Agenda — Portola Valley City Council, January 12, 2022 (part 2 of 2)

Volume XLVII

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May 26, 2021
2970
doors. He is proud of that. Councilmember Wernikoff said given their vaccination rates and zip code it’s good that they are on the earlier end of it.

Regarding the flexible work schedule, Mayor Derwin said she has a lot of questions. Councilmember Wernikoff questioned if this is an action item or if this is a brainstorming discussion about what’s being considered. Councilmember Aalfs said the flexibility part of the report contains ideas that he and Councilmember Richards got comfortable with over time. They are talking about some significant changes, and they expect it to be iterative and to experiment with things to see if it works or not without feeling the need to dive into all of it at once. He said they eventually became comfortable with the ideas but wanted to run them by the Council and get feedback. Councilmember Richards said his feeling on the flexible work schedule was they are more or less providing a go-ahead to look at these in more detail and figure which ones are going to work. The flex hours have potential for confusion and complexity. His understanding regarding this part is that it’s something that Town Manager Dennis and staff would look at in more detail and figure out what would work and what wouldn’t to start out with and come up with first steps.

Councilmember Wernikoff expressed that she would defer to Town Manager Dennis on how he wants to run his office, first and foremost. In terms of her feedback, when she looks at it based on just reading the memo, it seems like a lot of variables for a small office to come out of the gate with. The intent is the flexibility and all of the benefits of that, but if she were a manager thinking operationally, she would want to think through how to get to that goal with fewer options, because it will just make the operations more manageable. Town Manager Dennis said that kind of feedback is what they are looking for, whether there are things that staff and the subcommittee should continue to explore. He said that on July 12, when Town Hall opens, the system in place is what people will become used to when they come in, although he recognizes that that might be too quick and not possible. He said he would expect criticism if someone came in and a certain person wasn’t in; on the other hand, the person may not be available even if they were in. He feels that if they are able to deliver service to folks in the way that they should expect it and get it, he thinks they’re doing okay. He thinks the feedback from a staff perspective is useful, and as they work with the subcommittee, they will just have to try things, not knowing what is going to work best.

Also, in talking with other cities, Town Manager Dennis said all are going through this. There have been draft policies flying around. He said there is actually nothing in the subcommittee recommendations that other cities aren’t already considering or trying to figure out how to put in place. For each city it will be some version of this – some days working from home, some version of core hours and some version of flexibility during the day for staff. While it is true that it is easier for larger cities to do this than smaller cities, it is up to the staff and the commissioner to figure out how to do it.

Councilmember Richards asked if by the next meeting Town Manager Dennis will have a tighter idea of how they want to try it out and which elements they would like to start implement. Town Manager Dennis said he would like to meet with the subcommittee on what pieces can be done quickly and what can’t be done quickly. The process will be much more complicated for Planning, Building and Code Enforcement Departments than for Finance, Administration or Public Works. Each are going to have a different take.

For himself, he understands it might need to be phased in. He said the managers have been thinking about it quite a bit, with positive feedback, so he would love to bring something back on June 9 th
, although
he can’t promise it, because that is also the budget meeting. He will do his best depending on subcommittee availability to meet.

Mayor Derwin’s remarked that Town Manager Dennis has heard the Council’s concerns and feedback and that he should now “go out and explore” Town Manager Dennis said, speaking for staff, this is an awkward conversation to have because it can be perceived in unintended ways. They are trying to find balance in how to best serve the community and also keep some level of sanity in their lives and not have them mixed together. He appreciates the openness of the Council to talking about the subject. Mayor Derwin says the Council trusts the staff to figure this out in a way that works for everybody.

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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
DATE: October 13, 2021
RE: Flexible Work Schedule/Town Hall Public Reopening Update

RECOMMENDATION
Staff recommends that the Town Council accept an update on the opening of Town Hall to the public and the flexible work schedule.

BACKGROUND
On July 12, Town Hall was reopened to the public for the first time in nearly sixteen months.

In advance of the reopening, the conference room was converted into a temporary lobby to maximize COVID-19 protections for staff and the public alike. A variety of new online systems were implemented or enhanced, and the Planning/Building counter hours were adjusted to provide staff with more reliable project work time. Most activities that could be provided for over the counter are now available online; while there is a relatively longer time between scheduling a meeting and service provision that what may have been available at times over the counter, time certainly for those services has been appreciated by most applicants.

On the same day as the public reopening of Town Hall, a pilot flexible work schedule was initiated to test its viability. Staff were offered predetermined work hours to choose from, and staff were also afforded the option to work from home up to two days a week. Careful considering was provided to ensuring the right staff were on site to provide expected levels of service from residents and visitors alike, as well as support for line staff from managers.

Both the public reopening and the implementation of the pilot flexible work schedule have been successful.

DISCUSSION
In advance of the formal adoption of a flexible work schedule policy, staff implemented a pilot program based on the drafted policy (Attachment 1). Staff is seeking input from the Town Council prior to finalizing the policy for adoption.

ATTACHMENT

1. Draft Flexible Work Schedule Policy

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

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ATTACHMENT #3

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1 Portola Valley Flexible Work Schedule Policy
6-14-2021

1. Overview of Purpose and Scope of this Policy.

1.1. This policy provides employees with written guidelines on flexible work schedules that may be selected and committed to by eligible employees and must ensure compliance with the Town’s Personnel Handbook and applicable State and Federal laws. Departments may implement flexible work schedules for an employee or group of employees where feasible.

The Town, when possible, encourages flexibility options to eligible employees to do their work while in no way interfering with the quality of service provided to better serve residents of Portola Valley

1.2. The Town Manager shall have authority to implement this policy.

1.3. All existing policies, rules and regulations shall continue to apply. If any conflict or problem results from the alternative work schedule, the existing policies, rules, and regulations shall prevail over this policy.

1.4. All flexible schedules and telework policies in this policy are a privilege, not a right or entitlement.

2. Background.

2.1. The Town recognizes the increasing demands and stress placed upon each employee in attempting to balance work and personal obligations while maintaining the desired performance level.

2.2. Flexible work schedules have been recognized to provide improved employee morale and job satisfaction, and other environmental benefits (such as alleviating traffic congestion, reducing vehicle trips and reducing greenhouse gas emissions).

2.3. The COVID-19 Pandemic has demonstrated that working from home is a viable option for public employees.

2.4 The Town Manager shall provide each department the opportunity to implement the Flexible Work Schedule Policy at their discretion in an effort to provide flexibility to employees in a manner that directly benefits the residents of Portola valley. The purpose of this policy is to guide the conversation between supervisors and employees to collectively provide the most efficient and productive service to the community.

2.5 The flexible work schedule shall not interfere with services to the public; ATTACHMENT #1

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2 shall meet the needs of the department; be to the advantage of both the Town and employees; and, as much as possible, be complementary to the schedule of other departments. If the flexible work schedule involves an entire work unit, it shall be preferably supported by a majority of the employees affected. If requested by members of a work unit, the supervisor is entitled to implement it for the entire unit considering the factors identified in this policy.

3. Responsibility.

3.1. Employee Responsibilities:
a. Any employee desiring to participate shall submit a written request to participate to their immediate supervisor for consideration. b. Employees must provide sufficient information for the supervisor to determine if the proposed flexible work option is feasible. Employees understand that participation in the flexible work schedule may be revoked by the supervisor for any reasons and at any time upon concurrence with the Town Manager.

3.2. Employer Responsibilities:
a. Supervisors shall review the written request and evaluate its feasibility based on the established criteria such as work unit load, staffing coverage and other factors. Supervisors may recommend approval to the Department Director or return the request to the employees indicating that the flexible work schedule is not recommended. Director shall approve or deny the supervisor's recommendation.
b. Supervisors shall provide written feedback to employees no later than ten (10) working days upon receipt of the written request. c. Supervisor shall forward the approved request for a compressed work schedule to Finance Department via Personnel Action Form (PAF).

Approvals for all other options shall be filed with the Department.

Decisions by the Department Director to approve or deny proposed work schedules are final, non-negotiable, and not subject to appeal.

4. Eligibility.

4.1. All non-probationary employees are eligible to apply to participate in this Policy.

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3 4.2. Eligibility to participate in this program shall be evaluated based on the following criteria:
a. Achieve the Department and work unit objectives;
b. Provide adequate coverage, including supervision, to continue the Town’s high standard of service to the public and other departments; c. Not result in overtime coverage for non-exempt employees based on design and structure;
d. Not compromise the safety of any employee or the reliability of services;
e. Not violate the provisions of any Town operations or functions.

Employees participating in the Flexible Work Schedule Policy must agree to abide by all provisions of the policy.
f. Must comply with all applicable State and Federal laws and regulations, the Town’s Personnel Manual and personnel policies adopted by the Town Manager.

5. Flexible Work Schedule Options
The following are the flexible work schedule options available under the Town’s flexible work schedule policy.

5.1. 9/80 Schedule An employee may elect to continue working in compliance with the 9/80 schedule set forth in Personnel Rule 2.22.

5.2. Flex Work Schedule
a. Employees on flexible work schedules must work during the Town’s "core work hours” of 9:30 AM to 3:30 PM.
b. Employees may pick from the following four flex work schedules:

1. 6:30 AM - 3:30 PM

2. 7:00 AM - 4:00 PM

3. 8:00 AM - 5:00 PM

4. 9:00 AM - 6:00 PM
c. Managers may determine that a department should share the same flex work schedules.

5.3. Flex Time Schedule
a. Employees on flex time schedules must work during the Town’s “core work hours” of 9:30 AM and 3:30 PM. However, employees on this schedule may complete the remainder of their regularly-scheduled workday before and after “core work hours” as they see fit as long as all work is completed between 6:30 AM and 6:00 PM.
b. The supervisor may set restrictions on flex time as needed.

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4 c. Employees on flex time schedules must record all their time on a daily basis, including start and stop times throughout the day. d. Employees on flex time schedules work the required number of assigned hours (for example a total of 8- hour daily if on a standard 5 days per week/8 hours per day schedule) and must complete their regularly expected amount of work.
e. Lunch (between 12-1) may not be skipped to allow for a later start time or earlier end time.

5.4. Telework
a. Recognizing that organization and employee needs may vary, the Town offers telework opportunities.
b. Subject to supervisor approval, employees may elect to work a maximum of two days per week from home or other approved off-site location.
c. All participating employees must understand and agree that telework is a privilege, not a right or entitlement. Telework is to be cost neutral, creating absolutely no additional cost to the Town or the participating department in administering, implementing, and monitoring it. d. The opportunity to telework is offered with the understanding that the employee must create and maintain a proper work environment at home or other approved location that is suitable for performing official business and maintained in a safe condition and free from hazards.

Employees shall make sure confidential data is not released to third parties.
e. The employee shall designate a contact phone number and an email address or other methods of communication. The Town's information technology system (computer, network, phone, and other related technology) is for use by telework employee in the course of Town business only as outlined in the Town's Technology Use Policy. f. Employees who telework shall be available to work at the regular worksite during telework days, if needed, with advanced notice if possible. Conversely, occasional requests by an employee to change their regularly scheduled telework day in a particular week or bi-weekly pay should be accommodated by the supervisor, if practicable. g. Supervisor may verify a telework employee's time spent working by contacting the employee at their designated contact information. The

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5 telework employee shall not work more hours than those agreed upon by the supervisor without the supervisor's prior approval. 6 Changes to/Termination of Schedule.

6.1. Any work agreement under this policy may be cancelled at any time by either the employee or supervisor by written notification.

6.2. Employees shall be notified of the need for change/termination of the schedule a minimum of ten (10) working days in advance except in emergency situations. In the latter situation, changes may be implemented effective immediately. When possible, schedule changes will occur at the beginning of a pay period.

6.3. If an employee desires a change to his/her approved Flexible Work Schedule Policy option, the employee shall amend and re-submit their Request for Participation form to the supervisor for approval. 7 Evaluation of Program Participation.

7.1. The supervisor will review the employee's participation in the policy at least on an annual basis and more frequently, if needed, to ensure that the department and work unit objectives are met (Attachment 2).

7.2. An employee's non-compliance with this Policy, or abuse of said policy, may result in the employee's removal from the Flexible Work Schedule Policy and disciplinary action, up to and including termination of employment.
8 Overtime, Timekeeping and FLSA Compliance.

8.1. Unless exempt from FLSA overtime provisions, work performed by non-exempt employees in excess of forty (40) hours in a workweek will be compensated as overtime in accordance with the FLSA.

8.2. A 9/80, flexible schedule and flexible time schedule are all authorized work schedule for purposes of determining eligibility for overtime according to the Town's personnel rules.

8.3. Participating employee shall follow all existing policies and rules on timekeeping, payroll procedures, overtime, and the requirement to secure prior to approval prior to working extra hours. Employees may work overtime only when directed to do so and approved in advanced

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6 by the supervisor. If employees work overtime without prior supervisory approval, the employee may be subject to administrative or disciplinary action.

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1 Portola Valley Flexible Work Schedule Policy
6-14-2021

1. Overview of Purpose and Scope of this Policy.

The Town when possible, encourages flexibility options to eligible employees to do their work while in no way interfering with the quality of service provided to better serve residents of Portola Valley

1.2. The Town Manager shall have authority to implement this policy.

1.3. All existing policies, rules and regulations shall continue to apply. If any conflict or problem results from the alternative work schedule, the existing policies, rules and regulations shall prevail over this policy.

1.4. All flexible schedules and telework policies in this policy are a privilege, not a right or entitlement.

2. Background.

2.1. The Town recognizes the increasing demands and stress placed upon each employee in attempting to balance work and personal obligations while maintaining the desired performance level.

2.3. The COVID-19 Pandemic has demonstrated that working from home is a viable option for public employees.

2.5 The flexible work schedule shall not interfere with services to the public; ATTACHMENT #4

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3. Responsibility.

Approvals for all other options shall be filed with the Department.

Decisions by the Department Director to approve or deny proposed work schedules are final, non-negotiable and not subject to appeal.

4. Eligibility.

4.1. All non-probationary employees are eligible to apply to participate in this Policy.

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5. Flexible Work Schedule Options
The following are the flexible work schedule options available under the Town’s flexible work schedule policy.

5.1. 9/80 Schedule An employee may elect to continue working in compliance with the 9/80 schedule set forth in Personnel Rule 2.22.

1. 6:30 AM - 3:30 PM

2. 7:00 AM - 4:00 PM

3. 8:00 AM - 5:00 PM

4. 9:00 AM - 6:00 PM
c. Managers may determine that a department should share the same flex work schedules.

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5.4. Telework
a. Recognizing that organization and employee needs may vary, the Town offers telework opportunities.
b. Subject to supervisor approval, employees may elect to work a maximum of two days per week from home or other approved off-site location.
c. All participating employees must understand and agree that telework is a privilege, not a right or entitlement. Telework is to be cost neutral, creating absolutely no additional cost to the Town or the participating department in administering, implementing and monitoring it. d. The opportunity to telework is offered with the understanding that the employee must create and maintain a proper work environment at home or other approved location that is suitable for performing official business and maintained in a safe condition and free from hazards.

Employees shall make sure confidential data is not released to third parties.
e. The employee shall designate a contact phone number and an email address or other methods of communication. The Town's information technology system (computer, network, phone and other related technology) are for use by telework employee in the course of Town business only as outlined in the Town's Technology Use Policy. f. Employees who telework shall be available to work at the regular worksite during telework days, if needed, with advanced notice if possible. Conversely, occasional requests by an employee to change their regularly scheduled telework day in a particular week or bi-weekly pay should be accommodated by the supervisor, if practicable.

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5 g. Supervisor may verify a telework employee's time spent working by contacting the employee at their designated contact information. The telework employee shall not work more hours than those agreed upon by the supervisor without the supervisor's prior approval. 6 Changes to/Termination of Schedule.

6.1. Any work agreement under this policy may be cancelled at any time by either the employee or supervisor by written notification.

8.1. Unless exempt from FLSA overtime provisions, work performed by non-exempt employees in excess of forty (40) hours in a workweek will be compensated as overtime in accordance with the FLSA.

8.2. A 9/80, flexible schedule and flexible time schedule are all authorized work schedule for purposes of determining eligibility for overtime according to the Town's personnel rules.

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6 8.3. Participating employee shall follow all existing policies and rules on timekeeping, payroll procedures, overtime, and the requirement to secure prior to approval prior to working extra hours. Employees may work overtime only when directed to do so and approved in advanced by the supervisor. If employees work overtime without prior supervisory approval, the employee may be subject to administrative or disciplinary action.

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TOWN of PORTOLA VALLEY
Town Hall: 765 Portola Road, Portola Valley, CA 94028 ~ Tel: (650) 851-1700 Fax: (650) 851-4677 January 12, 2022
Roberta Zarea
Superintendent, Portola Valley School District
4575 Alpine Road
Portola Valley, CA 94028
Dear Roberta,
On behalf of the Town Council of Portola Valley, congratulations on being named the Association of California School Administrators (Region 5) Superintendent of the Year.

Since your appointment as PVSD Superintendent, we have grown to appreciate your passion for the students you serve and the dedicated education professionals you lead. You are committed to transparency and good governance, and we have valued the strong relationships you and your management team have built with the Town staff, the community, and us.

Thank you for what you do.

Sincerely,
Craig Hughes
Mayor, Town of Portola Valley
cc: PVSD Governing Board
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1 Sharon Hanlon
From: [email protected] <[email protected]> Sent: Monday, December 20, 2021 10:05 AM
To: Town Center <[email protected]>
Subject: Committee Application
A new entry to a form/survey has been submitted.

Form Name: Committee Application
Date & Time: 12/20/2021 10:05 AM
Response #: 146
Submitter ID: 6046
IP address:

Time to complete: 25 min. , 22 sec.

Survey Details

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Name of committee which I am interested in serving on (please note that only committees currently seeking volunteers are listed):
(○) Wildfire Preparedness Committee
Applicant Information
Full Name Jennifer Hammer
Email Address
Street Address Pomponio Court
City/Zip 94028
Number of years in
Portola Valley
35 Cell Phone
Home Phone
Other Phone Not answered
Emergency Preparedness Not answered
Preferred Phone Contact Number
(○) Cell
Please state why you have an interest in this committee, and state any background or experience you may have that may be useful in your service to this committee.

My husband and I have taken extensive fire mitigation measures at our own home so I think I understand some of the issues the committee addresses. Before retiring I worked in the software industry which might benefit the committee. I was also the chair of the WPS auction for several years so I am an experienced fund raiser, which may also be of use. I also am very concerned about the growing problem with getting home insurance in PV. I think because of these insurance issues, more home owners are going to wake up to the importance of Wildfire Preparedness. I also have been the social chair of the PV Womens Club for 15 years and co‐chair of the PV Chapter of Dining For Women. This involved writing newsletters, staging events and coordinating volunteers. I think I could use some of my experience to help communicate the importance of Wildfire safety to the PV community.

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2 Do you have any personal or financial interest that could be perceived by others as a conflict of interest relative to your service on the committee? If so, please describe.
no
TIME COMMITMENT: Generally committees meet monthly and require a significant time commitment and participation at regular meetings. Please consider this level of commitment when evaluating your interest in serving on one of the Town's Committees.

New Text Information

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1 Sharon Hanlon
From: [email protected] <[email protected]> Sent: Thursday, January 6, 2022 3:56 PM
To: Town Center <[email protected]>
Subject: Committee Application
A new entry to a form/survey has been submitted.

Form Name: Committee Application
Date & Time: 01/06/2022 3:56 PM
Response #: 147
Submitter ID: 6057
IP address: 2601:647:6100:7730:3514:9f95:4fed:eac5
Time to complete: 6 min. , 26 sec.

Survey Details

Page 1 ends

Name of committee which I am interested in serving on (please note that only committees currently seeking volunteers are listed):
(○) Emergency Preparedness
Applicant Information
Full Name Victor Schachter
Email Address
Street Address Golden Hills Drive
City/Zip Portola Valley, CA 94028
Number of years in
Portola Valley
25 Cell Phone
Home Phone
Other Phone Not answered
Emergency Preparedness Not answered
Preferred Phone Contact Number
(○) Cell
Please state why you have an interest in this committee, and state any background or experience you may have that may be useful in your service to this committee.

Long standing involvement in emergency preparedness. Founder and Chair of Golden Hills Preparedness Group. CERT trained. Selena, Jeremy and Dale familiar with my involvement.

Do you have any personal or financial interest that could be perceived by others as a conflict of interest relative to your service on the committee? If so, please describe.

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2 TIME COMMITMENT: Generally committees meet monthly and require a significant time commitment and participation at regular meetings. Please consider this level of commitment when evaluating your interest in serving on one of the Town's Committees.

New Text Information
Thank you,
Portola Valley, CA

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#10
There are no written materials for Portola Valley Library Annual Report

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#11
There are no written materials for OneShoreline Presentation

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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
Cara Silver, Town Attorney
DATE: January 12, 2022
RE: Request by Willow Commons Assisted Living Project for Use of Town’s Inclusionary Housing Funds to Provide Seven Very Low Income Units

RECOMMENDATION
Staff recommends that the Town Council discuss and give direction to staff on the request from Jim and Patty White to use affordable housing funds to assist in the development of the Willow Commons Supportive Housing project.

BACKGROUND
Affordable Housing Requirement
Like many cities in California, Portola Valley utilizes the concept of inclusionary lots/in lieu fees to support affordable housing development. The “Inclusionary Housing Requirement” is a program of the Town’s Housing Element and is also contained in the Town’s Municipal Code (Attachments 1 and 2, excerpts). Guidelines for calculating the in lieu fee are contained in Attachment 3. This requirement has been part of the Town’s Housing Element since 1991. The Town’s Inclusionary Housing Program includes three major elements: (1) new residential subdivisions shall set aside 15% of the lots for affordable units; (2) fractional lots can pay in lieu housing fees and (3) applicants may receive a 10% density bonus if they comply with this requirement.

Use of In Lieu Housing Funds
Program 7 of the Town’s Housing Element states that the Town should consider the use of the money in the Town’s in-lieu housing fund, including the money from the sale of the Blue Oaks BMR lots, to meet identified local affordable housing needs and provide affordable housing.1 The Inclusionary Housing ordinance provides: “The in-lieu fees shall be placed in a special housing fund for use solely for affordable housing.” (Section

17.20.215.) As of September 16, 2021, the Town had $3,738,073 in its inclusionary 1 Section 2489b of the current Housing Element contemplates the fund should, at a minimum, provide 8 moderate income units.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

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housing fund. In addition, the Town recently received $870,079 in connection with a parcel map filed by 40 Firethorn bringing the total to $4,608,079 (not including accrued interest as of September 16).

On September 22, 2022, staff brought a study session to the Town Council to discuss whether to prioritize the development of guidelines to administer the fund. Given the number of other initiatives and projects, the Council did not see an immediate need to develop guidelines and instead directed staff to fold this into the ongoing Housing Element update process. 21 Elements has been working with several small cities to assist in developing trust fund guidelines. Following the September 2021 study session, staff reached out to 21 Elements and received a high-level recommendation for how to approach this update process. (Attachment 4.)
Willow Commons Apartments Funding Request
On October 4, 2021, Jim and Patty White submitted an application to construct an affordable permanent supportive housing project for adults with intellectual or developmental delays (“IDD”) to be located at 4388 Alpine Road, referred to as Willow Commons Apartments. The project will include thirteen total units, with eleven independent living units for adults with IDD, and two accessory dwelling units (“ADUs”) for program managers. (See Attachment 5 for project overview.) The project was submitted under the supportive housing law (AB 2162) and density bonus law. Under the density bonus law, in addition to the requested zoning and land use concessions and waivers, the project requested the following financial assistance from the Town:

The applicant proposes a grant or forgivable loan of $3,500,000, and a waiver of Town permit application fees and development fees. The proceeds of the assistance would be used to pay for the cost of the school district and other governmental fees, as well as costs of construction of the residential units. (Attachment 6.)
Because the project was subject to a streamlined permit processing period under state law, the applicant and staff agreed that the funding request would be brought forward to the Town Council following the entitlement review. On December 13, 2021, the ASCC conducted a hearing and approved the project. Additional information about the project is available on the Town's website.

DISCUSSION
State density bonus law allows applicants to seek financial assistance as an incentive for providing affordable housing. Unlike other incentives where the Town has little discretion to deny, State law clarifies that the Town has full discretion on whether or not to provide the funding.

Staff has had several follow up conversations with the applicants about their funding request. While the project is largely being self-funded, a local funding subsidy would permit the applicant to permanently deed restrict 2/3 of the units (i.e. 7 of 11) to very low income households. Given the construction timeline of the project, the new housing units will count towards the upcoming Housing Element Cycle (2023-31). Satisfying the very low income category will likely be the most challenging aspect of the 6th Cycle Regional Housing

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Needs Allocation and adding 7 very low income units would be significant for the Town.

Without a funding commitment by the Town, the applicant would still be required under the Density Bonus law to deed restrict the units to low income households, but with the Town funding contribution, 7 of the units would be further deed restricted to very low income households.

As the Town Council has not yet implemented affordable housing fund guidelines, some questions to consider are:
• Should the Town issue a Notice of Funding Availability (NOFA) to determine whether there are other viable projects that could use the funds? • Should the Town use all of its housing funds on a single project or attempt to allocate them among other future projects?
• Is it likely there will be other shovel ready affordable housing projects during the next housing element cycle? Should they be used to further incentivize ADU development or affiliated housing projects?
• Should the decision on this request be delayed until the Council has the opportunity to develop formal funding guidelines?
• How can the Town’s contribution be best leveraged? Is it better to fund an existing project or provide seed money to a new project?
• In addition to providing affordable housing, should the Town’s funds be dedicated to particular demographics who have faced housing discrimination or challenges? • If the Council were to deny the funding request, would HCD perceive the Town as adverse to affordable housing?

NEXT STEPS
If the Town Council elects to provide a grant to the Willow Commons Apartments, staff would prepare a funding agreement and affordable housing regulatory agreement specifying the affordability levels and requiring certain reporting and certification requirements.

ENVIRONMENTAL REVIEW
In accordance with AB 2162 project is considered ministerial and is not subject to California Environmental Quality Act (CEQA).

ATTACHMENTS

1. Inclusionary Housing Requirement, Town’s Housing Element

2. Portola Valley Municipal Code Chapter 17.20.215 Inclusionary lot requirements.

3. Inclusionary In-Lieu Fee Calculation Guidance

4. 21 Elements Technical Assistance Memo

5. Willow Commons Apartments Project Overview

6. Willow Commons’ Density Bonus Request dated October 4, 2021

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Evaluation of 2009 Element
2410 Portola Valley’s current housing element was adopted in 2009. The element has thirteen programs, which are described and analyzed below.

Program 1: Inclusionary Housing Requirements
2411 This program requires that 15% of the lots in new subdivisions be deeded to the town for affordable housing. Each lot can be developed with two to four housing units. The lots are to be improved and ready for development as an integral part of the subdivision. As an incentive, a density bonus of 10% is also provided.

Subdividers of sites with fewer than seven lots pay a fee in lieu of providing a lot, while subdividers of sites with seven or more lots pay a fee for fractional lots.

These in-lieu fees are placed in a restricted fund titled the Inclusionary Housing InLieu Fund for affordable housing programs and projects. 2411a In 2009, the Town held title to four lots in the Blue Oaks subdivision which had been provided to the Town for below market rate, moderate income housing, but had been unable to find a developer to build the units. The housing element called for the Town to explore two options: 1) building the homes on the lots, or 2) selling the lots and using the funds to acquire another site in town. The intention was for the eight moderate income units to be built by the end of the planning period.

Status
2411b To implement this program, the Town first considered the constraints that developers had noted concerning development of the lots. These constraints included the small size of the project, the hilly topography of the lots, and the somewhat remote location of the lots. The Town also looked at a number of potential sites, but found that most were constrained by either availability or cost. 2411c In August 2012, the Town entered into a purchase contract for a 1.68 acre, mostly flat former plant nursery located at 900 Portola Road, on one of the major roads in town. The Town’s intent was to partner with an affordable housing developer to build approximately 8-12 moderate income units on the property. The purchase contract had two major contingencies: 1) that the Town be successful in selling the four lots in the Blue Oaks subdivision that had been deeded to the Town for construction of below market rate housing units; and 2) that the property owner of 900 Portola Road provide a release from the County of San Mateo that hazardous materials contamination on the property was properly remediated by December 19, 2012. The Town was able to sell the lots in the Blue Oaks subdivision, as is discussed below, but the contingency for a closure letter relative to the hazardous materials remediation could not be met. The contract lapsed on December 21, 2012 due to uncertainty as to when the closure letter could be obtained. As of May 2014, the County had not yet issued a letter of closure for the property. It is now $77$&+0(17

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the Town’s understanding that the property owner and another party have entered into a purchase agreement for the site and the Town is not actively pursuing the purchase of this property.
2411d As was mentioned earlier, the other contingency was for the Town to be able to sell the Blue Oaks inclusionary housing lots, and this was completed. This involved amending the Planned Unit Development Agreement for the subdivision, processing a lot line adjustment to create two larger lots out of the four smaller inclusionary housing lots, and finally selling the lots. The sale closed on December 12, 2012 and resulted in the Town receiving $2,790,096 net of closing costs, which was deposited in the Town’s Inclusionary Housing In-Lieu Fund. 2411e Because of the sale of the Blue Oaks lots, the difficulties in attempting to purchase 900 Portola Road, the upcoming Housing Element Update, and the desire to build community consensus for future affordable housing efforts, the Town Council created an Ad-Hoc Housing Committee (AHHC) early in 2013. The AHHC was charged with developing an affordable housing mission statement for the town along with criteria for considering potential affordable housing programs and sites.

The AHHC completed their work in May and their report was reviewed by the Town Council in June 2013. The Town Council accepted the report and forwarded it to the Planning Commission for consideration in drafting this 2014 Housing Element Update. The report is available on the Town’s website.
2411f To summarize, the Town worked to implement this program during the planning period and was able to make progress by determining that construction of below market rate units at the Blue Oaks location would not be feasible and selling the lots. The Town attempted to purchase an alternative site but was not able to do so because of hazardous materials issues that could not be resolved in a timely way.

As a result, the Town currently has a total of $2,873,992 in its in-lieu housing fund.

As called for in Program 7 of the 2014 Housing Element, the Town will be working to determine the best appproach to using these funds to provide affordable housing to serve, at a minimum, eight moderate income households. This housing would be provided in addition to the housing allocated to the Town for the 2014- 2022 planning period.

Program 2: Multifamily Housing
2412 This program allows multifamily housing to be built on three sites in town: the Sequoias, the Priory School, and the Stanford Wedge. Seven housing units have been built at the Priory School through this program, and eleven more have been authorized there under the Priory’s adopted master plan. 2412a As was set forth in the adopted 2009 housing element, the town would monitor this program, work with the Priory towards construction of their authorized housing

Page 106 ends

4. Allow access ramps to extend into required yards beyond what is currently permitted, and allow associated railings to be at least 42 inches in height to be consistent with Title 24.

Status
2419a These zoning amendments were adopted in January 2011, and the reasonable accommodations ordinance was added to the town’s zoning code at the same time as Chapter 18.11.

Program 10: Housing Impact Fee
2420 In order to provide more resources for housing, the 2009 housing element called for the town to study the possibility of adopting a housing impact fee.

Status
2420a This work was delayed first to allow the completion of a comprehensive update of all planning, engineering and building fees in 2012 and then to allow staff time to be focused on the attempt to purchase a site for the inclusionary housing program and then to support the Ad Hoc Housing Committee. In this housing element, this program has been combined with the inclusionary housing program, so that the town can consider whether or not to adopt an impact fee at the same time that the town amends its inclusionary housing program.

Program 11: Farmworker Housing Zoning Amendments
2421 This program called for amendments to the town’s zoning ordinance to treat farmworker housing for six or fewer persons the same way as single family homes, and for farmworker dormitories to be treated as an agricultural land use.

Status
2421a These zoning amendments were adopted in January 2011.

Program 12: Transitional and Supportive Housing Zoning Amendments 2422 To comply with state law, the 2009 housing element stated that the town would amend its zoning ordinance to provide that transitional and supportive housing be treated as a residential land use subject only to those restrictions that would apply to other residential uses of the same type in the same zoning district.

Status
2422a These zoning amendments were adopted in January 2011.

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Dedication and Land for Park or Recreational Purposes
2451h In subdivisions of more than 50 lots, the subdivider must dedicate .005 acres of land for each anticipated resident of a subdivision. For subdivisions less than 50 acres, the subdivider must pay a fee based on the above requirement. In the town, no subdivisions of 50 lots or more are anticipated, so only small in-lieu payments can be expected.

Impact of Improvement Requirements on Cost and Supply of Housing 2451i Fundamentally, the cost of land in Portola Valley is high. Subdivisions consequently are aimed at rather expensive housing. Given this context, the cost of improvements is a small portion of the total cost of housing. There have been no instances in recent history where the cost of improvements discouraged or prevented planned housing.

Inclusionary Housing Requirement
2451j All new single family homes in Portola Valley are custom built, and as a result, inclusionary housing is implemented differently in town than in other jurisdictions.

Since 1991, Portola Valley has required all subdividers in town to provide 15% of their lots (for subdivisions with seven or more lots) or an in-lieu fee (for smaller subdivisions and fractional lots) to the town for affordable housing. The cost of providing this land or fee is offset by a 10% density bonus that the town provides to all subdividers who are subject to this requirement. Once the land has been provided, the town can then arrange for the construction of the below market rate units. This arrangement allows the town to set the levels of affordability for each project based on the town’s current needs.
2451k Because of challenges the town encountered in trying to find a developer to construct units on land provided through this program, however, the town intends to revise this program to require the developer to construct the units, as is described in the programs section of this housing element. 2451l Some analysts believe that inclusionary housing requirements can sometimes act as a constraint on housing by either substantially raising the price of market rate housing or making housing too expensive to build. One subdivision has been developed under this requirement, indicating that development can occur under this requirement. In addition, the town’s inclusionary housing program provides developers with a 10% density bonus to offset the costs of providing the land. As the program is revised to require that developers build the housing units, local architects and builders will be consulted to ensure that the requirements are not overly onerous and the incentives are appropriate.

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2451m Because land prices in Portola Valley are high, development of affordable housing would be very difficult unless the land could be provided at no cost through a program such as the inclusionary housing requirement. Market rate housing in Portola Valley is only affordable to households with incomes well above the moderate range. Given the high cost of market rate housing in town, the effects of the inclusionary housing provisions on affordability are negligible.

Summary of Analysis of Land Use Controls
2452 Portola Valley’s land use controls were developed to fit the town’s situation on the edge of the urban San Francisco Peninsula area, with complex and unstable geology, steep terrain, and the San Andreas fault bisecting the town. Within this context, the controls the town has adopted allow for flexibility to fit development to the land. For instance, development intensity is conditioned by steepness of slope, unstable geology, areas subject to flooding and remoteness from major roads. The development approval process results in development that is approriate to the environment. The town allows and encourages cluster development and planned developments whereby designs fit to sites rather than creating “cookie cutter” developments.
2452a These natural constraints, including a location well removed from public transportation and significant employment centers, have led to low density development. The low densities permitted are appropriate for the environment and location, and to ensure the safety of residents.
2452b Despite these constraints, the town recognizes that higher density, attached housing can be appropriate in certain locations. Therefore, the town allows multifamily housing in specified locations as set forth in the affiliated housing program of this housing element. Seven units have been built due to this program, and eleven additional units have been approved and are expected to be built in the planning period.

Building Code
2453 Portola Valley adopted the 2013 California Building Code. There have been no amendments or additions made to the building code by the town that present a constraint to housing development. The building code is enforced by the town’s building official.

Permit and Processing Procedures
2454 The town’s processing and permit procedures protect the community interest while permitting safe and responsible construction, additions and remodeling on private property. A key aspect is the requirement for geologic investigations to ensure safe development in areas of the town mapped as potentially hazardous.

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Programs, Quantified Objectives, and Action Plan
Program 1: Inclusionary Housing
2480 To implement a program from the 1990 housing element, the town adopted an ordinance requiring developers to provide 15% of new lots to the town for below market rate housing as part of every subdivision. The Town received title to four lots as part of the Blue Oaks subdivision, but was not able to find a developer to build below market rate units on the lots. To avoid this problem in the future and strengthen the program, the Town intends to revise the inclusionary housing program as described below. 2480a The intention is to revise the program to require that developers build the housing units when one or more units would be required under the inclusionary housing program. As part of this revision, the percentage of lots required for below market rate housing may need to be reduced. The percentage should be based on a nexus study for affordable housing, such as the study underway through the 21 Elements process in San Mateo County. With the nexus study results, the town could also consider a housing impact fee. In developing the revisions to this program, the town will consult local developers and builders, and others experienced in the provision of affordable housing, to ensure that the requirements are realistic and that the program includes appropriate incentives. 2480b Objective: The town will amend the inclusionary housing program in 2015-16 to make it more effective by having developers of larger subdivisions build the below market rate housing units.

Program 2: Affiliated Housing
2481 As established with the previous housing element, affiliated multifamily housing projects are permitted on three sites—The Sequoias, Priory School and the Stanford Wedge—shown on Exhibit 7 in the Site Inventory. This program has the following features:

1. Planned Unit Developments and Conditional Use Permits.

Multifamily housing on the Priory School site and the Sequoias have and can be permitted through amendments of the CUPs governing those projects. Development on the Stanford Wedge could be accomplished pursuant to a CUP and/or a PUD . The PUD or CUP for a multifamily housing project shall control the siting and design of projects, the mix of units by income category of eligible occupants, methods of controlling rents and/or resale prices, provisions for ongoing management of the project and other matters deemed appropriate by the town.

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Action Plan
2493 The actions shown below will be taken to achieve the quantified objectives and implement the programs described above.

Portola Valley 2014 Housing Element Action Plan
Action Program Action Responsible
Party
Timing

1. Inclusionary
Housing
Develop and adopt amendments to the Town’s
inclusionary housing program to require
developers of larger subdivisions to build housing.

The Town could consider a housing impact fee
instead of or in addition to the inclusionary
housing program. Consult with local developers
and builders in carrying out this program.

Planning staff 2015-16

2. Affiliated Hsg Continue to allow 11 additional affiliated multifamily units to be constructed at the Priory
School, and expedite processing of applications to
built the units as possible
Planning staff Ongoing

3. Affiliated Hsg Continue discussions and work with the Sequoias to encourage construction of employee housing
Town staff Ongoing

4. Affiliated Hsg Amend Section 18.44.060.I of the Zoning Ordinance to reflect the current name and section
number for this program
Planning staff 2015

5. Affiliated Hsg Review the development standards and density for the Stanford Wedge to ensure they are
appropriate.

Planning staff 2016-17

6. Affiliated Hsg Continue discussions with Stanford University concerning potential residential development of
the Wedge property.

Planning staff Ongoing

7. Second Units Amend the zoning ordinance to allow: a) second units up to 1,000 sf on lots with 2+ acres; b) two
second units on lots with 3.5+ acres, one of which
must be attached; and c) staff level review and
approval of second units up to 750 square feet
when no other permit is needed. As part of this
action, amend the performance standards for
second units to provide further guidance for stafflevel approvals.

Planning staff 2015

8. Second Units Monitor the number of second units being permitted annually and take action to increase
second unit production if fewer units are
permitted than is anticipated. The monitoring will
be done in conjunction with the annual housing
element report and will be reported to the
Planning Commission and Town Council in the
spring of each year.

Planning staff Ongoing

9. Shared
Housing
Continue to support HIP Housing, and work with
their staff to improve publicity in order to
increase placements in town.

Planning staff 2015
and
ongoing

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17.20.215 Inclusionary lot requirements.

Fifteen percent of the lot in a subdivision shall be developed for affordable housing, as defined in Section

18.04.055 of this code. The subdivider shall transfer these lots to the town and the town will seek an appropriate subdivider to construct the affordable housing. Alternatively, the subdivider, at the town council's discretion, may retain said lots and develop them for affordable housing subject to all provisions of this section. The subdivider shall provide to the inclusionary lots all subdivision improvements required by this section, and these lots shall be developed as a part of a PUD pursuant to Chapter 18.44 of this code. Deed restrictions approved by the town shall be placed on all inclusionary lots and/or units developed on these lots to ensure continued affordability of the lots and/or units. In calculating the number of inclusionary lots to be provided, a fraction of a lot shall be rounded up to a whole lot; provided that the subdivider may, at the subdivider's option, provide to the town an in-lieu fee for any fractional lot. The amount of such in-lieu fees shall be set out in guidelines established by the town. The in-lieu fees shall be placed in a special housing fund for use solely for affordable housing. The town may waive an in-lieu fee if the subdivider agrees to build a number of affordable housing units acceptable to the town. Any subdivider subject to this section shall receive a density bonus of ten percent notwithstanding the provisions of Chapter

18.50. The procedures for calculating the density bonus shall be set out in guidelines established by the town. (Ord. 1997-294 § 1, 1997: Ord. 1991-262 § 1, 1991)
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$77$&+0(17
Town Hall ilnd Off1ces: 7r,:; f'nrt,,l.1 R,,,,d, Porhila Valley, CA 9-W.2.- Tel: _(-11:i) 831-1700 F,1x: (415) 851--lf.77

POLICIES FOR CALCULATING

INCLUSIONARY LOTS, BONUS LOTS AND IN-LIEU PAYMENTS
PURSUANT TO SECTION 17.20.215 OF THE MUNICIAL CODE
Adopted by
the Portola Valley Town Council
on 6/12/91, Revised 12/11/96
State law requires that all cities and counties provide for· a "fair share" of the housing needs of different income groups in each region in the state. In complying with this law, the Town of Portola Valley has established three programs. One program encourages the construction of second units, a second allows the construction of multiple family housing in selected sites for affordable housing, and the third requires subdividers to provide lots, at no cost to the town, which are to. be made available for the construction of affordable housing. It is envisioned that such housing would be constructed by a non-profit corporation.

This set of forms is intended to provide guidance in determining the contribution of lots, termed inclusionary lots, which must be made by subdividers. The town has decided that 15% of the lots in a new subdivision must be provided under this program .. To help offset this burden, the town allows a 10% density bonus in the number of lot:, in a subject subdivision. ·
The form on the next page indicates how to determine the number of inclusionary lots which must be included in a subdivision. In many instances a subdivider will end up with a requirement for a fraction of a lot. He may provide a complete lot in such an instance or he may make a payment equivalent to the value of such a fractional lot. The form on the next page indica.tes how to determine the amount of an in-lieu payment for a fractional lot.

On page 4 of this set of forms is a table which is to be completed by providing information on subdivision improvement costs.

If you need assistance in completing these forms, please contact personnel at Town Hall.

Policies for Calculating Payments per Section 17.20.215 of the Municipal Code Page 1

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The following procedures are to be followed in calculating the number of inclusionary iots to be provjded in a subdivision, the number of bonus· lots, and the amount of in-lieu payments required. A subdivider shall use the following table to make the required calculations.

1. Maximum number of lots permitted.

Cakulate pursuant to Chapter 18.50 of the zoning
ordinance. (Exclude fractional lots.) ........ .

2. Total inclusionary lots required ..

3. 4.
15% of lots in item 1. (Include fractional lots to nearest 10th.) Inclusionary lots to be included in subdivision design.

The whole number from item 2. . . · . . . . . . . . . . . .

Fractional indusionary lots required.

Item 2. minus item 3. . . . . . . . . • . .

5. Total bonus lots allowed.

6. 10% of lots in item 1. (Include fractional lots to nearest 10th.) ·.

Bonus lots allowed jn subdivision design.

The whole number from Hem 5. . . . . . , .

7. Fractional bonus lots.

Subtract item 6 from item 5.
. 8. In-Hett land payment.

Item 4 mh't.us item 7 times ·land value per lot. *.

9. In-lieu improvement cost payment.

Item 4 times improvement costs per lot. * .

Total in-lieu payment
Add items 8 and 9 (If negative, enter zero.)
* The land value per lot and improvement. costs per lot shall be c_:alculated following procedures set forth on the following page.

Policies for Calculating Payments per Section 17.20.215 of the Municipal Code Page2

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, .. ·, ~
The foregoing calculations notwithstanding, all subdivisions shall fully satisfy the 15% .inclusionary lot requirement of Section 17.20.215. After provision of inclusionary lots in a subdivision, any remaining fractional lots shall be covered by fees deteril,').ined pursuant to the land value and improvement costs per lot provisions of these policies. In no case shall the inclusionary lot requirement be less than 15% of the number of market rate lots proposed.

The subdivider shall make a deposit with the town to cover the cost to the town of retaining an appraiser to furnish the appraised value of an average improved lot in the subdivision. The appraiser shall be designated MAI, SREA or SRPA, or be a real estate appraiser certified by the State of California. The stibdivider shall furnish the information listed under item 2 on a form supplied by the town.

1. The land value per lot is equal to 80% of the appraised value of an average improved lot'in the subdivision less the improvement costs, as described in item 2. below, of an average improved lot. ·

2. Improvement costs per lot are the average cost per lot of all on-site and off-site improvements including but not limited to: grading, infrastructure, engineering, architecture, landscape architecture, geology, land planning, law, financing, town fees, special districts, and CEQA. In-lieu payments for inclusionary lofs, as required by Section 17.20.215 of the municipal code are not considered improvement costs for the purposes of this calculation.

Should the subdivider disagree with the appraisals, he/ she may appeal to the town council who shall hear the appeal under the same rules and obligations as other appeals to the town council are heard under the provisions of the zoning regulations of the town.

Policies for Calculating Payments per Section 17.20.215 of the Municipal Code Page 3

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FORM: FOR CALCULATING IMPROVEME:t\'T COSTS

OF LOTS IN SUBDMSIONS
This form is to be completed by a subdivider in support of information required for lines 8. and 9, of page 1 of this form. You are to list all costs a,ssociated with subdividing your property and selling lots. The only cost not to be included is the "in-lieu payment" required pursuant Section 17.20.215 of the Municipal Code. The sum of these costs is to be divided by · the number of lots in the subdivision to obtain the improvement costs per lot. The form lists a number ·of categories of costs but may not include all categories relevant to your sitbdivision. You are responsible for adding all costs not otherwise provided for on the form.

Bonded Improvements .................. .
(Includes improvements, engineering, inspection fees and incidental expenses,)
Costs Prior to Approval of Final Map
Land Planning . . . . . . . . . . . . .

Engineering .

Geology ... . .... ~- ...... ·--------
Landscape Architecture . . . . . . .

Architecture . . .

Legal ...... .

Financing ............................ .

Special Districts . • ........................... .

CEQA .................................. .

Town Fees ... • • .. • • " • • • ·" ♦ ' • • • • • • • • • • " • • ... .. • ~ Other (Itemize)
Total Costs .

Average Improvement Costs Per lot .....

I, the subdivider, hereby certify that the above information jndudes all development costs except any required in-lieu payment as required by Section 17.20.215 of the Municip~l Code. (Signature) (Printed Name) (Date)
Policies for Calculating Payments per Section 17.20.215 of the Municipal Code Page4

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Memorandum
To: Town of Portola Valley
From: 21 Elements, Janet Stone consultant
Date: 11/29/2021
Subject: Housing Trust Fund Memo
Table of Contents
Table of Contents
I. INTRODUCTION...............................................................................................................................................1 II. PURPOSE........................................................................................................................................................2 III. OPTIONS TO FACILITATE HTF PROGRAM/POLICY DEVELOPMENT AND ONGOING IMPLEMENTATION.........3 IV. DEPLOYING HOUSING TRUST FUND RESOURCES ..........................................................................................5 V. LIST OF ATTACHMENTS – TO ACCESS USE HTTP://WWW.21ELEMENTS.COM/OTHER-TOPICS ..................... 10 I. Introduction
This memo was prepared by the 21 Elements team in order to help the Town of Portola Valley (herein referred to as Portola Valley or “the Town”) efficiently and effectively deploy its HTF. It aims to provide general guidance and various options to consider. The project team has also included suggested Implementation Program language to consider for Portola Valley’s upcoming Housing Element update.

Portola Valley is one of several jurisdictions that submitted a response to a 21 Elements survey on Housing Trust Funds (HTF) sent to all jurisdictions in late August 2021. Portola Valley’s response indicated that staff was seeking additional guidance in deploying the Town’s HTF. On 11/2/21 Janet Stone, consultant with 21 Elements, held an hour-long scoping session zoom call with Adrienne Smith (Senior Planner), Laurel Russell, (Planning & Building Dir) and Jeremy Dennis (Town Manager). The purpose of the session was to review Portola Valley’s HTF program and identify specific areas where staff felt additional assistance was needed to better ATTACHMENT #4
21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
2 deploy the Town’s housing trust funds. For Portola Valley, the areas needing additional assistance included:
o Guidance on how they might allocate resources in the Town’s HTF o ADU policy assistance particularly around: encouraging affordable ADU units; finding out what resources and programs are available on the subject of deed-restricting ADU units; improving the Town’s ability to provide additional ADU resources and information
o Sample language staff can put in their Housing Element update referring to whatever actions they will be taking on deploying their HTFs
II. Purpose
This memo was developed in response to Portola Valley’s HTF survey and information shared during the scoping session. The 21 Elements team also reviewed relevant sections of the Town’s current Housing Element, 2020 Housing Element Annual Progress Report (2020 APR), and documents found on the Town’s website. Provided at the end of the memo is a link to additional resources on the 21 Elements web site which may prove helpful, such as information on preservation and examples of professional services RFQs (Request for Qualifications), Housing Trust Fund NOFAs (Notice of Funding Availability), and RFQs/RFPs (Request for Qualifications/ Proposals) for site-specific affordable housing.

The purpose of this memo is to provide:
o General guidance and options to consider to help the Town effectively deploy current and future HTF resources
o Suggested Implementation Program language for Portola Valley’s upcoming Housing Element update
o Ideas for initial steps the Town may wish to consider to get started This memo is not intended to provide detailed policy analysis, site identification assistance, or funding recommendations, as these deliverables are beyond the scope of this 21 Elements Housing Trust Fund initiative.

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
3 III. Options to Facilitate HTF Program/Policy Development and Ongoing Implementation
A. Consider using some HTF resources to engage a consultant to create guidelines and procedures for deploying HTF resources
How to Implement
According to staff, Portola Valley currently has a balance of around $3.5M in its HTF. This balance has built up over several years. Staff indicated that funding of the HTF is sporadic and difficult to forecast, as it is dependent on when an applicant requests a subdivision.

The Town may want to consider using a relatively small portion of its current HTF balance (e.g., up to around $30,000, or less than 1%) to contract with an experienced affordable housing consultant or consultants for assistance with structuring the Town’s HTF allocation and disbursement program, especially in light of the fact that some funds may be allocated as grants while others most likely will be in the form of loans (e.g., for housing development).

Initial tasks could include assisting with development of the HTF’s funding priorities and allocation procedures, establishing HTF loan criteria, and drafting an initial Housing Trust Fund NOFA. Ideally, these tasks could be accomplished within about 6-8 months.

Why Implement
There is ample precedent for charging a fee or using a portion of loan funds for program development and administration:
▪ Cities receiving CDBG and HOME funds are allowed to charge a portion of their allocated funding for administration costs – eligible tasks include developing funding priorities, issuing NOFAs, evaluation of NOFA responses, loan documentation, loan monitoring, etc. ▪ Jurisdictions that formerly had RDAs (Redevelopment Agencies) used a portion of their RDA funds to cover administrative expenses; successor agencies are allowed to take an administrative cost allowance
Key Idea: Use a small portion of current HTF balance to engage an experienced affordable-housing consultant to help create HTF policy and program guidelines along with allocation procedures for deploying HTF resources.

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
4 ▪ In scoping sessions with a number of jurisdictions, staff reported feeling stretched, often beyond capacity, by additional work related to the new funding programs and/or the modification of existing Inclusionary and Commercial Linkage fee programs ▪ Figuring out how to use HTF resources calls for affordable housing policy and program expertise that is often beyond the capacity of many smaller jurisdictions ▪ Several years ago, San Mateo County Department of Housing began using a small percentage of the Affordable Housing Trust Fund (AHF) to support HCD staffing time involved in administering the AFH
o The Department charges a 1.5% loan fee when a loan is committed to an affordable housing development
o Each year, approximately $250,000 in AHF loan fees is collected and used for administration of the AHF, including accounting and fiscal services, staff project management time, loan administration, and activities to carry out the NOFA process (e.g., developing NOFA funding guidelines, drafting the NOFA, evaluating responses including due diligence reviews, selection of awardees, etc.) Suggested HE Update Implementation Program language: Consider using a relatively small portion of the current Housing Trust Fund balance (e.g., up to around $30,000 or 1%) to contract with an experienced affordable housing consultant or consultants for assistance with “start-up” tasks necessary to structure the Town’s HTF allocation and disbursement program. Such tasks will include assisting with development of the HTF’s funding priorities, establishing HTF allocation procedures, and drafting an initial Housing Trust Fund NOFA.

B. Consider using some HTF resources to support a BMR monitoring program How to Implement
The Town could consider using a small amount of its HTF to engage a consultant with expertise in below-market-rate program implantation in order to create a monitoring program and provide ongoing compliance monitoring for rent-restricted units.

Key Idea: Use a small portion of current HTF balance to engage a consultant to create a monitoring program to track deed-restricted BMR units.
21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
5 While staff indicated there is only one deed-restricted unit in Portola Valley (with two additional coming soon), it would still be important to put a monitoring program in place for current and prospective deed-restricted units. This memo discusses various possibilities the Town may wish to consider for creating additional for-sale and rental deed-restricted affordable housing units that also could qualify for some type of HTF subsidy or financial assistance.

Why Implement
▪ Without appropriate BMR agreements and monitoring of compliance with BMR rent/sale and income restrictions, many affordable units – both homeownership and rental – will inevitably be lost over time
▪ Units may revert to market-rate housing due to lack of awareness on the part of owners or residents, negligence, or intentional noncompliance
▪ Simple ongoing monitoring efforts can go a long way to ensure that such loss of valuable community assets, worth many millions of dollars to replace, does not happen Suggested HE Update Implementation Program language: Consider using a small amount of the HTF funds to support monitoring of previously-built and newly-created rent-restricted units, in order to support an effective ongoing monitoring program for such BMR units.

IV. Deploying Housing Trust Fund Resources
A. Identify the Town’s funding priorities, guidelines and procedures for allocating HTF resources
B.

How to Implement
As mentioned earlier, an important initial step is to identify funding priorities for the HTF. Staff indicated that, to date, the Town has not deployed any of its HTF although there is one new project, Willow Commons, asking for funding (the project’s planning application is scheduled to come before Council in December). It appears that this funding request is being made before the Town has formally adopted any funding guidelines and procedures for deploying HTF resources, putting the Town in somewhat of an awkward position.

Key Idea: Identify funding priorities, eligibility guidelines, and allocation procedures for the HTF.
21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
6 The Town Council will most likely look to the Planning staff to implement HTF policies and programs consistent with these guidelines, or to make implementation recommendations for the Council’s consideration. The following types of funding priorities have been identified by a number of jurisdictions in the bay area:
▪ Creation of new affordable housing units, serving a range of household incomes and a diverse set of populations (including supportive housing), with an emphasis on Very Low- and Extremely-Low Income units -- income ranges that are currently underserved ▪ Preservation of deed-restricted affordable housing
▪ Preservation of “naturally-occurring” affordable housing ▪ Rental assistance for lower-income households
▪ First-time Home Buyer assistance for income-qualifying homebuyers ▪ Assistance with rehabilitation and repair for income-qualifying homeowners and rental properties
▪ Efforts to promote and encourage ADU creation
▪ Support for programs providing shelter, transitional housing, supportive housing, etc.

Note: not all of these potential funding priorities may apply to Portola Valley. For example, the Town does not have any deed-restricted affordable housing properties that are “at-risk” of conversion to market rate due to expiring use restrictions, and it is unlikely that any so-called “naturally-occurring” multifamily affordable housing exists that could be preserved. Funding priorities that are more likely to be applicable to the Town are discussed below.

As previously mentioned, the Town may wish to engage an experienced affordable housing consultant to assist the Town in exploring various programmatic ideas for deploying the HTF.

Why Implement
▪ Local HTFs accumulate funds over time and cities allocate these for public purposes ▪ Newer sources of affordable housing funds, such as Inclusionary Housing in-lieu fees and Commercial linkage fees, generally have been adopted with little guidance about specific affordable housing purposes for which they may be used
21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
7 ▪ Jurisdictions must be transparent about the use of such funds and keep the public informed about funding policies, eligibility guidelines, allocation rounds and funding decisions ▪ Before issuing NOFAs or allocating HTF resources, it would be prudent for cities to identify funding priorities, eligibility guidelines, and allocation procedures for these funds – which may, of course, change over time
Examples of affordable housing funding priorities that may be applicable to Portola Valley:

Production of New Affordable Housing Units
Typically, jurisdictions in San Mateo County place a high priority on the creation of new affordable housing units that serve a range of needs. Some jurisdictions, including the County, place a very high priority for their HTFs on the development of affordable housing units serving Very Low-Income (VLI) and Extremely Low-Income (ELI) households, including units serving special needs populations such as large family, senior, and supportive housing for persons with mental and/or physical disabilities.

Production of new affordable housing in Portola Valley will likely be accomplished primarily through the creation of ADUs, on-site below-market-rate (BMR) units built as part of new subdivisions, or through what the Town refers to as “affiliated housing.” In addition, there is currently a planning application for Willow Commons, a new 13-unit deed restricted lowincome supportive housing project that will come before the Town in December. According to the Willow Commons Fact Sheet found on the Town’s website, the proposers have applied for a “grant or forgivable loan” from the Town’s Inclusionary Funds.

The Town (with the Town attorney’s concurrence) could explore a number of ideas for using the HTF to encourage affordable housing production, including:
o Offering subsidies to assist with the creation of deed-restricted ADU and “affiliated” housing units targeted to those below 80% or Area Median Income o Offering first-time homebuyer down-payment assistance in conjunction with BMR ownership units produced in new subdivisions
o Offering to subsidize, for a set period of time, all or a portion of the rent paid to the homeowner by a home-sharing program participant, thereby enabling a home-sharing 21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
8 nonprofit organization to achieve deeper income targeting (ELI/VLI) for prospective clients
o Offering to subsidize the production of deed-restricted low-income supportive housing units that are rented in a manner consistent with fair housing requirements Encouraging and Promoting ADU Creation
As ADUs – whether deed-restricted or unrestricted – are often a source of affordable housing, some jurisdictions take a more active role in encouraging and promoting ADU construction.

During the scoping call staff mentioned that Portola Valley provides the “usual type” of customer service to walk prospective ADU clients through the ADU process. The 2020 APR indicated the Town has taken steps in the past to promote ADUs, including applying for and receiving in 2017 a grant from Home For All to conduct community workshops on housing topics including ADUs (workshops were conducted in 2018).

The Town could explore using a portion of the HTF to support additional activities promoting ADU creation such as loan programs and fee waivers for deed-restricted ADUs, holding another round of community workshops, and providing customized ADU resource materials.

Support for Programs Providing Shelter, Transitional Housing, Supportive Housing, etc.

Currently a number of jurisdictions provide city funding to support nonprofits providing shelter, transitional housing, supportive housing, shared housing, emergency rental assistance, legal aid for low-income tenants, etc. The Town could consider using some HTF resources to support these types of programs on an annual basis.

Suggested HE Update Implementation Program language: The Town will identify funding priorities, eligibility guidelines and allocation procedures for affordable housing projects and programs funded by the Town’s Housing Trust Fund.

B. Develop a “Notice of Funding Availability” (NOFA)
Key Idea: Use a NOFA process to deploy funds for affordable housing production, rehabilitation, and preservation.

Key Idea: If using the HTF to assist nonprofits providing housing-related services, consider also using a competitive process to award these funds.
21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
9 How to Implement
Housing Trust funds for affordable housing production, rehabilitation and preservation are best deployed through an open, competitive process, using NOFAs. A NOFA may include a fixed deadline when responses are due, or it can be issued on an open-ended basis where proposals may be submitted as long as the NOFA is still active. In either case, the use of a NOFA gives the jurisdiction objective criteria against which it can evaluate the merits of various proposals and determine whether the use of public funds is warranted.

A jurisdiction may also decide to use some of its HTF to assist nonprofit organizations providing shelter, transitional housing, or other housing-related services for homeless and other lowerincome populations. In this case, the jurisdiction may want to use a competitive process to award these funds as well – either by including the services-related funds in the larger HTF NOFA or using a separate competitive and open funding process.

Why Implement
▪ Local HTFs accumulate funds over time and cities allocate these for public purposes ▪ Jurisdictions must be transparent about the use of such funds and keep the public informed about policies, allocation rounds and funding decisions ▪ Affordable and market-rate housing developers also benefit from understanding the jurisdiction’s funding priorities and policies
Suggested HE Update Implementation Program language: The Town will issue an initial Housing Trust Fund “Notice of Funding Availability” (NOFA) to assist with affordable housing production.

The Town will also consider using a portion of the HTF to support housing-related programs and services provided by nonprofit organizations.
21 Elements

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Housing Trust Fund Memo – Town of Portola Valley
November 29, 2021
10 V. List of Attachments – to access use http://www.21elements.com/other-topics RFQ examples
▪ RFQ – Affordable Housing Financial Consultant (County Dept of Housing, 2021) ▪ RFQ – Affordable Housing Financial Consultant – Q&A (County Dept of Housing, 2021) ▪ RFQ – Affordable Housing/Homeless Services Consultants (County of Alameda, 2020) ▪ RFQ – Qualified Development Partners for Project Homekey (County Dept of Housing, 2021) ▪ RFQ – Qualified Developers for Multiple Development Opportunity Sites (Daly City, 2017) ▪ RFQ – Qualified Developers – Bay Meadows Site (City of San Mateo, 2016) RFP examples
▪ RFP – Developer - Middlefield Junction – Parcel A (County Dept of Housing, 2018) ▪ RFP – Developer - Midway/Bayshore Redevelopment Project (County Dept of Housing, 2017) ▪ RFP – Developer – Bradford Affordable Housing (Redwood City, 2015) Other resources
▪ County Department of Housing Loan Policies – June 2020 ▪ CHPC – Best Practices in Local Government Preservation Strategies (2019) ▪ Jordan Court Affordable Housing (Faith-Based) – Berkeley (2020) ▪ Immanuel-Sobrato Affordable Housing (Faith-Based) – San Jose (2021) ▪ (Partial) List of Affordable Housing consultants who provide assistance to Local Governments 21 Elements

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Willow Commons: Proposal for a Residential Community for Adults with Intellectual or Developmental Delays (IDD.)
While there is general awareness and acceptance of an affordable housing crisis in the San Francisco Bay Area and Peninsula, there is far less appreciation that the housing crisis is even more acute for individuals who require supportive services along with housing. A group that falls into this category are adults with intellectual or developmental delays (IDD). These individuals are eligible for supportive living services offered by California’s network of Regional Centers.

The Golden Gate Regional Center, which supports San Mateo County residents, reports that over two-thirds of adults with IDD in the county do not have independent housing. This figure includes 100% of adults with IDD who live in Portola Valley, a statistic that must be reported annually to the state for RHNA compliance. The attached proposal intends to assist in addressing this acute need because we believe these individuals deserve high-quality solutions that offer mutual benefits within the communities where they live and work.

We are proposing a thirteen-unit residential community called Willow Commons. The proposal utilizes the legal provisions of California’s Density Bonus and Supportive Housing Laws that have been put into place over the last several years to enable the creation of permanent and affordable supportive housing. This is a first for Portola Valley and involves a more streamlined approval process, a fixed timeline, and entails satisfying only objective standards while offering several incentives and concessions if 100% of the units are deed-restricted for low-income residents, which these will. As residents of Portola Valley for over two decades, we value the rural nature of our community and its environmental and historic heritage and so we have considered a number of factors, outlined below when developing this proposal.

View of Willow Commons looking North from Alpine Road
Location: The site we have chosen, 4388 Alpine Road, is in a commercial corridor and part of the Nathorst Triangle, an area about which former planning commissioner Betsy Crowder penned an op-ed in the Almanac two decades ago, promoting the location as ideal for affordable housing. This location offers benefits to various constituencies within the Town. The intended ATTACHMENT #5

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residents, who for the most part will not have driver’s licenses, will have multiple opportunities for employment within walking distance of their homes. Local employers such as The Woodside Priory, The Sequoias, Roberts Market, and the Portola Valley School District, all of whom have provided supportive letters included in this proposal, will have the potential for a loyal, local labor force. The setting within a commercial corridor minimizes the impact of multi-unit housing on current residents of the Town.

Design: Appreciating the care that has gone into the Town’s General Plan, the overall design guidelines that stress good environmental stewardship and “blending in,” and recognizing that this type of project is a first for the Town, we have been intentional with all aspects of the design.

We have assembled a team, including many Portola Valley residents who have worked on many projects in the Town for decades and have asked the architects to use the Portola Valley Town Center as the design inspiration. The architecture of Willow Commons aims to conserve Portola Valley’s rural character while providing attractive, tranquil residences and support spaces for the residents. Acknowledging that the site is in the Alpine Scenic Corridor, we have protected and highlighted trees and other natural elements, and created spaces that preserve as much of the existing landscape as possible, allowing and intending for residents and visitors to enjoy meaningful connections with Portola Valley’s natural habitats.

Residences: The specific needs of the intended population have guided the decisions around the components of the proposed supportive housing community. The proposal includes eleven one-bedroom apartment units each at less than 500 square feet in size, an attached ADU of similar size and design, and a second, slightly larger, detached ADU. The size of the apartment

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units is intentionally small, to be large enough for residents to have a space that is all their own, but not so large that they would prefer spending all their time there rather than interacting with others in the community. This is important because research has shown many adults with IDD who do not have adequate social interaction become isolated and may develop depression. The small unit size also serves to accommodate thirteen units on the site. Thirteen units are the maximum that are allowed “by right” (without a conditional use permit) per the Density Bonus Law. This number of units is a critical factor in ensuring a successful community dynamic and the operational economics for ongoing financial viability. Two units are intended as residences for staff so that we will be able to attract and retain quality support staff in a high cost of living area.

Common Spaces: Residents will enter the Willow Commons through a single, common entrance to a building housing a staff office, allowing for eyes on residents for safety and social interaction as they come and go. This common building will have a kitchen, dining and lounging areas where residents can prepare and share meals, and interact with one another. There will be a multipurpose room for hosting exercise classes, movie nights or other activities that the residents and staff initiate. There will also be a vocational training center where residents will have the opportunity to interact with the broader Portola Valley community while developing the customer service and other skills associated with a training coffee counter.

Sustainability Considerations: The architecture of Willow Commons aims to preserve and enhance the native ecosystems and habitats of the site and the region. The residences are organized behind a main support building that fronts Alpine Road. Residences are oriented along an East-West axis to optimize daylighting. Photovoltaic panels on the residential roofs are oriented south for maximum solar power generation. Roof overhangs and louvers on residences and the support building reduce glare and provide shading during summer months, but allow light penetration for solar heat gain during the winter months, reducing demand from mechanical heating and cooling systems. Additionally, high clerestory windows in the support building and residences paired with sliding glass doors provide cross-ventilation allowing for a night-time cooling cycle.

Impact to the Town:
● The project provides the Town with a significant number of (and some of the first) deed-restricted, low or very low-income housing units. These housing categories are required by state mandates (RHNA) and identified as a priority for the Town. ● The project provides the Town its first example of a residential setting that provides Home-Based and Community services (HBCS), dedicated to providing qualified individuals with successful community integration. This is currently an unmet need in the Town's General Plan/Housing Element.
● The project prioritizes and facilitates residents' initiative, independence, and integration in the larger community, providing the Town with a more diverse, inclusive, and equitable

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community, as identified by the Town's new Equity Committee. ● The location sits adjacent to a commercial corridor on a very accessible flat lot within the moderate zone in the 2008 Moritz Fuel Hazard Map and has a relatively lower risk to seismic activity. The location does not interrupt existing trail systems or wildlife corridors. ● The impact on traffic and concerns about the impact of additional vehicles on emergency evacuation will be negligible since the significant majority of residents will not be drivers.

The need for parking on a per unit basis will be low for the same reason. ● The project offers an example of intentional building and landscape design that reflects the stated mission and goals of the Town’s Conservation and Sustainability Committees. ● Local employers will benefit from having a source of loyal, entry-level employees. In particular, the project has the potential to benefit the local schools where, rather than presenting a potential drain on the school system, the residents are potential candidates for some difficult-to-fill staffing and/or volunteer positions. ● The project presents to the Town an ideal opportunity for appropriate use of existing Town funds intended for low-cost/supportive housing and that could provide meaningful assistance to this project.

Architects
CJW Architecture Carter Warr, Kevin Schwarckopf
Anderson Brule Architects Pamela Anderson-Brule, Jason Hull, Daniel Ho Landscape Design
Cleaver Design Associates Bob Cleaver, Loretta Drummond Construction
Tincher Construction Rich Tincher
Interior Design
Staprans Design Lisa Staprans
Legal
Meyers Nave Jon Goetz
Holland & Knight Chelsea Maclean, Kevin Ashe
Consultants
McClenahan, Arborists
H. T. Harvey & Associates, Ecological Consultants
Lea & Braze Engineering, Inc., Civil Engineers, Land Surveyors Kavanaugh Real Estate Group, Real Estate
Willow Commons, Executive Director Brenda Bachechi
Portola Valley Resident Proposers: Jim White, Patty White

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Willow Commons
4388 Alpine Road, Portola Valley
October 4, 2021

DENSITY BONUS PROPOSAL
This Density Bonus Proposal is submitted to the Town of Portola Valley pursuant to Chapter

18.17 of the Portola Valley Municipal Code and California Government Code Section 65915(a).

This Density Bonus Proposal is submitted concurrently with the filing of the formal planning application for the proposed Project, as provided for in Portola Valley Municipal Code Section

18.17.040.

1. Project Site
Site Address: 4388 Alpine Road
Project Proponent: Patty Ann and Jim White
APN: 079-072-120
Site Area: 54,450 square feet
Site Zoning District: A-P (Administrative Professional)

2. Project Description
The proposed project is the construction of a groundbreaking affordable permanent supportive housing project for adults with developmental disabilities to be located at 4388 Alpine Road, Portola Valley, tentatively called Willow Commons Apartments (the “Project”). The Project will include thirteen total units, with eleven independent living units for intellectually and/or developmentally disabled (“IDD”) adults, and two accessory dwelling units (“ADUs”) for program managers. The total density for the Project is 10.4 residential units per acre. The independent living units will all be rented at affordable rates for very low and/or lower-income tenants and will be deed-restricted for at least 55 years as required by State Density Bonus Law to ensure that the rents remain affordable. To support the supportive living services program (the “Program”) in a sustainable way, a portion of the managerial staff will be housed in two ADUs on the site, which will help the Project to attract and retain key staff. The program will include extensive services and service coordination to enable the tenants to live independently, support social engagement, build healthy life skills, coordinate outside services such as medical, dental, transportation, and job training, and provide job and employer support at the training center coffee counter as described in the AB 2162 description.

The Project is an outstanding opportunity for Portola Valley to achieve the Town’s long-term goal of creating affordable housing in accordance with the Town’s General Plan Housing Element and its obligations under state law. The Project would be the first supportive housing project in Portola Valley, the first deed-restricted low-income housing in the Town, as well as the first density bonus project.

The number and size of each component of the Project is proposed as follows:

Component Net Square Feet (Not
Gross Square Feet
including exterior
ATTACHMENT #6

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walls, shafts, stairs)
Six Base 1 BR
Affordable
Independent Living
Units
(6 x 493 sq. ft.)
(6 x 555 sq. ft.)
= 2,958 sq. ft.
= 3,330 sq. ft.

Five 1 BR Density
Bonus Affordable
Independent Living
Units
(5 x 493 sq. ft.)
(5 x 555 sq. ft.)
= 2,465 sq. ft.
= 2,775 sq. ft.

Two ADUs (493 sq. ft. + 792 sq.
(555 sq. ft. + 872 sq.
ft.) = 1,285 sq. ft.
ft.) = 1,427 sq. ft.

Supportive Living
Program Common
Area (education,
recreation,
office, training coffee
shop, guest room,
individual resident
onsite storage units).1
Total
(535 sq. ft. + 3939 sq.
(535 sq. ft. + 4,213 sq.
ft.) = 4,474 sq. ft.
ft.) = 4,748 sq. ft.
**Basement area is 1,328
**Basement area is 1,328 sq.
sq. ft., which is less than
ft., which is less than the area
the area of the first floor of
of the first floor of the
the
building. Basement ceiling
height does not exceed 12
building. Basement ceiling
feet. Basement area therefore
height does not exceed 12
does not count as floor area.
feet. Basement area
therefore does not count as
floor area.
11,182 net sq. ft. 12,280 gross sq. ft.

Maximum 12,841 sq. ft.
12,841 sq. ft.
(Derived as proportional
(Derived as proportional
to 7,079 sf for six base

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to 7,079 sf for six base
units)
units)
Remaining Capacity 1,659 sq. ft. 561 sq. ft.

3. Residential Units.

The Project will consist of six “base” units and five density bonus units, with all of those units affordable to low- and/or very-low-income households, and two Accessory Dwelling Units with no affordability or income restrictions.
a. Base Units. The base units are the six independent living units that are principal permitted uses in the A-P Zone. Principal permitted uses in the A-P Zone to include those uses which are permitted in the R-1 Zone (Municipal Code §18.22.020(B)), including supportive housing for six or fewer persons (§18.14.020(B)). “Supportive housing” is defined in Municipal Code §18.04.515 as “housing with no limit on the length of stay, that is occupied either by adults with low-income having one or more disabilities or by individuals eligible for services provided under the Lanterman Developmental Disabilities Act (Welfare and Institutions Code, Section 4500 et seq.), and that is linked to on- or off-site services that assist the supportive housing residents in retaining the housing, improving their health, and maximizing their abilities to live,
1 Floor area of the basement does not count as floor area if ceiling height does not exceed 12 feet and basement area does not exceed the area of the first floor of the building (Municipal Code §18.54.050(B)) 2 #151294147_v2
and when possible, work in the community.” For the reasons discussed above, the Project meets the Municipal Code definition of supportive housing.
b. Density Bonus Units. The density bonus units are five additional supportive housing units. State Density Bonus Law provides that a housing project with 100% of the base units affordable at the low- and very low-income levels (excluding manager’s units) is entitled to an 80% density bonus (Govt. Code §65915(f)(3)(D)). Density bonus units are rounded to the next higher whole number (Govt. Code §65915(f)(5)). With six base units, therefore, the Project is entitled to five density bonus units (6 x 80% = 4.8, rounded up to 5). The five density bonus units in the Project, therefore, are in conformance with State Density Bonus Law. c. Accessory Dwelling Units. The Project will include two additional units which are ADUs, pursuant to Municipal Code §18.36.040(B) and Government Code § 65852.2(e)(1)(D). Both ADUs are expected to be used as manager’s units to house Program staff members, and would not have any limits on tenant incomes or rents. In the event that an ADU is instead used as a supportive housing unit, it would be subject to the applicable income and rent limits, and one of the other units would then be used as a manager’s unit with no limits on tenant incomes or rents.

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4. Affordable Housing Requirements.

For a project obtaining an 80% density bonus, the State Density Bonus Law requires that at least 80% of the units (other than manager’s units) in the Project must be restricted to very-low and lower-income households, with up to 20% restricted to moderate-income households (Government Code §65915(b)(1)(G)). The supportive housing law requires that all of the units (other than manager’s units) in the Project be restricted to lower-income households (Government Code §65651(a)(2)). In order to satisfy both requirements, the eleven supportive housing units in the Project are all proposed to be restricted to very low-income and/or lower-income residents. The number of units in each of those income groups will be determined at a later time by the Applicant.

The maximum annual incomes under current San Mateo County median income figures (as published by the California Department of Housing and Community Development on April 26, 2021) are as follows:

Lower-income: $102,450 for 1 person household
$117,100 for 2 person household
Very low-income: $63,950 for 1 person household
$73,100 for 2 person household
The State Density Bonus Law requires that rental units shall be leased at an affordable rent for a period of not less than fifty-five years (Government Code §65915(c)(1)), and the supportive housing law also requires fifty-five-year affordability restrictions (Government Code §65651(a)(1)). The State Density Bonus Law requires that the rent for lower-income and very low-income affordable units be at an affordable rent as defined by Health and Safety Code §50053 (Government Code §65915(c)(2)), while the supportive housing law does not establish a 3 #151294147_v2
maximum rent level. In order to satisfy the affordability requirements of both statutes, the eleven supportive housing units in the Project are all proposed to be rented at an affordable rent as defined by Health and Safety Code §50053. That section establishes the maximum monthly rent for lower-income units at 30% times 60% of area median income for a household size appropriate to the unit (household of two for a one-bedroom unit) and establishes the maximum monthly rent for very low-income units at 30% times 50% of area median income for a household size appropriate to the unit (household of two for a one-bedroom unit).

The maximum monthly rents for one-bedroom affordable units under current San Mateo County median income figures (as published by the California Department of Housing and Community Development on April 26, 2021) would be calculated as follows:

Lower-income residents: $119,700 x 0.3 x 0.6 divided by 12 = $1,795.50/month Very-low income tenants: $119,700 x 0.3 x 0.5 divided by 12 = $1,496.25 /month Median income figures are revised annually, and the maximum monthly rents will also change

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upon those annual revisions.

The income and affordable rent requirements described above would be set forth in an Affordable Supportive Housing Regulatory Agreement (or similar document) between the owners of the Project and the Town, which would be recorded against the Project in the San Mateo County Recorder’s office and would be binding on all current and future owners of the Project for a fifty-five-year term. The Affordable Supportive Housing Regulatory Agreement would satisfy the requirements of Municipal Code Section 18.17.060, as well as the requirements of the State Density Bonus Law (Government Code §65915(c)(1)) and supportive housing law (Government Code §65651(a)(1)). The Affordable Housing Agreement would also contain covenants and conditions to meet the requirements of the state supportive housing law, including a requirement that all residents of the eleven units must meet the criteria of the target IDD population, that all units contain a bathroom and kitchen, that supportive services will be available to all Project residents to allow all residents to live independently, and that the Project contains the minimum amount of nonresidential floor area needed for onsite supportive services.

5. Requested Incentives and Concessions.

The State Density Bonus Law provides that housing projects with 100% affordable units (other than manager’s units) are entitled to four incentives or concessions (Government Code §65915(d)(2)(D)). As the Project provides for 100% affordable units, the Project would therefore be entitled to four incentives or concessions as requested by the Applicant. The Applicant proposes the following incentives and concessions:
a. Setbacks. Per the definition of incentives and concessions in the State Density Bonus Law,an incentive or concession may include a reduction in site development standards, a modification of zoning code requirements, or architectural design requirements, including but not limited to a reduction in setback requirements (Government Code §65915(k)(1)). Two of the supportive housing units in the proposed Project (Buildings B and C, located 4 #151294147_v2
near the western property line) have setbacks from the property line that are smaller than the applicable 20-foot setback requirements in § 18.48.010 of the Municipal Code.

The imposition of the 20 ft. setback would obstruct the current placement of Buildings B and C in the Project. (See Site Plan). This would either (1) require the elimination of a building or units within those buildings, effectively reducing the overall density of the Project, and thereby reducing the overall affordable rent gathered for this self-sustaining Project, or (2) require that the density and height of the buildings be increased in order to retain thirteen residential units in the project. Site diagrams illustrating these alternative development scenarios are attached at Attachment 6.

Under the first scenario, if Buildings B and C are precluded from being constructed as configured, one or more residential units within Buildings C and D would need to be eliminated in order to satisfy the setback requirement. The Willow Commons Apartments Pro Forma (“Pro Forma”) included below analyzes operational costs and revenue from the Project under two reduced density scenarios: “Loss of 1 Unit” and

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“Loss of 1 Building.” The Pro Forma shows that the loss of one unit would result in an increase of capital costs per unit of $41,266, and the loss of one building would result in an increase of capital costs per unit of $220,086. The loss of units impacts not only the viability of the supportive housing component of the Project, but also supportive services. The Pro Forma demonstrates that the loss of one unit would result in a $38,500 annual loss of net income, and the loss of one building would result in a $161,000 annual loss of net income.

Under the second scenario, in order to adhere to the 20 ft. setback requirement and maintain Project viability, the Project would need to construct a 3-story structure at the Project Site. As demonstrated in the Pro Forma, construction, design and landscaping/infrastructure capital costs increase considerably under the 3-story structure scenario, with total costs increasing by $500,000 and per unit costs increasing by $38,462. A significant portion of the increase in construction costs per square foot with a 3-story structure would result from the need for the Project to design and install a 3-story elevator to maintain Americans with Disabilities Act (ADA) compliance for physically disabled inhabitants. The Pro Forma demonstrates that the three story design would reduce annual net income by $8,000, with a portion of the increase due to the elevator maintenance costs..

Therefore, both scenarios above which would be required to comply with the 20 foot setback requirement would both increase the capital costs of the Project and reduce net income. For these reasons, as demonstrated by the Pro Forma, a concession/incentive to the setback will result in identifiable and actual cost reductions to provide for affordable rents to Project residents.
5 #151294147_v2

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b. Open Space Requirements. [The Applicant believes that the proposed Project is permitted to be constructed under the requirements of the Nathhorst Triangle Area Plan.

However, if the Town determines that any of the proposed uses on the back portion of the lot do not meet the requirements for Community Park, Open Space and Buffer Planting uses on such portion of the lot, the Applicant hereby makes the following incentive/concession request] The State Density Bonus Law provides that an incentive or concession may include a reduction in site development standards, a modification of zoning code requirements, or architectural design requirements, or other regulatory incentives and concessions that result in identifiable and actual cost reductions to provide for affordable rents (Government Code §65915(k)(1),(3)). The Applicant hereby requests that the Town waive or modify any conflicting open space requirements of the Nathhorst Triangle Area Plan as may be necessary to permit one ADU housing unit and . associated facilities including a creative multipurpose space for recreational purposes, a bridge over the creek, bioretention basins, swings, picnic areas, boulders, trees, raised planter boxes, landscaping, sidewalks and other accessory uses on the rear portion of the site, as depicted on the site map submitted for the Project.

The majority of the proposed uses on this portion of the site are consistent with the open space objectives of the Nathhorst Triangle Area Plan, specifically including the bridge, bioretention basins, swings, picnic areas, boulders, trees, raised planter boxes, 6 #151294147_v2

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landscaping, and sidewalks. Allowing housing and the other proposed accessory uses on the rear portion of the lot would actually result in identifiable and actual cost reductions to provide for affordable rents for the Project’s supportive housing units. Without the ability to construct these uses in the back portion of the site, the staff housing would need to be moved to the front portion of the site, which would require that the staff units either be built by increasing the height of two of the two-story housing units to three stories, or by adding the staff housing to the nonresidential buildings. Either way, as demonstrated in the above pro forma, these changes would significantly increase the costs of the Project in the same manner as the 20-foot setback, due to the increased complexity of building requirements for those units. Increased costs would worsen the economics of both constructing and operating the Project, and reduce the ability of the Project to provide for affordable rents for the supportive housing units. For these reasons, as demonstrated by the Pro Forma, a concession/incentive to permit one ADU and the above described associated uses will result in identifiable and actual cost reductions to provide for affordable rents to Project residents.
c. Town Financial Assistance. The Applicant hereby requests Town approval of financial assistance to the Project. The applicant proposes a grant or forgivable loan of $3,500,000, and a waiver of Town permit application fees and development fees. The proceeds of the assistance would be used to pay for the cost of the school district and other governmental fees, as well as costs of construction of the residential units. Upon request, the Applicant will provide the Town a pro forma or other report evidencing that the requested assistance results in identifiable, financially sufficient, and actual cost reductions that are necessary to make the housing units economically feasible. The Applicant would enter into a grant or loan agreement with the Town to memorialize the terms and conditions of the assistance. The agreement for the financial assistance might require the Applicant to restrict some of the independent units to very low-income persons instead of lower-income persons. Financial assistance for the project would be consistent with Program 7 of the Town’s Housing Element, which states that the Town should consider the use of the money in the Town’s in-lieu housing fund, including the money from the sale of the Blue Oaks BMR lots, to meet identified local affordable housing needs and provide affordable housing.
d. Reservation of Additional Incentives or Concessions. The Applicant reserves the right to request additional incentives or concessions at a later time, to the extent needed.

6. Request for Development Standard Waivers. The State Density Bonus Law provides that a city may not apply a development standard that will have the effect of physically precluding the construction of a density bonus project at the density permitted under the density bonus law (Government Code §65915(e)(1)). It further permits an applicant to submit a proposal for the waiver or reduction of such development standards. Development standards are broadly defined to include such things as height limitations, setback requirements, floor area ratio requirements or open space requirements (Government Code §65915(o)). a. Floor Area. Applicant believes that the Project is entitled to 12,841 square feet of total floor area under the Municipal Code, which is proportional to the 7,079 square feet of 7

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#151294147_v2
total floor area which is permitted for the six base units. However, if it is determined that the Project is entitled to a lesser amount of floor area under the Municipal Code, the Applicant hereby requests a development standard modification to allow 12,841 square feet. The requested square footage of total floor area is the amount of floor area which is necessary for the construction of the thirteen residential units, community space, and associated improvements and is proportional to the amount of floor area which is permitted for the six base units.

Without the proportionate floor area increase, use of the base floor area would physically preclude the construction of the allowable units, community space and associated improvements, as it would not be physically feasible to construct the thirteen units, community space, and associated improvements within 7,079 of floor area. Because the Project is a supportive independent living housing project for persons with intellectual and developmental disabilities, it is necessary for each of the residential units to contain sufficient space for a single bedroom, kitchen, bathroom and living room. It is further necessary for there to be sufficient community space in the Project to conduct the educational, training, and community support programs that are both required under the supportive housing law and necessary for the success of the program. If the allowable floor area is determined to be 7,079 square feet, it is therefore necessary for the floor area required to be modified to 12,841 square feet in order to physically permit the construction of the proposed Project.

To the extent that we later identify any additional development standards that would physically preclude construction of the allowable units, the Applicant reserves the right to make future requests for the waiver or reduction of Town development standards to comply with the State Density Bonus Law.

7. Request for State Law Parking Standards. Under the State Density Bonus Law, upon the request of the developer, a city shall not require a vehicular parking ratio, inclusive of parking for persons with a disability and guests, that exceeds the standards set forth in the State Density Bonus Law (Government Code §65915(p). If the development consists solely of rental units, exclusive of manager’s units, with an affordable housing cost to lower-income families, and the development is a special needs housing project or a supportive housing project, then upon the request of the developer, the city shall not impose any minimum vehicular parking requirement.

In order to qualify for this special parking requirement, a development that is a special needs housing development must have either paratransit service or unobstructed access, within a one-half mile to a fixed bus route service that operates at least eight times per day. (Government Code §65915(p)(4)). The developer’s request for these parking standards is in addition to and does not count as an incentive or concession request. (Government Code §65915(p)(9)).

We hereby request pursuant to Government Code §65915(p) that the Town not impose any minimum vehicular parking requirement for the supportive housing units in the Project. The Project qualifies for this provision because the development is a supportive housing project, and the residents of the development will qualify for and have access to paratransit service provided by SamTrans.
8

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#151294147_v2
However, we do not request any reduction in the parking ratio normally required by the Town Municipal Code for the training coffee counter component of the Project. Normally 10 parking spaces would be required for the 25 seat training coffee counter (one space per each 2.5 seats or stools per Municipal Code §18.60.110, Table 5, food establishments). The proposal includes 17 total parking spaces, which exceeds the 12 spaces required. The requested number of parking spaces will be more than sufficient to meet the needs of the customers of the training coffee counter, Project staff and service providers, and guests and families of the residents.

8. Application Completeness Determination. Finally, we request that, pursuant to Government Code §65915(a)(3)(C), the Town notify us of the completeness of our density bonus application, the Town’s determination as to the amount of the density bonus, parking ratio, and requested incentives and concessions and development standard waivers, and whether we have provided sufficient information for the Town to make the foregoing determinations. 9 #151294147_v2

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#13

There are no written materials for Council Liaison Committee and Regional Agencies Reports

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#14

There are no written materials for Town Manager Report

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TOWN COUNCIL WEEKLY DIGEST
Friday – December 10, 2021

1. Agenda – Architectural & Site Control Commission – Monday, December 13, 2021

2. Agenda – Race & Equity Committee – Tuesday, December 14, 2021

3. Agenda – Trails & Paths Committee – Wednesday, December 15, 2021

4. Agenda – Planning Commission – Wednesday, December 15, 2021

5. Agenda – Public Works Committee – Thursday, December 16, 2021

6. Agenda – Sustainability Committee – Thursday, December 16, 2021

7. Agenda (Canceled) – Parks & Recreation Committee – Thursday, December 16, 2021

8. Notice of Portola Valley Town Council Reorganization for 2022

9. Resident Comment – M. Irvin re Fire Safety

10. Resident Comment – D. Cardinal re Town Evacuation Drills

11. Resident Comment – D. Carlson re Fire Safety

12. Resident Comment – S. Chaput re Possibilities and Opportunities

13. Resident Comment – S. Vandeputte re Town Evacuation Drills

14. Resident Comment – R. Comes re League of Women Voters Anniversary Event

15. C/CAG Notice of Committee Vacancies for BPAC, RMCP, and CMEQ

16. Notice of Council Reorganization – City of Redwood City

17. Notice of Council Reorganization – City of Foster City Attached Separates (Council Only)
(placed in your Town Hall mailbox)

1. None

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______________________________________________________________________________

SPECIAL MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M.

Brown Act (Brown Act) to allow legislative bodies to continue to meet virtually during the present public health emergency. AB 361 is an urgency bill which goes into effect on October 1, 2021. The bill extends the teleconference procedures authorized in Executive Order N-29-20, which expired on September 30, 2021, during the current COVID19 pandemic and allows future teleconference procedures under limited circumstances defined in the bill. Portola Valley Town Council and commission and committee public meetings are being conducted electronically to prevent imminent risks to the health or safety of attendees. The meeting is not available for in-person attendance. Members of the public may attend the meeting by video or phone linked in this agenda.

Below are instructions on how to join and participate in a Zoom meeting.

Join Zoom Meeting Online:

Please select this link to join the meeting:
https://us06web.zoom.us/j/81628878837?pwd=TWhhMmQ1MmJpOGl6U0MvSTI3SXR3dz09 Or: Go to Zoom.com – Click Join a Meeting – Enter the Meeting ID Meeting ID: 816 2887 8837 Passcode: 851227
Or Telephone:

1.669.900.6833

1.888.788.0099 (toll-free) Enter same Meeting ID and Passcode *6 - Toggle mute/unmute. *9 - Raise hand.

Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please send an email to [email protected] by 12:00 PM on the day of the meeting. All comments received by that time will be distributed to Commissioners prior to the meeting. All comments received are included in the public record.

We encourage anyone who has the ability to join the meeting online to do so. You will have access to any presentations that will be shown on your screen and can easily ask questions using the “raise your hand” feature when the Chair calls for them.

TOWN OF PORTOLA VALLEY
4:00 PM – Architectural Site Control Commission Meeting Monday, December 13, 2021

THIS SPECIAL MEETING IS BEING HELD

VIA TELECONFERENCE ONLY
#1

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Agenda – ASCC
December 13, 2021

Page 2 ends

4:00 PM - CALL TO ORDER
Commissioners Cheung, Koch, Sill, Vice-Chair Wilson, Chair Ross

ORAL COMMUNICATIONS
Persons wishing to address the Architectural and Site Control Commission on any subject not on the agenda may do so now.

Please note however, that the Architectural and Site Control Commission is not able to undertake extended discussion or action tonight on items not on the agenda.

NEW BUSINESS

1. Architectural Review of an application for a new Supportive Housing Multi-Unit Residential Development including 11 units for adults with intellectual or developmental delays and two units for proram management staff to live on site, File # PLN_ARCH0018-2021, 4388 Alpine Road, Jim and Patty Ann White (J. Garcia)

COMMISSION, STAFF, COMMITTEE REPORTS AND RECOMMENDATIONS

2. Commission Reports

3. Staff Report

APPROVAL OF MINUTES

4. ASCC Meeting of November 8, 2021

ADJOURNMENT

AVAILABILITY OF INFORMATION
For more information on the projects to be considered by the ASCC at the Special Field and Regular meetings, as well as the scope of reviews and actions tentatively anticipated, please contact Carol Borck in the Planning Department at Portola Valley Town Hall, 650- 851-1700 ex. 211. Further, the start times for other than the first Special Field meeting are tentative and dependent on the actual time needed for the preceding Special Field meeting.

Any writing or documents provided to a majority of the Town Council or Commissions regarding any item on this agenda will be made available for public inspection at Town Hall located 765 Portola Road, Portola Valley, CA during normal business hours. Copies of all agenda reports and supporting data are available for viewing and inspection at Town Hall.

ASSISTANCE FOR PEOPLE WITH DISABILITIES
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Planning Department at (650) 851-1700. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting.

PUBLIC HEARINGS
Public Hearings provide the general public and interested parties an opportunity to provide testimony on these items. If you challenge any proposed action(s) in court, you may be limited to raising only issues you or someone else raised at the Public Hearing(s) described in this agenda, or in written correspondence delivered to the Architectural and Site Control Commission at, or prior to, the Public Hearing(s).

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__________________________________________________________________________________________

VIDEOCONFERENCE MEETING AGENDA
Remote Meeting Covid-19 Advisory: On March 17, 2020, the Governor of California issued Executive Order N29-20, suspending certain provisions of the Ralph M. Brown Act in order to allow for local legislative bodies to conduct their meetings telephonically or by other electronic means. Pursuant to the statewide Shelter-In-Place Order issued by the Governor in Executive Order N-33-20 on March 19, 2020, and the CDC's social distancing guidelines which discourage large public gatherings, Portola Valley Town Council meetings are being conducted electronically. The meeting is not available for in-person attendance.

Members of the public may attend the meeting by video or phone linked in this agenda.

Join Zoom Video Meeting:
https://us06web.zoom.us/j/87683045286?pwd=c3pNSTFVNEVQVWI1UzFrQ1lMMlltZz09 Phone into Zoom Meeting:
1-669-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
Meeting ID: 876 8304 5286
Password: 051753

1. Call to Order

2. Roll Call:

Committee members: Kim Marinucci, Patt Baenen, Johnathan Clark, Cole Kawaja, Judith Murphy, Lucy Neely, Andrew Pierce, and Gwendolyn Stritter Council Liaisons: Maryann Derwin

3. Oral Communications for Items not on the agenda

4. Approve Meeting Minutes for November 9, 2021,

5. Old Business:
1) Subcommittee updates (Housing, Safe space, Town seal, Town policies, etc.)

6. New Business
1) Manzanita Works proposal (attached)
2) Town-wide activity for the MLK National Day of Service on January 17, 2022 3) Indigenous Peoples (Lucy)
3) Town Council annual workshop with commissions and committees (January 26, 2022); present our priorities and budget
4) Committee Membership for 2022

7. Adjournment
Town of Portola Valley
Race & Equity Committee
Tuesday, December 14, 2021 – 7:00 PM
Special Videoconference Meeting via Zoom
Time - Date94028
Time - Date
#2

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____________________________________________________________________________________________________________

SPECIAL VIDEOCONFERENCE MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M.

Brown Act (Brown Act) to allow legislative bodies to continue to meet virtually during the present public health emergency. AB 361 is an urgency bill which goes into effect on October 1, 2021. The bill extends the teleconference procedures authorized in Executive Order N-29-20, which expired on September 30, 2021, during the current COVID-19 pandemic and allows future teleconference procedures under limited circumstances defined in the bill. Portola Valley Town Council and commission and committee public meetings are being conducted electronically to prevent imminent risks to the health or safety of attendees. The meeting is not available for in-person attendance. Members of the public may attend the meeting by video or phone linked in this agenda.

Join Zoom Meeting:
https://us06web.zoom.us/j/85139191659?pwd=WFJValJramI0anBlYWQvT2RCS3FNUT09 Meeting ID: 851 3919 1659
Password: 064844
To access the meeting by phone, dial:
1-699-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute - press *6
Raise Hand - press *9

1. Call to Order

2. Oral/Community Communications

3. Approval of Minutes from October 19, 2021, meeting

4. Old Business
a. Trail Conditions, Work, and Budget for October/November 2021: Howard Update/Discussion
b. Alpine Trail/Safe Route to Schools Subcommittee: Group – membership and charter/objectives discussion
c. PV Trail Map Subcommittee: Group – update/discussion

5. New Business
a. Willow Commons Project: Group – discussion and comments to the planning department
b. 2022 Trails and Paths Projects/Priorities: Group – discussion c. Trail Sign modification for leashed dogs: Group – discussion/recommendation

6. Other Business

7. Adjournment

TOWN OF PORTOLA VALLEY
Trails and Paths Committee Meeting
Wednesday, December 15, 2021, 9:00 AM
Special Videoconference Meeting via Zoom
#3

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_____________________________________________________________________________

SPECIAL MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M. Brown Act (Brown Act) to allow legislative bodies to continue to meet virtually during the present public health emergency. AB 361 is an urgency bill which goes into effect on October 1, 2021. The bill extends the teleconference procedures authorized in Executive Order N-29-20, which expired on September 30, 2021, during the current COVID-19 pandemic and allows future teleconference procedures under limited circumstances defined in the bill. Portola Valley Town Council and commission and committee public meetings are being conducted electronically to prevent imminent risks to the health or safety of attendees. The meeting is not available for in-person attendance. Members of the public may attend the meeting by video or phone linked in this agenda.

Below are instructions on how to join and participate in a Zoom meeting.

Join Zoom Meeting Online:

Please select this link to join the meeting:
https://us06web.zoom.us/j/85928469060?pwd=aVBzTm4ycEZsbk5qNkVraVJoeFFaUT09 Or: Go to Zoom.com – Click Join a Meeting – Enter the Meeting ID Meeting ID: 859 2846 9060 Passcode: 961960
Or Telephone:

1.669.900.6833

1.888.788.0099 (toll-free) Enter same Meeting ID
*6 - Toggle mute/unmute.
*9 - Raise hand.

TOWN OF PORTOLA VALLEY
7:00 PM – Special Meeting of the Planning Commission
Wednesday, December 15, 2021

THIS SPECIAL MEETING IS BEING HELD

VIA TELECONFERENCE ONLY
#4

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Agenda – Planning Commission Meeting
December 15, 2021

Page 2 ends

7:00 PM - CALL TO ORDER AND ROLL CALL
Commissioners Goulden, Hasko, Targ, Vice-Chair Kopf-Sill, Chair Taylor

ORAL COMMUNICATIONS
Persons wishing to address the Planning Commission on any subject not on the agenda may do so now. Please note, however, that the Planning Commission is not able to undertake extended discussion or action tonight on items not on the agenda.

PUBLIC HEARING

1. Continued Review of Amendments to an Existing Conditional Use Permit (X7D-30) and Master Plan To: (1) Permanently Install Two Existing Modular Buildings, (2) Increase the Maximum Number of Students, Teachers, and Support Staff, and (3) Increase the Maximum Number of On-Site Parking Spaces; Woodside Priory School, 302 Portola Road, File # PLN_USE0001-2019 (D. Parker)

COMMISSION, STAFF, COMMITTEE REPORTS AND RECOMMENDATIONS

1. Commission Reports

2. Staff Reports
a. Update on SB9 Implementing Ordinance

APPROVAL OF MINUTES

3. Planning Commission Meeting of November 17, 2021

4. Planning Commission Meeting of December 1, 2021

ADJOURNMENT

AVAILABILITY OF INFORMATION
Any writing or documents provided to a majority of the Town Council or Commissions regarding any item on this agenda will be made available for public inspection at Town Hall located 765 Portola Road, Portola Valley, CA during normal business hours. Copies of all agenda reports and supporting data are available for viewing and inspection at Town Hall and at the Portola Valley Library located adjacent to Town Hall.

PUBLIC HEARINGS
Public Hearings provide the general public and interested parties an opportunity to provide testimony on these items. If you challenge any proposed action(s) in court, you may be limited to raising only issues you or someone else raised at the Public Hearing(s) described in this agenda, or in written correspondence delivered to the Planning Commission at, or prior to, the Public Hearing(s).

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_________________________________________________________ AGENDA

1. Call to Order

2. Oral Communications

3. Approval of Minutes of November 21, 2019

4. Holiday Closure Emergency Availability

5. Annual Town Center Site Tour

6. Adjourn

TOWN OF PORTOLA VALLEY
Public Works Committee Meeting
Thursday, December 16, 2021, 9:00 AM
Meet Outside Town Hall
765 Portola Road, Portola Valley, CA
Portola Valley, CA 94028
#5

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_________________________________________________________________________________________________

SPECIAL VIDEOCONFERENCE MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M. Brown Act (Brown Act) to allow legislative bodies to continue to meet virtually during the present public health emergency. AB 361 is an urgency bill which goes into effect on October 1, 2021. The bill extends the teleconference procedures authorized in Executive Order N-29-20, which expired on September 30, 2021, during the current COVID-19 pandemic and allows future teleconference procedures under limited circumstances defined in the bill. Portola Valley Town Council and commission and committee public meetings are being conducted electronically to prevent imminent risks to the health or safety of attendees. The meeting is not available for in-person attendance. Members of the public may attend the meeting by video or phone linked in this agenda.

Join Zoom Meeting:
https://us06web.zoom.us/j/84790848869?pwd=bys3QmlhQkljZlk0cUR0WFJ3WkdCZz09 Meeting ID: 847 9084 8869
Password: 891320
To access the meeting by phone, dial:
1-699-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute - press *6 / Raise Hand - press *9

1. Call to Order

2. Oral Communications

3. Introductions

4. Approval of November 18, 2021 Minutes

5. Old Business
a. Nominate and Appoint a Committee Chair, Vice Chair, and Secretary b. Updates from Maryann
c. Updates from Brandi
d. Updates by Subcommittees
i. Climate Change Reading and Discussion Group
ii. Blackout Protection
a. Review and finalize better backup info for homeowner iii. Smart Water Meter Implementation
iv. Recruit New Members
e. Discussion and Update on Input to Committee of Committees f. Review Smart Electrical Panel Technology to Monitor Electrical Use

TOWN OF PORTOLA VALLEY
Sustainability Committee Meeting
Thursday, December 16, 2021 7:00 PM
Special Videoconference Meeting
#6

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g. Discuss Update Website Project Planning
i. TO DO: Members should review the website to understand the scope of updating required and be prepared to take ownership of a section
ii. TO DO: Members to choose area to work on
h. Discuss Subcommittee Membership and Projects for 2022 i. TO DO: Members need to consider what subcommittees they would like to serve on and new projects for 2022
ii. Discuss potential projects and goals

6. New Business
a. Update on Water in the West Seminar
b. Earth Day potential ideas

7. Next Meeting and Proposed Agenda Topics: January 20, 2022, 7 pm a. Future meeting: Smart electric panels
b. Future meeting: Recommendation for updated greywater regulation for PV

8. Adjournment

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_________________________________________________________

PARKS & RECREATION

COMMITTEE MEETING

CANCELLATION NOTICE
The regular meeting of the Parks & Recreation Committee scheduled for Thursday, December 16, 2021, has been
canceled. The next meeting of the Parks & Recreation
Committee is scheduled for Tuesday, December 21, 2021.

Town of Portola Valley
Parks & Recreation Committee Meeting
Thursday, December 16, 2021 – 7:30 pm

MEETING CANCELLATION NOTICE
#7

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TOWN OF PORTOLA VALLEY
765 Portola Road, Portola Valley, CA 94028
650.851.1700
Notice of Town Council Reorganization
Notice is hereby given that at a Special Meeting held on the 8 th day of December 2021,
the Town Council of the Town of Portola Valley reorganized as follows:

Name Term Expires
Craig Hughes, Mayor 11/2022
Sarah Wernikoff, Vice Mayor 11/2024
John Richards, Councilmember 11/2022
Jeff Aalfs, Councilmember 11/2024
Maryann Moise Derwin, Councilmember 11/2022
Sharon Hanlon
Portola Valley Town Clerk
#8

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1 Sharon Hanlon
Subject:

From: H.M. IRVIN III
Sent: Saturday, December 4, 2021 10:11 PM
To: Jeremy Dennis <[email protected]>
Cc: Sharon Hanlon <[email protected]>; Leo Gonzalez Subject: Re: Petition re: fire safety
Thank you, Jeremy. A perceptive question on your part.

My comments are narrowly tailored and should be presented as such, and in a personal capacity — not speaking for the Portola Ranch Association in an official capacity.

And I have read the petition website, and believe there are points with merit there. I have opted for brevity and clarity.

Mac
On Dec 4, 2021, at 6:33 PM, Jeremy Dennis <[email protected]> wrote:

Mac‐ thx for the email. Would you like us to forward your comments to the Council? In that case, we’d be happy to do so. Just so you know, all comments to go to the council are usually distributed in something we call the weekly digest that is in council packets that all can review.

More specifically, it looks like you were forwarded the petition on fire safety. Are your comments in support of the petition, or are they more narrowly tailored in the manner by which you emailed? Thanks Jeremy
****************
Jeremy Dennis (he/him/his)
Town Manager
Town of Portola Valley
From: H.M. IRVIN III
Sent: Saturday, December 4, 2021 5:41:10 PM
To: Sharon Hanlon <[email protected]>
Cc: Jeremy Dennis <[email protected]>; Leo Gonzalez Subject: Petition re: fire safety
I support a proposal that would make the equivalent of the “ADU Fire Safety Checklist” a requirement for all new residential construction with the Town.

Best Regards ‐
Mac Irvin
Portola Valley Ranch
#9

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1 Sharon Hanlon
From: David Cardinal
Sent: Tuesday, December 7, 2021 9:38 PM
To: 'Sofie Vandeputte' ; Jeremy Dennis <[email protected]> Cc: Jeremy Dennis <[email protected]>; PV ‐ Emergency Prep Committee <[email protected]>; Craig Hughes <[email protected]>; John Richards <[email protected]>; Jeff Aalfs <[email protected]>; Sarah Wernikoff <[email protected]>; Maryann Moise Derwin <[email protected]>; Sharon Hanlon <[email protected]>; [email protected]; 'Ward Vercruysse'
Subject: RE: Request town government reconsiders its decision to not organize evacuation drills As long as I’m being mis‐quoted, “for the record” here is what I said, and Angela faithfully recounted:

The town would "overall be in good shape" during an evacuation, Cardinal said, based on his models.

It would take between two to four hours after an evacuation order is given, according to his simulation. Major factors include:
• How many people would have already left, assuming there was a prior warning • How many cars each family takes
• How long it takes people to pack up and start out
• What complications occur (downed lines, accidents, roads closed, etc.) If more residents move into town, for evacuation purposes, it'd be best for them to live near exits in town. Stanford University's proposed Wedge project is located just south of Interstate 280 on Alpine Road. There could be up to 7,500 cars that leave Portola Valley during an evacuation, but realistically residents are not all going to leave at the same time, he said. ..

His simulation shows police intervention will be "really important." "Some intersections are particularly tricky," he said. "The (town) traffic plan has traffic control points and expect they can do that (in an evacuation)."
Cardinal said the biggest surprise from the model is that if you make Arastradero Road one way for outbound traffic, on paper it serves as a decent third alternative route. "I'm hoping this is a place where the traffic engineers can help us decide if that's realistic," he said.

There's no way to exit to a main roadway from the town to the west and that can't be fixed, he noted. If there's a fire along the 280 corridor, then residents might have to shelter somewhere like Corte Madera School, near the Frog Pond.

He also noted it would be ideal if there was another way to get out of the Ladera neighborhood. #10

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2 He said Portola Valley residents are rightly worried about fire risk and losing their home insurance policies, a trend in recent years.
"Some level of fear makes sense," he said. "I do think a lot of people are very sincere. I think some other people just want to leave things the way they are. The world moves. Stanford owns 75 acres and it's their land. It's America, you get to do stuff with your property."  David

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To: Portola Valley Town Council
From: Dudley Carlson, Coalmine View

12.7.21 While I support the petition currently being circulated concerning fire safety in Portola Valley, I would like to identify the following issues as particularly important to me. I live in Portola Valley Ranch, where the Town required that houses be tightly clustered in order to preserve open space. I am therefore especially concerned about issues raised in this petition and its background materials

1. The Town has made considerable progress by reducing the amount of fuel along Alpine and Portola Roads and encouraging residents to do the same on their roadside properties, for which thank you. This is an important step toward safer evacuation routes.

2. I believe it is important to encourage all residents to take greater measures to reduce fuel along streets, particularly low-hanging branches and shrubs that might reduce visibility or enhance flame spread during a wildfire evacuation, and particularly on any street that is a major corridor out of a specific neighborhood.

3. On the issue of building separation, the danger of proximity is due primarily to radiant heat from one structure to another. It’s simple physics: if one house catches fire, it will ignite any other structure that is too near it or linked to it by foliage. I feel strongly that the NFPA standard of 30-foot separation between structures is essential. This should not diminish our ability (or our willingness) to provide below-market housing. Rather, it should ensure that housing be provided safely for new as well as current residents.

4. For new developments that seek clustered housing, attached structures such as town houses should be considered as a means of avoiding structure-to-structure fire danger.

5. On narrow streets, adequate parking should be required for any new construction to ensure ingress for emergency vehicles if resident vehicles are evacuating. Consideration should also be given to restricting parking on the street in such areas.

6. Any variance issued to permit separation of less than 30 feet between two structures or a structure and the road or property line should include the requirement that new construction be of noncombustible materials. Consideration of any request for such a variance should also take into consideration the state of the older building and its vulnerability. One neighbor’s building should not threaten another’s survivability.

Thank you for the time that all of you are putting into sorting through these complex issues and working to resolve conflicts that Portola Valley faces in a challenging situation. I have been deeply impressed by the thoughtfulness of members of the Wildfire Preparedness Committee and the Town Manager in addressing these issues, and I appreciate as well the extra ordinary number of hours required of Council members as you face these very complex and important issues. #11

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1 Sharon Hanlon
Subject:
-----Original Message-----
From: Susan Chaput
Sent: Wednesday, December 8, 2021 11:39 AM
To: Sharon Hanlon <[email protected]>
Subject: Possibilities and opportunities
As a 50 year resident and 50 year volunteer, I have some concerns .

I have quite a list of tasks and accomplishment I ve done for the Town and our schools.

Years ago I collected. Local authors and I’m still requesting new books. They are in our history room Perhaps you may not know that I have slowly been collecting local art and local artists For the library and town . We have a fabulous array.

I have many more promised !
I now am excited about a photography collection from residents .( Hall of frame) I want to preserve goodworks.

All of these are our people, this is our environs , this is our history. This is our heritage We are blessed with bounty beyond expectations.

This has become bigger than one person, or one Committee, or one entity and needs some attention please.

What’s not to love about abundance? Space and enthusiasm and complexity.

I look forward to some time to meet with some town representatives I hope to be met with smiles, an “OK, Let’s try this” and HELP,
One possibility....

Let’s build a barn for storage and events and space for starters Let’s do an old fashioned community barn raising Let’s free up or find some space for more work space and exhibits and presentations, and collections AND ,LETS MAKE IT EASIER TO REQUEST AND BE ALLOWED USE OF OUR EXISTING FACILITIES ‼ Let’s be open to new ideas and new ways to display
Some topics. Ethnic and multicultural ( I feel like I’m back at Ormondale school 45 years ago). A plethora of people’s possessions on Parade..... Or Collections ,
motorcycles As art and engineering. Artists and Art on loan and much more of our youth art. The list is endless, I am not.

I nearly died 3times 2 years ago.

I only have so much energy. I need help and some cooperation .

It has become very difficult to reach and discuss ideas with Town people I realize guidelines and rules need to be set.

Rules can be very Unruly. We have too many wonderful events yet to enjoy. Let’s not lose them or the effort to make them happen.

I am not alone. Another post will be sent or attached.

Thank you for your consideration.

Sent from my IPad
"What BEAUTIFUL THING are you doing today?"
#12

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December 7, 2021
To Portola Valley Town Council:

A group of volunteers, residents and various committee members have concerns … Rather than talk about it, we are sending the following for your consideration:

We stand here before you, frustrated and flummoxed by the seeming lack of interest or enthusiasm for community events that would make appropriate use of our community centers —e.g. the library, the community hall and its classrooms, the patio, and even space in the town hall — to showcase and celebrate communal history, current riches and interests of fellow citizens . It seems at every turn that we, as long-term, active citizens and members, are consistently refused permission to access these facilities to display and/or otherwise showcase the community resources and assets that are freely offered in abundance by fellow citizens for town exposition.

In fact, it should be the right of any community member to appropriately apply for and make use of these town amenities. But, given our committees’ responsibilities, it is truly a denial of rights and duties vested in us as the very purpose of our existence.

You need only refer to past successes to appreciate the role we have played in our community. We need to continue in that role if we, as a town, are to stay current and vital by highlighting and embellishing our collective history and the extraordinary wealth of culture that exists and should be celebrated publicly and presently so as to enrich us all..

As this problem is a matter of civility and of the appropriate use of amenities already available to the community, we ask you to address this unfortunate but prevailing attitude that precludes our enrichment of the same.

Respectfully requested,
Sue Chaput,
#12

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1 Sharon Hanlon
From: Jeremy Dennis <[email protected]>
Sent: Wednesday, December 8, 2021 8:17 AM
To: Sofie Vandeputte
Cc: David Cardinal Ward Vercruysse
Subject: RE: Request town government reconsiders its decision to not organize evacuation drills Sofie (moving Council and EPC to blind copy to avoid Brown Act issues).

Answers below.

Thanks again.

From: Sofie Vandeputte
Sent: Tuesday, December 7, 2021 9:07 PM
To: Jeremy Dennis <[email protected]>
Cc: Jeremy Dennis <[email protected]>; PV ‐ Emergency Prep Committee <[email protected]>; Craig Hughes <[email protected]>; John Richards <[email protected]>; Jeff Aalfs <[email protected]>; Sarah Wernikoff <[email protected]>; Maryann Moise Derwin <[email protected]>; Sharon Hanlon <[email protected]>; [email protected]; David Cardinal Ward Vercruysse ; Sofie Vandeputte
Subject: Re: Request town government reconsiders its decision to not organize evacuation drills Hi Jeremy,
Thank you for your reply.

For the record, I would like to add the following comments:
(1) Re. our conversation about neighborhood drills:

Correct, you did mention that neighborhood drills took place for the Sequoias and the Ranch and offered my neighborhood could request one. That was not my ask and that of many PV residents. As stated in my email, I contacted you about a town-wide evacuation exercise. Given that we only have three evacuation roads that are shared among all neighborhoods, isolated neighborhood exercises are useful but don't paint the full picture. As we’ve discussed in the past, there are many reasons why cities do not conduct city-wide drills. They include that you cannot get every person to participate, not everyone leaves at the same time, and one would effectively be shutting down the city for some period of time.
(2) Re. on what Mill Valley is doing:

I am confused. Mill Valley DID do an evacuation drill. Moreover, it is an annual event. Even better, they work with Google researchers to use the collected data to get to a better simulation model. Please do look closer at their entire program: evacuation drills in combination with simulation. I have spoken directly with Mill Valley representatives. Their drills are not city wide; the last drill was to a selected group to validate their study. Here is a link to a story about the drill. As you can say, while it’s called “city wide”, 200- 300 people participated. The population of Mill Valley is 14,330. The drill involved lining up 250 cars on East Blithedale (one of at least three evacuation routes out of Town) to validate their Google data.
#13

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2 The Town did not reach this decision on its own. It was made in consultation with the Woodside Fire Protection District, the Sheriff’s Office, and the County Department of Emergency Management. (3) Re. environmental impact report for the Stanford Wedge:

Yes, I am aware of this and look forward to the report. (4) I would also like on the record my concern about the lack of transparency of the simulation work Mr.

Cardinal is doing, especially since Mr. Cardinal will be working with the consultants the town has hired to develop simulation models.

Mr. Cardinal was ready to state his conclusion in the Almanac on October 22 that the town (Portola Valley) will be fine during an evacuation, but he is still not ready to share his methodology. If the town does use Mr. Cardinal's work, the residents (and not only the Almanac) are entitled to know how Mr. Cardinal came to that conclusion. If Mr. Cardinal does not share it, I expect the town will.

I believe our town has plenty qualified engineers and scientists to review Mr. Cardinal's work. David is a private citizen who took on this work on his own accord. I’ve asked the consultants to take a look at it.

I appreciate my emails are added to the Public Digest.

Respectfully,
Sofie Vercruysse-Vandeputte
On Tuesday, November 30, 2021, 08:47:23 AM PST, Jeremy Dennis <[email protected]> wrote:

Sofie – acknowledging receipt from my end of your email. Thanks for including me. (I’ve blind copied the Council to avoid any Brown Act violations)
I thought I’d add a slight correction to your email. When we spoke earlier this year, I mentioned that the Town (along with who would body that would have primary responsibility for organizing the drill, the Woodside Fire Protection District) would be happy to hold neighborhood drills with any area of town that wishes to do so. There was also a joint message on this general issue.

A good example of our approach is what Mill Valley is doing. They’ve done some exceptional evacuation work, similar to our ongoing study, that they are now using for validation purposes. They do not plan, at this time, to hold a town-wide drill, for the same reasons I mentioned to you when we chatted.

I’ll also note (I believe that we chatted briefly about this as well) that the Stanford Wedge project will have an environmental impact report that will look at potential impacts of the development on safety issues, including evacuations.

I hope you and yours are well.

Jeremy
PS – all messages to the Town Council are placed in a public repository called the “Weekly Digest” for community review.

Confirming that you’d like your email in the upcoming Digest.

From: Sofie Vandeputte
Sent: Monday, November 29, 2021 6:54 PM
To: Jeremy Dennis <[email protected]>; PV - Emergency Prep Committee <[email protected]>; Craig Hughes <[email protected]>; John Richards <[email protected]>; Jeff Aalfs <[email protected]>; Sarah Wernikoff <[email protected]>; Maryann Moise Derwin <[email protected]> Cc: Sofie Vandeputte Ward Vercruysse
Subject: Request town government reconsiders its decision to not organize evacuation drills

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3 Dear Town Council,
Members of the Wildfire Preparation Committee,
Members of the Emergency Preparation Committee,
Town Manager Dennis
I am writing you to address a major concern that I feel is not addressed adequately, namely evacuation.

Earlier this year, I approached Jeremy Dennis with the question of whether a town evacuation could be organized for all PV residents. Jeremy told me then that he does not believe in such exercises (to name a few reasons: they typically yield low participation; they can never emulate a real scenario). You may be aware that I then organized a grassroot evacuation exercise. In doing so, I received numerous comments from residents stating they wished this exercise would be a townled or at a minimum town-endorsed activity. I humbly request that our town government reconsiders its decision to not organize evacuation drills.

I understand our town is in contract with an organization that is creating evacuation simulation models. I look forward to these results, expecting they will be shared in detail with the community. I believe taking one such scenario and executing on it would be a good way to validate the simulation model.

Whatever form an evacuation drill takes, I can add with great confidence that this exercise would build the community we so need now.

You may be aware that a petition is coming your way signed by residents requesting that the Town takes specific action at the Town Council meeting on December 8 to protect the Town from wildfire risk. The petition is indicative of a widespread desire to be prepared in every way possible.

It is imperative we fully understand our evacuation capacity (and adjust accordingly) in the discussion of the development of the Stanford Wedge and the implementation of SB 9.

I hope you will seriously reconsider organizing an evacuation exercise or at least endorse it. I will gladly help with the organization effort.

Respectfully,
Sofie Vercruysse - Vandeputte
Cervantes Road

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1 Sharon Hanlon
Attachments: The League of Women Voters of San Mateo County Presents (4).pdf From: Rita Comes
Sent: Wednesday, December 8, 2021 4:36 PM
To: Sharon Hanlon <[email protected]>
Subject: League of Women Voters 102nd Anniversary Event ‐ February 13th, 2022 Sharon,
Please share with the members of the Town COuncil and add to the digest. Thank you Greetings,
As a member of the South San Mateo County League of Women Voters, I want to share this information about the Celebration of the 102nd Anniversary of the League of Women Voters. We thank you for honoring our league in 2020, in recognition of the occasion of the 100th Anniversary of the League of Women Voters and the 100th Anniversary of the passing of the 19th Amendment which gave the women of the United States the right to vote. We would like a member of the Portola Valley Town Council or another member of the Town Government to attend our event on February 13th, 2022.

All of the registration can be found in the attached document. Please contact me with any questions.

Thank you for all that you do.

Rita Comes Whitney
Member of the South San Mateo County LWV
Portola Valley Resident
#14

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Where We've Been
Where We Are
where we're going
Shay Franco-Clausen
West Coast Region Program Director
Ignite: Political Power in Every Young
Alice Smith
Executive Director, National Voter Corps
Carol Moon Goldberg
President of LWV California
Guest Speakers
SUNDAY FEBRUARY 13TH, 2022 2:00PM- 4:00 PM
PAR 3 AT POPLAR CREEK GOLF COURSE 1700 COYOTE POINT DR. SAN MATEO WE INVITE YOU TO JOIN OUR 102 ANNIVERSARY CELEBRATION OF THE

LEAGUE OF WOMEN VOTERS, OUR ACCOMPLISHMENTS AND OUR ONGOING COMMITMENT TO THE EXPANSION OF VOTING RIGHTS!

THE LEAGUES OF WOMEN VOTERS OF NORTH/CENTRAL AND
SOUTH SAN MATEO COUNTY PRESENT:

EXPANDING THE VOTE AND ITS IMPACT
REFRESHMENTS WILL BE SERVED.

Woman
nd
tickets: Click Here or type: Click Here https://bit.ly/3Fwxqi5

LEAGUE OF
· -WOMEN VOTERS®

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1 Sharon Hanlon
Attachments: Elected Committee Recruitment BPAC CMEQ 2021.pdf From: Mima Crume <[email protected]>
Sent: Wednesday, December 8, 2021 4:37 PM
To: Mima Crume <[email protected]>
Subject: C/CAG Committee Vacancies for Elected Officials Dear City/County Managers, City Clerks, Interested Parties:

The City/County Association of Governments of San Mateo County (C/CAG) currently has vacancies on three of its standing Committees. Please see attached letter from Marie Chuang, Chair, C/CAG Board of Directors for more detailed information about the vacancies, appointment process, and committees. Individuals interested in being considered for appointment for one or more of these committees should submit a letter of interest by January 5, 2022 to Sean Charpentier, C/CAG Executive Director at [email protected]. Appointments will be considered at the January 13, 2022 C/CAG Board meeting.

If you have questions, feel free to contact Sean Charpentier, C/CAG Executive Director; or the relevant staff person identified in the attached letter.

Sean Charpentier, C/CAG Executive Director
City/County Association of Governments
555 County Center, 5th Floor
Redwood City, CA 94063
[email protected]
Regards,
M. Crume
Clerk of the C/CAG Board & SMCEL-JPA Board

555 County Center, 5th Floor
Redwood City, CA 94063
(650) 599-1406 - Office
www.ccag.ca.gov
www.smcexpresslanes.org
#15
f'save Paper. Think Before You Print

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C/CAG

CITY/COUNTY ASSOCIATION OF GOVERNMENTS

OF SAN MATEO COUNTY
Atherton • Belmont • Brisbane • Burlingame • Colma • Daly City • East Palo Alto • Foster City • Half Moon Bay • Hillsborough • Menlo Park • Millbrae • Pacifica • Portola Valley • Redwood City • San Bruno • San Carlos • San Mateo • San Mateo County •South San Francisco • Woodside Date: December 8, 2021
To: All Councilmembers of San Mateo County Cities and Members of the Board of Supervisors; All City/County Managers; All City Clerks; All Interested Parties From: Marie Chuang, C/CAG Chair
Subject: C/CAG Committee Vacancies for Elected Officials The City/County Association of Governments of San Mateo County (C/CAG) currently has vacancies on three of its standing Committees. The vacancies are:
3 Seats – Bicycle and Pedestrian Advisory Committee (BPAC) (Elected officials of City Councils and/or the Board of Supervisors)
1 Seat – Resource Management and Climate Protection Committee (RMCP) (Elected officials of City Councils and/or the Board of Supervisors)
1 Seat – Congestion Management and Environmental Quality (CMEQ) Committee (individual that is knowledgeable about transportation issues in San Mateo County) Please see Attachment A for more information on the three Committees. Individuals wishing to be considered for appointment to any of the three Committees should email a letter of interest to:

Sean Charpentier, C/CAG Executive Director
City/County Association of Governments
555 County Center, 5th Floor
Redwood City, CA 94063
[email protected]
Individuals interested in serving on the BPAC or the RMCP Committees must be an elected official on one of the twenty City Councils in San Mateo County or an elected official on the San Mateo County Board of Supervisors1.

Individuals may send a letter of interest by January 5, 2022. Appointments will be considered at the January 13, 2022 C/CAG Board meeting. If there are fewer letters of interest received by January 13, 2022 than seats vacant on the Committees, the recruitment will remain open until filled. If you have any questions about the Committees or this appointment process, please contact the C/CAG staff member noted in Attachment A:

Committee Descriptions and Staff Contacts.

Sincerely,
Marie Chuang
Chair, C/CAG Board
Enclosure: Attachment A: Committee Descriptions and Staff Contacts 1 No more than two Bicycle and Pedestrian Advisory Committee members can reside in the same jurisdiction. &!Mu ~

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ATTACHMENT A: Committee Descriptions and Staff Contacts The Bicycle and Pedestrian Advisory Committee (BPAC) provides advice and recommendations to the full C/CAG Board of Directors on matters relating to bicycle and pedestrian improvement projects. The BPAC advises the C/CAG Board on priority projects for funding through the Transportation Development Act Article 3 grant program and the One Bay Area Grant program. In the upcoming year alone, the Committee will participate in the selection of up to $30 Million of active transportation projects in the County.

Meetings are held bi-monthly on the fourth Thursday of the month at 7:00 p.m. Prior to the COVID-19 Crisis, the meetings were held in the San Mateo City Hall. During the COVID-19 Crisis, the meetings have been held over Zoom. The BPAC has approximately six meetings per year. No more than two BPAC members can reside in the same jurisdiction. There are three vacancies for elected officials on this committee. For more information about the Committee and Meeting agendas, contact Kaki Cheung at [email protected]; and/or see https://ccag.ca.gov/committees/bicycle-and-pedestrian-advisory-committee/.

The Congestion Management and Environmental Quality Committee (CMEQ) provides advice and recommendations to the full C/CAG Board on all matters relating to transportation planning, congestion management, travel demand management, coordination of land use and transportation planning, mobile source air quality programs, energy resources and conservation, and other environmental issues facing the local jurisdictions in San Mateo County. The role of the CMEQ Committee also includes making recommendations to the C/CAG Board on the allocation of funding for specific projects and activities addressing these programmatic areas. The Committee meets on the last Monday of each month from 3:00 p.m. to 5:00 p.m. Prior to the COVID-19 Crisis, the meetings were held in the San Mateo City Hall. During the COVID-19 Crisis, the meetings have been held over Zoom. There is a vacancy on this committee for an individual representing agencies with transportation interests. For more information about the Committee and Meeting agendas, contact Jeff Lacap at [email protected]; and/or see: https://ccag.ca.gov/committees/congestionmanagement-and-environmental-quality-committee/ The Resource Management and Climate Protection Committee (RMCP) seats seven elected officials and public representative seats for each of the following six specialties: energy, water, utility, nonprofit, business/chamber of commerce, and environmental organization, for a total of 13 seats. Originally called the Utilities Sustainability Task Force (USTF), it developed a San Mateo County Energy Strategy for the county, which was adopted by every city in San Mateo County in 2009. The RMCP Committee provides information and recommendations to CMEQ and the C/CAG Board on items related to resource conservation and climate action. The Committee also tracks the progress of two main C/CAG programs, the San Mateo County Energy Watch (SMCEW) and the Regionally Integrated Climate Action Planning Suite (RICAPS). The Committee also seeks to integrate equity into resource conservation and climate actions, including workforce development, access by constituents, and inclusion of input by community-based organizations. Most recently, in coordination with BAWSCA, the Committee is exploring actions to reduce demand on potable water supplies, such as One Water programs, and electrification and resilience of homes and communities through nano- or micro-grids, respectively. The RMCP Committee meets on the third Wednesday of the month (as needed) throughout the year at 3:00 p.m., in either San Mateo at 155 Bovet Rd., or Redwood City at County Center, or virtually by Zoom meetings due to COVID-19. For more information about the RMCP Committee and Meeting Agendas, contact Kim Springer at [email protected]; and/or see:
https://ccag.ca.gov/committees/resource-management-and-climate-protection-committee/

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Office of the City Clerk 1017 Middlefield Road
Redwood City, California 94063
Telephone (650) 780-7220
www.redwoodcity.org

NOTICE OF CITY COUNCIL REORGANIZATION
December 7, 2021
At its regular meeting on December 6, 2021, the City Council of Redwood City reorganized as follows:

NAME: TERM ENDS:

Mayor Giselle Hale November 2022
(Mayoral term is two years)
Vice Mayor Diana Reddy November 2022
Council Member Alicia C. Aguirre November 2024
Council Member Lissette Espinosa-Garnica November 2024
Council Member Jeff Gee November 2024
Council Member Diane Howard November 2022
Council Member Michael A. Smith November 2024
Pamela Aguilar, CMC
City Clerk
C: San Mateo County Cities
San Mateo County Board of Supervisors
Regional Elected Officials
City Departments - City of Redwood
#16

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N O T I C E O F

CITY COUNCIL REORGANIZATION
On December 6, 2021, the City Council of
Foster City, California reorganized as follows:

MA Y O R

SAM H IND I
Council Term Expires:

December 2022
[email protected]
Council Term Expires:

December 2024
[email protected]
Council Term Expires:

December 2022
[email protected]
Council Term Expires:

December 2024
[email protected]
Council Term Expires:

December 2024
[email protected]
San Mateo County Cities
Board of Supervisors
Local Legislators
Regional Agencies

D I S T R I B U T I O N
Priscilla Schaus, CMC
Communications Director / City Clerk

V I C E M A Y O R

JON FROOM IN

C O U N C I L M E M B E R

SANJAY GEHAN I

C O U N C I L M E M B E R

R ICHA AWASTH I

C O U N C I L M E M B E R

PATR ICK SULL IVAN
School District
League of California Cities
Newspapers
Foster City Chamber of Commerce
#17

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TOWN COUNCIL WEEKLY DIGEST
Thursday – December 16, 2021

1. Notice of Town Hall Winter Closure – Friday, December 24, 2021, through Friday, December 31, 2021

2. Letter of Resignation from G. Stritter – Race & Equity Committee

3. Notices of City Council Reorganization for – Atherton, Belmont, Menlo Park, Millbrae, Pacific, San Carlos, and Town of Woodside
Attached Separates (Council Only)
(placed in your Town Hall mailbox)

1. LABOR Newsletter – December 2021

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Notice of Annual Holiday Closure

PORTOLA VALLEY

TOWN HALL

WILL BE CLOSED FOR BUSINESS
Friday, December 24th, 2021
through
Friday, December 31st, 2021
Town Hall will reopen on
Monday, January 3rd, 2022
In Case of Emergency: Sheriff’s Office: 911
#1

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1 Sharon Hanlon
-----Original Message-----
From: Gwen Stritter, MD
Sent: Wednesday, December 15, 2021 4:21 PM
To: Sharon Hanlon <[email protected]>
Subject: My resignation
Sharon, due to an urgent family situation, I sadly must resign my position on the Race & Equity Committee effective immediately. Thank you so much for facilitating my contributions to PV town government! Sincerely,
Gwen
#2

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80 FAIR OAKS LANE | ATHERTON, CALIFORNIA 94027 | PH: (650) 752-0500 EM: [email protected] www.ci.atherton.ca.us
December 15, 2021

NOTICE OF REORGANIZATION

TOWN OF ATHERTON CITY COUNCIL
At a Regular Meeting of the City Council, held on December 15, 2021, the Atherton City Council reorganized as follows:

NAME: TERM ENDS:

Rick DeGolia, Mayor
(Mayor term ends 12/2022)
December 2022
Bill Widmer, Vice Mayor
(Vice Mayor term ends 12/2022)
December 2022
Elizabeth Lewis, Council Member December 2024
Diana Hawkins-Manuelian, Council Member December 2024
Robert Polito, Council Member December 2022
Anthony Suber
Deputy City Manager / City Clerk
cc: San Mateo County Cities
San Mateo County Board of Supervisors City Selection Committee Legislators
Regional Agencies
League of California Cities
School Districts
Press Release

TOWN OF ATHERTON

OFFICE OF THE CITY CLERK
80 FAIR OAKS LANE
ATHERTON, CALIFORNIA 94027
(650) 752-0500
#3

Page 174 ends

Notice of Reorganization
On Tuesday December 14, 2021 the Belmont City Council reorganized as follows:

Term Ends
Julia Mates Mayor 11/2022
Tom McCune Vice Mayor 11/2024
Warren Lieberman Councilmember 11/2022
Charles Stone Councilmember 11/2022
Davina Hurt Councilmember 11/2024
*The Mayor and Vice Mayor serve one-year terms that are effective on the day and time the Council Reorganization takes place.

Jozi Plut, CMC
City Clerk
City of Belmont | One Twin Pines Lane, # 330, Belmont, CA 94002 | 650-595-7414 | [email protected] Belmont City Council

Page 175 ends

City Council

NOTIFICATION OF CITY COUNCIL REORGANIZATION
At a Regular Meeting of the City Council, held on December 14, 2021, the Menlo Park City Council reorganized as follows:

NAME TERM ENDS
Betsy Nash, Mayor 11/2022
(Mayor term ends 12/2022)
Jen Wolosin, Vice Mayor 11/2024
(Vice Mayor term ends 12/2022)
Drew Combs, City Councilmember 11/2022
Ray Mueller, City Councilmember 11/2024
Cecilia Taylor, City Councilmember 11/2022

Judi A. Herren
Menlo Park City Clerk
,.

MENLO PARK

Page 176 ends

NOTICE OF REORGANIZATION

MILLBRAE CITY COUNCIL
December 14, 2021
At the December 14, 2021 City Council meeting, the Millbrae City Council reorganized as follows:

NAME TERM ENDS:

Mayor Anne Oliva November 2022
(Mayor term ends 12/13/2022)
Vice Mayor Gina Papan November 2024
Council Member Anders Fung November 2024
Council Member Reuben D. Holober November 2022
Council Member Ann Schneider November 2024
Eduardo Gonzalez
Acting City Clerk
cc: San Mateo County Cities
San Mateo County Board of Supervisors
City Selection Committee
Legislators
Regional Agencies
League of California Cities
Millbrae School District
Millbrae Chamber of Commerce
Press Release

Page 177 ends

Scenic Pacifica
Incorporated Nov. 22, 1957
Distribution:

CITY OF PACIFICA
540 Crespi Drive • Pacifica, California 94044-3422
www.cityofpacifica.org

CITY OF PACIFICA

REORGANIZATION OF THE CITY COUNCIL
December 14, 2021
At a meeting of the City Council held on December 13, 2021 the Pacifica City Council reorganized as follows:

Mayor Mary Bier
(Term as Mayor expires December 2022)
(Full four year term expires December 2022)
Mayor Pro Tern Tygarjas Bigstyck
(Full four year term expires December 2024)
Councilmember Mike O'Neill
(Full four year term expires December 2022)
Councilmember Sue Vaterlaus
(Full four year term expires December 2024)
Councilmember Sue Beckmeyer
(Full four year term expires December 2022)
Sarah Coffey, City Clerk
San Mateo County cities
SMC Office of Education
Pacifica Chamber of Commerce
Board of Supervisors, San Mateo County Pacifica Tribune City Selection Committee
County Recorder
Local legislators
Regional Agencies
School Districts
Agenda recipients
Press Release List
MAYOR
Mary Bier

MAYOR PRO TEM
Tygarjas Bigstyck

COUNCIL
Mike O' Neill
Sue Vaterlaus
Sue Beckmeyer

Page 178 ends

City of San Carlos
Notice of Reorganization
Notice is hereby given that at the San Carlos City Council’s Regular Meeting held on the 13th day of December, 2021, the City Council of the City of San Carlos reorganized as follows:

Sara McDowell, Mayor
(Elected Term Expires November 2022)
Adam Rak, Vice Mayor
(Elected Term Expires November 2022)
Ron Collins, Council Member
(Elected Term Expires November 2024)
John Dugan, Council Member (Elected Term Expires November 2024) Laura Parmer-Lohan, Council Member
(Elected Term Expires November 2022)

CITY OF SAN CARLOS

CITY CLERK
600 ELM STREET
SAN CARLOS, CA 94070
(650) 802-4219
CITYOFSANCARLOS.ORG

Page 179 ends

The Town of Woodside
P.O. Box 620005
2955 Woodside Road
Woodside, CA 94062
Phone: 650-851-6790
Fax: 650-851-2195
Email: [email protected]
Web: http://www.woodsidetown.org/

NOTICE OF TOWN COUNCIL REORGANIZATION
On Tuesday, December 14, 2021, the Town Council of the Town of Woodside reorganized as follows:

Term Ends
Richard “Dick” Brown Mayor* 11/2022
Chris Shaw Mayor Pro Tempore* 11/2024
Brian Dombkowski Councilmember 11/2022
Sean P. Scott Councilmember 11/2022
Ned Fluet Councilmember 11/2024
John Carvell Councilmember 11/2024
Jennifer Wall Councilmember 11/2024
*The Mayor and Mayor Pro Tempore serve one-year terms that are effective on the day and time the Council Reorganization takes place.

Melissa Cardinale
Interim Town Clerk

Page 180 ends

TOWN COUNCIL WEEKLY DIGEST
Thursday – December 23, 2021

1. Agenda (Cancellation) – Architectural & Site Control Commission – Monday, December 27, 2021

2. Agenda (Cancellation) – Conservation Committee – Tuesday, December 28, 2021

3. Agenda (Cancellation) – Wildfire Preparedness Committee – Tuesday, January 4, 2022

4. Agenda – Bicycle, Pedestrian and Traffic Safety Committee – Wednesday, January 5, 2022

5. Agenda (Cancellation) – Planning Commission – Wednesday, January 5, 2022

6. Agenda – Emergency Preparedness Committee – Thursday, January 6, 2022

7. Correspondence received from Reverend Jenny Warner re Thank you for the invitation to speak at the December 8, 2021, Town Council meeting

8. Reminder from C/CAG - Letters of interest for vacancies on the BPAC, RMCP, and CMEQ for elected officials are due Wednesday, January 5, 2022 Attached Separates (Council Only)
(placed in your Town Hall mailbox)

1. NorCal Carpenter October/November 2021

Page 181 ends

NOTICE OF MEETING CANCELLATION

ARCHITECTURAL AND SITE CONTROL COMMISSION

MEETING REGULARLY SCHEDULED FOR
Monday, December 27, 2021
Notice is hereby given that the Portola Valley Architectural and Site Control Commission meeting regularly scheduled for December 27, 2021 has been cancelled.

TOWN OF PORTOLA VALLEY
4:00 PM – Special Meeting of the Architectural and Site Control Commission (ASCC)
Monday, December 27, 2021
Historic Schoolhouse
765 Portola Road, Portola Valley, CA 94028
#1

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_________________________________________________________

CONSERVATION COMMITTEE

MEETING CANCELLATION NOTICE
The regular meeting of the Conservation Committee
scheduled for Tuesday, December 28, 2021, is cancelled.

The next regularly scheduled meeting of the Conservation Committee is Tuesday, January 25, 2022.

Town of Portola Valley
Conservation Committee Meeting
Tuesday, March 24, 2020
Notice of Meeting Cancellation
#2

Page 183 ends

TOWN OF PORTOLA VALLEY
Wildfire Preparedness Committee
Tuesday, December 7, 2021 - 4:00 PM
Notice of Meeting Cancellation
_______________________________________________________________________________________________

WILDFIRE PREPAREDNESS COMMITTEE

MEETING CANCELLATION NOTICE
The regular meeting of the Wildfire Preparedness Committee scheduled for Tuesday, January 4, 2022, is cancelled.

The next regularly scheduled meeting of the Wildfire Preparedness Committee is Tuesday, February 1, 2022.
#3

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To access the meeting by computer, click on the link below:
https://us06web.zoom.us/j/89988961007?pwd=bDdrbDFuVHNiYVRRbzFYWUI5ZjJMZz09 To access the meeting by phone, dial:
1-699-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
Meeting ID: 899 8896 1007
Password: 033022

1. Roll Call.

2. Review/ Approval of the Minutes of the December 1st, 2021, Meeting

3. Resident and Committee Open Comments

4. Sheriff's report:
a. Accidents and Citations
i. Request for statistical details of tickets issued.
b. Request for Monitoring:
i. Speeding
ii. Stop sign violations.

5. Public Works Update:
a. General update
b. Parking Controls Associated with Windy Hill visitors

6. Ongoing Committee Business
a. Committee Membership for 2022
i. Committee members invited to declare their wish to continue serving on BPTS b. Portola Valley Housing Element (HE) update
c. Request for updates on the “Stanford Wedge” EIR
d. BPTS Committee Projects/Priorities for 2022

7. Events:
a. 2022 Event ideas

8. Matters Arising

9. Next meeting scheduled February 2
nd
, 2022. Default time 8:15 AM, Via Zoom
Adjournment

TOWN OF PORTOLA VALLEY
Bicycle, Pedestrian and Traffic Safety
Committee Meeting
Wednesday, January 5, 2022 – 8:15 AM
Zoom Teleconference
#4

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NOTICE OF MEETING CANCELLATION

PORTOLA VALLEY PLANNING COMMISSION MEETING

REGULARLY SCHEDULED FOR
Wednesday, January 5, 2022
Notice is hereby given that the Portola Valley Planning Commission meeting regularly scheduled for Wednesday, January 5, 2022 has been cancelled.

The next regular meeting of the Portola Valley Planning Commission is scheduled for Wednesday, January 19, 2022 at 7:00 PM.

TOWN OF PORTOLA VALLEY
7:00 PM – Regular Meeting of the Planning Commission
Wednesday, January 5, 2022
Historic Schoolhouse
765 Portola Road, Portola Valley, CA 94028
#5

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MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M. Brown Act (Brown Act) to allow legislative bodies to continue to meet virtually during the present public health emergency. AB 361 is an urgency bill which goes into effect on October 1, 2021. The bill extends the teleconference procedures authorized in Executive Order N-29-20, which expired on September 30, 2021, during the current COVID-19 pandemic and allows future teleconference procedures under limited circumstances defined in the bill. Portola Valley Town Council and commission and committee public meetings are being conducted electronically to prevent imminent risks to the health or safety of attendees. The meeting is not available for in-person attendance. Members of the public may attend the meeting by video or phone linked in this agenda.

To access the meeting by computer, click on the link below:
https://us06web.zoom.us/j/84919403290?pwd=Q3ZpMXFuQ1pHdVUrUU4zdFBkMjhkUT09 To access the meeting by phone, dial:
1-699-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute – press *6
Raise Hand – press *9
Webinar ID: 849 1940 3290
Password: 977775

1. 8:00 Call to order
o Members: Dave Howes, Dale Pfau/Chair, Chris Raanes, Ray Rothrock, Jerry Shefren, Craig Taylor, Bud Trapp,
o Guests: John Richards/Town Council, Rob Lindner and Selena Brown WFPD

2. 8:01 Roll Call

3. 8:03 Oral Communications
o Note that issues brought up under oral communications that are not on the agenda will be limited to 2 minutes

4. 8:05 Review and approval of minutes;
o Motion; Approve minutes of December 2, 2021
o Appointment of Secretary

5. 8:06 Discussion and Questions – Portola Valley evacuation Plan; status & process o Bob Grandy, Fehr & Peers

6. 8:30 Election of Officers for 2022

7. 8:35 WPV-CERT/WFPD Report (Brown/Lindner)

8. 8:45 Discussion – Town medical supplies and CERT medical supplies (Shefren/Brown) o CERT Trailer update
o Integration/Disposition

TOWN OF PORTOLA VALLEY
Special Meeting of the
Emergency Preparedness Committee
Thursday, January 6, 2022 - 8:00 AM
Via Zoom
765 Portola Road, Portola Valley, CA 94028
#6

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9. 8:50 Town Report
o Update on AM Radio Signs
o Update on Virtual EOC meetings with users to demonstrate integration with CERT o Update on Backup for Town Internet
o Update on Cal Water Site – AM Radio relocation
o Update on Safety Element and expectations for EPC input o Update on revision of Multijurisdictional Local Hazard Mitigation Plan

10. 8:55 Subcommittee Reports
o Communications (Rothrock)
o Wildfire Committee Report (Pfau)
o Outreach (?)
o CERT/Town/Woodside Integration Committee (Raanes)
o VPV-Ready Liaison (TBD)

11. 8:59 Next meeting is February 6, 2022
o Quorum check
o Agenda items for next meeting

12. 9:00 Adjourn

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1 Sharon Hanlon
Subject:

From: [email protected] <[email protected]> Sent: Friday, December 17, 2021 3:27 PM
To: Sharon Hanlon <[email protected]>
Subject: Please add to the digest
Message submitted from the <Portola Valley, CA> website.

Site Visitor Name: Rev. Jenny Warner
Site Visitor Email:

Hi Sharon, I'd like to have this comment registered in the town digest:

Thank you so much for inviting me to speak at the town council in December. It was an honor. I enjoyed seeing all the smiling faces about my story of Mr. Rogers. I did want to make one clarification that my comparison of the breadth of his preaching to Dr. Martin Luther King, Jr. was a poor choice of words and a wrong comparison. Dr. King's life and preaching has changed my life and changed our world. Because I seek to live into the beloved community that Dr. King preached, it is important for me to name when I make a mistake. We are all on a journey, learning and growing together.
#7

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C/CAG

CITY/COUNTY ASSOCIATION OF GOVERNMENTS

OF SAN MATEO COUNTY
Atherton • Belmont • Brisbane • Burlingame • Colma • Daly City • East Palo Alto • Foster City • Half Moon Bay • Hillsborough • Menlo Park • Millbrae • Pacifica • Portola Valley • Redwood City • San Bruno • San Carlos • San Mateo • San Mateo County •South San Francisco • Woodside Date: December 21, 2021
To: All Councilmembers of San Mateo County Cities and Members of the Board of Supervisors; All City/County Managers; All City Clerks; All Interested Parties From: Marie Chuang, C/CAG Chair
Subject: C/CAG Committee Vacancies for Elected Officials The City/County Association of Governments of San Mateo County (C/CAG) currently has vacancies on three of its standing Committees. The vacancies are:
4 Seats – Bicycle and Pedestrian Advisory Committee (BPAC) (Elected officials of City Councils and/or the Board of Supervisors)
1 Seat – Resource Management and Climate Protection Committee (RMCP) (Elected officials of City Councils and/or the Board of Supervisors)
1 Seat – Congestion Management and Environmental Quality (CMEQ) Committee (individual that is knowledgeable about transportation issues in San Mateo County) Please see Attachment A for more information on the three Committees. Individuals wishing to be considered for appointment to any of the three Committees should email a letter of interest to:

Committee Descriptions and Staff Contacts.

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ATTACHMENT A: Committee Descriptions and Staff Contacts

The Bicycle and Pedestrian Advisory Committee (BPAC) provides advice and recommendations to the full C/CAG Board of Directors on matters relating to bicycle and pedestrian improvement projects. The BPAC advises the C/CAG Board on priority projects for funding through the Transportation Development Act Article 3 grant program and the One Bay Area Grant program. In the upcoming year alone, the Committee will participate in the selection of up to $30 Million of active transportation projects in the County.

Meetings are held bi-monthly on the fourth Thursday of the month at 7:00 p.m. Prior to the COVID-19 Crisis, the meetings were held in the San Mateo City Hall. During the COVID-19 Crisis, the meetings have been held over Zoom. The BPAC has approximately six meetings per year. No more than two BPAC members can reside in the same jurisdiction. There are four vacancies for elected officials on this committee. For more information about the Committee and Meeting agendas, contact Kaki Cheung at [email protected]; and/or see https://ccag.ca.gov/committees/bicycle-and-pedestrian-advisory-committee/.

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TOWN COUNCIL WEEKLY DIGEST
Thursday – January 6, 2022

1. Agenda – Architectural & Site Control Commission – Monday, January 10, 2022

2. Agenda – Ad-Hoc Committee of Committees – Tuesday, January 11, 2022

3. Agenda – Race and Equity Committee – Tuesday, January 11, 2022

4. Agenda (Cancellation) – Cultural Arts Committee – Thursday, January 13, 2022

5. Agenda – Nature & Science Committee – Thursday, January 13, 2022

6. Invitation to the January Council of Cities Meeting – Friday, January 28, 2022

7. Email from resident C. Vertongen and response from BPTS Committee Chair Holland re Public Comments and concerns with Flashing Beacons

8. Western City Magazine – January 2022
Attached Separates (Council Only)
(placed in your Town Hall mailbox)

1. None

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______________________________________________________________________________

SPECIAL MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M.

Below are instructions on how to join and participate in a Zoom meeting.

Join Zoom Meeting Online:

Please select this link to join the meeting:
https://us06web.zoom.us/j/84289223174?pwd=TGpCcjFSMTY3K3BjYVBjejdhRFhiQT09 Or: Go to Zoom.com – Click Join a Meeting – Enter the Meeting ID Meeting ID: 842 8922 3174 Passcode: 811739
Or Telephone:

1.669.900.6833

1.888.788.0099 (toll-free) Enter same Meeting ID and Passcode *6 - Toggle mute/unmute. *9 - Raise hand.

TOWN OF PORTOLA VALLEY
4:00 PM – Architectural Site Control Commission Meeting Monday, January 10, 2022

THIS SPECIAL MEETING IS BEING HELD

VIA TELECONFERENCE ONLY
#1

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Agenda – ASCC
January 10, 2022

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4:00 PM - CALL TO ORDER
Commissioners Cheung, Koch, Sill, Vice-Chair Wilson, Chair Ross

ORAL COMMUNICATIONS
Persons wishing to address the Architectural and Site Control Commission on any subject not on the agenda may do so now.

Please note however, that the Architectural and Site Control Commission is not able to undertake extended discussion or action tonight on items not on the agenda.

NEW BUSINESS

1. Architectural and Site Development Review for a new horse barn, corral, site development permit, significant tree removal and new landscaping, File # PLN_ARCH0007-2021, 270 Mapache Drive, David and Jane Pejcha (J.

Garcia)

COMMISSION, STAFF, COMMITTEE REPORTS AND RECOMMENDATIONS

2. Commission Reports

3. Staff Report

APPROVAL OF MINUTES

4. ASCC Meeting of October 11, 2021

5. ASCC Meeting of December 13, 2021

ADJOURNMENT

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______________________________________________________________________________

MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M.

Below are instructions on how to join and participate in a Zoom meeting.

Join Zoom Meeting Online:

Please select this link to join the meeting:
https://us06web.zoom.us/j/84060397612
Or: Go to Zoom.com – Click Join a Meeting – Enter the Meeting ID Meeting ID: 840 6039 7612
Or Telephone:

1. 669.900.6833

1.888.788.0099 (toll-free) Enter same Meeting ID
*6 - Toggle mute/unmute.
*9 - Raise hand.

Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please send an email to [email protected] by 12:00 PM the day before the meeting. All comments received by that time will be distributed to Committee Members prior to the meeting. All comments received are included in the public record.

We encourage anyone who has the ability to join the meeting online to do so. You will have access to any presentations that will be shown on your screen and can easily provide comments using the “raise your hand” feature when the Chair calls for them.

Approximate timeframes are provided for agenda items as a guide for the Chair, Committee Members, and the public. Actual times may vary.

TOWN OF PORTOLA VALLEY
9:00 AM – Ad Hoc Committee of Town Committees:

Housing Element Update
Tuesday, January 11, 2022

THIS MEETING IS BEING HELD

VIA TELECONFERENCE ONLY
#2

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Agenda – Committee of Committees
January 11, 2022

Page 2 ends

Committee Members:

Rebecca Flynn – Sustainability Committee Edward Holland - Bicycle, Pedestrian and Traffic Scott Elrod – Sustainability Committee Safety Committee Patty Dewes – Parks and Recreation Committee Michael Tomars – Wildfire Preparedness Committee Gary Hanning – Trails and Paths Committee Dale Pfau – Emergency Preparedness Committee Fred Leach – Trails and Paths Committee Budd Trapp – Emergency Preparedness Committee Judith Murphy – Conservation Committee
Catherine Magill – Conservation Committee
Staff Contacts:

Laura Russell - Planning & Building Director
Adrienne Smith - Senior Planner
9:00 AM - CALL TO ORDER AND ROLL CALL

ORAL COMMUNICATIONS
Persons wishing to address the Ad Hoc Committee of Town Committees on any subject not on the agenda may do so now. Please note however, that the Committee of Committees is not able to undertake extended discussion or action today on items not on the agenda. Comments will be limited to two minutes per person.

WELCOME AND ADMINISTRATIVE (15 min)

1. Welcome and Introductions

2. Housing Element Process and Role of the Ad Hoc Committee of Town Committees COMMITTEE DISCUSSION (1hr)

3. Committee discussion of Town’s Housing Element Update a. Committee members provide feedback or high level priorities from their respective Committees

ADJOURNMENT

AVAILABILITY OF INFORMATION
For more information on the items to be considered by the Committee, please email [email protected].

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__________________________________________________________________________________________

Members of the public may attend the meeting by video or phone linked in this agenda.

Join Zoom Video Meeting:
https://us06web.zoom.us/j/82713263190?pwd=V1pxR3hoVEhmZXZpMVNGL1k2UnFMQT09 Phone into Zoom Meeting:
1-669-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
Meeting ID: 827 1326 3190
Password: 508454

1. Call to Order

2. Roll Call

3. Oral Communications for Items not on the agenda

4. Approve Meeting Minutes for December 14, 2021,

5. Old Business:
1) Subcommittee updates (Housing, Safe space, Town seal, Town policies, etc.) 2) Activity for the MLK National Day of Service on January 17 (Judy) 3) Town Council annual workshop with commissions and committees (January 26); present our priorities and budget

6. Adjournment
Town of Portola Valley
Race & Equity Committee
Tuesday, January 11, 2022 – 7:00 PM
Special Videoconference Meeting via Zoom
Time - Date94028
Time - Date
#3

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NOTICE OF MEETING CANCELLATION

CULTURAL ARTS COMMITTEE MEETING
Thursday, January 13, 2022
The regular meeting of the Cultural Arts Committee scheduled for Thursday, January 13, 2022 is canceled.

TOWN OF PORTOLA VALLEY
Cultural Arts Committee Meeting
Notice of Meeting Cancellation
Thursday, January 13, 2022 - 1:00 PM
#4

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__________________________________________________________________________________________

VIDEOCONFERENCE MEETING AGENDA
Remote Meeting Covid-19 Advisory: On September 16, the Governor signed AB 361, amending the Ralph M.

Portola Valley Town Council and commission and committee public meetings are being conducted electronically to prevent imminent risks to the health or safety of attendees. The meeting is not available for in-person attendance.

Members of the public may attend the meeting by video or phone linked in this agenda.

Join Zoom Video Meeting:
https://us06web.zoom.us/j/86955492439?pwd=V2QrQ2tibmtkTHI2YTdnNVJBeFZ6dz09 Phone into Zoom Meeting:
1-669-900-6833
1-877-853-5247 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
Meeting ID: 869 5549 2439
Password: 799841

1. Call to Order

2. Oral Communications (Anyone wanting to address the Committee or anyone wanting to speak on an item not on the agenda)

3. Minutes of December 9, 2021, meeting

4. Discussion of goals and activities in pandemic

5. Planning and discussion
1) Town Committees meeting on January 23
2) Star Party/meteor shower with Andrew Pierce
3) Big Water Event
4) Other event/speaker ideas
5) Nature Center plans at Hawthorns
6) Recruiting new members
7) Membership list for 2022 was sent to the Town

6. Vote on changing back to alternate month meetings

7. Budget
1) Planning

8. Adjournment:

Next meeting: March 10, 2022, at 5:00 pm on Zoom (if vote to change meetings to alternate months passes)
Town of Portola Valley
Nature and Science Committee Special Meeting
Thursday, January 13, 2022 – 5:00 PM
Special Videoconference Meeting via Zoom
Time - Date94028
Time - Date
#5

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Meeting Announcement
FRIDAY, JANUARY 28, 2022
Everyone is encouraged to attend these monthly meetings. This is a great opportunity to meet colleagues from other cities, work together on solutions for our county, get to know how other cities handle issues, make friends and helpful connections, and learn what’s going on with the “big” issues we seldom have time to discuss at council meetings.

Please contact Chair Rico Medina if you wish
to bring up an item for group discussion or give a committee report. email: [email protected]
Location:

Virtual Register with Zoom
Link below
Questions: Call City Clerk Patrice
Olds at (650) 522-7042 or
[email protected]
Schedule:

Join early for Social Time!!
Link will open at 5:00 pm
5:30 pm Business Meeting
5:45 pm Program
6:30 pm Adjournment
Registration
Please RSVP by Wednesday, January 25, 2022 via
Zoom Registration link below
https://us02web.zoom.us/meeting/register/tZUvduqrqjkjHNFItlsfa Oo5FWXMgw-8hxpK
After registering, you will receive a confirmation email containing information about joining the meeting. If you have any issues please register directly with City Clerk Patrice Olds @ [email protected]
There is no charge for this program.

NOTE: This meeting is being held virtually due to the current Covid-19 Omicron variant Issues and high infection rates. #6
San jlf ateo County
COUNCIL of CITIES

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Business Meeting at 6:30pm
FRIDAY, JANUARY 28, 2022
5:30 pm
• Call to Order by Chair Rico Medina
• Roll Call and Introduction of Mayors, Council Members and Guests • Business Meeting
• Approval of Minutes of Previous Meeting and Treasurer’s Report • Committee Reports
• Old Business
• New Business
• Announcements
5:45 pm
• Program
• Introduction by Mayor Rick Bonilla, San Mateo
• C/CAG Executive Director Sean Charpentier will provide a presentation, update and progress to date on the San Mateo County Express Lane/Managed Lane project.
6:30 pm (approximately)
• Meeting Adjourned
San .M.aLeo Counl
COUNCIL ef CITIES

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1 Sharon Hanlon
From: Town Center
From: Edward Holland
Sent: Thursday, January 6, 2022 10:10 AM
To: caroline Vertongen Town Center <[email protected]> Cc: Craig Hughes <[email protected]>; Jeff Aalfs <[email protected]>; Maryann Moise Derwin <[email protected]>; Sarah Wernikoff <[email protected]>; John Richards <[email protected]>
Subject: Re: BPTS comments
Caroline,
Thank you for your comments. One of the main motivations for BPTS over the last two years has been to improve driver attentiveness, and pedestrian safety at crossings. This has been motivated by many resident comments and observations during that time, and since the inception of the Committee. As a result a detailed study, directed by BPTS to focus on select locations has been completed, a report compiled and the recommendations for changes accepted.

These changes are now being implemented as Public Works time and resources allow. The motivation to use rapid flashing beacons was proposed to and supported by the Committee, and recommended in the study. I agree with you that flags can work, but these also need maintenance, replacement and monitoring to ensure they are available. I truly believe that beacons are the best option for pedestrian safety.

With best regards,
Ed Holland, BPTS Chair.
‐‐‐‐‐‐ Original Message ‐‐‐‐‐‐
From: "caroline Vertongen"
To: [email protected]; "Edward Holland"
Cc: "Craig Hughes" <[email protected]>; "Jeff Aalfs" <[email protected]>; "Sarah Wernikoff" <[email protected]>; "Maryann Moise Derwin" <[email protected]>; [email protected] Sent: Wednesday, 5 Jan, 22 At 18:46
Subject: BPTS comments
Good evening Chair Holland,
Thank you for allowing me to share my comments during oral communication. As we have stated before we cannot expect our volunteers to attend other meetings, but what happened last month is only adding to the existing problems and could have been avoided if all accurate data is properly shared. Please share our comments with the other BPTS members.

I also want to repeat my comments I have made on several occasions regarding the flashing beacons as it happened again today around 4.32 PM by the Shell station at the end of Alpine Road. A father on the bike with child on a separate bike were trying to cross Alpine Road. I was able to stop and alert the cars behind me in a timely matter with the appropriate distance. That is not always the case.

I asked if he tried to push the button to activate the flashing beacon and he replied yes but it is broken. #7

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2 Flashing beacons are not only expensive to install, they are expensive to repair and they are very unreliable. How often are the ones in Ladera broken, how often do we see pedestrians in a hurry, on their phone, not even attempting to push the button. The school district in Menlo Park uses crossing guards in addition to their flashing beacons ‐ The ASCC did not approve the flashing beacons in our scenic corridor. The flag system works fine. The problems we are referring to are the entrances of Woodside Priory, the site of the current crossing, the lack of visibility, the lack of middle lane to properly turn in and out of their main entrance, and visibility‐ The stop sign is too far from the road, there is a bus stop on the right, and too many streets closely with the same problems (e. G Georgia Lane, Willow Brook, and Corte Madera….)
Please read all the comments of residents that made it in the public comments. Another problem we have reported over the last few years.

Thank you,
Caroline Vertongen

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Dear BPTS Chair Holland and BPTS Committee Members,
Happy New Year!

In 2017 parents addressed their concerns again about our major crossings on Alpine and Portola Road; especially the ones by Woodside Priory, Corte Madera, and Triangle Park.

Thanks to your efforts and the efforts of Public Works Director Young, these public safety issues were brought to Town Council. Town Council approved a traffic safety study in 2018, moved 30 K from its reserves to fund the study, and approved a budget of 285 K on August 14, 2019.

Residents have repeatedly requested updates since 2019 because we did not see the plan being implemented.

The minutes of the last BPTS meeting on December 1, 2021 confirm one of those requests under #3. The reply was : “ There had been no recent discussion on the Priory or Georgia Lane “ and “ the BPTS Committee will address the Neely Winery parking in a future meeting.

During the last Planning Commission meetings in December, residents again brought up their concerns about increased traffic and unresolved public safety issues at Woodside Priory and anticipated new issues for the proposed and now approved projects: the Neely Winery and Willow Commons.

The minutes for the December 15, 2021 are not available yet, but many residents attended that meeting. While the report stated: :

Staff engaged with Krupka Consulting to assess the potential impacts in site traffic and parking generation caused by the applicant!s CUP amendment. In sum, the consultant noted "It is the Consultant!s professional opinion that the proposed CUP Amendment will not be substantial relative to existing local street traffic volumes and site parking supply.” The report concluded fifteen more on-site parking spaces were required based on the requested student body increase; the applicant has agreed to provide these spaces in the immediate future.

The Town Attorney has reviewed the applicant!s response letter and agrees with the analysis.

The traffic data was not presented during that meeting, nor was the Masterplan and it’s traffic study of 2004, but after discussion with Board members and remarks by residents Traffic Consultant Mr Krupka later admitted that he has witnessed illegal and dangerous behavior. The Attorney for Woodside Priory claimed there have been no accidents, but as you remember there was a bike/car incident at the main entrance of Woodside Priory about 2 years ago. Now the Priory has 2 entrances that are dangerous.

BPTS and Public Works Director Young have submitted our concerns in 2017 and advised Town Council. Town council approved and funded the study in 2018. Town Council approved the implementation of improvements and allocated a budget of $285,000 to do the work in 2019. (See Town Council meeting 8/14/2019).

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The handbook confirms that the Town Manager is responsible for the delivery of programs and services authorized in the Town Council adopted budget and that it is the chair’s role to ensure its activities are coordinated with those of Town staff with consultation with the Town Manager.

Please resolve our ongoing traffic and public safety issues.

Thank you,
Caroline Vertongen

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Portola Valley City CouncilJanuary 12, 2022

Portola Valley City Council
January 12, 2022