recommendations, and alignment of expenditures with Council priorities and work plan objectives, staff were able to present a balanced budget with a projected surplus.
He noted that the Town remains in a strong fiscal position relative to neighboring jurisdictions while continuing to identify opportunities for operational improvements.
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May 14, 2026
Finance Director Leung presented the proposed Fiscal Year 2026-27 and Fiscal Year 2027-28 Operating Budget and Fiscal Year 2026-27 through 2030-31 Capital Improvement Program.
Mr. Leung reviewed the budget development schedule and explained that the proposed budget had previously been reviewed by the Finance and Investment Committee and would return to both the Committee and City Council prior to final adoption.
Budget Overview
Mr. Leung presented the results of the Town’s community budget survey and summarized resident priorities. Survey participants identified law enforcement, roads and infrastructure, wildfire preparedness, emergency services, and reserve preservation as top priorities. Survey results indicated limited support for reducing law enforcement services.
Mr. Leung reported that proposed General Fund revenues totaled approximately $20.3 million and proposed expenditures totaled approximately $19.5 million, resulting in a projected operating surplus prior to transfers. He noted that the primary expenditure increase was associated with the proposed Sheriff’s contract, which reflected an estimated increase of approximately $700,000.
Discussion followed regarding: Revenue trends and sustainability. • Reliance on one-time revenues. • Property tax growth projections. • Interest earnings. • User fee study recommendations. • Long-term structural budget considerations. • Reserve levels and reserve policies.
Committee members and Council Members discussed the importance of maintaining conservative revenue assumptions while preserving adequate reserves for future economic uncertainty.
Personnel and Organizational Structure
Finance Director Leung reviewed proposed staffing changes, including: • Addition of a Principal Planner position. • Addition of a Code Enforcement Officer position. • Proposed reclassification of selected administrative positions. • Adjustments intended to improve operational efficiency and service delivery.
Council Members and Finance & Investment Committee members discussed staffing needs, workload demands, succession planning, and the relationship between staffing requests and Council priorities.
Community Development Department
Community Development Director Bradford presented the Community Development Department budget and work plan priorities.
Discussion included: Permit activity and development trends. • Housing Element implementation requirements. • Planning workload. • Code enforcement services. • Long-range planning efforts. • Cost recovery and fee adjustments.
Council Members and Committee members discussed development activity levels, permit processing efficiency, staffing needs, and implementation of State housing requirements.
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May 14, 2026
Public Works Department
Public Works Director Kim presented the Public Works Department budget and Capital Improvement Program.
Public Works Director Kim reviewed: Roadway maintenance and rehabilitation projects. • Pathway improvements. • Storm drainage infrastructure. • Sanitary sewer system projects. • Fleet and equipment need. • Capital project scheduling.
Discussion focused on: Pavement management priorities. • Project delivery timelines. • Longterm infrastructure maintenance. • Funding strategies for capital improvements. • Coordination with utility providers and neighboring agencies.
Capital Improvement Program
Finance Director Leung and Public Works Director Kim reviewed the proposed five-year Capital Improvement Program.
Discussion included: Project prioritization. • Funding sources. • Reserve impacts. • Deferred maintenance considerations. • Future infrastructure needs.
Finance & Investment Committee members provided feedback regarding project sequencing, reserve usage, and long-term capital planning.
Law Enforcement Contract Costs
Significant discussion occurred regarding the projected increase in law enforcement costs associated with the Sheriff’s contract.
Council Members and Committee members discussed: • Long-term sustainability of public safety expenditures. • Potential impacts of future contract negotiations. • Cost allocation methodologies. • Service level expectations. • Budget impacts associated with future increases.
General Discussion and Committee Feedback
Finance & Investment Committee members generally expressed support for the proposed budget while encouraging continued monitoring of: Revenue sustainability. • Staffing growth. • Cost recovery opportunities. • Reserve preservation. • Long-term public safety expenditures.
Council Members expressed appreciation for staff’s work in developing the proposed budget and Capital Improvement Program and provided direction regarding refinement of budget assumptions, reserve policies, and future planning efforts.
No formal action was taken as the item was presented for study session purposes and discussion.
5. ADJOURN
Mayor Bhateja adjourned the meeting at 12:07 PM.
City Council Regular Meeting Minutes Page 4 of 4
May 14, 2026
Respectfully Submitted,
Arika Birdsong-Miller, City Clerk
Artificial intelligence (AI) technology was used to assist in the preparation of these draft minutes. The City Clerk reviewed and finalized the minutes prior to publication.
ITEM 5C
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: CONSIDERATION OF A RESOLUTION RECLASSIFYING THE LOS ALTOSLOS ALTOS HILLS JOINT VOLUNTEER AWARDS COMMITTEE AND THE
SENIOR COMMISSION AS NON-BROWN ACT ADVISORY COMMITTEES
FROM: Arika Birdsong-Miller, City Clerk ABM
APPROVED: Cody Einfalt, City Manager CE
RECOMMENDATION:
Staff recommends that the City Council:
1. Reclassify the Los Altos–Los Altos Hills Joint Volunteer Awards Committee as a nonBrown Act advisory committee; and
2. Reclassify the Senior Commission as a non-Brown Act advisory committee.
BACKGROUND:
The Town of Los Altos Hills and the City of Los Altos jointly participate in the Los Altos–Los Altos Hills Joint Volunteer Awards Committee and the Senior Commission. Both committees have historically operated as Brown Act bodies pursuant to bylaws adopted by the participating agencies.
The committees serve primarily as advisory and programmatic groups that support volunteer recognition activities and programs benefiting older adults in the community. Neither committee exercises decision-making authority on behalf of the Town.
DISCUSSION:
The proposal to reclassify the Los Altos–Los Altos Hills Joint Volunteer Awards Committee and the Senior Commission as non-Brown Act advisory bodies originated from the committees themselves. Committee members expressed concerns regarding the administrative and procedural requirements associated with Brown Act compliance and requested that the participating agencies consider a governance structure that would allow the groups to operate more efficiently while continuing to fulfill their respective missions.
In particular, committee members identified challenges associated with compliance with the Brown Act's meeting requirements, including recent changes to remote participation requirements under Senate Bill 707. Members indicated that these requirements have made scheduling meetings and conducting committee business more difficult, particularly for volunteer bodies whose primary functions are community engagement, volunteer recognition, information sharing, and support for senior programs.
Staff Report to City Council Page 2
Reclassifying Non-Brown Act Committees
June 18, 2026
Staff from the Town of Los Altos Hills and the City of Los Altos have discussed the proposed governance change and believe that reclassifying the committees as non-Brown Act advisory bodies would provide greater flexibility in conducting meetings and carrying out committee activities while reducing administrative requirements associated with Brown Act compliance.
On June 9, 2026, the Los Altos City Council approved reclassifying the Senior Commission as a non-Brown Act advisory body. Staff recommends that the Town take corresponding action to maintain consistency between the two agencies with respect to the Senior Commission.
The Los Altos–Los Altos Hills Joint Volunteer Awards Committee has not yet been considered by the Los Altos City Council. However, staff from both agencies have discussed the proposed reclassification and believe the committee would similarly benefit from the flexibility afforded to non-Brown Act advisory bodies.
Both committees currently operate pursuant to bylaws adopted by the participating agencies. Staff from both agencies have determined that any revisions to the bylaws may be addressed separately from the proposed reclassification and do not need to be considered as part of the current action.
As non-Brown Act advisory bodies, the committees would no longer be subject to the Town's appointment process for Brown Act committees, and Council liaison positions would no longer be assigned. Future membership recruitment, appointments, and governance procedures would be established by the committees through their operating procedures and governance documents, as appropriate.
Following Council action, the existing Brown Act committee structure would be dissolved and the committees would be reconstituted as non-Brown Act advisory bodies. The members of the newly constituted committees would be responsible for establishing their own operating procedures and governance documents as appropriate.
ENVIRONMENTAL REVIEW:
This action does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the Guidelines for the California Environmental Quality Act. 2026-27 CITY COUNCIL WORK PLAN:
This item is not part of the adopted FY 2026–27 City Council Work Plan and is considered part of the Town’s routine administrative functions.
FISCAL IMPACT:
There is no fiscal impact to the Town associated with the proposed reclassification of the Los Altos–Los Altos Hills Joint Volunteer Awards Committee and the Senior Commission as nonBrown Act advisory committees.
Staff Report to City Council Page 3
Reclassifying Non-Brown Act Committees
June 18, 2026
The Town currently provides financial support through the annual budget process for the Los Altos–Los Altos Hills Joint Volunteer Awards Luncheon and contributes funding toward programs and activities associated with the Senior Commission. Staff recommends continuing these budgeted contributions following the proposed reclassification.
ATTACHMENT:
1. Resolution Reclassifying the Los Altos-Los Altos Hills JVAC and Senior Commission as Non-Brown Act Advisory Committees
ITEM 5C, Attachment 1
Resolution XX-26 Page 1
RESOLUTION XX-26
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS RECLASSIFYING THE LOS ALTOS–LOS ALTOS HILLS JOINT VOLUNTEER
AWARDS COMMITTEE AND THE SENIOR COMMISSION AS NON-BROWN ACT
ADVISORY COMMITTEES
WHEREAS, the Town of Los Altos Hills and the City of Los Altos jointly participate in the Los Altos–Los Altos Hills Joint Volunteer Awards Committee and the Senior Commission; and WHEREAS, the Joint Volunteer Awards Committee supports volunteer recognition and community engagement activities within the Los Altos and Los Altos Hills communities; and WHEREAS, the Senior Commission serves as a forum for identifying opportunities, programs, and resources that benefit older adults residing in the Los Altos and Los Altos Hills communities; and
WHEREAS, the City Council finds that the functions of the Joint Volunteer Awards Committee and the Senior Commission are advisory, informational, and programmatic in nature and do not involve the exercise of decision-making authority on behalf of the Town; and WHEREAS, the City Council desires to provide greater flexibility for the operation of these committees and reduce administrative requirements associated with the Ralph M. Brown Act while continuing to support their important community functions; and WHEREAS, the City of Los Altos has taken action to similarly reclassify these committees as non-Brown Act advisory committees.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills as follows:
Section 1 The Los Altos–Los Altos Hills Joint Volunteer Awards Committee is hereby reclassified as a non-Brown Act advisory committee effective immediately.
Section 2 The Senior Commission is hereby reclassified as a non-Brown Act advisory committee effective immediately.
Section 3 Following the effective date of this Resolution, the committees shall no longer be subject to the requirements of the Ralph M. Brown Act unless otherwise required by law.
Section 4 The existing bylaws, rules, and procedures governing the committees shall remain in effect only to the extent necessary to facilitate an orderly transition to the newly reclassified advisory committees and may be revised or replaced by the committees as appropriate.
Section 5 The City Manager, or designee, is authorized to take such administrative actions as are necessary to implement this Resolution and coordinate with the City of Los Altos regarding the transition of the committees.
The above Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 18th day of June 2026, by the following vote:
ITEM 5C, Attachment 1
Resolution XX-26 Page 2
AYES:
NOES:
ABSTAIN:
ABSENT:
BY:
ATTEST: Rajiv Bhateja, Mayor
Arika Birdsong-Miller, City Clerk
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING THE 2025 SANITARY SEWER REPAIR AND REPLACEMENT PROJECT PERFORMED BY SMELLY MEL’S PLUMBING, INC. AS COMPLETE; AUTHORIZING THE RELEASE OF THE FINAL
RETENTION PAYMENT; AND DIRECTING THE CITY CLERK TO FILE A
NOTICE OF COMPLETION
FROM: WooJae Kim, Public Works Director
Daniel Liang, Utility Engineering Manager
APPROVED: Cody Einfalt, City Manager
____________________________________________________________________________ RECOMMENDATION: That the City Council approve a resolution (Attachment 1):
1. Accepting the 2025 Sanitary Sewer Repair and Replacement Project performed by Smelly Mel’s Plumbing, Inc. as complete;
2. Authorizing the release of the final retention payment to Smelly Mel’s Plumbing, Inc.; and
3. Directing the City Clerk to file a Notice of Completion (Attachment 2).
BACKGROUND:
The Town's annual Sanitary Sewer Repair and Rehabilitation Program is intended to maintain and improve the sanitary sewer system to ensure the safe and reliable conveyance of wastewater to the Palo Alto Regional Water Quality Control Plant through the collection systems of the Cities of Palo Alto and Los Altos. The program includes the repair and replacement of damaged or deteriorated sanitary sewer mains located within public rights-of-way and easements at various locations throughout the Town.
On January 30, 2025, the City Council approved the Plans and Specifications for the 2025 Sanitary Sewer Repair and Replacement Project and authorized staff to advertise the project for formal bid.
On March 20, 2025, the City Council awarded the project to the lowest responsible bidder, Smelly Mel’s Plumbing, Inc., and authorized the City Manager to execute a construction agreement not to exceed $720,000, including contingency.
DISCUSSION:
The construction agreement for the project was executed on April 3, 2025, and a Notice to Proceed was issued on June 23, 2025. Construction management and inspection services were provided by Town Public Works Engineering staff. Substantial completion was achieved on February 13, 2026.
Staff Report to City Council Page 2
Acceptance of 2025 Sanitary Sewer Repair and Replacement Project June 18, 2026
The project duration exceeded the original schedule due to several factors, including limited construction access within easements, conflicts with existing trees located along the excavation alignment, weather-related delays, unforeseen underground conditions, and unmarked utilities encountered during construction. The contractor also required additional time to complete the remaining punch list items which were finalized last month.
In addition, the Town executed the final change order on May 28, 2026, for a point repair at 25080 La Loma Drive and extra work at other locations. The repair has since been completed, and all work under the construction contract is now complete.
The project replaced a total of 2,062 linear feet of sanitary sewer main and increased system capacity in several locations. Improvements included the replacement of 417 linear feet of 6-inch vitrified clay pipe (VCP) with 8-inch high-density polyethylene (HDPE) sewer main using the pipe-bursting method, 1,269 linear feet of 6-inch VCP with 8-inch polyvinyl chloride (PVC) sewer main using open trench construction, and 376 linear feet of 6-inch VCP with 10-inch PVC sewer main using open trench construction.
Additional improvements included the construction of a new manhole to replace an existing sewer lamphole buried beneath a concrete slab, replacement of a protruding sewer lateral within a sewer main, replacement of a defective VCP lamphole and riser impacted by root intrusion with a new PVC lamphole, removal of rebar protruding into a sewer main, and replacement of an additional defective VCP lamphole with a new PVC lamphole.
The final contract expenditure for Smelly Mel’s Plumbing includes four (4) contract change orders, for $106,683. One of the change orders includes replacing 315 LF of a 6-inch VCP segment with 8-inch HDPE by pipe bursting at Dawson Drive (PMH1149-PMH1136). Below is the project account summary:
Approved Actual
Total Approved Construction Budget $ 720,000
Original Contract Amount $ 601,580
Contract Change Orders $ 106,683
Total Contract Expenditure - Smelly Mel’s Plumbing $ 708,263 Compaction testing - APEX Testing laboratories $ 1,485
Tree removal - JC Tree Experts $ 9,500
Replacement plants at Saltamontes Way, 4 each $ 239
Total Project Expenditure $ 719,487
There is a pending property damage claim from the owner of 11629 Dawson Drive related to construction activities associated with the 2025 Sanitary Sewer Repair and Replacement Project.
Smelly Mel's Plumbing, Inc., has acknowledged damage to one section of the paver driveway; however, the property owner is requesting repair to additional sections of the paver driveway.
Staff Report to City Council Page 3
Acceptance of 2025 Sanitary Sewer Repair and Replacement Project June 18, 2026
The Town Attorney has advised that the project may proceed with formal closeout while the property damage claim is reviewed and resolved through a separate process.
Staff recommends that the City Council accept the 2025 Sanitary Sewer Repair and Replacement Project to be complete and allow for the remittance of the five percent retention to the Contractor 35 days following the project acceptance. A Notice of Completion will be filed for this capital improvement project upon approval by the City Council.
ENVIRONMENTAL REVIEW:
Repair and maintenance of publicly owned utilities used to provide sewerage is defined under California Environmental Quality Act (CEQA) Section 15301(b) as Categorically Exempt. 2026-27 CITY COUNCIL WORK PLAN:
This action is identified on the 2024-25 City Council Work Plan under Protect & Maintain Infrastructure Priority for Sewer Rehabilitation and Repair.
FISCAL IMPACT:
The total project expenditure with Smelly Mel’s Plumbing, Inc. is within the City Council approved budget of $720,000 for the 2025 Sanitary Sewer Replacement and Repair Project.
ATTACHMENTS:
1. Resolution Accepting the 2025 Sanitary Sewer Replacement and Repair Project as Complete
2. Notice of Completion
RESOLUTION __-26
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS ACCEPTING THE 2025 SANITARY SEWER REPAIR AND REPLACEMENT PROJECT PERFORMED BY SMELLY MEL’S PLUMBING, INC. AS COMPLETE;
AUTHORIZING FINAL RETENTION PAYMENT TO THE CONTRACTOR, AND
DIRECTING THE CITY CLERK TO FILE A NOTICE OF COMPLETION WHEREAS, on January 30, 2025, the City Council approved the Plans and Specifications for the 2025 Sanitary Sewer Repair and Replacement Project and authorized staff to advertise the project for formal bid.
WHEREAS, on March 20, 2025, the City Council awarded the project to the lowest responsible bidder, Smelly Mel’s Plumbing, Inc., and authorized the City Manager to execute a construction agreement not to exceed $720,000 including contingency; and WHEREAS, construction agreement was executed on April 3, and the Notice-to-Proceed was issued on June 23, 2025; and
WHEREAS, the project was substantially completed on February 13, 2026; and WHEREAS, the total project expenditure for the contracted work by Smelly Mel’s Plumbing, Inc. is $708,263, which is below the amount authorized by the City Council; and WHEREAS, staff recommend that the City Council accept the 2025 Sanitary Sewer Repair and Replacement Project by Smelly Mel’s Plumbing, Inc. as completed and allow the remittance of the five percent retention to the contractor 35 days following the project acceptance.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:
Section 1. As recommended by staff, the City Council accept the 2025 Sanitary Sewer Replacement and Repair Project by Smelly Mel’s Plumbing, Inc. as complete and authorize staff to make the final retention payment concerning the above-described work.
Section 2. The City Clerk is hereby directed to file the notice of the completion of said project with the County Recorder of the County of Santa Clara, within ten (10) days from the date of this Resolution.
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 18th day of June 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
By:
Rajiv Bhateja, Mayor
ATTEST:
Arika Birdsong-Miller, City Clerk
I, Arika Birdsong-Miller, duly appointed City Clerk for the Town of Los Altos Hills, do hereby certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing is true and correct.
WITNESS my hand and official seal.
___________________________________
Arika Birdsong-Miller, City Clerk
Date: ____________________
Place: Town Hall
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
This Document is Recorded for the
Benefit of the Town of Los Altos
Hills and is Exempt from fee per
Government Code Sections 6103 and
27383
When Recorded, Mail to:
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attention: City Clerk
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that Smelly Mel’s Plumbing, Inc. on April 3, 2025, entered into a contract for the 2025 Sanitary Sewer Replacement and Repair Project, in Los Altos Hills, situated in Santa Clara County, with the Town of Los Altos Hills. Said improvements were completed in accordance with the Plans and Specifications adopted by the City Council and upon the terms and conditions set forth and identified by the written contract.
On the 18th day of May 2026, the work provided to be done under the contract was fully completed with the terms of the contract.
NOTICE IS FURTHER GIVEN that the public board for whom the above-described work was done is the City Council of the Town of Los Altos Hills, a municipal corporation of the State of California, and that the name and address of the political subdivision for which the abovedescribed work was done is the Town of Los Altos Hills, State of California, Town Hall, 26379 Fremont Road, Los Altos Hills, California 94022.
NOTICE IS FURTHER GIVEN that the name of the contractor by whom the above-described work was done is as follows:
CONTRACTOR: Smelly Mel’s Plumbing, Inc.
______________________________
Daniel W Liang
Utility Engineering Manager
Town of Los Altos Hills
DATE:
I, Arika Birdsong-Miller, duly appointed City Clerk for the Town of Los Altos Hills, do hereby certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing is true and correct.
WITNESS my hand and official seal.
___________________________________
Arika Birdsong-Miller, City Clerk
Date: ____________________
Place: Town Hall
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE REQUEST TO THE METROPOLITAN
TRANSPORTATION COMMISSION FOR THE ALLOCATION OF FISCAL
YEAR 2026/2027 TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 PEDESTRIAN/BICYCLE PROJECT FUNDING OF $38,697 FOR THE
MAGDALENA ROAD PATHWAY PROJECT
FROM: WooJae Kim, PE, Public Works Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:
Staff recommend that the City Council adopt a resolution (Attachment 1) approving the request to the Metropolitan Transportation Commission (MTC) for the allocation of Fiscal Year 2026/2027 (FY27) Transportation Development Act Article 3 Pedestrian/Bicycle Project funding of $38,697 for the Magdalena Road Pathway Project.
BACKGROUND:
The Transportation Development Act (TDA) is a California law enacted in 1971 that provides a dedicated source of funding for local and regional transportation programs through a statewide one-quarter cent sales tax. TDA Article 3 specifically allocates funding for bicycle and pedestrian transportation projects, including pathways, trails, sidewalks, and other active transportation improvements.
TDA funds are first allocated to counties and then apportioned among local jurisdictions.
Approximately two percent of each county's TDA revenues are reserved for bicycle and pedestrian projects. Apportionments to individual cities are generally based on population, providing each jurisdiction with an annual entitlement that may be accumulated over multiple years for eligible projects.
Within the Bay Area, TDA funds are administered by MTC, which serves as the region's transportation planning agency. Local agencies submit eligible bicycle and pedestrian projects for funding approval, and MTC allocates Article 3 funds for approved projects.
The Town currently has $45,136 in TDA Article 3 funds allocated from prior fiscal years. On May 14, 2026, the City Council adopted Resolution No. 32-26 (Attachment 2), approving the reallocation of $42,567 in Pathway Fund monies from the Summerhill Pathway Project and $45,136 in TDA Article 3 funds from the Miscellaneous Pathways Project to the Magdalena Road Pathway Project.
ITEM 5E
City Council Page 2
Allocation of FY27 TDA Article 3 Pedestrian/Bicycle Project Funding June 18, 2026
DISCUSSION:
For FY27, the Town has received an additional $38,697 in TDA Article 3 funding for eligible bicycle and pedestrian projects. To obtain these funds, the Town needs to submit an application to MTC, which requires a City Council resolution requesting allocation of the funds to a specific eligible project or projects.
The Magdalena Road Pathway Project is scheduled for construction in FY27 and is an eligible project for TDA Article 3 funding. Upon Council approval and subsequent approval by MTC of the Town’s FY27 TDA Article 3 funding request, a total of $83,833 in available TDA funds would be applied to the project. These funds would be expended first, prior to the use of any Pathway Fund monies allocated to the Magdalena Road Pathway Project.
Upon completion of the Magdalena Road Pathway Project, any unexpended Pathway Fund balance could be reallocated to the Summerhill Pathway Project or other eligible pathway capital projects, subject to future Council direction.
The Magdalena Road Pathway Project will improve pedestrian connectivity and safety by constructing approximately 1,300 linear feet of continuous roadside pathway along Magdalena Road, extending from Camino Hermoso Drive to 10631 Magdalena Road and traversing ten properties.
ENVIRONMENTAL REVIEW
The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Article 19, Section 15301(c) (Existing Facilities, Class 1), which includes the alteration of existing pedestrian trails that do not result in the addition of automobile travel lanes.
2026-27 CITY COUNCIL WORK PLAN:
This action is identified in the 2026-27 City Council Work Plan under Magdalena Road Pathway Project under the Protect and Maintain Infrastructure Priority.
FISCAL IMPACT:
The FY27 Capital Improvement Program budget for the Magdalena Road Pathway Project is currently $441,400. Upon allocation of the FY27 TDA Article 3 funds, the total project budget would increase by $38,697 to $480,097.
With additional TDA funds for the project, any unexpended Pathway Fund monies remaining upon completion of the project would be reallocated to the Summerhill Pathway Project or other eligible pathway capital projects, subject to future Council direction.
The recommended action has no net fiscal impact on the Town, as it utilizes external TDA Article 3 funding to support an already budgeted capital improvement project.
City Council Page 3
Allocation of FY27 TDA Article 3 Pedestrian/Bicycle Project Funding June 18, 2026
ATTACHMENTS:
1. Resolution Requesting Allocation of FY27 TDA Article 3 Pedestrian/Bicycle Project Funding
2. Resolution No. 32-26
Prepared by: Astha Khanal, Associate Engineer
RESOLUTION NO. ______
REQUEST TO THE METROPOLITAN TRANSPORTATION COMMISSION FOR THE ALLOCATION OF FISCAL YEAR 2026/2027 TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 PEDESTRIAN/BICYCLE PROJECT FUNDING
WHEREAS, Article 3 of the Transportation Development Act (TDA), Public Utilities Code (PUC) Section 99200 et seq., authorizes the submission of claims to a regional transportation planning agency for the funding of projects exclusively for the benefit and/or use of pedestrians and bicyclists; and WHEREAS, the Metropolitan Transportation Commission (MTC), as the regional transportation planning agency for the San Francisco Bay region, has adopted MTC Resolution No. 4108, Revised, entitled “Transportation Development Act, Article 3, Pedestrian/Bicycle Projects,” which delineates procedures and criteria for submission of requests for the allocation of “TDA Article 3” funding; and WHEREAS, MTC Resolution No. 4108, Revised requires that requests for the allocation of TDA Article 3 funding be submitted as part of a single, countywide coordinated claim from each county in the San Francisco Bay region; and
WHEREAS, the TOWN OF LOS ALTOS HILLS desires to submit a request to MTC for the allocation of TDA Article 3 funds to support the projects described in Attachment B to this resolution, which are for the exclusive benefit and/or use of pedestrians and/or bicyclists; now, therefore, be it RESOLVED, that the TOWN OF LOS ALTOS HILLS declares it is eligible to request an allocation of TDA Article 3 funds pursuant to Section 99234 of the Public Utilities Code, and furthermore, be it
RESOLVED, that there is no pending or threatened litigation that might adversely affect the project or projects described in Attachment B to this resolution, or that might impair the ability of the TOWN OF LOS ALTOS HILLS to carry out the project; and furthermore, be it RESOLVED, that the TOWN OF LOS ALTOS HILLS attests to the accuracy of and approves the statements in Attachment A to this resolution; and furthermore, be it RESOLVED, that a certified copy of this resolution and its attachments, and any accompanying supporting materials shall be forwarded to the congestion management agency, countywide transportation planning agency, or county association of governments, as the case may be, of COUNTY OF SANTA CLARA for submission to MTC as part of the countywide coordinated TDA Article 3 claim.
ITEM 5E, Attachment 1
The Town of Los Altos Hills adopted this resolution on June 18, 2026.
AYES: _______
NOES: _______
ABSENT: _______
PASSED AND ADOPTED this day of , 2026
By:
Rajiv Bhateja, Mayor
ATTEST:
Arika Birdsong-Miller, City Clerk
Resolution No.
Attachment A
Re: Request to the Metropolitan Transportation Commission for the Allocation of Fiscal Year 2026/2027 Transportation Development Act Article 3 Pedestrian/Bicycle Project Funding Findings
1. That the TOWN OF LOS ALTOS HILLS is not legally impeded from submitting a request to the Metropolitan Transportation Commission for the allocation of Transportation Development Act (TDA) Article 3 funds, nor is the TOWN OF LOS ALTOS HILLS legally impeded from undertaking the project(s) described in “Attachment B” of this resolution.
2. That the TOWN OF LOS ALTOS HILLS has committed adequate staffing resources to complete the project(s) described in Attachment B.
3. A review of the project(s) described in Attachment B has resulted in the consideration of all pertinent matters, including those related to environmental and right-of-way permits and clearances, attendant to the successful completion of the project(s).
4. Issues attendant to securing environmental and right-of-way permits and clearances for the projects described in Attachment B have been reviewed and will be concluded in a manner and on a schedule that will not jeopardize the deadline for the use of the TDA funds being requested.
5. That the project(s) described in Attachment B comply with the requirements of the California Environmental Quality Act (CEQA, Public Resources Code Sections 21000 et seq.).
6. That as portrayed in the budgetary description(s) of the project(s) in Attachment B, the sources of funding other than TDA are assured and adequate for completion of the project(s).
7. That the project(s) described in Attachment B are for capital construction and/or final design and engineering or quick build project; and/or for the maintenance of a Class I bikeway which is closed to motorized traffic and/or Class IV separated bikeway; and/or for the purposes of restriping Class II bicycle lanes; and/or for the development or support of a bicycle safety education program; and/or for the development of a comprehensive bicycle and/or pedestrian facilities plan, and an allocation of TDA Article 3 funding for such a plan has not been received by the TOWN OF LOS ALTOS HILLS within the prior five fiscal years.
8. That the project(s) described in Attachment B which are bicycle projects have been included in a detailed bicycle circulation element included in an adopted general plan, or included in an adopted comprehensive bikeway plan (such as outlined in Section 2377 of the California Bikeways Act, Streets and Highways Code section 2370 et seq.) or responds to an immediate community need, such as a quick-build project.
9. That any project described in Attachment B bicycle project meets the mandatory minimum safety design criteria published in the California Highway Design Manual or is in a National Association of City and Transportation Officials (NACTO) guidance or similar best practices document.
10. That the project(s) described in Attachment B will be completed in the allocated time (fiscal year of allocation plus two additional fiscal years).
11. That the TOWN OF LOS ALTOS HILLS agrees to maintain, or provide for the maintenance of, the project(s) and facilities described in Attachment B, for the benefit of and use by the public.
Resolution No.
Attachment B
TDA Article 3 Project Application Form
1. Agency Town of Los Altos Hills
2. Primary Contact Astha Khanal, EIT
3. Mailing Address 26379 Fremont Road, Los Altos Hills, CA 94022
4. Email Address [email protected] 5. Phone Number (650)947-2541
6. Secondary Contact
(in the event primary
is not available)
WooJae Kim, PE
7. Mailing address (if
different) N/A☒
8. Email Address [email protected] 9. Phone Number (650)941-7222
10. Send allocation
instructions to (if
different from above):
11. Project Title Magdalena Road Pathway Project
12. Amount requested $38,697 13. Fiscal Year of
Claim
FY27
14. Description of Overall Project:
15. Project Scope Proposed for Funding: (Project level environmental, preliminary planning, and ROW are ineligible uses of TDA funds.)
16. Project Location: A map of the project location is attached or a link to a online map of the project location is provided below:
The Town of Los Altos Hills has completed the design for a 5-foot-wide proposed pathway on Magdalena Road. The Magdalena Road Pathway Project intends to construct a 1,300 linear foot pathway. The project is a part of the Town’s General Plan and it is a multi-use path to improve safety for pedestrians, equestrians, and bicyclists.
Construction of the Magdalena Road Pathway.
Magdalena Road (see attached)
Project Relation to Regional Policies (for information only)
17. Is the project in an Equity Priority Community? Yes☐ No☒
18. Is this project in a Priority Development Area or a Transit-Oriented Community? Yes☐ No☒
19. Project Budget and Schedule
Project Eligibility
A. Has the project been reviewed by the Bicycle and Pedestrian Advisory Committee? Yes☒ No☐
If “YES,” identify the date and provide a copy or link to the agenda.
If "NO," provide an explanation).
https://losaltoshillsca.portal.civicclerk.com/event/4206/files/agenda/8817 B. Has the project been approved by the claimant's governing body? Yes☒ No☐
If "NO," provide expected date:__________________
C. Has this project previously received TDA Article 3 funding? Yes☒ No☐
(If "YES," provide an explanation on a separate page)
TDA3 funds available for Town’s Pathways Projects from previous cycle.
D. For "bikeways," does the project meet Caltrans minimum safety design criteria N/A Yes☐ No☐
pursuant to Chapter 1000 of the California Highway Design Manual? E. 1. Is the project categorically exempt from CEQA, pursuant to CCR Section 15301(c), Yes☒ No☐
Existing Facility?
Project
Phase TDA 3 Other Funds Total Cost Estimated Completion (month/year) Bike/Ped
Plan
ENV
PA&ED
PS&E
ROW
CON 83,833 407,867 491,700 October, 2026
Total Cost
2. If “NO” above, is the project is exempt from CEQA for another reason? Yes☐ No☐
Cite the basis for the exemption. __________________________ N/A☐ If the project is not exempt, please check “NO,” and provide environmental documentation, as appropriate.
F. Estimated Completion Date of project (month and year):
______10/2026__________
G. Have provisions been made by the claimant to maintain the project or facility, or has Yes☒ No☐
the claimant arranged for such maintenance by another agency? (If an agency other than the Claimant is to maintain the facility, please identify below and provide the agreement.
H. Is a Complete Streets Checklist required for this project ? Yes☐ No☒
If the amount requested is over $250,000 or if the total project phase or construction phase is over $250,000, a Complete Streets checklist is likely required. Please attach the Complete Streets checklist or record of review, as applicable. More information and the form may be found here: https://mtc.ca.gov/planning/transportation/complete-streets
ITEM 5E Attachment 2
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION AWARDING A CONSTRUCTION CONTRACT FOR THE
MAGDALENA ROAD PATHWAY PROJECT TO PACIFIC UNDERGROUND
CONSTRUCTION, INC., THE LOWEST RESPONSIBLE AND RESPONSIVE BIDDER, FOR AN AMOUNT OF $260,730, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSTRUCTION CONTRACT; AND
APPROVING PROJECT CONTINGENCY FUNDS OF $50,000, AND
AUTHORIZING THE PUBLIC WORKS DIRECTOR TO APPROVE
POTENTIAL CONTRACT CHANGE ORDERS WITHIN THE SAID FUNDS
FROM: WooJae Kim, Public Works Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION: That the City Council approve a resolution (Attachment 1) to:
1. Award a construction contract for Magdalena Road Pathway Project to Pacific Underground Construction, Inc., the lowest responsible and responsive bidder, for an amount of $260,730, and authorize the City Manager to execute the construction contract; and
2. Approve project contingency funds of $50,000 and authorize the Public Works Director to approve potential contract change orders within the said funds.
BACKGROUND:
The proposed roadside pathway along Magdalena Road is included in the Pathways Committee’s 2026–27 Priority Loop Projects and has been added to the 2026–27 City Council Work Plan for design and construction. The project is also included in the adopted FY2025–26 Operating and Capital Budget with a capital allocation of $315,000 from the Pathway Fund. Additionally, in May 2026, City Council approved a reallocation of $42,567 of the Pathway Fund from the Summerhill Pathway and $45,136 of Transportation Development Act (TDA) Article 3 funds from the Miscellaneous Pathways to the Magdalena Road Pathway Project.
The Magdalena Road Pathway segment, as identified in the Master Path Plan, is a key part of the Town’s broader effort to develop interconnected pathway loops that enhance mobility and safety for pedestrians, bicyclists, and equestrians. The pathway project includes a 1,300 linear foot (LF) pathway that spans 10 parcels along the northerly portion of Magdalena Road from Camino Hermoso Drive to 10631 Magdalena Road. It is a 5-foot-wide pathway per Town Standard with approximately 240 feet of two feet high retaining wall.
ITEM 5F
Staff Report to City Council Page 2
Magdalena Road Pathway Project Award
June 18, 2026
The proposed pathway will serve as a critical link in completing the Ravensbury–Magdalena Loop, identified by the Pathways Committee as a high-priority loop due to its regional connectivity and its role in linking existing pathway infrastructure. The design follows the Town’s established roadside pathway standards, providing a continuous, and safe route along this corridor.
On May 14, 2026, City Council approved the Plans and Specifications and directed staff to advertise the project for a formal bid.
DISCUSSION:
On May 15, 2026, staff posted the project for bid on the Town website and sent the Notice to Bidders to Builders Exchanges covering Santa Clara County, Contra Costa County, the Peninsula area, and the San Francisco Bay Area. The Notice to Bidders was also published twice in the Los Altos Town Crier on May 20 and May 27.
Ten (10) bids, ranging from $260,730 to $3,668,600, were received and publicly opened on Tuesday, June 9, 2026. Staff determined that Pacific Underground Construction, Inc. is the lowest responsive and responsible bidder, with a total bid amount of $260,730. The Engineer’s Estimate for the project was $398,000. The lowest responsive bid received was $260,730, which is approximately 35 percent below the Engineer’s Estimate. Staff reviewed the bid and determined that the bid amount is reasonable and reflects current market conditions and contractor pricing for the proposed scope of work. A detailed breakdown of all bid items is provided in Attachment 2.
The bids received are summarized below:
No Company TOTAL
1 Pacific Underground Construction, Inc. $ 260,730
2 Cato’s General Engineering, Inc. $ 289,000
3 O’Grady Paving, Inc. $ 296,500
4 Wattis Construction, Co. $ 364,971
5 BNO Builders, Inc. $ 378,000
6 Terocons, Inc. $ 385,200
7 Amer Construction, Inc. $ 389,780
8 John Boylan Engineering $ 397,550
9 Galeb Paving, Inc. $ 410,305
10 S&H Construction, Inc. $ 3,668,600
Bid Protest
A bid protest was received stating that the lowest bidder did not acknowledge Addendum 1 as required by the solicitation. Note that the bid protest was not notarized and not signed under penalty of perjury as required by protest procedures outlined in the solicitation documents.
Staff Report to City Council Page 3
Magdalena Road Pathway Project Award
June 18, 2026
The lowest bidder provided a response to the protest and stated that they reviewed and incorporated the substance of the Addendum into their bid and pricing. They further state that the minimal changes included in the Addendum would not have impacted their pricing even if they had not accounted for it.
Staff has reviewed the protest and the response and believes that the omission on the lowest bidder’s addendum acknowledgement page was clerical in nature, does not impact the pricing or substance of the lowest bid, and therefore, does not constitute a material deviation from the solicitation requirements.
The solicitation documents provide that in the event of a protest “The Town will review all timely protests prior to formal award of the Contract. At the time of the City Council’s consideration of the award of the Contract, the City Council may also consider the merits of any timely protests.
The City Council may either accept the protest and award the Contract to the next lowest responsive and responsible Bidder, or reject the protest and award to the lowest responsive and responsible Bidder.”
The protest and the response have been provided as part of the agenda packet for the City Council’s consideration and City Council may consider these items in its consideration of the award of the Contract.
Project Schedule
The following is the tentative project schedule. The final schedule will be established in coordination with the contractor, based on completion of required contract documents, approval of pre-submittals, and contractor availability.
Award Construction Contract June 18, 2026
Begin Construction July or August 2026
Construction Completion October 2026
ENVIRONMENTAL REVIEW
Alteration or addition to existing pedestrian trails that do not create additional automobile lanes is defined under California Environmental Quality Act (CEQA), Article 19, Section 15301(c) (Existing Facilities - Class 1) as Categorically Exempt. 2026-27 CITY COUNCIL WORK PLAN:
This action is identified in the 2026-27 City Council Work Plan under Magdalena Road Pathway Project under the Protect and Maintain Infrastructure Priority.
FISCAL IMPACT:
Staff Report to City Council Page 4
Magdalena Road Pathway Project Award
June 18, 2026
Staff plan to retain third-party compaction testing services for the pathway and arborist services for inspection of tree and vegetation removal for the project. Staff has applied for a tree removal permit with the Town’s Planning Department for removal of a 16” Oak Tree. Staff will inspect the project in-house. Sufficient funding is available to support the Magdalena Road Pathway Project.
Below is a summary of the project budget and associated costs for the Magdalena Road Pathway Project:
Magdalena Road Pathway Budget Cost
Project Budget - Pathway Fund
Pathway Fund $315,000
Pathway Fund from Summerhill
Pathway Project
$ 42,567
TDA Article 3 (Prior Years) $ 45,136
TDA Article 3 (FY27) – pending
approved
$ 38,697
Total Budget $441,400
Costs:
Topographic Survey/Staking $ 18,400
Design (In-House) -
Construction (1,300 linear feet) $260,730
Arborist Services $ 10,000
Testing Services $ 15,000
Construction Contingency $ 50,000
Total Cost $354,130
Total Unit Cost per Linear Feet $272/linear feet
The City Council will consider additional TDA Article 3 FY27 funding of $38,697 as a separate consent agenda item on June 18, 2026. TDA Article 3 funds for the project would be expended first before any Pathway Fund. Any remaining Pathway Fund from the project will be transferred to the Summerhill Pathway or Miscellaneous Pathways Project.
ATTACHMENTS
1. Resolution
2. Detailed Bid Summary
3. Cato’s Engineering Formal Bid Protest
4. Pacific Underground Construction Formal Bid Protest Response
ITEM 5F Attachment 1
RESOLUTION __-26
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
RESOLUTION AWARDING A CONSTRUCTION CONTRACT FOR THE
MAGDALENA ROAD PATHWAY PROJECT TO PACIFIC UNDERGROUND
CONSTRUCTION, INC. THE LOWEST RESPONSIBLE AND RESPONSIVE BIDDER, FOR AN AMOUNT OF $260,730, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSTRUCTION CONTRACT; AND APPROVING PROJECT CONTINGENCY FUNDS OF $50,000 AND AUTHORIZING THE PUBLIC WORKS
DIRECTOR TO APPROVE POTENTIAL CONTRACT CHANGE ORDERS WITHIN
THE SAID FUNDS
WHEREAS, the Magdalena Road segment, as identified in the Master Path Plan, is a key part of the Town’s broader effort to develop interconnected pathway loops that enhance mobility and safety for pedestrians, bicyclists, and equestrians; and WHEREAS, the proposed roadside pathway on Magdalena Road is part of the Magdalena-Ravensbury loop prioritized in 2025 by the Pathways Committee for installation; and
WHEREAS, Magdalena Road Pathway Project proposes approximately 1,300 linear feet of new roadside pathway along Magdalena Road, extending from Camino Hermoso Drive to 10631 Magdalena Road; and
WHEREAS, Notice to Bidders was advertised for the project on May 20 and May 27, 2026, and ten (10) bids were received and publicly opened on June 9, 2026; and WHEREAS, the City Engineer of the Town of Los Altos Hills did, in open session, duly examine and consider all bids submitted to it for the construction of the Magdalena Road Pathway Project; and
WHEREAS, staff recommend that the construction contract for the said project be awarded to the lowest responsible bidder, Pacific Underground Construction, Inc., for $260,730; and WHEREAS, staff recommends that funds of $50,000 be made available for construction contingency.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:
1. The construction contract for the Magdalena Road Pathway Project is awarded to Pacific Underground Construction, the lowest responsive bidder, and the City Manager is hereby authorized and directed to execute a contract for an amount of $50,000 on behalf of the Town of Los Altos Hills; and
2. Project contingency fund of $50,000 is approved for the project, and the Public Works Director is authorized to approve potential contract change orders within the said funds.
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 18th day of June 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
By:
Rajiv Bhateja, Mayor
ATTEST:
Arika Birdsong-Miller, City Clerk
Item
No. Item Description Unit Estimated Quantity Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount 1 Mobilization LS 1 $ 20,000.00 $20,000.00 12,000.00 $ $12,000.00 10,000.00 $ $10,000.00 2 Traffic Control & Notifications LS 1 $ 14,000.00 $14,000.00 28,000.00 $ $28,000.00 60,000.00 $ $60,000.00 3 Site Work - Clear & Grub and Trim Trees LS 1 $ 9,000.00 $9,000.00 11,500.00 $ $11,500.00 10,000.00 $ $10,000.00 4 Tree and stump removal EA 5 $ 2,000.00 $10,000.00 900.00 $ $4,500.00 2,000.00 $ $10,000.00 5 Earthwork LS 1 $ 40,000.00 $40,000.00 27,500.00 $ $27,500.00 10,000.00 $ $10,000.00 6 Grading LS 1 $ 10,000.00 $10,000.00 16,500.00 $ $16,500.00 35,000.00 $ $35,000.00 7 Erosion and Sediment Control LS 1 $ 5,000.00 $5,000.00 4,400.00 $ $4,400.00 10,000.00 $ $10,000.00 8 Construct Type IIB Pathway LF 1,300 $ $87,100.00 64.00 67.00 $ $83,200.00 60.00 $ $78,000.00 9 Remove and Install new Type II Catch Basin, and reconnect existing 8" CPP LF 1 4,000.00 $ $4,000.00 7,500.00 $ $7,500.00 2,500.00 $ $2,500.00 10 Install CalTrans Type A 6" AC Dike LF 20 $ 200.00 $4,000.00 120.00 $ $2,400.00 200.00 $ $4,000.00 11 Install 12" AC Swale LF 80 $ 105.00 $8,400.00 95.00 $ $7,600.00 50.00 $ $4,000.00 12 Install 24" AC Swale LF 50 $ 115.00 $5,750.00 120.00 $ $6,000.00 200.00 $ $10,000.00 13 Maximum 2 Feet Tall Retaining Wall LF 240 $ $20,400.00 260.00 85.00 $ $62,400.00 150.00 $ $36,000.00 14 Mailbox Relocation EA 10 $ 880.00 $8,800.00 450.00 $ $4,500.00 500.00 $ $5,000.00 15 Utility Adjustments EA 8 $ 285.00 $2,280.00 900.00 $ $7,200.00 500.00 $ $4,000.00 16 Water Bars - 6" dia. Douglas fir EA 40 $ $12,000.00 95.00 300.00 $ $3,800.00 200.00 $ $8,000.00 $260,730.00 $289,000.00 $296,500.00
TOTAL BID $260,730.00 $289,000.00 $296,500.00
Total of Base Bid
O'Grady Paving, Inc.
Cato's General
Engineering, Inc
Pacific Underground
Construction, Inc. MAGDALENA ROAD PATHWAY PROJECT
ITEM 5F Attachment 2
Item
No. Item Description Unit Estimated Quantity
1 Mobilization LS 12 Traffic Control & Notifications LS 13 Site Work - Clear & Grub and Trim Trees LS 14 Tree and stump removal EA 5 5 Earthwork LS 16 Grading LS 17 Erosion and Sediment Control LS 18 Construct Type IIB Pathway LF 1,300 9 Remove and Install new Type II Catch Basin, and reconnect existing 8" CPP LF 1 10 Install CalTrans Type A 6" AC Dike LF 2011 Install 12" AC Swale LF 8012 Install 24" AC Swale LF 5013 Maximum 2 Feet Tall Retaining Wall LF 240 14 Mailbox Relocation EA 10
15 Utility Adjustments EA 8
16 Water Bars - 6" dia. Douglas fir EA 40
TOTAL BID
Total of Base Bid
MAGDALENA ROAD PATHWAY PROJECT
Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount $ 11,193.00 $11,193.00 14,800.00 $ $14,800.00 30,000.00 $ $30,000.00$ 56,452.00 $56,452.00 45,000.00 $ $45,000.00 27,700.00 $ $27,700.00$ 20,798.00 $20,798.00 12,000.00 $ $12,000.00 15,000.00 $ $15,000.00 $ 1,969.00 $9,845.00 1,200.00 $ $6,000.00 4,000.00 $ $20,000.00 $ 35,202.00 $35,202.00 22,700.00 $ $22,700.00 15,000.00 $ $15,000.00$ 16,955.00 $16,955.00 18,000.00 $ $18,000.00 15,000.00 $ $15,000.00$ 31,241.00 $31,241.00 9,000.00 $ $9,000.00 10,000.00 $ $10,000.00 $ $71,500.00 135.00 55.00 $ $175,500.00 115.00 $ $149,500.00$ 16,225.00 $16,225.00 12,500.00 $ $12,500.00 4,000.00 $ $4,000.00$ 163.00 $3,260.00 $ 95.00 $1,900.00 50.00 $ $1,000.00 $ 81.00 $6,480.00 125.00 $ $10,000.00 50.00 $ $4,000.00$ 85.00 $4,250.00 160.00 $ $8,000.00 60.00 $ $3,000.00$ 250.00 $60,000.00 $ $22,800.00 200.00 95.00 $ $48,000.00$ 557.00 $5,570.00 500.00 $ $5,000.00 1,500.00 $ $15,000.00$ 300.00 $2,400.00 600.00 $ $4,800.00 1,000.00 $ $8,000.00 $ 340.00 $13,600.00 250.00 $ $10,000.00 500.00 $ $20,000.00 $364,971.00 $378,000.00 $385,200.00
$364,971.00 $378,000.00 $385,200.00
Wattis Construction, Co. BNO Builders, Inc. Terocons, Inc.
Item
No. Item Description Unit Estimated Quantity
1 Mobilization LS 12 Traffic Control & Notifications LS 13 Site Work - Clear & Grub and Trim Trees LS 14 Tree and stump removal EA 5 5 Earthwork LS 16 Grading LS 17 Erosion and Sediment Control LS 18 Construct Type IIB Pathway LF 1,300 9 Remove and Install new Type II Catch Basin, and reconnect existing 8" CPP LF 1 10 Install CalTrans Type A 6" AC Dike LF 2011 Install 12" AC Swale LF 8012 Install 24" AC Swale LF 5013 Maximum 2 Feet Tall Retaining Wall LF 240 14 Mailbox Relocation EA 10
15 Utility Adjustments EA 8
16 Water Bars - 6" dia. Douglas fir EA 40
TOTAL BID
Total of Base Bid
MAGDALENA ROAD PATHWAY PROJECT
Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount $ 20,000.00 $20,000.00 7,500.00 $ $7,500.00 74,395.00 $ $74,395.00 $ 52,000.00 $52,000.00 10,000.00 $ $10,000.00 44,880.00 $ $44,880.00$ 10,000.00 $10,000.00 25,000.00 $ $25,000.00 15,025.00 $ $15,025.00 $ 2,000.00 $10,000.00 3,400.00 $ $17,000.00 2,500.00 $ $12,500.00 $ 25,000.00 $25,000.00 20,000.00 $ $20,000.00 43,335.00 $ $43,335.00$ 25,000.00 $25,000.00 15,000.00 $ $15,000.00 33,120.00 $ $33,120.00 $ 5,000.00 $5,000.00 7,500.00 $ $7,500.00 15,835.00 $ $15,835.00 $ 105.00 $136,500.00 100.00 $ $130,000.00 $ $73,255.00 56.35 $ 5,000.00 $5,000.00 8,500.00 $ $8,500.00 14,295.00 $ $14,295.00 $ 300.00 $6,000.00 $ 55.00 $1,100.00 179.75 $ $3,595.00 $ 300.00 $24,000.00 $ 85.00 $6,800.00 183.00 $ $14,640.00 $ 300.00 $15,000.00 115.00 $ $5,750.00 291.40 $ $14,570.00 $ 157.00 $37,680.00 $ 450.00 $108,000.00 145.00 $ $34,800.00 $ 200.00 $2,000.00 100.00 $ $1,000.00 290.00 $ $2,900.00 $ 200.00 $1,600.00 675.00 $ $5,400.00 815.00 $ $6,520.00 $ 375.00 $15,000.00 725.00 $ $29,000.00 166.00 $ $6,640.00 $389,780.00 $397,550.00 $410,305.00
$389,780.00 $397,550.00 $410,305.00
Amer Construction, Inc. Galeb Paving, Inc.
John Boylan
Engineering
Item
No. Item Description Unit Estimated Quantity
1 Mobilization LS 12 Traffic Control & Notifications LS 13 Site Work - Clear & Grub and Trim Trees LS 14 Tree and stump removal EA 5 5 Earthwork LS 16 Grading LS 17 Erosion and Sediment Control LS 18 Construct Type IIB Pathway LF 1,300 9 Remove and Install new Type II Catch Basin, and reconnect existing 8" CPP LF 1 10 Install CalTrans Type A 6" AC Dike LF 2011 Install 12" AC Swale LF 8012 Install 24" AC Swale LF 5013 Maximum 2 Feet Tall Retaining Wall LF 240 14 Mailbox Relocation EA 10
15 Utility Adjustments EA 8
16 Water Bars - 6" dia. Douglas fir EA 40
TOTAL BID
Total of Base Bid
MAGDALENA ROAD PATHWAY PROJECT
Unit Price Total Amount
$ 150,000.00 $150,000.00$ 60,000.00 $60,000.00$ 150,000.00 $150,000.00$ 3,000.00 $15,000.00$ 2,000,000.00 $2,000,000.00$ 1,000,000.00 $1,000,000.00$ 35,000.00 $35,000.00 $ $78,000.00 60.00$ 7,600.00 $7,600.00
$ 100.00 $2,000.00$ 100.00 $8,000.00$ 200.00 $10,000.00$ 100.00 $24,000.00$ 1,700.00 $17,000.00$ 4,000.00 $32,000.00$ 2,000.00 $80,000.00 $3,668,600.00
$3,668,600.00
S&H Construction, Inc.
ITEM 5F Attachment 3
June 11, 2026
Town of Los Altos Hills
Public Works Department
26379 Fremont Road
Los Altos Hills, CA 94022
Re: Response to Bid Protest Submitted by Cato's General Engineering, Inc.
Magdalena Road Pathway Project
Dear Evaluation Committee:
Pacific Underground Construction, Inc. ("PUC") respectfully submits this response to the bid protest filed by Cato's General Engineering, Inc. regarding the Magdalena Road Pathway Project.
PUC acknowledges that the acknowledgment box for Addendum No. 1 on the Addenda Acknowledgment and Information Form was inadvertently left unchecked at the time of bid submission. The omission was purely clerical and was not the result of any failure to receive, review, or incorporate Addendum No. 1 into PUC's bid.
Prior to bid submission, PUC received and reviewed Addendum No. 1 and incorporated all requirements, revisions, specifications, and costs associated with the addendum into its estimate and bid amount. At no time did PUC disregard, exclude, or fail to account for any requirement contained within Addendum No. 1.
Addendum No. 1 primarily consisted of revisions to Detail Sheet 16 and supplemental clarifications regarding wood retaining wall construction. These revisions included:
• Addition of a 12-inch minimum diameter requirement for concrete and wood posts; • Specification of Mirafi 140N geotextile fabric;
• Clarification of retaining wall height limitations;
ITEM 5F Attachment 4
• Clarification of post spacing and embedment requirements; and • Clarification regarding grading conditions under which retaining walls may or may not be required.
PUC reviewed these revisions during the estimating process and incorporated them into its bid and intended performance of the work.
Cato's protest correctly notes that a failure to acknowledge an addendum may be grounds for determining a bid non-responsive where the addendum contains material changes affecting the bidder's obligations, project scope, pricing, or competitive position. However, neither the protest nor the contents of Addendum No. 1 demonstrate that such circumstances exist here.
The purpose of addendum acknowledgment is to ensure that bidders have received and incorporated the addendum requirements into their bids. That purpose was fully satisfied.
PUC's bid was prepared based upon the plans and specifications as modified by Addendum No. 1, and PUC remains fully bound by all requirements contained therein.
The inadvertent omission of the acknowledgment checkmark:
• Did not affect PUC's bid amount;
• Did not alter PUC's obligations under the Contract Documents; • Did not provide PUC any competitive advantage;
• Did not prejudice the Town or any competing bidder; and • Did not affect the scope, quality, or quantity of the work offered.
Had the acknowledgment box been checked at the time of bid submission, PUC's bid amount would have remained exactly the same.
PUC remains fully willing and obligated to perform all work required by the Contract Documents, including all revisions contained in Addendum No. 1.
Under these circumstances, the omission constitutes a minor clerical irregularity rather than a material deviation affecting the integrity of the competitive bidding process. Waiver of the omission will not alter the competitive standing of any bidder and will preserve the Town's ability to award the contract to the lowest responsible bidder.
PUC respectfully requests that the Town determine the omission a waivable irregularity and proceed with award of the contract to Pacific Underground Construction, Inc.
Thank you for your consideration.
Respectfully submitted,
Thad M. Corbett
President
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE LA CRESTA DRIVE SANITARY SEWER
REIMBURSEMENT AGREEMENT BETWEEN THE TOWN OF LOS ALTOS
HILLS AND NICHOLAS FRENCH AND ROGER STROM, TRUSTEE OF
STROM FAMILY TRUST
FROM: WooJae Kim, Public Works Director
Daniel Liang, Utility Engineering Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:
Staff recommend that the City Council adopt a resolution (Attachment 1) approving the La Cresta Drive Sanitary Sewer Reimbursement Agreement (Attachment 2) between the Town of Los Altos Hills (Town) and Nicholas French and Roger Strom, trustee of Strom Family Trust.
BACKGROUND:
On March 21, 2024, the City Council approved Resolution 9-24 (Attachment 3) approving the La Cresta Drive Sanitary Sewer Main Extension Project and the Sewer Construction and Dedication Agreement with Nicholas French of 13101 La Cresta Drive, and Roger Strom, Trustee of Strom Family Trust, of 13057 La Cresta Drive.
The La Cresta Drive Sanitary Sewer Main Extension Project was completed in June 2024. Since that time, Town staff have been coordinating with the installers to obtain the cost documentation required to prepare a reimbursement agreement.
DISCUSSION:
The La Cresta Drive Sanitary Sewer Reimbursement Agreement, included as Attachment 2, is an agreement between the Town and owners of two properties that funded and installed the La Cresta Drive Sanitary Sewer Main Extension project.
The Agreement was prepared based on the Town’s Policy, Procedures and Guidelines for Sanitary Sewer Reimbursement Agreements, originally adopted by the City Council on June 7, 2001. The term of the Agreement is twenty-five (25) years per the Town’s Municipal Code Section 6-4.503, which reads “In no event shall a reimbursement agreement extend beyond 25 years and in no event shall the Town be liable to a property owner for the failure to collect reimbursement costs.” The reimbursement agreement consists of two installers and five future users as provided in Exhibit B of the Agreement and also here on Table 1. The future users are those properties with ITEM 5G
Staff Report to City Council Page 2
La Cresta Drive Sewer Reimbursement Agreement
June 18, 2026
frontage along the gravity sanitary sewer main that can connect directly via a single lateral to the sewer main.
Table: 1 Future User List for the La Cresta Drive Reimbursement Agreement No. Address APN# Usage Fee
1 13023 La Cresta Drive 175-44-055 [$63,193 + CCCI*%] + 5% AF* 2 13111 La Cresta Drive 175-44-019 [$63,193 + CCCI*%] + 5% AF* 3 13155 La Cresta Drive 175-44-018 [$63,193 + CCCI*%] + 5% AF* 4 13163 La Cresta Drive 175-44-017 [$63,193 + CCCI*%] + 5% AF* 5 13201 La Cresta Drive 175-44-016 [$63,193 + CCCI*%] + 5% AF* 6 13101 La Cresta Drive 175-44-020 Installer - Nicholas French 7 13057 La Cresta Drive 175-44-021 Installer - Roger Strom *CCCI% is California Construction Cost Index adjustment from prior year which is applied to the
The usage fee for each future user is based on the pro-rata share of initial costs incurred by the installers plus the annual California Construction Cost Index (CCCI) adjustment, and a five percent (5%) Administrative Fee as set forth in the Future Users table of Exhibit B.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b). 2026 -27 CITY COUNCIL WORK PLAN:
This action was not identified on the 2026-2027 City Council Work Plan, but it supports the council's priority for Protect & Maintain Infrastructure.
FISCAL IMPACT:
The Town would collect the five percent (5%) Administrative Fee to cover the costs of managing the Agreement and facilitating the collection and transfer of funds from future users. There is no fiscal impact associated with this recommendation.
ATTACHMENTS:
1. Resolution Approving the La Cresta Drive Sanitary Sewer Reimbursement Agreement
2. La Cresta Drive Sanitary Sewer Reimbursement Agreement
3. Resolution 9-24
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE LA CRESTA DRIVE SANITARY SEWER
REIMBURSEMENT AGREEMENT BETWEEN THE TOWN OF LOS ALTOS
HILLS AND NICHOLAS FRENCH AND ROGER STROM, TRUSTEE OF
STROM FAMILY TRUST
FROM: WooJae Kim, Public Works Director
Daniel Liang, Utility Engineering Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:
Staff recommend that the City Council adopt a resolution (Attachment 1) approving the La Cresta Drive Sanitary Sewer Reimbursement Agreement (Attachment 2) between the Town of Los Altos Hills (Town) and Nicholas French and Roger Strom, trustee of Strom Family Trust.
BACKGROUND:
On March 21, 2024, the City Council approved Resolution 9-24 (Attachment 3) approving the La Cresta Drive Sanitary Sewer Main Extension Project and the Sewer Construction and Dedication Agreement with Nicholas French of 13101 La Cresta Drive, and Roger Strom, Trustee of Strom Family Trust, of 13057 La Cresta Drive.
The La Cresta Drive Sanitary Sewer Main Extension Project was completed in June 2024. Since that time, Town staff have been coordinating with the installers to obtain the cost documentation required to prepare a reimbursement agreement.
DISCUSSION:
The La Cresta Drive Sanitary Sewer Reimbursement Agreement, included as Attachment 2, is an agreement between the Town and owners of two properties that funded and installed the La Cresta Drive Sanitary Sewer Main Extension project.
The Agreement was prepared based on the Town’s Policy, Procedures and Guidelines for Sanitary Sewer Reimbursement Agreements, originally adopted by the City Council on June 7, 2001. The term of the Agreement is twenty-five (25) years per the Town’s Municipal Code Section 6-4.503, which reads “In no event shall a reimbursement agreement extend beyond 25 years and in no event shall the Town be liable to a property owner for the failure to collect reimbursement costs.” The reimbursement agreement consists of two installers and five future users as provided in Exhibit B of the Agreement and also here on Table 1. The future users are those properties with
Staff Report to City Council Page 2
La Cresta Drive Sewer Reimbursement Agreement
June 18, 2026
frontage along the gravity sanitary sewer main that can connect directly via a single lateral to the sewer main.
Table: 1 Future User List for the La Cresta Drive Reimbursement Agreement No. Address APN# Usage Fee
1 13023 La Cresta Drive 175-44-055 [$63,193 + CCCI*%] + 5% AF* 2 13111 La Cresta Drive 175-44-019 [$63,193 + CCCI*%] + 5% AF* 3 13155 La Cresta Drive 175-44-018 [$63,193 + CCCI*%] + 5% AF* 4 13163 La Cresta Drive 175-44-017 [$63,193 + CCCI*%] + 5% AF* 5 13201 La Cresta Drive 175-44-016 [$63,193 + CCCI*%] + 5% AF* 6 13101 La Cresta Drive 175-44-020 Installer - Nicholas French 7 13057 La Cresta Drive 175-44-021 Installer - Roger Strom *CCCI% is California Construction Cost Index adjustment from prior year which is applied to the
The usage fee for each future user is based on the pro-rata share of initial costs incurred by the installers plus the annual California Construction Cost Index (CCCI) adjustment, and a five percent (5%) Administrative Fee as set forth in the Future Users table of Exhibit B.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(b). 2026 -27 CITY COUNCIL WORK PLAN:
This action was not identified on the 2026-2027 City Council Work Plan, but it supports the council's priority for Protect & Maintain Infrastructure.
FISCAL IMPACT:
The Town would collect the five percent (5%) Administrative Fee to cover the costs of managing the Agreement and facilitating the collection and transfer of funds from future users. There is no fiscal impact associated with this recommendation.
ATTACHMENTS:
1. Resolution Approving the La Cresta Drive Sanitary Sewer Reimbursement Agreement
2. La Cresta Drive Sanitary Sewer Reimbursement Agreement
3. Resolution 9-24
RESOLUTION -26
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVING THE LA CRESTA DRIVE SANITARY SEWER REIMBURSEMENT
AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND NICHOLAS
FRENCH, AND ROGER STROM, TRUSTEE OF STROM FAMILY TRUST
WHEREAS, the City Council of the Town of Los Altos Hills (“Town”) has read and considered that the La Cresta Drive Sanitary Sewer Reimbursement Agreement (“Agreement”) between the Town and Nicholas French, and Roger Strom, Trustee of Strom Family Trust.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:
1. Public interest and convenience and the promotion of sewer system improvements support the Town entering into the Agreement described above.
2. The Town of Los Altos Hills hereby approves the Agreement and the City Manager is hereby authorized on behalf of the Town to execute the Agreement between the Town of Los Altos Hills and Nicholas French, and Roger Strom, Trustee of Strom Family Trust.
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 18th day of June 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY:
Rajiv Bhateja, Mayor
ATTEST:
Arika Birdsong-Miller, City Clerk
LA CRESTA DRIVE SANITARY SEWER REIMBURSEMENT AGREEMENT
This Sanitary Sewer Reimbursement Agreement (“Agreement”) is entered into this ____ day of _____________, 2026, by and between the Town of Los Altos Hills, a municipal corporation of the State of California (“Town”) and Nicholas French and Roger Strom, Trustee of Strom Family Trust (“Property Owner”).
RECITALS:
A. Property Owner constructed a sanitary sewer extension commonly known as the La Cresta Drive Sanitary Sewer Main Extension within the Town as more particularly shown on Exhibit A, attached hereto (“Sanitary Sewer Extension”).
B. Section 6–4.503 of the Town’s Municipal Code allows the Town to enter into a reimbursement agreement with a property owner so that the property owner may be reimbursed for the responsible portion of the costs of a sanitary sewer extension by future users of the extension as set forth in Exhibit B.
C. After due consideration of all relevant factors such as the location and nature of the Sanitary Sewer Extension, the area to be served by the Sanitary Sewer Extension, the developable areas potentially served by the Sanitary Sewer Extension and the residential unit flow of sewage, the City Engineer has found and determined, after proper application by Property Owner, that the Sanitary Sewer Extension will benefit not only the lands of Property Owner, but also other lands which may be served by the Sanitary Sewer Extension at a future date (“Benefiting Lands”). The Benefiting Lands are more particularly set forth in Exhibit B, attached hereto. The current and future owners of Benefiting Lands who later request a hook-up to the Sanitary Sewer Extension, or who are required by the Town to connect to the Sanitary Sewer Extension, shall be hereinafter collectively referred to as “Future Users”.
D. The Town and Property Owners now desire to provide for reimbursement to Property Owners by each Future User for that Future User’s prorata share of Sanitary Sewer Extension costs (“Usage Fee”) as shown in Exhibit B, attached hereto. The Town and Property Owner acknowledge that the total amount that the Property Owner may be reimbursed for the Sanitary Sewer Extension is an amount totaling three hundred fifteen thousand nine hundred and sixty-five dollars ($315,965) plus (1) annual California Construction Cost Index (“CCCI”) adjustments as set forth in Exhibit B; and (2) an additional five percent (5%) of the amount of usage fee as adjusted annually, for Town administrative fees.
ITEM 5G Attachment 2
AGREEMENT
NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the parties hereby agree as follows:
1. The Town will collect the Usage Fee for each Future User as indicated in Exhibit B upon a request by a Future User to connect to the Sanitary Sewer Extension (“Connection Request”), or upon notice to a Future User that it is subject to a Town requirement that the Future User connect to the Sanitary Sewer Extension (“Connection Requirement Notice”). The Town shall be entitled to collect the Usage Fee at any time after a Connection Request or Connection Requirement Notice, and prior to a hook-up by a Future User to the Sanitary Sewer Extension.
2. All Usage Fees collected from Future Users shall include an additional administrative fee equal to five percent (5%) of the Usage Fee amount as annually adjusted based on CCCI to pay the costs incurred by the Town in connection with the administration of this Agreement. (“Administrative Fee”).
3. Within sixty (60) days of the end of each year during which this Agreement is in effect, the Town shall pay to Property Owner any and all funds collected pursuant to Paragraph 1 above, less the Administrative Fee. The Town shall make the checks payable to and shall send such checks to Property Owners, as provided in the following table:
Property Owners
Name & Address
Percentage of Funds
to be Paid
Nicholas French
13101 La Cresta Drive, Los Altos Hills, CA 94022
50%
Roger Strom, Trustee of Strom Family Trust
472 Raquel Lane, Los Altos, CA 94022
50%
TOTAL: 100%
4. Property Owner agrees to indemnify and hold harmless the Town from any claims, costs or expenses incurred by the Town in connection with any claim by any person or entity with respect to this Agreement, the associated costs or the Usage Fees.
5. All regulations and applicable ordinances of the Town shall apply to this Agreement and to the performances hereunder.
6. If by decision of a court of competent jurisdiction or by California law it shall be declared or become unlawful or unconstitutional to require Future Users to reimburse Property Owner for the Sanitary Sewer Extension, then (a) the Town’s obligations to
collect and account for any further Usage Fee(s) shall automatically terminate; and (b) Property Owners and their successors or assigns shall indemnify and hold harmless the Town from any claims or liability to Future Users for the legally required return of any Usage Fee.
7. In the event of a dispute between any Future User and the Town with respect to the payment of the Usage Fee, the Town may, at its option, take any appropriate action against such Future User to collect the Usage Fee. It is agreed that no Future User shall be allowed to connect to the Sanitary Sewer Extension prior to payment in full of the Usage Fee as specified in Exhibit B during the term of this Agreement.
8. Property Owner and its agents shall hold harmless the Town for any failure by the Town to collect the Usage Fee from any Future User, and nothing in this Agreement shall be construed as imposing any obligation upon the General Fund of the Town and payments shall be made to Property Owner only to the extent funds are actually received and collected by the Town pursuant to this Agreement.
9. This Agreement, and the obligations of the Town hereunder, whether or not all of the Reimbursement Amount or any portion thereof has been collected and remitted to Property Owner or its agents hereunder, shall terminate on the twenty-fifth (25th) anniversary of the date of this Agreement.
10. Prior to execution of this Agreement by the Town, the Property Owner shall pay all legal fees and costs incurred by the Town in connection with preparing this Agreement.
11. This Agreement shall be binding upon the successors, heirs and assigns of the parties hereto, but Property Owner shall not assign any of its rights under this Agreement without the prior written consent of the Town, which consent shall not be unreasonably withheld.
12. The Exhibits attached hereto are hereby incorporated into this Agreement by this reference.
13. All negotiations and agreements previously made by the parties and their agents with respect to this transaction are merged into this Agreement which completely sets forth the obligations of the parties.
The parties hereto have executed this Agreement effective as of the date written above.
ATTEST: TOWN OF LOS ALTOS HILLS
Arika Birdsong-Miller, City Clerk Cody Einfalt, City Manager APPROVED AS TO FORM: PROPERTY OWNERS
Steve Mattas, City Attorney Nicholas French
13101 La Cresta Drive, Los Altos Hills
City Attorney Roger Strom,
Trustee of Strom Family Trust
472 Raquel Lane, Los Altos
Exhibit A
Engineering As-Built Plans for LA CRESTA DRIVE SANITARY SEWER MAIN EXTENSION, prepared by Underwood & Rosenblum, Inc., consisting of six (6) sheets on file with the Engineering Department of the Town of Los Altos Hills
ROSENBLUM, INC. civil engineers and surveyors
1630 Oakland Road, Suite A114, San Jose, CA 95131 www.uandr.com UNDERWOOD& (408) 453-1222 NORTH
NORTH
ROSENBLUM, INC. civil engineers and surveyors
1630 Oakland Road, Suite A114, San Jose, CA 95131 www.uandr.com UNDERWOOD& (408) 453-1222
ROSENBLUM, INC. civil engineers and surveyors
1630 Oakland Road, Suite A114, San Jose, CA 95131 www.uandr.com UNDERWOOD& (408) 453-1222
ROSENBLUM, INC. civil engineers and surveyors
1630 Oakland Road, Suite A114, San Jose, CA 95131 www.uandr.com UNDERWOOD& (408) 453-1222
ROSENBLUM, INC. civil engineers and surveyors
1630 Oakland Road, Suite A114, San Jose, CA 95131 www.uandr.com UNDERWOOD& (408) 453-1222
ROSENBLUM, INC. civil engineers and surveyors
1630 Oakland Road, Suite A114, San Jose, CA 95131 www.uandr.com UNDERWOOD& (408) 453-1222
Exhibit B
INSTALLERS AND FUTURE USERS
No. Address APN# Usage Fee
1 13023 La Cresta Drive 175-44-055 [$63,193 + CCCI*%] + 5% AF* 2 13111 La Cresta Drive 175-44-019 [$63,193 + CCCI*%] + 5% AF* 3 13155 La Cresta Drive 175-44-018 [$63,193 + CCCI*%] + 5% AF* 4 13163 La Cresta Drive 175-44-017 [$63,193 + CCCI*%] + 5% AF* 5 13201 La Cresta Drive 175-44-016 [$63,193 + CCCI*%] + 5% AF* 6 13101 La Cresta Drive 175-44-020 Installer - Nicholas French 7 13057 La Cresta Drive 175-44-021 Installer - Roger Strom *CCCI% is California Construction Cost Index adjustment from prior year which is applied to the base Usage Fees in the first year of the Agreement and to the cumulative CCCI-adjusted prior year Usage Fees on June 30th annually thereafter; 5% AF is Administrative Fee as set forth in Paragraph 2 of the Agreement.
Base CCCI (June 2024) = 9651
268102679026760 26895 26890 26896 26889 26993 26998 26982 13235 26970 26877 26875 26427 26429 2658 26475 26435 13034 26423 13074 13118 13170 13164 13186 13198 13210 27841 27933 27979 28090 27821 13001 26415 13264 13246 13200 13015 13000 ALEJAN
NINA PLACE R
RESOLUTION 9- 24
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVING SEWER CONSTRUCTION AND DEDICATION AGREEMENT FOR
CAMINO HERMOSO DRIVE SANITARY SEWER MAIN EXTENSION
WHEREAS, pursuant to Los Altos Hills Municipal Code Section 6- 4. 446, sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer; and
WHEREAS, the Town of Los Altos Hills received an application from the property owners at 23500 Camino Hermoso Drive ( APN 336- 37- 022), 10251 Magdalena Road ( APN 336- 39- 011), 10250 Magdalena Road (APN 336- 37- 024), 23725 Camino Hermoso Drive ( APN 336- 39- 024), and 23475 Camino Hermoso Drive ( APN 336- 37- 001) for construction of the Camino Hermoso Drive Sanitary Sewer Main Extension at applicant' s sole cost and expense for the benefit of applicant; and
WHEREAS, the applicant desires to dedicate the Camino Hermoso Drive Sanitary Sewer Main Extension to the Town upon completion of construction; and WHEREAS, Town staff prepared the Sewer Construction and Dedication Agreement for the proposed work to ensure that the ownership and maintenance responsibilities of the newly constructed sewer are transferred to the Town; and
WHEREAS, the City Engineer has reviewed the application and plans for the project and recommends that the Council approve the Sewer Construction and Dedication Agreement for the proposed sewer improvements.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the Town of Los Altos Hills does hereby approve the Sewer Construction and Dedication Agreement for the Camino Hermoso Drive Sanitary Sewer Main Extension.
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 21" day of March 2024 by the following vote:
AYES: Mok, Schmidt, Swan, Tankha, Tyson
NOES: None
ABSTAIN: None
ABSENT: None
ATTEST,
I
rilca Birdsong -Miller ity Cleric
BY:
Stanl c, ay r1- 1-
Resolution 9- 24
ITEM 5G Attachment 3
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE SEWER CONSTRUCTION AND
DEDICATION AGREEMENT FOR ARROYO OAKS DRIVE SANITARY
SEWER FORCE MAIN SLEEVE EXTENSION
FROM: WooJae Kim, Public Works Director/City Engineer
Daniel Liang, Utility Engineering Manager
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:
Staff recommend that the City Council approve a resolution (Attachment 1) approving the Sewer Construction and Dedication Agreement for the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension.
BACKGROUND:
Pursuant to Town Municipal Code Section 6-4.446 “Extension of sewer main facilities”, sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer. The Sewer Construction and Dedication Agreement transfer the ownership of the sewer main from the property owners to the Town once the sewer extension is completed.
DISCUSSION:
The property owner/applicant of 11552 Arroyo Oaks Drive (APN 331-05-037) wishes to connect to the Town’s sanitary sewer system by constructing a new ten-inch sanitary sewer force main sleeve and eight-inch gravity sewer main within the public right-of-way on Arroyo Oaks Drive and Ravensbury Avenue. The new sewer line will begin at the intersection of the Arroyo Oaks Drive and Ravensbury Avenue and end at a new sewer manhole in the cul-de-sac at the end of Arroyo Oaks Drive, as shown on a site plan included as Attachment 2. The improvements include 25 feet of eight-inch gravity sewer main, 406 feet of 10-inch force main sleeve, and four new sewer manholes in the public right-of-way. After the project is complete, the applicant intends to establish a reimbursement agreement with six future users with the Town.
Staff have reviewed and approved the sewer application and design plans for the proposed Arroyo Oaks sanitary sewer force main sleeve extension project. The construction for the project is expected to commence after the City Council adopts the resolution, and once an encroachment permit is issued by the Town.
The Sewer Construction and Dedication Agreement (Attachment 3) has been prepared to ensure that the ownership and maintenance responsibilities of the new sanitary sewer main extension are properly transferred to the Town.
ITEM 5H
Staff Report to City Council Page 2
Arroyo Oaks Drive Force Main Sleeve Extension
June 18, 2026
2 ENVIRONMENTAL REVIEW:
This action is a Class 3 categorical exemption per Article 19 (Categorical Exemptions) section 15303(d) New Construction or Conversion of Small Structures of the California Environmental Quality ACT (CEQA) guidelines.
2026-2027 CITY COUNCIL WORK PLAN:
This action was not identified on the 2026-27 City Council Work Plan, but it supports the council priorities to “Maintain Quality of Life” and “Protect and Maintain Infrastructure.” FISCAL IMPACT:
There is no immediate fiscal impact associated with this recommendation. The sewer main will be installed per Town standards at the expense of the property owners. The new sanitary sewer main extension will become the Town’s asset, and the Town will assume maintenance responsibilities for the new sewer main after the project is accepted by the Town.
ATTACHMENTS
1. Resolution Approving the Arroyo Oaks Sanitary Sewer Force Main Sleeve Sewer Construction and Dedication Agreement
2. Site Plan for Arroyo Oaks Sanitary Sewer Force Main Sleeve
3. Arroyo Oaks Sanitary Sewer Force Main Sleeve Construction and Dedication Agreement
RESOLUTION -26
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVING THE SEWER CONSTRUCTION AND DEDICATION AGREEMENT
FOR ARROYO OAKS DRIVE SANITARY SEWER FORCE MAIN SLEEVE
EXTENSION
WHEREAS, pursuant to Los Altos Hills Municipal Code Section 6-4.446, sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer; and
WHEREAS, the Town of Los Altos Hills received an application from the property owner at 11552 Arroyo Oaks Drive (APN 331-05-037) for construction of the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension at the applicant’s sole cost and expense for the benefit of the applicant; and
WHEREAS, the applicant desires to dedicate the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension to the Town upon completion of construction; and WHEREAS, Town staff prepared the Sewer Construction and Dedication Agreement for the proposed work to ensure that the ownership and maintenance responsibilities of the newly constructed sewer are transferred to the Town; and
WHEREAS, the City Engineer has reviewed the application and plans for the project, and recommends that the Council approve the Sewer Construction and Dedication Agreement for the proposed sewer improvements.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the Town of Los Altos Hills does hereby approve the Sewer Construction and Dedication Agreement for the Arroyo Oaks Sanitary Sewer Force Main Sleeve Extension and authorize the City Manager to execute the agreement.
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 18th day of June 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST:
______________________________
Arika Birdsong-Miller, City Clerk
ITEM 5H Attachment 1
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Legend
!2! MANHOLE
$1 CLEANOUT
JUNCTION
Ú[ PUMPSTA
Owner, (Pipe Type)
Town of Los Altos Hills
(Gravity)
Town of Los Altos Hills
(Force Main)
Private (Gravity)
Private (Force Main)
City of Los Altos
City of Palo Alto
Future (?)
1 SEWER CONSTRUCTION AND DEDICATION AGREEMENT
THIS SEWER CONSTRUCTION AND DEDICATION AGREEMENT (this
“Agreement”) is entered into as of __________, 2026, (“Effective Date”) by and between Mahdi Hamzeh (“Applicant”), and the TOWN OF LOS ALTOS HILLS (“Town”), a California municipal corporation (collectively, the “Parties” and individually as “Party”).
R E C I T A L S
A. Applicant is the owner of certain property located at 11552 Arroyo Oaks Drive (APN 331-05-037) in the Town of Los Altos Hills, County of Santa Clara, State of California.
B. Applicant proposes to construct a sewer force main sleeve extension on Arroyo Oaks Drive to serve Applicant’s properties at 11552 Arroyo Oaks Drive. The location of the proposed sewer facility is on Arroyo Oaks Drive and more particularly described in Exhibit A attached hereto and incorporated herein by this reference (“Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension” or “Project”).
C. The plans and specifications for the Project are more particularly described on Exhibit B attached hereto and incorporated herein by this reference (“Plans and Specifications”).
D. Section 6-4.446 of the Los Altos Hills Municipal Code provides that sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer, at applicant’s cost.
E. Applicant desires to construct the Project at Applicant’s sole cost and expense and for the benefit of residents on Arroyo Oaks Drive, including the Applicants, but does not intend to include any additional present or future users to utilize the extension aside from the present and future owners of the Properties.
F. Upon completion of construction, Applicant further desires to dedicate and the Town desires to accept, the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension to the Town, subject to final inspection by the Town.
G. It is the intention of the Parties to set forth the terms and conditions on which Applicant shall construct and dedicate the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension to the Town and reimburse the Town for all related costs.
AGREEMENT
NOW, THEREFORE, for good and valuable consideration, the receipt of which is hereby acknowledged, the Parties hereby agree as follows:
1. Construction. Applicant shall construct the Project at his/her sole cost and expense, and in accordance with approved Plans and Specifications attached hereto and incorporated herein as Exhibit B, and in conformity with all applicable federal, state and local laws, rules, ordinances and ITEM 5H Attachment 3
2 regulations, including the Los Altos Hills Municipal Code. Applicant shall be required to obtain an encroachment permit from the Town and comply with all applicable terms and conditions of such permit, and shall also be responsible for obtaining any and all other required permits and other governmental approvals necessary for the construction and installation of the Project. If Applicant fails to construct the Project in accordance with this Agreement, such failure shall constitute a breach of the Applicant’s obligations herein and the Town shall be entitled to enforce the Applicant’s bond or security as provided in Section 5 below.
2. Timing of Construction. Applicant shall complete construction of the Project no later than July 31, 2027.
3. Inspection and Acceptance by the Town. Upon completion of construction by Applicant, the Town shall have the right to inspect, measure, survey, and test the Project for compliance with the approved plans and specifications. A deposit of $15,000 payable to the Town is required for inspection services, construction management, and other Town’s expenses for this project.
Any unused amount will be refunded after the project is accepted by the City Engineer.
4. Dedication. Upon final inspection and approval by the Town of the Project, Applicant shall deliver to the Town an irrevocable offer of dedication substantially in the same form set forth on Exhibit C attached hereto (“IOD”) offering the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension to the Town; provided, however, the IOD shall be subject to, and not allow acceptance by the Town until, all of the conditions precedent in Sections 1-3 above are satisfied.
5. Provision of Security. Applicant agrees to guarantee the completion of the Project and, as security for that guarantee, Applicant shall provide the Town with security, in the form of a cashier’s check or bond, no more than one hundred percent (100%) of the estimated cost of constructing the Project as approved by the City Engineer. The Town shall release the security for completion of the sanitary sewer extension upon final inspection and approval by the Town. Applicant shall also file with the City a two (2) year warranty bond or equivalent security in a form and in an amount of 10% of the construction cost, and with a surety acceptable to City, to warrant the Project against any defective work or labor done or defective materials furnished following the Project being accepted by the Los Altos Hills City Council.
6. Responsibility of Applicant. Applicant acknowledges and agrees that he shall be responsible for the construction, maintenance, upkeep and any issues relating to the condition of the Project until such time that the sanitary sewer line has been dedicated to and accepted by the Town. Upon acceptance of dedication by the Town, the Applicant shall not have responsibility for the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension.
7. Indemnity. Applicant agrees to indemnify, defend (with counsel approved by Town) and hold the Town and its respective elected and appointed officers, officials, employees, agents, consultants, and contractors (collectively, the “Indemnitees”) harmless from and against all liability, loss, cost, expense (including without limitation attorneys’ fees and costs of litigation), claim, demand, action, suit, judicial or administrative proceeding, penalty, deficiency, fine, order, and damage (all of the foregoing collectively “Claims”) which directly or indirectly, in whole or in part, are caused by, arise in connection with, result from, relate to, or are alleged to be caused by, arise in connection with, or relate to, Applicant’s performance of their obligations under this Agreement prior to the Town approving and accepting dedication of the Arroyo Oaks Drive Sanitary Sewer Force Main
3 Sleeve Extension. Applicant’s indemnification obligations set forth in this Section shall not apply to the extent of Claims arising from the gross negligence or willful misconduct of the Indemnitees.
8. Waiver of Claims for Potential Subsequent Users and Reimbursements. Applicant hereby on behalf of himself and his respective successors and assigns, knowingly and voluntarily release and forever discharge, to the full extent permitted by law, the Town, of and from, any and all claims, actions, causes of action, demands, rights, damages, costs, expenses, including attorney’s fees, and compensation whatsoever, relating to any potential subsequent sewer users of the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension, including any claims to collect any future sewer future user fees and reimbursements. Applicant further agrees not to sue, file a claim, or institute any other proceedings against the Town for any and all liability, claims, loss, damages, expenses and costs related to any claim that may be filed for the collection of subsequent sewer user reimbursements or fees.
9. Cost Reimbursement. Applicant assumes full responsibility for all costs incurred by the Town in relation to the administration of this Agreement, including, but not limited to, charges for outside consultants such as the Town's consulting engineer and the City Attorney, among others. A Cost Reimbursement Agreement will be considered before acceptance of the Project.
10. Defaults. In the event a Party believes another Party has breached any provision of this Agreement, the non-defaulting Party shall give written notice to the defaulting Party specifying the grounds of the alleged breach. The defaulting Party shall have thirty (30) days to cure the alleged breach or begin cure if the breach cannot be cured within thirty (30) days and shall diligently continue to cure until complete. In the event a breach is not cured within the time provided or fails to diligently continue to cure, the defaulting party shall be deemed in default.
11. Amendment. This Agreement or any portion hereof may be amended or modified, except where otherwise provided in this Agreement, only by mutual consent of the Parties in writing.
12. Termination. This Agreement shall automatically terminate upon the Town accepting the dedication of the Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension. After termination, the Parties shall execute such additional documents as are reasonably required by a title company to remove this Agreement as an encumbrance.
13. Successors and Assigns. The covenants, obligations and agreements contained in this Agreement shall be binding upon and inure to the benefit of the Parties and their respective heirs, personal representatives, successors and assigns, successors-in-interest, as the case may be.
14. Notices. All written notices required to be given pursuant to the terms hereof shall be sent by (a) personal delivery, (b) a nationally recognized overnight courier service, or (c) United States first class mail, registered or certified return receipt requested and postage prepaid as expressly provided herein.
All notices shall be addressed as follows:
To Town: Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attn: City Manager
4 To Applicant: Mahdi Hamzeh
11552 Arroyo Oaks Drive,
Los Altos Hills, CA 94024
The foregoing addresses may be changed by written notice. All notices shall be deemed received upon receipt or the date indicated on any return receipt or other receipt of delivery.
15. Entire Agreement. This Agreement contains the entire understanding of the parties and supersedes any and all other written or oral understandings.
16. No Beneficiaries. No third party, individual, organizations, persons or entity besides the Parties to this Agreement has any rights or remedies under this Agreement.
17. Incorporation. The recitals set forth above and exhibits attached hereto and referred to herein are incorporated into this Agreement.
18. Governing Law. This Agreement shall be enforced and interpreted under California’s laws and judicial decisions without giving effect to its conflicts of law provisions.
19. Headings. Section headings are for reference purposes only and do not affect this Agreement.
20. Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which, taken together, shall constitute one and the same instrument.
This Agreement may be delivered to all Parties by facsimile or other form of electronic transmission.
21. Severability. If any part of this Agreement is invalid or unenforceable, then the remainder of this Agreement shall remain valid and enforceable and in force and effect.
22. No Waiver. A waiver by any Party of a default by another Party is only effective against a Party that waives such default in writing and shall not be construed as a waiver of any other default.
23. Knowing and Voluntary Execution. Both parties to this Agreement have had the opportunity to be advised by and to have this Agreement reviewed by legal counsel of their choosing.
5 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first above written by their duly authorized representatives.
APPLICANT
By:
Mahdi Hamzeh
11552 Arroyo Oaks Drive
TOWN OF LOS ALTOS HILLS
By:
Cody Einfalt
City Manager
APPROVED AS TO FORM:
Steve Mattas
City Attorney
ATTEST:
Arika Birdsong-Miller
City Clerk
EXHIBIT “A”
-1-
EXHIBIT A
Arroyo Oaks Drive Sanitary Sewer Force Main Sleeve Extension Location [see attached]
EXHIBIT “B”
-1-
EXHIBIT B
PLANS AND SPECIFICATIONS
[see attached]
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
“ ” ” “ ” ” “ ” ” “ ” ” “ ” ” “ ” ” “ ” ” “ ” ”
EXHIBIT B
·····
EXHIBIT B
EXHIBIT B
~
DATUM ELEV
410.00
~
DATUM ELEV
410.00
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
DATUM ELEV
410.00
DATUM ELEV
410.00
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
DATUM ELEV
410.00
DATUM ELEV
410.00
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
EXHIBIT B
EXHIBIT B
EXHIBIT B
EXHIBIT B
EXHIBIT “C”
-1-
EXHIBIT C
IRREVOCABLE OFFER OF DEDICATION
This Document Is Recorded
For the Benefit of the
Town of Los Altos Hills
And is Exempt from Fee
Per Government Code
Sections 6103 and 27383
When Recorded, Mail to:
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attention: City Clerk
OFFER OF DEDICATION
TO THE TOWN OF LOS ALTOS HILLS
(Lands of ____________)
THIS DEDICATION is made this _____ day of _______________, 2026, by ________________________________________ (“Owners”), the owners of the property located at 11552 Arroyo Oaks Drive in Los Altos Hills, California, to and for the benefit of the Town of Los Altos Hills, a municipal corporation (“Town”).
Section 1. Owners do hereby offer to dedicate to Town a sewer main extension located at _______________, situated in the Town of Los Altos Hills, County of Santa Clara, State of California as described and depicted in Exhibit attached hereto (“Dedication”).
Section 2. The Town hereby accepts this Dedication.
IN WITNESS WHEREOF, the Owners have properly executed, and the Town has hereby accepted, this Dedication as follows:
-2-
OWNERS:
Date: _____________ ____________________________
Mahdi Hamzeh
11552 Arroyo Oaks Drive
TOWN OF LOS ALTOS HILLS:
Date: _____________ ______________________________
Rajiv Bhateja , Mayor
ATTEST:
_____________________________
Arika Birdsong-Miller, City Clerk
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION APPROVING THE SEWER CONSTRUCTION AND
DEDICATION AGREEMENT FOR FREMONT ROAD SANITARY SEWER
MAIN EXTENSION
FROM: WooJae Kim, Public Works Director/City Engineer
Daniel Liang, Utility Engineering Manager
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:
Staff recommend that the City Council approve a resolution (Attachment 1) approving the Sewer Construction and Dedication Agreement for the Fremont Road Sanitary Sewer Main Extension.
BACKGROUND:
Pursuant to Town Municipal Code Section 6-4.446 “Extension of sewer main facilities”, sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer. The Sewer Construction and Dedication Agreement transfer the ownership of the sewer main from the property owners to the Town once the sewer extension is completed.
DISCUSSION:
The property owner/applicant of 14085 Seven Acres Lane (APN 175-10-008) wishes to connect to the Town’s sanitary sewer system by constructing a new eight-inch gravity sewer main within the public right-of-way on Fremont Road. The new sewer line will begin at the intersection of the Fremont Road and Seven Acres Lane and end at an existing sewer manhole where Fremont Road turns 90 degrees, as shown on a site plan included as Attachment 2. The improvements include 147 feet of eight-inch gravity sewer main in the public right-of-way. There will not be a reimbursement agreement for this sewer main extension after the project is complete.
Staff have reviewed and approved the sewer application and design plans for the proposed Fremont Road sanitary sewer main extension project. The construction for the project is expected to commence after the City Council adopts the resolution, and once an encroachment permit is issued by the Town.
The Sewer Construction and Dedication Agreement (Attachment 3) has been prepared to ensure that the ownership and maintenance responsibilities of the new sanitary sewer main extension are properly transferred to the Town.
ITEM 5I
Staff Report to City Council Page 2
Fremont Road Sanitary Sewer Main Extension
June 18, 2026
2 ENVIRONMENTAL REVIEW:
This action is a Class 3 categorical exemption per Article 19 (Categorical Exemptions) section 15303(d) New Construction or Conversion of Small Structures of the California Environmental Quality ACT (CEQA) guidelines.
2026-2027 CITY COUNCIL WORK PLAN:
This action was not identified on the 2026-27 City Council Work Plan, but it supports the council priorities to “Maintain Quality of Life” and “Protect and Maintain Infrastructure.” FISCAL IMPACT:
There is no immediate fiscal impact associated with this recommendation. The sewer main will be installed per Town standards at the expense of the property owners. The new sanitary sewer main extension will become the Town’s asset, and the Town will assume maintenance responsibilities for the new sewer main after the project is accepted by the Town.
ATTACHMENTS
1. Resolution Approving the Fremont Road Sanitary Sewer Main Sewer Construction and Dedication Agreement
2. Site Plan for Fremont Road Sanitary Sewer Main
3. Fremont Road Sanitary Sewer Main Construction and Dedication Agreement
RESOLUTION -26
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVING THE SEWER CONSTRUCTION AND DEDICATION AGREEMENT
FOR FREONT ROAD SANITARY SEWER MAIN EXTENSION
WHEREAS, pursuant to Los Altos Hills Municipal Code Section 6-4.446, sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer; and
WHEREAS, the Town of Los Altos Hills received an application from the property owner at 14085 Seven Acres Lane (APN 175-10-008) for construction of the Fremont Road Sanitary Sewer Main Extension at the applicant’s sole cost and expense for the benefit of the applicant; and WHEREAS, the applicant desires to dedicate the Fremont Road Sanitary Sewer Main to the Town upon completion of construction; and
WHEREAS, Town staff prepared the Sewer Construction and Dedication Agreement for the proposed work to ensure that the ownership and maintenance responsibilities of the newly constructed sewer are transferred to the Town; and
WHEREAS, the City Engineer has reviewed the application and plans for the project, and recommends that the Council approve the Sewer Construction and Dedication Agreement for the proposed sewer improvements.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the Town of Los Altos Hills does hereby approve the Sewer Construction and Dedication Agreement for the Fremont Road Sanitary Sewer Main Extension and authorize the City Manager to execute the agreement.
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 18th day of June 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST:
______________________________
Arika Birdsong-Miller, City Clerk
ITEM 5I Attachment 1
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302' 8'' PVC 300' 8'' PVC
349' 6'' VCP
252' 6'' VCP
138' 8'' PE
227' 8'' PE
226' 8'' HDPE
288' 8'' HDPE
196' 8'' PE
187' 8'' PVC
190' 6'' VCP
109' 6'' VCP
143.9' 6'' VCP
137' 8'' PVC
104' 8'' PE
138' 8'' PVC
FMH1083
FMH1082
IMH1088
O1005
FMH1
FMH1066
FMH106
FMH1064
FMH1063
FMH1058
FMH1052
FMH1002
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6 14220
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3 25617
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7 13800
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5 13770
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16 14116
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27 26939
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14 15
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26761
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13 12
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1 405
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14250 25690
Fo
Robleda
C
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Vista
Wild Plum
Old Oak
Foothi
291.5' 6'' VCP
271' 8'' PVC
6'' VCP
169' 8'' PVC
193' 8'' PE
186.3' 6'' VCP
82' 8'' PVC
138' 8'' PVC
87' 8'' PVC
8 255' 8'' PVC
45' 8'' PVC
91' 6'' VCP
197' 8'' PE
FMH1081
IMH1089
IMH1086
IMH1044
IMH1005
IMH1004
IMH1003
FMH1054
FMH1053
FMH1031
FMH1009
FMH1008
FMH1007
FMH1006
FMH1005
FMH1004
FMH1003
FMH1001
Fremont
Mirand
a
Cypre
Cic
erone
Beatrice
Monterey
Barton
Seve
n
Acres
Alta V
Mariposa
Town of Los Altos Hills Sanitary Sewer Sys
1 SEWER CONSTRUCTION AND DEDICATION AGREEMENT
THIS SEWER CONSTRUCTION AND DEDICATION AGREEMENT (this
“Agreement”) is entered into as of __________, 2026, (“Effective Date”) by and between Trivelore Ramgopal (“Applicant”), and the TOWN OF LOS ALTOS HILLS (“Town”), a California municipal corporation (collectively, the “Parties” and individually as “Party”).
R E C I T A L S
A. Applicant is the owner of certain property located at 14085 Seven Acres Lane (APN 175-10-008) in the Town of Los Altos Hills, County of Santa Clara, State of California.
B. Applicant proposes to construct a sewer main extension on Fremont Road to serve Applicant’s properties at 14085 Seven Acres Lane. The location of the proposed sewer facility is on Fremont Road and more particularly described in Exhibit A attached hereto and incorporated herein by this reference (“Fremont Road Sanitary Sewer Main Extension” or “Project”).
C. The plans and specifications for the Project are more particularly described on Exhibit B attached hereto and incorporated herein by this reference (“Plans and Specifications”).
D. Section 6-4.446 of the Los Altos Hills Municipal Code provides that sewer main facilities may be extended by an applicant in accordance with plans and specifications approved by the City Engineer, at applicant’s cost.
E. Applicant desires to construct the Project at Applicant’s sole cost and expense and for the benefit of residents on Seven Acres Lane, including the Applicants, but does not intend to include any additional present or future users to utilize the extension aside from the present and future owners of the Properties.
F. Upon completion of construction, Applicant further desires to dedicate and the Town desires to accept, the Fremont Road Sanitary Sewer Main Extension to the Town, subject to final inspection by the Town.
G. It is the intention of the Parties to set forth the terms and conditions on which Applicant shall construct and dedicate the Fremont Road Sanitary Sewer Main Extension to the Town and reimburse the Town for all related costs.
AGREEMENT
NOW, THEREFORE, for good and valuable consideration, the receipt of which is hereby acknowledged, the Parties hereby agree as follows:
1. Construction. Applicant shall construct the Project at his/her sole cost and expense, and in accordance with approved Plans and Specifications attached hereto and incorporated herein as Exhibit B, and in conformity with all applicable federal, state and local laws, rules, ordinances and regulations, including the Los Altos Hills Municipal Code. Applicant shall be required to obtain an ITEM 5I Attachment 3
2 encroachment permit from the Town and comply with all applicable terms and conditions of such permit, and shall also be responsible for obtaining any and all other required permits and other governmental approvals necessary for the construction and installation of the Project. If Applicant fails to construct the Project in accordance with this Agreement, such failure shall constitute a breach of the Applicant’s obligations herein and the Town shall be entitled to enforce the Applicant’s bond or security as provided in Section 5 below.
2. Timing of Construction. Applicant shall complete construction of the Project no later than July 31, 2027.
3. Inspection and Acceptance by the Town. Upon completion of construction by Applicant, the Town shall have the right to inspect, measure, survey, and test the Project for compliance with the approved plans and specifications. A deposit of $15,000 payable to the Town is required for inspection services, construction management, and other Town’s expenses for this project.
Any unused amount will be refunded after the project is accepted by the City Engineer.
4. Dedication. Upon final inspection and approval by the Town of the Project, Applicant shall deliver to the Town an irrevocable offer of dedication substantially in the same form set forth on Exhibit C attached hereto (“IOD”) offering the Fremont Road Sanitary Sewer Main Extension to the Town; provided, however, the IOD shall be subject to, and not allow acceptance by the Town until, all of the conditions precedent in Sections 1-3 above are satisfied.
5. Provision of Security. Applicant agrees to guarantee the completion of the Project and, as security for that guarantee, Applicant shall provide the Town with security, in the form of a cashier’s check or bond, no more than one hundred percent (100%) of the estimated cost of constructing the Project as approved by the City Engineer. The Town shall release the security for completion of the sanitary sewer extension upon final inspection and approval by the Town. Applicant shall also file with the City a two (2) year warranty bond or equivalent security in a form and in an amount of 10% of the construction cost, and with a surety acceptable to City, to warrant the Project against any defective work or labor done or defective materials furnished following the Project being accepted by the Los Altos Hills City Council.
6. Responsibility of Applicant. Applicant acknowledges and agrees that he shall be responsible for the construction, maintenance, upkeep and any issues relating to the condition of the Project until such time that the sanitary sewer line has been dedicated to and accepted by the Town. Upon acceptance of dedication by the Town, the Applicant shall not have responsibility for the Fremont Road Sanitary Sewer Main Extension.
7. Indemnity. Applicant agrees to indemnify, defend (with counsel approved by Town) and hold the Town and its respective elected and appointed officers, officials, employees, agents, consultants, and contractors (collectively, the “Indemnitees”) harmless from and against all liability, loss, cost, expense (including without limitation attorneys’ fees and costs of litigation), claim, demand, action, suit, judicial or administrative proceeding, penalty, deficiency, fine, order, and damage (all of the foregoing collectively “Claims”) which directly or indirectly, in whole or in part, are caused by, arise in connection with, result from, relate to, or are alleged to be caused by, arise in connection with, or relate to, Applicant’s performance of their obligations under this Agreement prior to the Town approving and accepting dedication of the Fremont Road Sanitary Sewer Main Extension.
3 Applicant’s indemnification obligations set forth in this Section shall not apply to the extent of Claims arising from the gross negligence or willful misconduct of the Indemnitees.
8. Waiver of Claims for Potential Subsequent Users and Reimbursements. Applicant hereby on behalf of himself and his respective successors and assigns, knowingly and voluntarily release and forever discharge, to the full extent permitted by law, the Town, of and from, any and all claims, actions, causes of action, demands, rights, damages, costs, expenses, including attorney’s fees, and compensation whatsoever, relating to any potential subsequent sewer users of the Seven Acres Lane Sanitary Sewer Main Extension, including any claims to collect any future sewer future user fees and reimbursements. Applicant further agrees not to sue, file a claim, or institute any other proceedings against the Town for any and all liability, claims, loss, damages, expenses and costs related to any claim that may be filed for the collection of subsequent sewer user reimbursements or fees.
9. Cost Reimbursement. Applicant assumes full responsibility for all costs incurred by the Town in relation to the administration of this Agreement, including, but not limited to, charges for outside consultants such as the Town's consulting engineer and the City Attorney, among others. A Cost Reimbursement Agreement will not be considered before acceptance of the Project.
10. Defaults. In the event a Party believes another Party has breached any provision of this Agreement, the non-defaulting Party shall give written notice to the defaulting Party specifying the grounds of the alleged breach. The defaulting Party shall have thirty (30) days to cure the alleged breach or begin cure if the breach cannot be cured within thirty (30) days and shall diligently continue to cure until complete. In the event a breach is not cured within the time provided or fails to diligently continue to cure, the defaulting party shall be deemed in default.
11. Amendment. This Agreement or any portion hereof may be amended or modified, except where otherwise provided in this Agreement, only by mutual consent of the Parties in writing.
12. Termination. This Agreement shall automatically terminate upon the Town accepting the dedication of the Fremont Road Sanitary Sewer Main Extension. After termination, the Parties shall execute such additional documents as are reasonably required by a title company to remove this Agreement as an encumbrance.
13. Successors and Assigns. The covenants, obligations and agreements contained in this Agreement shall be binding upon and inure to the benefit of the Parties and their respective heirs, personal representatives, successors and assigns, successors-in-interest, as the case may be.
14. Notices. All written notices required to be given pursuant to the terms hereof shall be sent by (a) personal delivery, (b) a nationally recognized overnight courier service, or (c) United States first class mail, registered or certified return receipt requested and postage prepaid as expressly provided herein.
All notices shall be addressed as follows:
To Town: Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attn: City Manager
4 To Applicant: Trivelore Ramgopal
14085 Seven Acres Lane,
Los Altos Hills, CA 94022
The foregoing addresses may be changed by written notice. All notices shall be deemed received upon receipt or the date indicated on any return receipt or other receipt of delivery.
15. Entire Agreement. This Agreement contains the entire understanding of the parties and supersedes any and all other written or oral understandings.
16. No Beneficiaries. No third party, individual, organizations, persons or entity besides the Parties to this Agreement has any rights or remedies under this Agreement.
17. Incorporation. The recitals set forth above and exhibits attached hereto and referred to herein are incorporated into this Agreement.
18. Governing Law. This Agreement shall be enforced and interpreted under California’s laws and judicial decisions without giving effect to its conflicts of law provisions.
19. Headings. Section headings are for reference purposes only and do not affect this Agreement.
20. Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which, taken together, shall constitute one and the same instrument.
This Agreement may be delivered to all Parties by facsimile or other form of electronic transmission.
21. Severability. If any part of this Agreement is invalid or unenforceable, then the remainder of this Agreement shall remain valid and enforceable and in force and effect.
22. No Waiver. A waiver by any Party of a default by another Party is only effective against a Party that waives such default in writing and shall not be construed as a waiver of any other default.
23. Knowing and Voluntary Execution. Both parties to this Agreement have had the opportunity to be advised by and to have this Agreement reviewed by legal counsel of their choosing.
5 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year first above written by their duly authorized representatives.
APPLICANT
By:
Trivelore Ramgopal
14085 Seven Acres Lane
TOWN OF LOS ALTOS HILLS
By:
Cody Einfalt
City Manager
APPROVED AS TO FORM:
Steve Mattas
City Attorney
ATTEST:
Arika Birdsong-Miller
City Clerk
EXHIBIT “A”
-1-
EXHIBIT A
Fremont Road Sanitary Sewer Main Extension Location
[see attached]
EXHIBIT “B”
-1-
EXHIBIT B
PLANS AND SPECIFICATIONS
[see attached]
230.58'
215.96'
207.54'
206.83'
226.35' 218.46' 219.02' 217.32' 213.55' 213.83'
209.83' 209.77'
207.13'
206.08'
204.19'
203.29'
205.50'
206.65'
208.67'
207.35' 206.85' 206.90' 206.90' 207.54' 209.16' 207.63' 202.77' 202.54'
201.55'
200.45'
199.81'
200.36'
200.89'
201.24'
201.51'
202.61'
198.41'
199.22'
198.38'
199.12'
201.64'
207.33'
203.47' 204.80'
205.34'
205.26'
204.65'
202.75'
203.00' 209.77'
213.63'
208.02'
207.29' 208.20'
209.20'
209.43'
210.86'
209.64'
211.35'
212.30' 211.42' 213.01'
215.21'
227.04' 223.29' 220.51' 219.25'
217.90'
217.07'
216.49'
217.69' WATER VALVE
214.24'
212.65'
214.84' 214.54' 214.36'
220.16'
220.42'
225.09'
230.36'
237.55' 240.15'
242.44'
242.60'
242.66'
240.34'
238.72' 235.79' 233.54'
234.20'
234.16' 233.98'233.78'
230.28'
225.50'
218.08' 214.90'
214.28' 215.48'
213.81'
215.95'
POLE
241.58'
242.07'
235.79' g
237.33' 242.96'
242.60'
241.11'
241.90' 239.83'
226.94'
225.41'
228.97' 229.57'
234.11'
233.95' 230.66'
230.47' 227.20'
230.10'
209.60'
210.62'
210.32'
212.94'
213.27'
214.55'
214.31'
215.27'
216.74'
219.63'
216.82'
216.75'
219.21'
214.54'
213.15'
212.92'
212.25' 211.18' 219.21' 213.65' 223.00'
226.37'
229.84'
227.82'
212.71'
213.34'
215.06'
214.50'
215.22'
215.17' 219.71' 224.52'
222.27'
221.02'
211.44'
211.68'
212.33'
211.26'
206.57'
209.79' 207.08'
230.47' 230.38'
231.03'
229.76' 228.75'
230.48' 229.78'
232.19' 229.99' 228.59'
230.73'
230.14'
230.66'
230.97'
231.37'
231.41' 230.39' 230.33'
231.15'
231.04'
230.46'
230.44' FS ELEV
231.07'
230.74' 229.17'
229.12'
228.73' 230.26'
228.42'
228.06'
227.77' 228.09'
228.22'
228.72'
229.34'
231.91' 232.05'
232.67'
235.43'
232.05'
231.50'
232.01'
231.03'
229.69'
228.89'
231.93'
232.31' 232.31' 232.32'
232.31'
232.32'
232.32'
231.92'
232.30'
232.31'
232.28'
232.33'
232.77' 232.51' 232.06'
232.10'
232.71'
236.16'
236.10'
236.08'
236.81' 236.85'236.28'
236.13'
236.14' 235.99'
236.14'
236.04' 236.28'
236.18'
236.19' 236.24' 236.23' 236.20'
236.23' 232.02'
232.07'
231.98' 231.93' 231.97'
230.93'
231.25'
231.08' 230.94'
231.34' 231.30' 232.14' 232.47' 234.43'
232.05' 238.02'
239.22'
239.46'
243.70'
240.81'
240.91'
240.21'
236.68'
236.60' 236.71' 236.63'
232.88' FF ELEV
232.53'
231.90'
232.24'
232.30'
231.51'
236.73'
236.59'
UTILITY
POLE
236.74' 235.46'
240.76'
240.74' 238.85'
237.47' 238.71'
236.83'
20" OAK
16" OAK
20" OAK
12" TREE
14" DEAD TREE
14" X 8" TWIN TREE
18" OAK
12" OAK
18" TREE
8" TREE
14" OAK
TREE CLUSTER
20' SETBACK LINE N 11°47'20" E
63.37'
S 87°05'16" E 269.44'
S 02°54'44" W
145.00'
S 14°30'03" E
107.31'
S 87°05'16" E
227.11'
238.08' tbmnchs
252
8" TREE
14" TREE
10" TREE
6" TREE
6" TREE
16" TREE
2' WIDE ANCHOR EASEMENT PER 73 M 33
CONCRETE PATIO
APPROX GAS LINE LOCATION
W E S T F R E M O N T R O A D
PRIVATE 40' WIDE RIGHT OF WAY
13' WIDE
18' WIDE
2' WIDE ANCHOR EASEMENT PER 73 M 33 WATER METERS
TREE CLUSTER
(FORMERLY GUISTI WAY)
30'
12"-30" RETAINING WALL
CONCRETE PATIO
234
232
25.00'
CENTERLINE
CENTERLINE
0.0025 acres 107.3009 sq ft D = 9 0° 0 ' 0 " R = 30. 0 ' L = 4 7. 1 2' D = 9 0 ° 00' 1 4 " R = 20 . 0 0' L =3 1. 42'
200
202
202
204
204
206
206
206
208 208
208
208
210 210
210
210
210
212
212
212
212
214
214
214
214
214
216
216
216
216
216
216
218
218
218
218
220
220
220
220
222
222
222
224
224
224
226 226
226
228 228
228
230
230
230
232
232
232 232
232
232
232
234
234
234
234
236
236
236
236
236
236
238
238
238
238 238
238
240
240
240
240
240 240
240
242
242
242
242
242 242
242
244 244
246
ASPHALT
UTILITY
POLE
18" OAK
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
230.58'
215.96'
207.54' 206.83' 226.35' 218.46' 219.02' 217.32' 213.55' 213.83' 209.83' 209.77' 207.13' 206.08' 204.19' 203.29' 205.50' 206.65' 208.67' 207.35' 206.85' 206.90' 206.90' 207.54' 209.16' 207.63' 202.77' 202.54'
201.55'
200.45'
199.81' 200.36' 200.89' 201.24'
201.51' 202.61'
198.41'
199.22'
198.38'
199.12'
201.64'
207.33'
203.47' 204.80' 205.34'
205.26' 204.65'
202.75' 203.00' 209.77'
213.63'
208.02'
207.29' 208.20' 209.20'
209.43' 210.86' 209.64' 211.35'
212.30' 211.42' 213.01' 215.21'
227.04' 223.29' 220.51' 219.25' 217.90' 217.07' 216.49' 217.69' WATER VALVE 214.24'
212.65'
214.84' 214.54' 214.36'
220.16'
220.42' 225.09' 230.36' 237.55' 240.15'
240.34'
238.72' 235.79' 233.54' 234.20' 234.16' 233.98'233.78'
230.28' 225.50' 218.08' 214.90'
214.28' 215.48'
213.81' 215.95'
242.07' 235.79' g
237.33'
239.83'
226.94' 225.41' 228.97' 229.57'
234.11' 233.95' 230.66'
230.47' 227.20'
230.10'
209.60'
210.62'
210.32'
212.94' 213.27' 214.55'
214.31' 215.27'
216.74' 219.63'
216.82' 216.75'
219.21' 214.54' 213.15'
212.92'
212.25' 211.18' 219.21' 213.65' 223.00' 226.37' 229.84' 227.82' 212.71' 213.34' 215.06'
214.50'
215.22'
219.71' 215.17' 224.52' 222.27' 221.02' 211.44'
211.68'
212.33' 211.26'
206.57'
209.79' 207.08'
230.47' 230.38' 231.03'
229.76' 228.75'
230.48' 229.78'
232.19' 229.99' 228.59'
230.73' 230.14' 230.66' 230.97' 231.37' 231.41'230.39' 230.33' 231.15' 231.04' 230.46' 230.44' FS ELEV
231.07' 230.74' 229.17' 229.12' 228.73' 230.26' 228.42' 228.06' 227.77' 228.09'
228.22'
228.72' 229.34'
231.91' 232.05' 232.67' 235.43' 232.05' 231.50' 232.01' 231.03' 229.69'
228.89' 231.93'
232.31' 232.31' 232.32' 232.31' 232.32' 232.32'
231.92' 232.30' 232.31'
232.28'
232.33'
232.77' 232.51' 232.06' 232.10' 232.71' 236.16'236.10'
236.08' 236.81' 236.85' 236.28' 236.13' 236.14' 235.99' 236.14' 236.04' 236.28'236.18' 236.19' 236.24' 236.23' 236.20' 236.23' 232.02' 232.07' 231.98' 231.93' 231.97'
230.93' 231.25'
231.08' 230.94' 231.34' 231.30' 232.14' 232.47' 234.43' 232.05' 238.02'
239.22'
239.46' 243.70' 240.81'
240.91'
240.21'
236.68' 236.60' 236.71' 236.63'
232.88' FF ELEV
232.53'
231.90'
232.24' 232.30'
231.51'
236.73' 236.59'
UTILITY
POLE 236.74' 235.46'
240.76' 240.74' 238.85' 237.47' 238.71' 236.83'
20" OAK
16" OAK
20" OAK
12" TREE
14" DEAD TREE
14" X 8" TWIN TREE
18" OAK
12" OAK
18" TREE
8" TREE
14" OAK
TREE CLUSTER
20' SETBACK LINE N 11°47'20" E
63.37'
S 87°05'16" E 269.44' S 02°54'44" W 145.00'
S 14°30'03" E
107.31'
S 87°05'16" E
227.11'
252
8" TREE
14" TREE
10" TREE
6" TREE
6" TREE
16" TREE
2' WIDE ANCHOR EASEMENT PER 73 M 33
CONCRETE PATIO
APPROX GAS LINE LOCATION
W E S T F R E M O N T R O A D PRIVATE 40' WIDE RIGHT OF WAY 13' WIDE 18' WIDE
2' WIDE ANCHOR EASEMENT PER 73 M 33 WATER METERS
TREE CLUSTER (FORMERLY GUISTI WAY) 30'
12"-30" RETAINING WALL
CONCRETE PATIO
234
232
25.00'
CENTERLINE CENTERLINE
0.0025 acres 107.3009 sq ft D = 9 0° 0 0' 0 " R = 3 0. 0 ' L = 4 7. 1 2' D = 9 0 ° 0 0' 1 4 " R = 2 0. 0 0' L = 3 1. 4 2' 200
202
202
204
204
206
206 206 208
208
208
208 210
210
210
210
210
212
212
212
212
214
214 214
214
214
216
216
216
216
216
216
218
218
218 218
220
220
220
220 222
222
222
224
224
224 226
226
226 228
228
228
230
230
230
232 232
232
232
232
232
232
234
234
234
234
236
236
236
236
236
236
238
238
238
238
238
238
240
240
240
240
240
240
240
242
242
242
242
242
244
244
246
ASPHALT
UTILITY
POLE
18" OAK
Δ
Δ
Δ
Δ
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
“ ” ” “ ” ” “ ” ” “ ” ” “ ” ” “ ” ” “ ” ” “ ” ”
EXHIBIT B
·····
EXHIBIT B
EXHIBIT B
215.96'
210.86'
212.30' 211.42'
213.01'
215.21'
223.29' 220.51' 219.25'
217.90'
217.07'
216.49'
217.69'
WATER VALVE
214.24'
212.65'
214.84'
214.54' 214.36'
220.16'
220.42'
225.09'
225.50'
218.08'
214.90'
214.28'
215.48'
213.81'
215.95'
210.62'
210.32'
212.94'
213.27'
214.55'
214.31'
215.27'
216.74'
219.63'
216.82'
216.75'
214.54'
213.15'
14" X 8" TWIN TREE
18" OAK
18" TREE
8" TREE
14" TREE
10" TREE
APPROX GAS LINE LOCATION
25.00'
0.0025 acres
107.3009 sq ft D = 9 0° 0 ' 0 " R = 3 0. 0 0' L = 4 7. 1 2' D = 9 0 ° 0 0' 1 4 " R = 2 0. 0 ' L = 3 1. 4 2' 210
210
212
212
214
214
214
214
216
216
216
216
218
218
218
220
220
222
224
ASPHALT
UTILITY
POLE
DATUM ELEV
180.00
DATUM ELEV
180.00
NOTE:
FOR CONSTRUCTION STAKING
SCHEDULING OR QUOTATIONS
PLEASE CONTACT ALEX ABAYA
AT LEA & BRAZE ENGINEERING
(510)887-4086 EXT 116.
[email protected]
EXHIBIT B
EXHIBIT B
EXHIBIT B
EXHIBIT “C”
-1-
EXHIBIT C
IRREVOCABLE OFFER OF DEDICATION
This Document Is Recorded
For the Benefit of the
Town of Los Altos Hills
And is Exempt from Fee
Per Government Code
Sections 6103 and 27383
When Recorded, Mail to:
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Attention: City Clerk
OFFER OF DEDICATION
TO THE TOWN OF LOS ALTOS HILLS
(Lands of ____________)
THIS DEDICATION is made this _____ day of _______________, 2026, by ________________________________________ (“Owners”), the owners of the property located at 14085 Seven Acres Lane in Los Altos Hills, California, to and for the benefit of the Town of Los Altos Hills, a municipal corporation (“Town”).
Section 1. Owners do hereby offer to dedicate to Town a sewer main extension located at _______________, situated in the Town of Los Altos Hills, County of Santa Clara, State of California as described and depicted in Exhibit attached hereto (“Dedication”).
Section 2. The Town hereby accepts this Dedication.
IN WITNESS WHEREOF, the Owners have properly executed, and the Town has hereby accepted, this Dedication as follows:
-2-
OWNERS:
Date: _____________ ____________________________
Trivelore Ramgopal
14085 Seven Acres Lane
TOWN OF LOS ALTOS HILLS:
Date: _____________ ______________________________
Rajiv Bhateja , Mayor
ATTEST:
_____________________________
Arika Birdsong-Miller, City Clerk
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: ADOPT A RESOLUTION APPROVING THE AMENDMENT TO THE
EXISTING AGREEMENT FOR USE, MAINTENANCE, AND
IMPROVEMENT OF PLAYING FIELD FACILITIES WITH LOS
ALTOS/LOS ALTOS HILLS LITTLE LEAGUE
FROM: Joram Parcutilo, Management Analyst
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION: That the City Council should:
Adopt the attached Resolution (Attachment 1) approving the amendment to the existing agreement for use, maintenance, and improvement of playing field facilities with Los Altos/Los Altos Hills Little League.
BACKGROUND:
Los Altos/Los Altos Hills Little League (Little League) has been a longstanding partner of the Town in the operation, maintenance, and stewardship of the baseball facilities located at Purissima Park. Through a series of agreements spanning nearly two decades, the Town and Little League have worked collaboratively to provide high-quality baseball facilities and recreational opportunities for youth and families throughout the community.
Pursuant to Section IV.B of the agreement, the contract automatically renews for successive threeyear periods unless written notice is provided by either party prior to April 1 immediately preceding the expiration date. Neither the Town nor Little League provided notice of termination, and both parties have expressed a desire to continue the longstanding partnership. As such, staff has worked with Little League representatives to prepare a limited amendment to the agreement that addresses several administrative and operational clarifications while allowing the agreement to continue for an additional three-year term (Attachment 2).
The current agreement between the Town and Little League was approved in 2023 and governs the use, maintenance, improvement, and cost-sharing responsibilities associated with the baseball fields and related facilities at Purissima Park (Attachment 3). Renewal of the Little League Agreement was also identified as a priority project within the City Council's 2026–2027 Work Plan (Attachment 4). The renewal supports the Town's ongoing commitment to maintaining highquality recreational facilities, fostering youth sports opportunities, and preserving the longstanding partnership between the Town and Los Altos/Los Altos Hills Little League.
Historically, previous Little League agreement renewals have consisted primarily of limited administrative updates and clarifications while preserving the overall framework of the partnership (Attachment 5). More substantial policy discussions and operational changes have traditionally been addressed separately from the renewal process to ensure continuity of service and uninterrupted use of the facilities.
ITEM 5J
2 Staff Report to City Council
Little League Contract Renewal
June 18, 2026
DISCUSSION:
As part of the renewal process, staff solicited feedback from a variety of stakeholders regarding the current agreement and potential future modifications. Staff met with Parks, Recreation, and Community Events Committee members Jasmeen Pombra and Yibin Tang, Finance and Investment Committee members Sean McGraw and Vatsal Sonecha, and the City Council Ad Hoc Committee consisting of Councilmember Tankha and Councilmember Tyson. Staff compiled comments and recommendations from these stakeholders, as well as from Little League representatives, and considered their feedback throughout the review process. While several longterm operational and policy topics were identified for future discussion, there was general consensus that the current renewal should focus on limited administrative amendments while maintaining continuity of operations under the existing agreement framework.
The proposed Second Amendment includes several minor revisions intended to improve clarity and administrative consistency, including:
• Correction of section references related to maintenance and operations cost-sharing provisions
• Removal of redundant language contained within the maintenance provisions of the agreement; and
• Reorganization of certain provisions to improve readability and consistency throughout the agreement.
The proposed amendment (Attachment 2) does not substantially alter the operational relationship between the Town and Little League. Existing maintenance responsibilities, scheduling procedures, cost-sharing provisions, and operational practices remain largely unchanged.
Consistent with previous renewals, staff and Little League have agreed to continue discussions regarding potential substantive changes to the agreement. Those discussions may include maintenance standards, operational responsibilities, capital improvements, and other long-term considerations. Should either party wish to pursue more significant amendments in the future, staff would first consult with the Parks, Recreation, and Community Events Committee and the Finance and Investment Committee on any significant operational changes. Afterwards, those changes would be brought before the City Council for consideration at a later date ANALYSIS:
The proposed Second Amendment is administrative in nature and is intended primarily to clarify existing provisions rather than establish new operational requirements.
The amendment updates references within the maintenance and operations cost-sharing section to accurately reflect corresponding maintenance provisions elsewhere in the agreement. These revisions are clerical in nature and do not alter the financial obligations of either party.
3 Staff Report to City Council
Little League Contract Renewal
June 18, 2026
The amendment also clarifies utility responsibilities by establishing that the Town shall be responsible for payment of internet service charges associated with the facility. Additionally, the amendment removes language determined to be redundant and reorganizes certain provisions to improve consistency and readability throughout the agreement.
Staff believes the proposed approach appropriately balances continuity of operations with the need to maintain and update the agreement. By limiting the current amendment to administrative items, the Town and Little League can continue their longstanding partnership while preserving flexibility to discuss larger operational and policy matters in the future.
ENVIRONMENTAL REVIEW:
The proposed project does not qualify as a “Project” as defined in California Government Code Section 15378(b) of the California Environmental Quality Act (CEQA).
FISCAL IMPACT:
The proposed amendment is not anticipated to result in any significant fiscal impacts beyond those already contemplated under the existing agreement.
The agreement continues the existing cost-sharing structure for maintenance and operations activities at Purissima Park and maintains the financial responsibilities previously established between the Town and Little League. The amendment also clarifies that the Town shall continue to be responsible for internet service charges associated with the facility.
ATTACHMENTS
1. Resolution
2. Second Amendment to the Agreement
3. 2023 Agreement
4. 2014 Agreement
5. 2026-2027 City Council Workplan
Resolution __ –26 Page 1
RESOLUTION __ -26
RESOLUTION APPROVING THE RENEWAL OF THE AGREEMENT FOR USE,
MAINTENANCE, AND IMPROVEMENT OF PLAYING FIELD FACILITIES WITH
LOS ALTOS/LOS ALTOS HILLS LITTLE LEAGUE AND APPROVAL OF THE
SECOND AMENDMENT TO THE AGREEMENT
WHEREAS, the Town of Los Altos Hills and Los Altos/Los Altos Hills Little League ("Little League") entered into an Agreement for Use, Maintenance and Improvement of Playing Field Facilities effective July 1, 2023 ("Agreement"); and
WHEREAS, the Agreement establishes the respective rights and responsibilities of the Town and Little League regarding the use, maintenance, operation, and improvement of the baseball facilities located at Purissima Park; and
WHEREAS, Section IV.B of the Agreement provides for automatic renewal of the Agreement for successive three-year terms unless written notice of non-renewal is provided by either party no later than April 1 immediately preceding the expiration date; and WHEREAS, the Town and Little League have negotiated a Second Amendment to the Agreement to clarify maintenance and operations cost-sharing references, remove redundant provisions, reorganize portions of the Agreement for consistency, and clarify responsibility for internet service costs.
NOW THEREFORE, the City Council of the Town of Los Altos Hills hereby approves the continuation and renewal of the Agreement for Use, Maintenance and Improvement of Playing Field Facilities with Los Altos/Los Altos Hills Little League and hereby approves the Second Amendment to the Agreement and authorizes the City Manager to execute the Amendment on behalf of the Town for the period of July 1, 2026 through June 30, 2029.
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 18
th of June 2026 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
By:
Rajiv Bhateja, Mayor
ATTEST:
ITEM 5J, Attachment 1
ITEM
Resolution __ –26 Page 1
Arika Miller, City Clerk
SECOND AMENDMENT TO THE AGREEMENT BETWEEN
THE TOWN OF LOS ALTOS HILLS AND
LOS ALTOS/LOS ALTOS HILLS LITTLE LEAGUE
THIS SECOND AMENDMENT TO THE SERVICES AGREEMENT is made at Los Altos Hills, California, as of June 18, 2026, by and between THE TOWN OF LOS ALTOS HILLS, a municipal corporation (“Town”), and Los Altos/Los Altos Hills Little League (“Little League,” or “Contractor”), (sometimes referred to together as the “Parties”) who agree as follows:
RECITALS
WHEREAS, the Town and Contractor previously entered into an agreement for use, maintenance, and improvement of playing field facilities dated July 1, 2023 (the “Agreement”);
WHEREAS, the Parties amended the Agreement pursuant to that certain First Amendment dated as of April 15th, 2024 (the "First Amendment");
WHEREAS, as stated in the Agreement, the Agreement shall automatically renew for successive three (3) year periods, unless written notice is provided by one party to the other no later than April 1 immediately preceding the then current expiration date; WHEREAS, Section IV.H.1 of the Agreement details that Little League shall contribute to the costs of maintenance and operations identified in Sections IV.G.1, IV.G.5, and IV.G.7 on a cost-sharing basis.
WHEREAS, the Parties desire to amend Section IV.H.1 to correct the applicable section references regarding maintenance and operations cost-sharing provisions, and to amend Section IV.G.5 to remove redundant language contained therein; and WHEREAS, the Parties further desire to amend the Agreement to clarify that the Town shall be responsible for payment of internet service charges associated with the Premises; and WHEREAS, the parties desire to amend the Agreement, to add language in regard to protecting horses during baseball games and baseball practice on the P2 field; WHEREAS, the Parties desire to amend the Agreement as described herein.
NOW, THEREFORE, in consideration of this Second Amendment, the mutual promises, covenants, and stipulations herein contained, the Parties hereto agree to amend the Agreement as follows with additions in bold italics and deletions in strikethrough:
a) Amendment to Section IV.H.1
H. Maintenance and Operations Costs.
Little League shall contribute to the costs of maintenance and operations identified in Sections IV.H.1, IV. H.5 and IV.H.7 IV.G.1, IV.G.5, and IV.G.7 on a cost-sharing basis. For each Town fiscal year, Little League will contribute one dollar for every one dollar contributed by Town.
Town, subject to the review process delineated in Section IV.J, shall have sole reasonable determination of justifiable expenses. Both Parties agree to use good faith in making fiscal decisions that will not undermine the overall fiscal health of either entity. If Fields maintenance
and operations expenditures reach an annual total of $95,000, not including utilities, the Town and Little League shall consider additional shared Fields maintenance and operation expenditures on a case by case basis under mutually acceptable terms
b) Amendment to add Section H.6
6. The Town shall be responsible for the payment of all charges for internet services. c) Amendment to delete the contents of section G.5 because it is redundant with sections G and H
G. Maintenance.
5. The responsibility for the items that are not included in either Section H.3 or Section H. 4 shall be included in the cost-sharing items as governed by Section I. 1. These items include the baseball playing and unsecured practice areas, concession/multipurpose building routine maintenance, janitorial service of the restroom building adjacent to the concession/multipurpose building, fencing and backstops surrounding the playing and unsecured practice areas, bleachers, dugouts, base anchors, and backstop pads. (Repairs to the concession/multipurpose building shall be decided between the Parties on a case by case basis).
5. Intentionally left blank.
d) Move the contents of G.6 into section H for more logical grouping established as new section H.7 (i.e. section G establishes what maintenance will be performed, and section H establishes how it will be paid for).
G. Maintenance.
6. Intentionally left blank.
H. Maintenance and Operations Costs.
1. Little League shall contribute to the costs of maintenance and operations identified in Sections IV.H.1, IV. H.5 and IV.H.7 IV.G1, IV.G.5, and IV.G.7 on a cost-sharing basis. For each Town fiscal year, Little League will contribute one dollar for every one dollar contributed by Town.
Town, subject to the review process delineated in Section IV. J, shall have sole reasonable determination of justifiable expenses. Both Parties agree to use good faith in making fiscal decisions that will not undermine the overall fiscal health of either entity. If Fields maintenance and operations expenditures reach an annual total of $95,000, not including utilities, the Town and Little League shall consider additional shared Fields maintenance and operation expenditures on a case by case basis under mutually acceptable terms
2. Town shall pay, and not be reimbursed by Little League, for Fields’ maintenance and/ or repairs, which are necessary as a result of use by other Town authorized field users, that are outside the parameters of typical wear and tear from Little League use. The Little League shall be solely responsible for repair/maintenance necessitated by the gross negligence or willful misconduct of the Little League, its agents, or officers.
3. Town and Little League may agree to cost-share major infrastructure/ capital improvement projects on a case- by-case basis.
4. Town shall be solely responsible for the payment of all charges for garbage service. Little League shall reimburse Town for 50% of the water utility. The Town will take ownership of the electricity meter and the Town will invoice Little League a flat rate of $100 per month for electricity use.
5. Little League shall reimburse Town for 25% of the restroom cleaning and supplies.
6. The Town shall be responsible for the payment of all charges for internet services
7. Should the Parties be unable to reach an agreement on fiscal responsibility for any item not specifically addressed in this agreement, they may submit the disputed items to the City Council of Los Altos Hills for final resolution.
IV. Horse Safety Protocol P2 Field.
During all organized Little League games and practices conducted on the P2 field, play shall be temporarily suspended when a horse and rider are observed utilizing the equestrian pathway located adjacent to the outfield area of the P2 field. The purpose of this temporary suspension is to minimize the potential for baseballs to strike the outfield fence or travel beyond the field of play in a manner that could startle or endanger horses using the adjacent pathway.
For games, the umpire shall have the authority to call "time" and temporarily pause play until the horse and rider have safely passed beyond the area adjacent to the outfield. For practices, coaches or designated league representatives shall be responsible for temporarily suspending activities involving the hitting or throwing of baseballs until the horse and rider have passed.
This provision applies solely to activities conducted on the P2 field and shall not be interpreted to require the cessation of all activity on the field beyond what is reasonably necessary to allow horses using the adjacent pathway to pass safely.
Equestrian riders shall use reasonable courtesy to avoid causing excessive stoppages of play. For the avoidance of doubt, more than three play stoppages within a given 90 minute period will automatically be considered excessive. Equestrian riders are also expected to maintain continuous movement during a play stoppage to minimize the length of the stoppage. [SIGNATURES ON THE FOLLOWING PAGE]
Dated:
TOWN OF LOS ALTOS HILLS Los Altos/Los Altos Hills Little League Patrick Carey
By: By: Patrick Carey May 28, 2026 0
(9:11:11 PDT)
Cody Einfalt, City Manager Patrick Carey, Los Altos/Los Altos Hills Little League President
Town of Los Altos Hills and Little League
Contract Renewal: Second Amendment
Final Audit Report 2026-05-28
"Town of Los Altos Hills and Little League Contract Renewal: Se cond Amendment" History
Document created by Joram Parcutilo ([email protected]) 2026-05-27 - 3:22:34 PM GMT
Document emailed to Patrick Carey ([email protected]) for signature 2026-05-27 - 3:22:38 PM GMT
Email viewed by Patrick Carey ([email protected])
2026-05-28 - 4:07:08 PM GMT
Document e-signed by Patrick Carey ([email protected]) Signature Date: 2026-05-28 - 4:11:11 PM GMT - Time Source: server - Signature Appearance Selected: MOBILE_TYPE Agreement completed.
2026-05-28 - 4:11:11 PM GMT
Created:
By:
Status:
2026-05-27
Joram Parcutilo ([email protected])
Signed
Transaction ID: CBJCHBCAABAAOW2VxJhKWd_1FFSW39c05fFfxpN0iuSk
ITEM 5J, Attachment 3
ITEM 5J, Attachment 4
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES KEY OUTCOME MILESTONES FOR 2026-27 LEAD
DEPARTMENT
COMMITTEE
INVOLVEMENT
ESTIMATED STAFF
HOURS
$40,000 2026 Election 2 Elected Council Members (new) Establish Ballot for Upcoming Election City Clerk City Clerk-30 $45,000 2026 Volunteer Dinner Successful Dinner Host Successful event City Clerk City Clerk-30 $45,000 2027 Voluntter Dinner Successful Dinner Host Successful event City Clerk City Clerk-30 $15,000 Edisclosure Software exhange
Streamlined collection of Ethics and SH
training Implement new software City Clerk City Clerk-30 $60,000 Safe Storage of records at the Corp Yard Better retention and more accesible files Onboard and bring proposal to council City Clerk City Clerk-40 $10,000 X Update PRA Software Faster PRA response time Find and implement new software City Clerk City Clerk-30
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES LEAD DEPARTMENT COMMITTEE
INVOLVEMENT
City Clerk
Update Town Calendar with Meetings
City Clerk
City Clerk
City Clerk
City Clerk
City Clerk
City Clerk
Publish Notices for Meetings
City Clerk
In Progress/Carry-Over From Previous Workplan
Listed By Committee as a Goal/Project
Update Municode
Reconcile Credit Card Logs
Notary Requests
PRAs
Add Records to Laserfiche
Deferred to Committee
Added During February 4th Goal Setting Workshop
BEYOND CAPACITY
KEY OUTCOME ESTIMATED STAFF
HOURS
City Clerk
Core Day-Day Operations (Running list)
TASK NAME STAFF INVOLVEMENT
Respond to Committee Emails City Clerk
Build Agendas for City Council City Clerk
Draft Minutes for Consideration
New Projects
LEGEND
1 ITEM 5J, Attachment 5
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES KEY OUTCOME MILESTONES FOR 2026-27 LEAD
DEPARTMENT
COMMITTEE
INVOLVEMENT
ESTIMATED STAFF
HOURS
Finalize RFP for new editor/designer for
Our Town
CMO- 10hrs
City Clerk- 10hrs
Enter into contract with new
editor/deisgner for Our Town, ongoing
review of publication
CMO- 30hrs
City Clerk- 30hrs
Establish Ad Hoc Committee and have
Ad Hoc Committee report to City
Council progress on negotiations CMO- 50hrs
Continue Discussion with City Council
on key issues CMO- 50hrs
Engage in new Contract with Sheriff's
Office CMO- 30hrs
Emergency Preparedness
Keep the Town Safe and prepared for
emergencies with a full-time emergency
manager position
Ensure that their is continuity within
the Emergency Management position CMO EPRC CMO- 80hrs
Continue review and discussion with
the Tech Committee on which vendor
to move forward with Completed
Present item to City Council Completed
Town Hall installation CMO- 8hrs
Corpyard Insatallation CMO- 8hrs
Weswind Barn Installation CMO- 8hrs
Access Panel Upgrades CMO- 8hrs
X Re-evaluate ALPR System
Discuss possibility of removing Flock
Cameras CMO Tech Committee CMO- 30hrs
$60K Fire Service Review
Maximize taxpayer dollar for fire and
emergency response services Pending; Complete Service Review CMO EPRC CMO- 50hrs
CDD- 50hrs
$60K
Emergency Communication items from
the EPRC (Sound Study, ALERT SCC)
Improve the Town's emergency response
framework Engage with a vendor CMO EPRC CMO- 40hrs
$10K X
Check-in on cultural reset items-stay
interviews + new round Maintain recruitment and retention efforts Complete 2026 round and implement
any suggestions CMO CMO- 20hrs
X Green Sheets
Gain Council consensus on how to codify
document City Council discussion at CC meeting CMO CMO- 60hrs
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES
LEAD
DEPARTMENT
COMMITTEE
INVOLVEMENT
AI Workshop CMO
CMO
In Progress/Carry-Over From Previous Workplan
Listed By Committee as a Goal/Project
New Projects
Core Day-Day Operations (Running list)
Eaton and IT support Assignments Management Analyst
Miscellaneous Cross Dept Tasks (ex. Picking up orders, going to the County Recorders Office) Management Analyst LEGEND
TASK NAME STAFF INVOLVEMENT
Emergency Preparedness/Keeping the Town Prepared for emergencies City Manager Continue Employee Enhancement &Retention Program + Onboarding New Employees City Manager $5,200,000
X
Renegotiate New Contract with SCC
Sheriff's Department
Engage in a new contract with the Sheriff's
Office CMO
$49,000 X Our Town Publication
Phase out the Quarterly and Increase Our
Town to four issues a year CMO
Invoices
~$40K X Tech Committee
Town Hall Facility Security Camera
Upgrade
Bring Town facility security systems under
one platform CMO
BEYOND CAPACITY
KEY OUTCOME ESTIMATED STAFF
HOURS
Identify possible areas of AI implementation within the organization to help in staff's day-to-day workload and projects CMO- 20hrs
Management Analyst
Work on the Weekly Management Analyst
Deferred to Committee
Added During February 4th Goal Setting Workshop
Grant Management Management Analyst
Speed Feedback Sign Data Analysis Management Analyst
KMVT Scheduling for Town Meetings Management Analyst
Ai Chatbot Session Analysis Management Analyst
Wesbite Updates (Events, Archive Center, Dept Updates, Staff Directory, Project Workplan Tracker, Alerts, Homepage, Document Uploads, New Webpage Buildout) Management Analyst Updating Digital Billboard Management Analyst
2
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES KEY OUTCOME MILESTONES FOR 2026-27 LEAD DEPARTMENT
COMMITTEE
INVOLVEMENT
ESTIMATED STAFF
HOURS
$30,000
Prepare and publish updated informational
handouts, checklists, workflow charts, and staff
schedules
Have current information on the
site development process and
key requirements of the
municipal code
CDD None CDD - 120hrs
$20,000 Expired Permit Management
Conduct an assessment of
expired Town permits
CDD None CDD - 80hrs
$15,000
Conduct a satisfaction survey of
planning/development services in the past three
years
Complete a digital survey CDD None CDD - 50hrs
No Cost Updated ADU Permit streamlining processes
Audit and updated of the Town's
ADU in formational handouts,
appointment scheduling, and
website resources
CDD PC CDD - 80hrs
$26,000 TRAKit & eTRAKiT upgrades TRAKiT & eTRAKiT upgrades Increased tracking and efficiency CDD None CDD - 80hrs $1,000,000 X Complete Permit Fee Assessment and Issue
Reimbursements
Complete an assessment of outstanding
reimbursements to residents for overcharged
services
Issue reimbursements CDD FIC
CDD - 240hrs
Finance - 120hrs
$60,000 X Complete Safety Element Have a completed GP element Creation of draft document CDD EPRC CDD- 240hrs $40,000 X Department of Forestry Community Wildfire
Risk Reduction List
Maintain compliance with California State fire
policy and focus on reducing wildfire risks by
modifying the immediate surroundings of a
property ignition from embers and radiant heat
Code Amendment CDD EPRC CDD - 160hrs
$17,000 X Green House Gas Inventory Conduct Inventory Review to track CHG Emissions Partner with EIC and CSG for
completion of GHG Inventory
CDD EIC CDD - 120hrs
$30,000 Objective Design Standards Establishment of methodology; creation of draft document
CDD PC, EDPC CDD - 80hrs
CIP Zoning Ordinance (Multi-Family) (CIP) Creation of draft document CDD PC, EDPC CDD - 80hrs $30,000 Inclusionary Housing / Feasibility Identify relevant example policies; craft draft policy
CDD PC, EDPC CDD - 80hrs
$12,000 ADU Ordinance Update Creation of draft document CDD PC, EDPC CDD - 120hrs $7,500 Density Bonus Ordinance and Incentives for ELIs Identify relevant example policies; craft draft policy
CDD PC, EDPC CDD - 50hrs
$7,500 (A-4) By-right Approval Ordinance Creation of draft document CDD PC, EDPC CDD - 120hrs $4,500 SB 35 and SB 330 Application Streaming
Procedure
Identify relevant example
policies; craft draft policy
CDD PC, EDPC CDD - 80hrs
$1,500 No Net Loss Monitoring
Identification of project and
permit tools to assess activity
against existing inventory
CDD PC, EDPC CDD - 5hrs
$4,500 Pre-approved ADU Plans Develop standards for preapproval of ADUs CDD PC, EDPC CDD - 80hrs
$7,500 Education, Outreach, and Information Exchange
for housing resources
Establish scope/parameters for
each task; identify relevant
examples; prepare outline to
execute programs
CDD PC, EDPC CDD - 120hrs
$6,000 A-1 Prepare report for Mid-Cycle review of Housing Element implementation
Report for HCD on program
status with letters of intent from
developers
CDD PC, EDPC CDD - 160hrs
$900 A-3 Annual report and review of surplus lands Report to include with APR CDD PC, EDPC CDD - 25hrs CDD
X CDD Listening Response Session
3
CIP A-5 Minimum Zoning Density
Ensure Zoning Code complies
with a establish minimum
densities to ensure that parcels
are able to be developed at
appropriate densities for lowerincome
CDD PC, EDPC CDD - 80hrs
$4,500 A-11 Continued outreach to large site owners
Maintain list of prospective RHNA
backup sites for remainder of 6th
and 7th cycle
CDD PC, EDPC CDD - 50hrs
$100,000 A-12 Conversion to
Duplex or Triplex
Rezoning for conversion of
Duplexes or Triplexes
CDD PC, EDPC, OSC,
Pathways
CDD - 320hrs
$1,500 B-1 Permit Streamlining
Establish and implement
expedited permit processing for
affordable housing projects,
including projects that qualify for
density bonuses (in compliance
with SB 35 and SB
330). Advertise the expedited
permit process on the Town’s
website and circulate a notice
with the Building Industry
Association and Chamber of
Commerce.
CDD PC, EDPC CDD - 80hrs
No Cost B-3 Density Bonus Updates
Amend the Zoning Ordinance to
update density bonus regulations
to meet updated state
requirements
CDD PC, EDPC CDD - 80hrs
$7,500 B-4 Development of User guides for multifamily
objective design standards
Updated MF ODS webpage and
user guides
CDD PC, EDPC CDD - 40hrs
No Cost B-6 ADU Ordinance Update to Meet State Law
Annual review of current ADU
policy and amendments to
remain in comliane with state law
CDD PC, EDPC CDD - 80rs
No Cost B-7 Public Fees
Town will compile all
development standards, plans,
fees, and nexus studies in an
easily accessible online location.
The Town will update its zoning
and general plan maps to provide
a high quality, parcel-specific
reference
CDD PC, EDPC
CDD - 80hrs
Public Works - 60hrs
Finance - 40hrs
$600 B-8 Development of long-range sewer plan to
accomodate for multifamily opportunity sites
Publish final schedule and user
guide
CDD PC, EDPC
CDD - 80hrs
Public Works - 80hrs
No Cost
B-10 SB 9 Ordinance
Amendments
Annual review of current SB 9
policy and amendments to
remain in compliance with state
law
CDD PC CDD - 80hrs
No Cost B-13 Finalize Fee Nexus study publish final
schedule and user guide
Publish final schedule and user
guide
CDD PC, EDPC
CDD - 80hrs
Finance - 80hrs
Public Works - 300hrs
No Cost C-1 At risk housing preservation Inclusion of reporting in the APR CDD PC, EDPC CDD - 10hrs X Housing Element Programs 4
$1,500 F-2 Housing Mobility
In coordination with programs A1, A-3,and A-6, allow multi-family residential opportunities in the
Town. Additionally, in
coordination with programs G-1
and G-3, maintain an education
program to inform tenants of the
2019 Tenant Protection Act and
provide information on the Town
webpage
CDD PC, EDPC CDD - 10hrs
$15,000 F-5 Transit improvements with Plan Bay Area
Engage in Planning Collaborative
and VTA working groups for
multifamily housing transit
connection
CDD PC, EDPC
CDD - 80hrs
Public Works - TBD
$15,000 Legislative updates
Provide bi-annual reports on
recent legislation to the Planning
Commission
CDD PC, EDPC CDD - 80hrs
$30,000
Housing mobility and working group participation
to support a variety of ongoing and previously
implemented Housing Element programs
Continue regular engagement
with the Santa Clara County
Planning Collaborative, County
Office of Supportive Housing,
VTA, and Santa Clara County
Association of Planning Officials
CDD PC, EDPC CDD - 120hrs
No Cost Muni Code Update - Firescape Update code CDD None CDD - 240hrs No Cost Muni Code Update - Landscape (Guide 2.1) Update code CDD None CDD - 240hrs No Cost Muni Code Update - Ridgelines/Hilltops Update code CDD None CDD - 240hrs No Cost Prepare the HCD Annual Progress Report Complete HCD Annual Report Complete HCD Annual Report CDD None CDD - 240hrs No Cost Prepare the LCI General Plan Annual
Progress Report Prepare LCI General Plan Annual Report Prepare LCI General Plan Annual Report CDD None CDD - 240hrs
$15K X Inspection scheduling system Improve inspection scheduling system Software to improve UI and
accessibility for applicants CDD None CDD - 50hrs
$15K X
Improve deposit management for current
projects
Track deposit accounts for building, planning and
public works and improve efficiency of deposit
returns
Improve backend management
for staff to process deposits on a
regular cadence CDD FIC CDD - 100hrs
$15K X
Heat pump rebates/Whole Home
assessment/administration
Promote the use of heat pumps (~10 rebates a
year)
Continue to provide funding for
electrification of heat pumps in
Town CDD EIC CDD - 50hrs
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES LEAD DEPARTMENT
COMMITTEE
INVOLVEMENT
No Cost Grant Reimbursements CDD None
$15K X AI plan review tools and user guides CDD Technology No Cost Assess inter-agency processes CDD None
No Cost
Administer bi-annual assessment of
planning feedback surveys CDD None
$15K Prepare and publish eTRAKiT user guides CDD None
$40K GIS Updates (Civ Check from Camino) CDD Pathways, PC No Cost CDD EDPC
No Cost CDD History
No Cost CDD EDPC
No Cost CDD PC, EDPC, Open
Space
No Cost CDD PC
No Cost Muni Code Update - Creeks/Swales CDD PC CDD - 240hrs Prepare and publish eTRAKiT user guides CDD - 50hrs
ncreased accuracy and efficiency from planning staff; staisfaction of HCD Requirments CDD - 80hrs Update Municipal Code in alignment with
California State law
Muni Code Update - Views CDD - 240hrs
Muni Code Update - Historic Preservation CDD - 240hrs
Muni Code Update - Lightwells CDD - 240hrs
Muni Code Update - Fences CDD - 240hrs
Muni Code Update - Parking CDD - 240hrs
CDD - 50hrs
Improve inter-agency cooperation with partners CDD - 50hrs Send and review bi-annual planning feedback surveys CDD - 25hrs Submit reimbursements for grant money that the Town has available CDD - 25hrs Municipal Code Updates: In Alignment with
California State Law
BEYOND CAPACITY
KEY OUTCOME
ESTIMATED STAFF
HOURS
Write and administer AI tools SOPs
5
No Cost PGE Transformer "one year above ground"
variance policy
CDD PC
No Cost Density Solutions CDD PC
In Progress/Carry-Over From Previous Workplan
Listed By Committee as a Goal/Project
New Projects
CDD
Building and planning records administration CDD
Training, Certification Maintenance, and Regional Collaboration LEGEND
Code Enforcement (Historic preservation process update, leaf blower regulation implementation) CDD Attend regular committee meetings for planning and building related functions CDD Manage and prepare reports and public hearings for City Council meetings CDD Facilitate property records requests CDD
General public facing administration CDD
Manage scheduling and completion of building inspections CDD Manage all agendas, reports, organization and scheduling public noticing for planning commission meetings ~16/yr CDD Manage all Fast Track and Site Development agendas, reports, organization and scheduling public noticing ~30/yr CDD Manage special informational meeting agendas, reports, organization and scheduling public noticing ~5/yr CDD Process, review, and issue all planning permits ~500 permits/yr CDD Process, review, and issue all building permits ~600-800 permits CDD Complete site visits for all major (public hearing) planning projects and all ADU projects ~100/yr CDD Staff counter appointments and inquiries with residents CDD PGE Transformer Policy CDD - 240hrs
Density solutions CDD - 240hrs
Core Day-Day Operations (Running list)
TASK NAME STAFF INVOLVEMENT
Deferred to Committee
Added During February 4th Goal Setting Workshop
6
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES KEY OUTCOME MILESTONES FOR 2026- 27 LEAD DEPARTMENT
COMMITTEE
INVOLVEMENT
ESTIMATED STAFF
HOURS
Internal Purchasing Policy
Internal purchasing policy for goods,
services, and public works projects
Council approval of internal purchasing
policy Finance FIC Finance - 96 hours
Solicit consultant support, execute
contract to prepare draft Fee Schedule
Finance- 40 hours
CDD - 40 hours
Update Fee Schedule and present to FIC
and City Council
Finance - 120 hours
CDD - 120 hours
Solicit consultant support, execute
contract to prepare Study
Finance - 0 hours (complete)
CDD - 0hrs (complete)
Complete Cost of Service Study and
Cost Allocation Plan
Finance - 0 hours (complete)
CDD - 0hrs (complete)
Present final Cost of Service Study to
FIC and City Council
Finance - 0 hours (complete)
CDD - 0hrs (complete)
X Five-Year Financial Forecast
Prepare long-term fiscal projection for
budget planning
Complete five-year financial forecast
and present to FIC and City Council
during budget presentations Finance FIC Finance - 240 hours X
Finance Standard Operating
Procedures
Complete SOPs for common Finance
functions Complete SOPs Finance FIC Finance - 120 hours Budget Completed
Payroll Completed
Accounts Payable Completed
Purchasing Finance - 40 hours
Bank and Cash Reconciliation Finance - 80 hours
ACFR Finance - 120 hours
Uncollectible Accounts Receivables Finance - 80 hours
Stale dated checks or escheatment
process Finance - 80 hours
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES LEAD DEPARTMENT
COMMITTEE
INVOLVEMENT
$30K X
Complete and Implement Impact
Fee Study for New Impact Fees Finance FIC
Finance
$20K X New Building Permit Fee Schedule
Update the Town's Building Fee Schedule
in line with the new COS Study Finance, CDD FIC
FIC
X Financial Policies
Create Financial Policy for uncollectible
Accounts Receivables, stale dated
checks or escheatment process, and
Purchasing Policy Finance FIC
$20K Cost for Service Study
Complete a Cost of Service Study which
is the basis to evaluate new fees Finance, CDD FIC
$20K
Maximize functions of financial
systems
Use and streamline functions of
financial systems (Budget, Project
Accounting, Purchasing, AP, Fixed
Assets, Bank Reconciliation, ACFR) Finance
BEYOND CAPACITY
KEY OUTCOME ESTIMATED STAFF
HOURS
Complete an assessment of current impact fees as the basis to assess whether new or revised fees are warranted. Current impact fees include park, pathway, and drainage fees.
Finance - 120 hours
CDD- 120 hours
Maximize functions of financial
systems
Use and streamline functions of financial systems (Fixed Assets, Project Accounting) Finance FIC
Monthly credit card recording
Provided PRA report as requested
Year-End Closing Entries AP Adjustments
Assist with internal AP Automation inquiries and filing Cash Flow and Investment Monitoring
Core Day-Day Operations (Running list)
TASK NAME STAFF INVOLVEMENT
Accounts Payable Intake and Invoice Routing
Accounting Technician
Accounts Payable Processing
AP Inquiry Response and Vendor Communication
Check Run Documentation Assembly and Automation
Invoice Matching and Coding
Vendor Compliance Documentation
Prep vendor form request for Senor Accountant to review and setup in Tyler 1099 preparation and mail before due date
Unclaimed property research & reissued
Assist with external audit
Assist and prepare the out of state sales tax payment
Internal Control Monitoring
Investment Reporting
7
Deferred to Committee
Added During February 4th Goal Setting Workshop
Risk Management and Insurance Administration
Strategic Planning and Council Goals Support
Procurement Compliance and Oversight
User Fee Study Support
Annual ACFR Preparation
Finance Director
Long-Term Financial Planning and Forecasting
Property Tax Monitoring
Technology System Administration
Financial Systems Modernization and Process Improvement Initiatives Finance Director, Senior Accountant
Audit Preparation (Interim and Year-End)
Bank Reconciliation
Finance Director, Management Analyst
Budget Monitoring and Adjustments
Classification and Compensation Analysis
Cost Allocation Plan Development
Council Agenda Item Preparation
Finance and Investment Committee Meeting Support
Finance Weekly Update Preparation
Financial Policy and Procedure Updates
HR Policy and Procedure Updates
Monthly Treasurer's and Disbursements Reports
Annual Budget Preparation
Revenue Tracking and Variance Review
Cash Receipts Posting and Daily Deposits
Employee Benefits Reconciliation
Background Check Coordination and Compliance
Management Analyst
Candidate Screening and Interview Scheduling
Capital Project Budget and Expenditure Tracking
Contract Review and Tracking
Developer Deposit Tracking
Employee Onboarding and Training Documentation
Grants and Restricted Funds Monitoring
HR Analytics and Workforce Reporting
Job Description Development and Updates
New Projects
PERS Reporting and Payments
Quarterly and Annual Payroll Filings
Year-End Closing Entries and Adjustments
LEGEND
In Progress/Carry-Over From Previous Workplan
Listed By Committee as a Goal/Project
Employee Records Maintenance and Compliance
Fixed Asset and Capital Asset Accounting
Grant Billing and Drawdowns
Journal Entry Preparation
Payroll Journal Entry Posting
Payroll Processing Review
Purchase Order Review and Release
Recruitment Coordination and Job Posting Management
State Controller’s and Regulatory Financial Reports
Unclaimed Property Tracking
Accounts Payable Payment Batch Processing
Senior Accountant
Accounts Receivable Billing
Benefit Enrollment and Status Change Processing
8
MANDATED/BUDGET CC Project KEY PROJECTS/INITIATIVES KEY OUTCOME MILESTONES FOR 2026-27 QUARTER OF COMPLETION LEAD
DEPARTMENT
COMMITTEE INVOLVEMENT
ESTIMATED STAFF
HOURS Tier (1 or 2)
Host Community Events throughout the year
High-quality, well-attended
community events that foster
resident engagement and
connection. Ongoing CS PRCEC
Community
Services- 95 1
Continue to produce the Activity Guide 2x a year
Reliable, biannual communication
of Town programs and services to
support participation and
community engagement. Ongoing CS
Community
Services- 20 hrs 1
Renew Los Altos/Los Altos Hills Little
League Contract
Clear terms outlining use, maintenance
responsibilities, and cost-sharing
A renewed agreement that clearly
defines field use, maintenance
responsibilities, and cost-sharing. Q2 2026 CS FIC, Open Space, PRCEC Community
Services- 6hrs
CMO- 10hrs 1
A revised agreement reflecting operational needs,
community input, and long-term barn
sustainability
A renewed agreement that clearly
defines maintenance
responsibilities, cost-sharing, and
supports continued equestrian
programming. Q2 2026 CS FIC, Open Space, PRCEC
Community
Services- 6hrs
CMO- 10hrs 1
Ongoing, reliable operation of equestrian
programs and services at Westwind Community
Barn
A renewed agreement that clearly
defines maintenance
responsibilities, cost-sharing, and
supports continued equestrian
programming. Q2 2026 CS FIC, Open Space, PRCEC
Community
Services-10hrs
CMO- 10hrs 1
Develop a comprehensive Bench Donation
Policy
Create clear, consistent guidelines for bench
placement, design standards, fees, and
maintenance
A comprehensive bench donation
policy that clearly defines
placement, design standards,
fees, and maintenance
responsibilities to support
community benefit Q3 2026 CS FIC, Open Space, PRCEC
Community
Services- 10 hrs 2
Launch new senior programs aligned with interests
and community needs
Develop program schedule and
secure instructors/volunteers
Q3 2026 (Depends on Heritage
House Remodel Completion) CS PRCEC, History Committee
Community
Services- 8 hrs
Engineering- 8 hrs 1
Regular participation from senior residents and
measurable engagement outcomes
Pilot at least one senior program or
activity at Heritage House
Q3 2026 (Depends on Heritage
House Remodel Completion) CS PRCEC, History Committee
Community
Services- 20 hrs
Engineering- 1
Enhanced use of Heritage House as a recreational
and community resource for older adults
Evaluate engagement,
participation trends, and program
effectiveness
Q3 2026 (Depends on Heritage
House Remodel Completion) CS PRCEC, History Committee
Community
Services- 10 hrs
Engineering- 10 hrs 1
MANDATED/BUDGET CC Project KEY PROJECTS/INITIATIVES
LEAD
DEPARTMENT
COMMITTEE
INVOLVEMENT
CS PRCEC, FIC
CS PREC
TASK NAME
Manage partnerships and contracts such as Little League and Westwind/VDE Serve as staff liaison to Town committees: Senior Commission, Youth Commission, Parks, Recreation & Community Events Committee Coordinate with internal departments including Public Works, Finance, and the City Manager’s Office Coordinate, manage, and implement Town events, programs, and community activities Prepare staff reports, agreements, resolutions, and supporting documentation Parks and Rec
STAFF INVOLVEMENT
Community Services
Community Building through Town-wide
Events and Activities
Renew Victoria Dye Equestrian Concession
Agreement
Community Services
Oversee vendor coordination, contract management, procurement, and invoicing Community Services
Develop, schedule, and support recreation programming and community services Community Services Community Services
Recruit, schedule, and oversee volunteers and Youth Commission members
BEYOND CAPACITY
KEY OUTCOME ESTIMATED STAFF HOURS
Establish senior-focused programs and
activities at Heritage House that support
engagement, learning, and social
connection.
Core Day-Day Operations (Running list)
Community Services- 40 hrs
Community Services- 10 hrs
Assess the potential addition of pickleball
courts at Purissima Park to support
expanded recreational amenities,
including evaluation of site feasibility,
design alternatives, and capital impacts
Completion of a feasibility study evaluating location, design options, and estimated costs Recommendation to Council on whether and how to proceed with concept development or capital planning Community Services
Community Services
Community Services
9
New Projects
LEGEND
Track program budgets, expenses, cost recovery, and revenue Collaborate with schools, nonprofits, and regional partners on joint programming and community initiatives Respond to resident inquiries and service requests
Oversee waitlists, refunds, transfers, and registration-related financial reconciliation Oversee facility operations, scheduling, and logistics for community spaces In Progress/Carry-Over From Previous Workplan
Listed By Committee as a Goal/Project
Community Services
Community Services
Draft and distribute community communications, outreach materials, and marketing content Community Services
Community Services
Support Town-wide initiatives and interdepartmental projects as needed Community Services Manage all camp registrations, program registrations, and class enrollment through CivicRec/Rec1 Community Services Coordinate instructor contracts, class scheduling, and program logistics Community Services Community Services
Deferred to Committee
Added During February 4th Goal Setting Workshop
Community Services
Coordinate with Sheriff’s Office, Fire District, and other safety partners for event logistics and public safety planning Community Services Prepare Youth Commission agendas and materials, and take meeting minutes for PRCEC Community Services Maintain accurate program rosters and communicate updates to instructors and partners Community Services Track enrollment trends and adjust programming based on participation Community Services
Develop and update policies and procedures related to community services Community Services 10
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES KEY OUTCOME MILESTONES FOR 2026-27 LEAD DEPARTMENT
COMMITTEE
INVOLVEMENT
ESTIMATED
STAFF HOURS
Design 125
Construction 340
Evaluate and secure potential grants 80
Design 230
Construction 410
Signage and striping improvements at seven
(7) street curve sections 70
Implement other traffic calming and safety
measures 440
Hire a Traffic Consultant for Traffic Safety Plan 80
Finalize local roads (traffic) safety plan 230
Grant Application 90
Final Design 120
Construction 70
CIP Budget Approved Replacement of Road Signage Across the Town Meet State's relfective code requirements Sign replacement Public Works- Engineering 130 E&E Program 2026 40
E&E Program 2027 75
CIP Budget Approved
X
Los Altos Hills Community Fiber
Installation
Install Los Altos Hills Community Fiber
infrastructure near Town Hall on Fremont
Road, Stonebrook/Prospect/La Loma, and
Stonebrook to ARK.
Remaining work at the Fremont Road and
Stonebrook/Prospect/La Loma segments; and
final connection to ARK building
Public Works- Engineering
Tech Committee 50
Scoping for Phase 2 Rule 20A Project 200
Preliminary Design 100
Hire a design team 120
Concept Design for pre-fab building and site 180
CUP Planning Process 170
Select general contractor/prefab vendor 390
Construction 300
CIP Budget Approved; $20k
Removal of propane tank and additional
storage bin 25
CIP Budget Approved; $20k Second Automatic Gate 60
CIP Budget Approved; $20k Yard Pavement Overcoat 120
$100k EV Chargers 140
$200k Backup Power- solar with battery 100
Paddock Repair 80
Paddock Repair 80
CIP Budget Approved; $40k
Fence repair for Fields 1 and gate repairs at
Fields 3 and 4 35
$80k Parking Lot Maintenance 30
Design 90
Electrification of Town Hall & Council
Chambers 100
CIP Budget Approved; $100k Replace Chipper 15
$80k (SVCE Grant) Replace a light-duty truck w/ electric vehicle 0 $80k (SVCE Grant) Replace a light-duty truck w/ electric vehicle 35 Recommendation from Pathways Committee Public Works- Engineering 10 Install advisory signs Public Works- Maintenance 60
Design 70
Obtain encroachment permit from Santa
Clara County 50
Construct Phase 2 155
Survey Staking + Topographic Survey 0
Design 180
Construction 160
Environmental Initial Study 80
Master Path Plan Amendment 55
Design 130
CIP Budget Approved Construction 140
Middle Fork to Maple Leaf Court Pathway Construct Middle Fork to Maple Leaf Court Path Public Works- Engineering
PWC
CIP Budget Approved
Magdalena Avenue Pathway Project
Installation of 2,000 linear foot 2B Pathway
along Magdalena Avenue from Camino
Hermoso Drive.
Public Works- Engineering
PWC
CIP Budget Approved; Additional
Budget Required
Summerhill Avenue Pathway - Phase II Construct Summerhill Pathway, Phase II Public Works- Engineering PWC
$5,000 X
Bike Advisory Signages for Pathways Install bike advisory signs at specific pathways per Pathways Committee
PWC
Fleet & Equipment Procurement Replace old trucks and equipment per Town policies.
Public Works- Maintenance
EIC
$400k
HVAC Upgrade at Town Hall & Council
Chambers
Electrification of Town Hall and Council
Chambers Public Works - Engineering
EIC
Purissima Park Improvement Program Purissima Park Improvements Public Works- Maintenance CIP Budget Approved Westwind Community Barn Improvements Westwind Community Barn Improvement Public Works - Engineering Corporation Yard Improvements Corporation Yard Improvements Public WorksMaintenance/Engineering
CIP Budget Approved
X
Parks & Rec Center Renovation Replace with new pre-fabricated building Public Works- Engineering TBD X
Undergrounding Utilities - Rule 20A (Phase
2)
Utility Undergrounding with remaining Rule
20A (Phase 2) Public Works- Engineering Utility Undergrounding Subcommittee CIP Budget Approved
Measure B Bike/Ped Education &
Encouragement (E&E) Program
Programs to encourage and educate
alternative modes of transportation Public Works- Engineering $200k (80% grant funded)
Townwide Guardrail Upgrade Townwide Guardrail Upgrade (pending approval of HSIP federal grant) Public Works- Engineering Public Works
CIP Budget Approved
Annual Pavement Rehabilitation and
Drainage Improvement
FY 2026 Pavement Rehab and Drainage
Improvement Project
Public Works- Engineering FY 2027 Pavement Rehab and Drainage Improvement Project
$225k (80% grant funded)
Local Roads (Traffic) Safety Plan (LRSP) Traffic (Local Roads) Safety Plan Public Works- Engineering CIP Budget Approved
Road Safety and Traffic Calming Implement traffic and calming safety measures
Public Works- Engineering
11
CIP Budget Approved; $30k Staking of pathways 125
TBD X Altamont Road 365
TBD Fremont Road Path Reconstruction 200
Evaluate/update Pathway Standards &
Processes 190
$20k Update Sewer Construction Standards Update Sewer Construction Standards Update Sewer Construction Standards Public Works- Engineering 60 Design 120
Construction 240
Design 130
Construction 210
$90,000 Replace Control Panel Design/Procurement/Installation 30 $10,000
Install Backup power source for O'keefe
Sanitary Sewer Lift Station
(Multijurisdictional Hazard Mitigation Plan
Action Item)
Procurement/Installation of Backup Power
Generator 30
Septic Tank Guide Develop a septic tank guidelines for
developers Septic Tank Guide Public Works- Engineering 60 Hire sewer rate consultant 70
Sewer rate study 280
TBD
Consultant review of current charges and
recommendation on proposed 150
TBD Negotiations with Palo Alto and Los Altos 180
CIP Budget Approved 2026 Storm Draining Improvement Project 100 CIP Budget Approved 2027 Storm Draining Improvement Project 110 CIP Budget Approved Matadero Creek Erosion Project Maintenance & monitoring of mitigation measures Mitigation Measure - Monitoring
Public WorksEngineering/Maintenance 200
$25,000 (equipment/materials) +
$10,000 (staff overtime) X
Phase II Native Garden Install new (and renew existing) native plantings along with irrigation and rain
harvesting features
EDPC to specify native plantings, irrigation
system, and rain harvesting features for
Public Works Maintenance staff to install.
Staff involvement would need to be overtime
due to limited staff capacity.
Public WorksEngineering/Maintenance
EDPC 100 (overtime)
MANDATED/BUDGET CC PROJECT KEY PROJECTS/INITIATIVES LEAD DEPARTMENT
COMMITTEE
INVOLVEMENT
TBD X
Los Altos Hills Community Fiber
Installation (NEW-Post January 2026
addition)
Public Works- Engineering
Tech Committee
CIP Budget Approved Water Well at Purissima Park Public Works- Engineering Long-Term Plan for Pathways Public Works- Engineering PWC $100,000 to $200,000
Geotechnical Reivew of Page Mill Road
Corridor Public Works- Engineering
TBD Signage Plan for Evacuation Routes Public Works- Engineering EPRC TBD
New Program to Remove Banned
Eucalyptus Trees from Public Right-of-Way Public Works- Engineering Open Space and EPRC
TBD Update the Storm Drain Master Plan Public Works- Engineering Annual Water Board Report Engineering
Sewer System Operations and Maintenance PWD
Sewer Tax Roll Engineering
Storm System Operations and Maintenace PWD
Inspection of Encroachment Permits Engineering
Review and Inspection of Sewer Connection Applications Engineering Review and Inspection of Sewer Main Expansions Engineering Land Development Reviews Engineering
Land Development Projects (including Erosion Control Inspections) Engineering Review and Issue Encroachment Permits Engineering
Updated Storm Drain Master Plan / Update GIS records 150 hours Core Day-Day Operations (Running list)
TASK NAME STAFF INVOLVEMENT
Conduct geotechnical review of Page Mill Road to identify risks to roadways and determine improvements needed (Multijurisdictional Hazard Mitigation Plan Action Item) 100 hours Add signage to identify evacuation routes out of Town (Multijurisdictional Hazard Mitigation Plan Action Item) TBD pending scope
Create a program to encourage removal of banned eucalyptus trees and highly flammable and invasive treets from public right-of-way (Multijurisdictional Hazard Mitigation Plan Action Item) 100 hours
Expand Broadband coverage to entire community TBD pending scope Water Well at Purissima Park 150 hours
Develop long-term plan for pathways construction 100 hours Storm Drain Improvements Storm Drain Improvements to prevent failures Public Works- Engineering
BEYOND CAPACITY
KEY OUTCOME
ESTIMATED
STAFF HOURS
X
Sewer Processing and Conveyance Charge
Negotiations with Palo Alto and Los Altos
Sewer Treatment and Conveyance Charge
Negotiations Public Works - Engineering Sewer Ad Hoc
O'Keefe Sanitary Sewer Lift Station
Upgrade Public Works- Engineering
$80K
Sewer Rate Study Sewer rate study Public Works- Engineering FIC
$900,000 2027 Sewer CIP Public Works- Engineering
CIP Budget Approved; $900,000 Sewer Rehabilitation and Repair 2026 Sewer CIP Public Works- Engineering
Miscellaneous Pathways Construction of other priority MPP pathways and miscellaneous pathway projects.
Public WorksEngineering/Maintenance
PWC
12
LEGEND
In Progress/Carry-Over From Previous Workplan
Listed By Committee as a Goal/Project
New Projects
Public Works Staff Meetings PWD
Special Events PWD
Administrative Tasks (fiscal budgets, Work Plans, HR related, Training, Emergency Prep, etc.) PWD Support Committees Engineering
Support City Council (including staff reports) Engineering Coordination with Utilities PWD
Tree Survey and Notifications Engineering
Tree Removal Maintenance
City Manager Weekly Reports PWD
Responding and Addressing Resident Requests and Questions PWD Processing Work Orders Maintenance
Vegetation Management/Weed Abatement/Brushing Maintenance Parks Maintenance Maintenance
Open Space Maintenance Maintenance
Pathways Maintenance Maintenance
Signage Maintenance Maintenance
Facility Maintenance Maintenance
Fleet & Equipment Maintenance Maintenance
Transportation Reporting - Measure B LSR, E&E, SB-1, TDA3, P-TAP, TFCA, CMP, other Engineering Pavement Maintenance Maintenance
Deferred to Committee
Added During February 4th Goal Setting Workshop
13
ITEM 5K
TOWN OF LOS ALTOS HILLS
Staff Report to the City Council
June 18, 2026
_________________________________________________________________________________________________ ________ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ _ SUBJECT: RESOLUTION APPROVING AMENDMENT NO. 1 TO THE
EMPLOYMENT AGREEMENT WITH CODY EINFALT FOR CITY
MANAGER SERVICES MODIFYING BENEFITS PROVISIONS OF THE
AGREEMENT
FROM: Steve Mattas, City Attorney
________________________________________________________________________________ RECOMMENDATION:
That the City Council approve the attached resolution authorizing Amendment No. 1 to the Employment Agreement between the Town of Los Altos Hills and Cody Einfalt and authorize Mayor Bhateja to sign Amendment No. 1 on behalf of the Town.
BACKGROUND & DISCUSSION
The City Council entered into an employment agreement with Cody Einfalt on May 14, 2026 ("Agreement") pursuant to which Mr. Einfalt serves asthe City Manager for the Town. Currently, Subsections 5(A)(4) (“Retirement”) and 5(A)(9) (“Deferred Compensation”) of the Agreement contain provisions that relate to payments made by the Town to Mr. Einfalt’s CalPERS PEPRA benefits and 457 deferred compensation program. The City Attorney’s Office subsequently consulted with CalPERS and confirmed that CalPERS would not allow the Town to make such payments on Mr. Einfalt’s behalf. In order to ensure compliance with CalPERS, the City Attorney’s office has prepared the attached resolution authorizing Amendment No. 1 to the Agreement.
This Amendment No. 1 will modify the aforementioned subsections so that the Town shall now only cover the Town’s share of contributions and Mr. Einfalt shall cover his own share of contributions to his CalPERS PEPRA benefits. Amendment No. 1 also provides that the Town will make a total annual contribution equal to 4.125% of the CalPERS PEPRA salary cap to Mr.
Einfalt’s 457(b) deferred compensation plan, and that Mr. Einfalt may make any additional available contribution amounts to his 457(b) deferred compensation plan, provided that such contributions, in combination with contributions to his 401(a) deferred compensation plan, would be in conformance with the maximums allowed by federal and state law. These changes will not result in any new net cost to the Town. There are no other changes to the Employment Agreement.
ATTACHMENTS
1. Resolution Approving and Authorizing Execution of Amendment No. 1.
2. Amendment No. 1 to the Employment Agreement with Cody Einfalt for City Manager Service
ITEM 5K, Attachment 1
RESOLUTION ____- 26
RESOLUTION APPROVING AMENDMENT NO. 1 TO THE CITY MANAGER
EMPLOYMENT AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND
CODY EINFALT
WHEREAS, following a recruitment process, the City Council has selected Cody Einfalt to serve as the City Manager of the Town of Los Altos Hills; and WHEREAS, the Town previously entered into an employment agreement with Cody Einfalt.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:
1. The City Council of the Town of Los Altos Hills approves Amendment No. 1 to the City Manager’s Employment Agreement between the Town and Cody Einfalt attached hereto.
2. The Mayor is authorized to sign the Amendment No. 1 to the City Manager’s Employment Agreement on behalf of the Town.
3. This Resolution shall take effect immediately upon its adoption.
The above and foregoing Resolution passed and adopted by the City Council of the Town of Los Altos Hills at an adjourned regular meeting held on the ___ day of __________ 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST:
______________________________
Arika Miller, City Clerk
FIRST AMENDMENT TO CITY MANAGER EMPLOYMENT AGREEMENT
BETWEEN THE TOWN OF LOS ALTOS HILLS AND CODY EINFALT
THIS FIRST AMENDMENT is made and entered into at Los Altos Hills, California this ____ day of June 2026, by and between the TOWN OF LOS ALTOS HILLS, a municipal corporation, hereinafter sometimes referred to as the "TOWN," and CODY EINFALT, an individual, hereinafter referred to as "EINFALT."
WITNESSETH:
WHEREAS, TOWN employs the services of EINFALT as City Manager of the TOWN pursuant to an employment agreement executed on May 14, 2026 ("Employment Agreement"), and further desires to assure the continuous service of EINFALT in such official capacity as provided for in the Municipal Code by amending certain benefits contributions of his employment.
NOW, THEREFORE, in consideration of the mutual promises, covenants and stipulations herein contained, the parties hereto agree to amend the Employment Agreement as follows:
1. Section 5. Benefits shall be modified by amending subsection 5(A)(4) to read as follows, with additions in double underline and deletions in strikethrough:
4. Retirement. EINFALT shall receive the same CalPERS benefit as other TOWN employees receiving PEPRA benefits, which is an amount totaling two percent (2%) at the age of sixty-two (62). The TOWN shall pay the Town’s share of the costs. Einfalt shall pay the employee’s share of the costs The TOWN shall pay both the TOWN’s share and half of the normal employee costs. EINFALT shall pay half of the normal employee costs.
2. Section 5. Benefits shall be further modified by amending subsection 5(A)(9) to read as follows, with additions in double underline and deletions in strikethrough:
9. Deferred Compensation. TOWN will pay an annual amount equal to five percent of EINFALT’s annual salary into EINFALT’s Mission Square 401(a) Deferred Compensation account. TOWN’s payment to EINFALT’s Mission Square 401(a) Deferred Compensation account shall be paid proportionately through equal payments in each regular pay period within a calendar year for TOWN employees. TOWN will contribute to EINFALT’s Mission Square 457 deferred compensation plan in an amount equal to 4.125% of EINFALT’s maximum annual CalPERS PEPRA compensation limit. To the extent that there are any additional contribution amounts available for EINFALT to make towards his Mission Square 547 deferred compensation plan, EINFALT may do so, EINFALT may also, in his sole discretion, choose to have the TOWN pay a portion of his salary into the Mission Square 457 deferred compensation plan, provided that such deferred compensation is deducted from EINFALT’s salary and that the combination of the Town’s 401(a) payment and EINFALT’s voluntary contributions to Mission Square 457 deferred compensation plan are in conformance with the maximums allowed by federal and state law. Any deferred compensation shall be prorated for the first and last months during which EINFALT is employed as City Manager.
ITEM 5K, Attachment 2
Except as modified herein, all other provisions of the Employment Agreement as modified by the First Amendment shall remain in full force and effect.
IN WITNESS WHEREOF, the Town of Los Altos Hills has caused this First Amendment to be signed and executed on its behalf by its Mayor and duly attested by its City Clerk, and EINFALT has signed and executed this First Amendment.
TOWN OF LOS ALTOS HILLS CODY EINFALT
______________________ ______________________
Rajiv Bhateja, Mayor Cody Einfalt
Town of Los Altos Hills
______________________
Arika Miller, City Clerk
APPROVED AS TO FORM:
______________________
Steve Mattas, City Attorney
ITEM 5L
DATE: June 18, 2026
TO: Jay Bradford, Community Development Director
FROM: Behrouz Amirbadvy, Management Analyst
RE: MEP Permit Fee Reimbursement Program – Summary and Project Outcomes ______________________________________________________________________________ BACKGROUND:
On November 20, 2025, the Town Council authorized the Building Official to issue reimbursements to building permit applicants who were charged duplicate “All Projects” and Mechanical, Electrical, and Plumbing (MEP) fees. The duplicated fees occurred between July 1, 2020, and October 20, 2022.
To implement the Council’s direction, staff collaborated with the City Attorney to develop a reimbursement waiver and release agreement (see Attachment 1). A total of 149 affected permits were identified (see Table 1).
The first reimbursement notice was mailed via certified mail on January 16, 2026. Each permit number corresponded to an individually tracked mailing. After 45 days, a second notice was sent to applicants whose forms had not been returned. Thirteen (13) notices were initially returned to sender; staff contacted applicants to obtain updated addresses. All address issues were resolved before issuance of the second mailing, and no additional returns occurred. Applicants were offered reimbursement via check, direct deposit, or in-person pickup.
DISCUSSION:
Staff utilized multiple tools to determine affected permits and developed a comprehensive tracking system that captured permit number, project type, refund amount, recipient contact information, mailing dates, form return dates, and check issuance details. This enabled staff to maintain consistent communication and quickly identify the status of any permit (see Attachment 2).
Applicants expressed appreciation for the clarity and transparency of the process, noting the straightforward reimbursement steps and consistent updates provided by staff.
Finance established a dedicated account funded by the Town’s General Fund to manage the liability associated with the reimbursements. CSG Consultants refunded the Town for their
TOWN OF LOS ALTOS HILLS
MEMORANDUM
portion of duplicative fees, covering $304,057 of the total liability, with the remaining cost supported by Town sources. Details are summarized in Table 1.
For the 35 permits that remains unclaimed, applicants have been provided plentiful notification and time to review and process the agreement. This money will remain unreturned in the Town’s General Fund in accordance with Town policy and statutory requirements.
The program successfully met Council’s directive, ensured fairness to permit applicants, and improved public trust through transparent and timely communication. # $ Figure
Total Affected Permits 149 $1,174,404
Total Permits Returned 114 $981,413
Permits Not Returned 35 $192,991
Total CSG Liability 21 $304,057
Total LAH Liability 93 $677,356 Table 1: Summary of Project Outcomes 2026 CITY COUNCIL STRATEGIC PRIORITIES:
This project was identified as a priority on the 2026 City Council Work Plan. Following Council authorization in November 2025, staff completed the full reimbursement process by April 16, 2026.
FISCAL IMPACT:
The total fiscal impact was $677,356 from the Town’s general fund. Total liability for the reimbursement project was $981,413.
ATTACHMENTS:
1. Sample Waiver Agreement and Cover Letter
2. Tracker for Permit Fee Reimbursement Project
LOS ALTOS HILLS BUILDING PERMIT FEE REIMBURSEMENT WAIVER AND
RELEASE AGREEMENT
This waiver and release agreement (“Agreement”) is entered into as of ___________________ (the “Effective Date”) by and between the Town of Los Altos Hills and Permit Applicant(s) XXXXXXXXXX (“Applicant(s)”), collectively referred to as the “Parties.” By executing this Agreement, the Applicant(s) release(s) and discharge(s) the Town of Los Altos Hills, including without limitation the City Council, its members, all Town departments, commissions, predecessors, successors, subsidiaries, related entities, and all past and present employees, independent contractors, managers, attorneys, agents, and assigns (collectively, the “Town”), from any and all claims arising from or related to the matters covered by this Agreement.
RECITALS
A. On November 20, 2025, the Town authorized the Building Official to refund building permit applicants who paid both All Projects and Mechanical, Electrical and Plumbing (MEP) fees, all fees related to MEP totaling an excess of $1,000 for permits issued between July 1, 2020, and October 20, 2022.
B. Applicant was the property owner, contractor, and/or designer between July 1, 2020, and October 20, 2022, for the project located at XXXXXXXXXXXXXXXXXXXXXXXX.
Applicant was issued a building permit on XXXXXX. Applicant is eligible for a reimbursement specifically and only in the amount of $XXXX (“Reimbursement”).
C. On January 16, 2026, the Town notified Applicant(s) of their reimbursement eligibility by sending a notice via certified mail to the last known mailing address(es) of the Applicant(s). On March 2, 2026, the Town sent a reminder notice to Applicant(s) via certified mail to the last known mailing address(es) of the Applicant(s). Applicant(s) were provided 90 calendar days from the first notice, or until April 16, 2026, to review and sign this Agreement.
D. Parties desire to enter into this Agreement to memorialize and operationalize the payment of the Reimbursement and release all claims against the Town.
AGREEMENT
NOW THEREFORE, in consideration for the mutual promises and other consideration set forth herein, the Parties agree as follows:
1. Applicant(s) shall be reimbursed by the Town within 90 days of all Parties executing this Agreement. A check shall be issued to the payee on file.
ITEM 5L, Attachment 1
2. Applicant(s), for Applicant’s/Applicants’ self, heirs, executors, assigns and successors, fully and forever release(s), discharge(s), and covenant(s) not to use or otherwise institute in any way, actively participate in or voluntarily assist in the participation of any legal or administrative proceedings against the Town, including, without limitation, the City Council, City Council members, directors, departments, commissions, predecessors, subsidiaries, related entities, past and present employees, managers, attorneys, agents, and assigns with respect to any matter arising out of, connected with or related in any way to the building permit fees, the Reimbursement, and/or this Agreement. This waiver includes, without limitation, any and all liabilities, claims, cross claims, demands, contracts, debts, obligations and causes of action of every nature, kind and description, in law, equity, or otherwise, whether or not now known or ascertained, which heretofore do or may exist, and including any matter, cause or things arising out of, relating to, or connected to the building permit fees, the Reimbursement, and/or this Agreement.
3. Applicant(s) agree(s) to indemnify the Town from crossclaims from any party entitled to the Reimbursement.
4. Applicant(s) understand(s) and expressly agree(s) that this Agreement extends to all claims of every nature and kind, known or unknown, suspected or unsuspected, past, present or future, arising from or attributable to the building permit fees, the Reimbursement, or this Agreement. Applicant(s) acknowledge(s) that any and all rights granted to Applicant(s) under Section 1542 of the California Civil Code or any analogous state or federal law or regulation are hereby expressly waived. Applicant(s) recognize(s) and acknowledge(s) that factors which have induced Applicant(s) to enter into this Agreement might turn out to be incorrect or different from what Applicant(s) had previously anticipated, and Applicant(s) expressly assume(s) all of the risks of this waiver of California Civil Code Section 1542. Said Section 1542 of the California Civil Code reads as follows:
A GENERAL RELEASE DOES NOT EXTEND TO CLAIMS THAT THE CREDITOR
OR RELEASING PARTY DOES NOT KNOW OR SUSPECT TO EXIST IN HIS OR
HER FAVOR AT THE TIME OF EXECUTING THE RELEASE AND THAT, IF
KNOWN BY HIM OR HER, WOULD HAVE MATERIALLY AFFECTED HIS OR HER SETTLEMENT WITH THE DEBTOR OR RELEASED PARTY.
5. In further consideration of the foregoing, Applicant(s) agree(s), acknowledge(s), and recognize(s) that this Agreement is a “no fault” release and that nothing contained in this Agreement shall constitute or be treated as an admission of liability or wrongdoing by the Town, which liability or wrongdoing is expressly denied.
6. In the event that any term, condition or provision of this Agreement shall be held by a court of competent jurisdiction to be invalid or against public policy, that term, condition or provision shall be deemed to be deleted, and the remaining terms, conditions and provisions shall continue in full force and effect.
7. The validity, interpretation and performance of this Agreement shall be construed and interpreted according to the laws of the State of California.
8. The Parties shall bear their own attorneys’ fees in connection with the Agreement.
9. Applicant(s) represent(s) and warrant(s) that Applicant(s) has/have full power to make the releases and agreements contained herein. Applicant(s) expressly represent(s) and warrant(s) that Applicant(s) has/have not assigned, encumbered or in any manner transferred all or any portion of the claims covered by the releases and agreements contained herein. Applicant(s) acknowledge(s) and agree(s) that this warranty and representation is an essential and material term of the Agreement. Applicant(s) agree(s) to indemnify the Town for any claims brought by purported assignees of Applicant(s), including costs of judgment and reasonable attorneys' fees.
10. The Parties acknowledge that this Agreement constitutes the sole and entire agreement of the Parties in this matter, that any modifications may only be affected by a writing signed by all affected Parties, and that this Agreement supersedes any prior written or oral agreement concerning the subject matter of its provisions. The Parties agree that there are no representations, agreements, arrangements or understandings, either written or oral between or among the Parties relating to the subject matter of this Agreement which are not fully expressed herein.
11. Any terms, conditions or provisions of the Agreement shall not be construed against one party and in favor of another by virtue of who actually drafted or circulated the Agreement.
12. The Parties agree to execute all documents and perform all acts necessary to effectuate the terms and purposes of this Agreement.
13. The Parties agree to execute in counterparts, with the same force and effect as if executed in a single, complete document. Each signature shall be deemed integrated within, and part of, the original and entire Agreement, each signature binding each signatory hereto.
SIGNATURES FOLLOW ON THE NEXT PAGE
IN WITNESS WHEREOF, the Parties knowingly and voluntarily executed this Agreement as set forth below:
Finance and Administrative Services Department Director/Designee _______________________________
Building Department Director/Designee
_______________________________
Applicant
_______________________________
Secondary Applicant (optional)
_______________________________
Additional Applicant (optional)
_______________________________
Approved as to Form
City Attorney
_______________________________
Building Permit # Project Type Plan Review
Refund (G-J) MEP Refund (I) Total Refund (K+L)
BLD21-0538 ADU $1,433 $2,205 $3,638
BLD21-0024 Remodel $579 $891 $1,470
BLD21-0436 Addition and Remodel $8,015 $12,330 $20,345
BLD21-0295 ADU $4,505 $6,930 $11,435
BLD21-0065 Addition and Remodel $2,048 $3,330 $5,378
BLD21-0262 ADU $3,188 $4,905 $8,093
BLD21-0130 New Residence $3,364 $5,175 $8,539
BLD21-0457 New Residence $14,157 $21,780 $35,937
BLD21-0456 Pool & Spa $702 $1,080 $1,782
BLD21-0663 Remodel $3,978 $6,120 $10,098
BLD20-0590 New Residence $11,438 $17,597 $29,035
BLD20-0591 ADU $1,669 $2,568 $4,237
BLD20-0411 Pool & Spa $585 $900 $1,485
BLD21-0412 New Residence $24,125 $37,116 $61,241
BLD20-0608 New Residence $2,750 $4,230 $6,980
BLD21-0539 Addition and Remodel $8,736 $13,680 $22,416
BLD21-0200 Addition and Remodel $3,194 $4,913 $8,107
BLD21-0204 Remodel $702 $630 $1,332
BLD21-0226 New Residence $20,007 $30,780 $50,787
BLD21-0279 Addition and Remodel $1,404 $2,160 $3,564
BLD20-0269 New Residence ($31) $8,189 $8,158
BLD21-0294 ADU $2,457 $3,780 $6,237
BLD21-0293 New Residence $12,402 $19,080 $31,482
BLD21-0287 ADU ($39) $4,680 $4,641
BLD21-0413 ADU $2,434 $3,744 $6,178
BLD20-0529 ADU $1,521 $2,340 $3,861
BLD21-0307 Pool & Spa $556 $855 $1,411
BLD21-0613 Remodel $995 $1,530 $2,525
BLD21-0090 Remodel $410 $630 $1,040
BLD20-0314 ADU $3,042 $4,680 $7,722
BLD20-0322 ADU ($156) $1,800 $1,644
BLD21-0114 Addition and Remodel $4,505 $6,930 $11,435
BLD21-0485 Pool & Spa ($156) $1,305 $1,149
BLD21-0312 New Residence $12,232 $18,819 $31,051
BLD20-0057 New Residence $0 $7,126 $7,126
BLD22-0035 Pool & Spa $691 $1,062 $1,753
BLD21-0425 New Residence $15,966 $24,563 $40,529
BLD21-0426 ADU $1,433 $2,205 $3,638
BLD20-0361 New Residence $3,138 $7,875 $11,014
BLD21-0544 Pool & Spa $995 $1,530 $2,525
BLD21-0313 ADU $1,563 $2,404 $3,966
ITEM 5L, Attachment 2
BLD20-0419 ADU $0 $4,680 $4,680
BLD20-0408 Pool & Spa $731 $1,124 $1,855
BLD21-0198 Pool & Spa $521 $802 $1,323
BLD21-0510 Pool & Spa $863 $1,328 $2,192
BLD21-0291 Pool & Spa $1,735 $2,670 $4,405
BLD20-0305 ADU ($156) $1,368 $1,212
BLD20-0280 Addition and Remodel ($156) $3,988 $3,832
BLD21-0415 Addition and Remodel $5,382 $8,280 $13,662
BLD20-0356 New Residence $0 $24,270 $24,270
BLD20-0369 Pool & Spa ($156) $2,594 $2,438
BLD21-0374 Pool & Spa $648 $998 $1,646
BLD20-0465 ADU $995 $1,530 $2,525
BLD21-0372 Pool & Spa $835 $1,285 $2,120
BLD21-0246 Pool & Spa $798 $1,227 $2,025
BLD21-0280 Pool & Spa $819 $1,260 $2,079
BLD21-0589 Pool & Spa $494 $760 $1,253
BLD21-0189 Pool & Spa $907 $1,395 $2,302
BLD21-0146 ADU $819 $1,260 $2,079
BLD20-0521 Pool & Spa $431 $664 $1,095
BLD21-0119 New Residence $10,940 $16,830 $27,770
BLD21-0120 ADU $1,931 $2,970 $4,901
BLD21-0405 New Residence $7,483 $11,513 $18,996
BLD21-0406 ADU $831 $1,279 $2,110
BLD21-0329 Remodel $1,258 $1,935 $3,193
BLD20-0572 ADU $702 $1,080 $1,782
BLD21-0564 Remodel $2,340 $3,600 $5,940
BLD21-0447 ADU $2,165 $3,330 $5,495
BLD21-0234 ADU $1,287 $1,980 $3,267
BLD21-0066 Remodel $1,024 $1,575 $2,599
BLD20-0548 ADU $1,872 $2,880 $4,752
BLD20-0289 ADU ($156) $1,980 $1,824
BLD21-0588 Pool & Spa $1,601 $2,463 $4,064
BLD21-0423 Remodel $1,872 $2,880 $4,752
BLD21-0222 ADU $1,253 $1,928 $3,181
BLD20-0574 ADU $1,580 $2,430 $4,010
BLD21-0060 ADU $936 $1,440 $2,376
BLD21-0140 Remodel $410 $630 $1,040
BLD20-0433 Remodel $0 $1,530 $1,530
BLD20-0502 ADU $1,872 $2,880 $4,752
BLD21-0203 ADU $1,521 $2,340 $3,861
BLD21-0148 Addition and Remodel $995 $1,530 $2,525
BLD21-0395 ADU $1,872 $2,880 $4,752
BLD21-0642 Remodel $1,702 $2,619 $4,321
BLD21-0282 New Residence $9,185 $14,130 $23,315
BLD21-0283 ADU $1,199 $1,845 $3,044
BLD21-0345 Addition and Remodel $7,079 $10,890 $17,969
BLD21-0537 Pool & Spa $848 $1,305 $2,153
BLD21-0269 Pool & Spa $702 $1,080 $1,782
BLD21-0656 Addition and Remodel $1,580 $2,430 $4,010
BLD21-0396 New Residence $11,817 $18,180 $29,997
BLD20-0505 Remodel $995 $1,530 $2,525
BLD21-0408 Remodel $995 $1,530 $2,525
BLD20-0561 ADU $0 $3,555 $3,555
BLD21-0592 ADU $1,141 $1,755 $2,896
BLD21-0077 New Residence $8,892 $13,680 $22,572
BLD20-0320 New Residence ($156) $12,960 $12,804
BLD20-0455 Remodel $555 $855 $1,410
BLD20-0381 New Residence ($2,223) $18,180 $15,957
BLD20-0335 ADU ($156) $3,780 $3,624
BLD20-0600 Remodel $3,042 $4,680 $7,722
BLD21-0091 New Residence $11,817 $18,180 $29,997
BLD21-0093 ADU $2,234 $3,437 $5,671
BLD21-0693 Remodel $657 $1,011 $1,669
BLD21-0032 ADU $2,457 $3,780 $6,237
BLD21-0483 ADU $2,925 $4,500 $7,425
BLD21-0362 Addition and Remodel $1,673 $2,574 $4,247
BLD21-0314 ADU $878 $1,350 $2,228
BLD20-0448 Remodel $673 $1,035 $1,708
BLD21-0111 Remodel $1,498 $2,304 $3,802
BLD21-0384 Addition and Remodel $4,140 $6,370 $10,510
BLD21-0251 New Residence $18,140 $27,907 $46,047
BLD21-0252 ADU $2,457 $3,780 $6,237
BLD21-0340 Addition and Remodel $4,729 $7,276 $12,005
BLD20-0538 Addition and Remodel $2,457 $3,780 $6,237
BLD20-0598 Addition and Remodel $995 $1,530 $2,525
BLD21-0320 Remodel $468 $720 $1,188
BLD20-0348 Remodel $0 $1,530 $1,530
BLD20-0596 ADU $0 $4,428 $4,428
BLD21-0290 Pool & Spa $995 $1,530 $2,525
BLD20-0313 Pool & Spa ($156) $1,755 $1,599
BLD21-0371 Addition and Remodel $9,419 $14,490 $23,909
BLD20-0535 ADU $1,112 $1,710 $2,822
BLD20-0287 ADU ($2,028) $3,060 $1,032
BLD20-0525 Addition and Remodel $3,042 $4,680 $7,722
BLD21-0213 Addition and Remodel $1,287 $1,980 $3,267
BLD21-0087 New Residence $8,600 $13,230 $21,830
BLD21-0359 Addition and Remodel $398 $612 $1,010
BLD21-0276 New Residence $2,925 $4,500 $7,425
BLD21-0277 ADU $1,457 $2,241 $3,698
BLD21-0326 Pool & Spa $819 $1,260 $2,079
BLD21-0058 Addition and Remodel $410 $630 $1,040
BLD21-0261 New Residence $22,608 $34,781 $57,389
BLD21-0302 Pool & Spa $1,784 $2,745 $4,529
BLD21-0632 Remodel $556 $855 $1,411
BLD21-0253 Pool & Spa $573 $882 $1,455
BLD20-0454 Pool & Spa $585 $900 $1,485
BLD21-0297 ADU $2,750 $4,230 $6,980
BLD20-0277 Pool & Spa ($156) $1,521 $1,365
BLD20-0589 Pool & Spa ($156) $1,440 $1,284
BLD21-0161 Remodel $1,463 $2,250 $3,713
BLD21-0155 Remodel $1,112 $1,710 $2,822
BLD21-0053 ADU $995 $1,530 $2,525
BLD20-0303 ADU ($156) $3,330 $3,174
BLD21-0070 Remodel $614 $945 $1,559
BLD20-0351 ADU $0 $2,430 $2,430
BLD20-0391 Pool & Spa $0 $1,618 $1,618
BLD21-0557 Addition and Remodel $527 $810 $1,337
BLD21-0482 Pool & Spa ($156) $2,205 $2,049
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to City Council
_____________________________________________________________________________ SUBJECT: ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE A CONTRACT WITH MCB CONSULTING FOR
PLANNING CONSULTING SERVICES FOR A TOTAL PURCHASE
PRICE OF ONE HUNDRED EIGHT THOUSAND DOLLARS AND ZERO
CENTS ($108,000.00) ($112,320.00).
FROM: Behrouz Amirbadvy, Management Analyst
APPROVED: Jay Bradford, Community Development Director
_____________________________________________________________________________ RECOMMENDATION:
That the City Council approve a resolution (see Attachment 1) authorizing the city manager to execute a contract for a total value of $108,000 $112,320.00 for MCB Consulting services (attachment 2).
BACKGROUND:
The Town has long relied on Mr. McBirney to provide specialized planning and administrative support to the Community Development Department. In 2024, Mr. McBirney transitioned from a staff position to a consulting role, allowing the Town to retain his services and institutional knowledge while accommodating a full-time remote work arrangement that was not available under the Town’s personnel policies for employees.
Since transitioning to a consultant, Mr. McBirney has continued to provide critical support for current planning activities, long-range planning initiatives, annual state and local reporting requirements, and implementation of the Town’s Housing Element. His work includes development application support, project tracking, preparation of required reports and housing data, maintenance of planning and land use records, GIS mapping, and management of planning-related databases and systems. His continued involvement has provided continuity of operations, preserved institutional knowledge, and supported the Department’s ability to meet regulatory requirements and advance key planning initiatives.
DISCUSSION:
Mr. McBirney previously provided services to the Town through DKG Consultants. He is now transitioning to an independent sole proprietorship (MCB Consulting) and will contract directly with the Town to continue providing planning and administrative support services. The proposed ITEM 5M
agreement will maintain continuity of service while streamlining the contractual relationship between the Town and Mr. McBirney. As a result, the Town will continue receiving services from the same individual consultant while eliminating the intermediary contractor.
The scope of services proposed under the new agreement reflects the Community Development Department’s ongoing need for support in current planning, long-range planning, annual reporting, and Housing Element implementation. Specific responsibilities include assistance with development application review and processing, project tracking, preparation of annual state and local reporting requirements, housing and land use data management, Housing Element program implementation, GIS mapping, property records management, and support for special planning projects and regulatory initiatives. Mr. McBirney also provides technical support for planning systems and databases that are critical to the Department’s day-to-day operations and reporting functions.
Mr. McBirney has become a valuable resource to the Town and the Community Development Department. Staff recommends continuing to retain his services due to his institutional knowledge, technical expertise, and extensive involvement in the Town’s planning programs. Failure to retain Mr. McBirney’s services would significantly affect the Department’s ability to advance current planning projects, implement long-range planning initiatives, complete annual reporting obligations, and continue implementation of the Town’s Housing Element. Continued engagement will help ensure continuity of operations, maintain project momentum, and support the timely completion of the Department’s work program and regulatory responsibilities. If the Council approves this contract, then it shall be in effect upon execution from July 1, 2026, until June 30, 2027. This is an automatically renewing annual contract.
ENVIRONMENTAL REVIEW:
This does not qualify as a Project as defined in California Code Section 15378(b) of the Guidelines for California Environmental Quality Act.
2026 CITY COUNCIL STRATEGIC PRIORITIES:
This item is not specifically identified as a separate project within the Community Development Department’s 2026–2027 Work Plan. However, the services provided by MCB Consulting support many of the Department’s ongoing work plan objectives, including long-range planning initiatives, Housing Element implementation, annual state and local reporting requirements, and other planning-related projects. Approval of this agreement will allow the Town to continue receiving these core support services while providing greater flexibility and efficiency in the delivery of consulting services.
FISCAL IMPACT:
There is a fiscal impact of $108,000 $112,320.00 associated with the proposed one-year contract.
The contract amount is based on an average work schedule of 40 hours per week over the one-year term of the agreement. The current DKG contract is worth $108,000 $112,320.00 per annum. The full contractual terms and scope of services are outlined in Attachment 2.
ATTACHMENTS:
1. Resolution authorizing the city manager to execute a contract with MCB Consulting
2. Consulting Services Short Form Agreement Between the Town of Los Altos Hills and MCB Consulting
RESOLUTION xx-26
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR
CONTRACT WITH MCB CONSULTING FOR PLANNING CONSULTING SERVICES IN THE AMOUNT OF ONE HUNDRED EIGHT THOUSAND DOLLARS ($108,000) WHEREAS the Town of Los Altos Hills relies on Mr. McBirney’s contracted planning support to assist the Community Development Department with current planning and long-range planning activities, Housing Element implementation, annual state and local reporting requirements, land use and housing data management, GIS mapping, planning system integration, project tracking, and other planning-related service; and
WHEREAS Mr. Tim McBirney has provided critical planning support services to the Community Development Department through DKG Consultants and is now transitioning to an independent consulting practice, allowing the Town to maintain continuity in current planning, long-range planning, Housing Element implementation, and annual reporting functions through a direct contractual relationship; and
WHEREAS the consultant will help improve internal processes, digital workflows, and integration of GovTech tools, with flexibility to adjust services based on regulatory changes and new technology needs; and
WHEREAS approval of the contract will preserve continuity of service, institutional knowledge, and operational efficiency for the Town; and
WHEREAS the contract term is one-year, effective July 1, 2026, through June 30, 2027, and is auto-renewable annually; and
WHEREAS the fiscal impact of the proposed contract is one hundred eight thousand dollars ($108,000) for the one‑year term, comparable to the current DKG contract of $108,000 annually; and
WHEREAS this action does not constitute a project under Section 15378(b) of the California Environmental Quality Act (CEQA) Guidelines.
NOW THEREFORE the City Council formally authorizes the City Manager to execute a contract with MCB Consulting for planning consulting services in the amount of one hundred eight thousand dollars ($108,000), substantially in the form presented in Attachment 1 to the staff report.
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 18th day of June 2026 by the following vote:
AYES:
ITEM 5M ATTACHMENT 1
NOES:
ABSTAIN:
ABSENT:
BY:
_______________________________
Rajiv Bhateja, Mayor
ATTEST:
______________________________
Arika Miller, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into on the 18th day of June 2026 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and MCB CONSULTING (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows:
1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials:
MCB CONSULTING will continue to provide long-range planning consult, annual local and state reporting requirements and implementation of the Town’s Housing Element. His work includes development application support, project tracking, preparation of required reports and housing data, maintenance of planning and land use records, GIS mapping, and management of planning-related databases and systems.
The Parties acknowledge that Consultant possesses specialized expertise and is retained because of such expertise. Consultant shall exercise independent professional judgment in performing the Services.
2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of the Agreement:
Proposal from CONTRACTOR dated June 10, 2026.
In addition, the Consultant shall determine the method, details, and means of performing the Services. The Town shall have the right to monitor results and compliance with this Agreement but shall not control the manner and means by which the Services are performed.
3. TERMS. The services and/or materials furnished under this Agreement shall commence July 1, 2026, and shall be completed by June 30, 2027, unless terminated pursuant to Section 5(f). This is an auto-renewable annual contract.
4. COMPENSATION. For the full performance of this Agreement:
a. TOWN shall pay CONTRACTOR an amount not to exceed One hundred and twelve thousand three hundred and twenty dollars and zero cents ($112,320.00) One Hundred Eight Thousand Dollars and Zero Cents ($108,000.00) with an average annual value of One Hundred Eight Thousand Dollars and Zero Cents ($108,000.00), upon completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the ITEM 5M ATTACHMENT 2
area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount.
b. TOWN shall not reimburse for any of CONTRACTOR’s costs or expenses to delivery any services/goods. TOWN shall not be responsible for any interest or late charges on any payments from TOWN to CONTRACTOR.
c. CONTRACTOR is responsible for monitoring its own
forces/employees/agents/subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services.
d. Except as provided above, the TOWN shall provide all equipment (laptop or desktop computer, phone, and accessories), software, and all required support and maintenance necessary for the CONTRACTOR to perform the services under this Agreement.
5. GENERAL TERMS AND CONDITIONS.
a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR’S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extend caused by the negligent performance of CONTRACTOR under this Agreement.
b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this agreement as follows:
i. WORKERS COMPENSATION INSURANCE: Minimum statutory
limits.
ii. COMMERCIAL GENERAL LAIBILITY AND PROPERTY DAMAGE
INSURANCE: General Liability and Property Damage Combined. $1,000,000.00 per occurrence including comprehensive form personal injury, broad form personal injury, broad form personal damage, contractual and premises/operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two )2) times the occurrence limit.
iii. AUTOMOBILE INSURANCE: $1,000,000.00 per occurrence. iv. ERRORS AND OMISSIONS INSURANCE: $1,000,000.00 aggregate.
v. NOTICE OF CANCELLATION: The TOWN requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not including the wording “endeavor to” or “but failure to mail such notice shall impose no obligation or liability or any kind upon the company, its agents or representatives.”
vi. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance, and it shall name "The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds.
vii. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to:
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
c. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person.
d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. f. TERMINATION. This Agreement may be terminated by the TOWN upon 30 days written notice to CONTRACTOR. CONTRACTOR may cancel this Agreement at any time and without cause upon 30 days written notification to TOWN.
g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered
hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire.” Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, nonexclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer or copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. h. CONTRACT ADMINISTRATION. The TOWN hereby designates the Community Development Director and City Manager as Contract Administrators for this agreement. The CONTRACTOR shall only take direction regarding the services provided this Agreement from the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the CONTRACTOR.
The Town may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR.
i. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits.
6. INVOICING. Send all invoices to the Contract Administrator at the address below.
This Agreement shall become effective upon its approval and execution by the TOWN.
In witness whereof, the parties have executed this Agreement the day and year first written above.
CONTRACT ADMINISTARTOR and representative for TOWN:
Cody Einfalt
City Manager
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
____________________ ____________________
Signature Date
CONTRACTOR:
Tim McBirney
Contract Community Development Analyst
MCB Consulting
317 Eugenia Ave. Unit 2N
Madison, WI, 53705
_____________________ _____________________
Signature Date
MCB CONSULTING
SCOPE OF SERVICES
The Consultant shall provide professional planning, zoning, community development, and related advisory services to support the Town's Community Development Department. Services shall be provided at a rate of $51.78 $54.00 per hour and may be provided on an as-needed basis and shall include, but not be limited to, the following:
1. Zoning and Site Development Review and Administration The Consultant shall assist the Town with administration and implementation of the Municipal Code, General Plan, Housing Element, and other applicable land use regulations. Services may include:
a. Review of planning permit applications, including but not limited to:
• Site Development Permits
• Design Review Applications
• Accessory Dwelling Unit (ADU) Applications
• Variances
• Use Permits
• Subdivisions and Lot Line Adjustments
• Temporary Use Permits
• Sign Permits and other zoning approvals
b. Preparation of written project reviews, zoning analyses, and recommendations.
c. Coordination with applicants, property owners, architects, engineers, consultants, and members of the public regarding development proposals and permit requirements. d. Attendance at project meetings, pre-application meetings, and public hearings as requested. e. Preparation of staff reports, resolutions, findings, conditions of approval, and related entitlement documents.
f. Review and interpretation of zoning regulations, development standards, and land use policies. g. Coordination with other Town departments and outside agencies regarding project review and permit processing.
h. Assistance with implementation of State housing laws, ADU regulations, and other land use mandates.
2. Community Development Department Administrative Activities The Consultant shall provide administrative and operational support to assist in the effective functioning of the Community Development Department. Services may include:
a. Customer service and public appointment support, including responding to inquiries regarding planning and development regulations.
b. Management and tracking of permit applications and development projects. c. Coordination of project routing and interdepartmental review processes. d. Preparation of correspondence, notices, public hearing materials, and project status updates. e. Assistance with agenda preparation and meeting administration for the Planning Commission, City Council, and advisory committees.
f. Development and maintenance of application forms, checklists, procedures, and informational materials.
g. Assistance with records management and implementation of document retention procedures. h. Review and refinement of departmental workflows, permit processing procedures, and customer service practices.
3. Long-Range Planning and Policy Development
The Consultant shall provide planning policy, strategic planning, and implementation services to support Town goals and regulatory compliance. Services may include:
a. Preparation, amendment, and implementation of General Plan elements, Specific Plans, Housing Elements, and other planning documents.
b. Research and analysis of planning, housing, environmental, and land use policy issues. c. Drafting and processing of zoning code amendments, ordinance updates, and policy documents.
d. Assistance with implementation of State housing, planning, and environmental legislation. e. Development of planning studies, background reports, and policy recommendations. f. Facilitation of stakeholder meetings, public workshops, community outreach programs, and advisory committee meetings.
g. Preparation of grant applications and implementation of grant-funded planning initiatives. h. Assistance with Housing Element implementation programs, housing policy initiatives, and fair housing requirements.
i. Evaluation and development of permit streamlining measures, development standards, and process improvements.
4. Community Development Department Analytics and Reporting The Consultant shall assist the Town with data collection, performance monitoring, and reporting activities related to planning and community development functions. Services may include:
a. Collection, analysis, and reporting of permit processing data and development activity metrics. b. Preparation of departmental performance measures and workload analyses. c. Development of permit tracking reports, project status reports, and implementation dashboards.
d. Monitoring and reporting on Housing Element implementation programs and Regional Housing Needs Allocation (RHNA) progress.
e. Preparation of annual reports, state-required reporting documents, and compliance submissions.
f. Analysis of development trends, permit activity, housing production, and demographic information.
g. Preparation of Planning Commission and City Council informational reports regarding departmental activities and performance.
h. Development of recommendations to improve permit processing efficiency, customer service, and departmental operations.
5. Additional Services
The Consultant may perform other planning, zoning, community development, housing, environmental review, project management, or related professional services as authorized by the Town and mutually agreed upon by the parties. Services may be performed remotely or on-site as directed by the Town and may include attendance at meetings during regular business hours or evenings as necessary to support Town operations.
TOWN OF LOS ALTOS HILLS June 18, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION ACCEPTING AN OPEN SPACE EASEMENT AT 23503 RAVENSBURY AVENUE; LANDS OF ROTHKOPF; FILE #ER25-0006
PREPARED BY: Jonathan Fox, Senior Planner
FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, City Manager
RECOMMENDATION:
That the City Council adopt a Resolution (Attachment 1) accepting the grant of an open space easement 23503 Ravensbury Avenue, Los Altos Hills, California; Lands of Rothkopf.
BACKGROUND:
The subject property is a 2.359-acre lot with an average slope of 21.1%. Access to the site is provided by Ravensbury Avenue, a public road. The property is significantly sloped resulting in a LUF of 1.798 and a maximum development area (MDA) of 19,486 square feet and maximum floor area (MFA) of 9,790 square feet. An application for a Site Development Permit (File# SD23-0048) for a new residence with basement and garage was submitted to the Town on October 25, 2023, and approved by the Planning Commission on June 5, 2025.
DISCUSSION:
The applicant was required to dedicate an open space easement (Attachment 2) as a condition of approval for the new residence and associated improvements granted by the Planning Commission on June 5, 2025 (Attachment 3). This requirement is pursuant to General Plan Land Use Element Program 2.1 (Attachment 4), which states, “Continue to require the dedication of open space easements where appropriate as a condition of approval for new development”.
The easement area encompasses approximately 1.14 acres and includes portions of the property containing creek corridors and associated riparian areas. Pursuant to the General Plan Land Use Element, open space easements are required over creek corridors to protect these environmental resources.
ENVIRONMENTAL REVIEW:
The open space easement dedication qualifies for the commonsense exemption outlined in CEQA Guidelines Section 15061(b)(3), as it can be found with certainty that the activity in question is not a project and, therefore, not subject to the provisions of CEQA. 2026 CITY COUNCIL STRATEGIC PRIORITIES:
ITEM 5N STAFF REPORT
City Council
23503 Ravensbury Avenue
June 18, 2026
This is not part of the 2026 City Council Strategic Priorities as easement dedications are, depending on applicability, part of the standard site development approval process.
FISCAL IMPACT:
There is no fiscal impact to the Town for review of easement dedications, agreements, or grant documents as the Town requires payment of a deposit of $3,500.00 to cover staff and consultant time. The deposit is generally not exceeded, and the remaining amount refunded, conversely, if the deposit is ever exceeded, additional funds would be requested to cover staff and consultant time. The recordation of the open space easement agreement with the County of Santa Clara requires payment of a recordation fee of $65.00.
ATTACHMENTS
1. Resolution Accepting Grant of Open Space Easement
2. Open Space Easement Agreement
3. SD23-0048 Conditions of Approval
4. General Plan Land Use Element Goal 2/Program 2.1
RESOLUTION -26
RESOLUTION -26
RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
APPROVING AGREEMENT FOR OPEN SPACE EASEMENT
(LANDS OF ROTHKOPF)
WHEREAS, Aya Rothkopf and Fletcher Rothkopf (“Owner”) owns the property commonly known as 23503 Ravensbury Avenue, Los Altos Hills, California (APN 331-17-062); and WHEREAS, the Town has adopted a General Plan and, pursuant thereto, may accept grants of open space easements on privately owned lands lying within the Town; WHEREAS, the Owner has offered to enter into an agreement for open space easement attached to this Resolution as Attachment A (“Agreement for Open Space Easement”) to limit the use of a portion of the property in order to reduce potential adverse impacts on such land including grading, vegetation removal, and erosion;
WHEREAS, the Town finds the Agreement for Open Space Easement to be consistent with the Town’s General Plan and in the best interests of the Town; WHEREAS, the Owner and the Town recognize that the land subject to the Agreement for Open Space Easement is essentially unimproved and if retained in its natural state has substantial scenic value to the public and that the preservation of such land as open space constitutes an important physical, social, aesthetic and economic asset to the Town and the Owner; WHEREAS, the Agreement for Open Space Easement contains the appropriate restrictions and covenants to preserve the natural and scenic character of the land; and NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby accepts on behalf of the public, and for the purposes therein described, the Agreement for Open Space Easement attached to this Resolution as Attachment A; and the Mayor is hereby authorized and directed to execute the Agreement for Open Space Easement.
The above and foregoing Resolution passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 18th day of June, 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
BY:
ATTEST: Rajiv Bhateja, Mayor
Arika Miller, City Clerk
ITEM 5N ATTACHMENT 1
ITEM 5N ATTACHMENT 2
ITEM 5N ATTACHMENT 3