VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
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To access the meeting by phone:
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Mute/Unmute – Press *6 / Raise Hand – Press *9
HYBRID MEETING
HISTORIC SCHOOLHOUSE - 765 Portola Road, Portola Valley, CA 94028 Remote Meeting Covid-19 Advisory: On September 16, 2021, 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. COVID-19 is still a major health concern and virtual attendance to the Town Council meeting is encouraged, particularly during case increases.
Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your comments using this online form by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to Council, Commission, or Committee members for consideration during the meeting and included in the public record. Additionally, the public body will take questions using the Raise Hand button for those who attend the meeting online or by phone. Phone callers may provide comments by pressing *9 on your phone to "raise your hand" and *6 to mute/unmute yourself. The meeting Chair will call on people to speak by the phone number calling in.
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.
1. CALL TO ORDER
2. REPORT OUT OF CLOSED SESSION
Not applicable/closed session not conducted
3. ORAL COMMUNICATIONS
Persons wishing to address the Town Council on any subject may do so now. Please note, however, that the Council is not able to undertake extended discussion or action tonight on items, not on the agenda. Speakers' time is limited to three minutes.
4. PRESENTATIONS
a. Issue Proclamation to Paul Trudelle, Woodside Priory Teacher b. Issue Proclamation Recognizing June 2022 as LGBTQ Pride Month c. Receive Presentation by Midpeninsula Regional Open Space District – Hawthorn Open Space Planning Efforts
d. Receive Recommendation from the Parks and Recreation Committee for a Permanent Pickleball Court
5. CONSENT AGENDA
The following items are voted on at once by the body, unless a member of the body requests an item be considered separately. Members of the public are permitted to comment on any item on the consent calendar before the body votes on the consent agenda.
a. Approval of Action Minutes for the Regular Meeting of April 27, 2022 b. Approval of Warrant List for the date of April 19, 2022 c. Adoption of a Resolution Confirming the State of Emergency and Need to Continue Conducting Town Public Meetings Remotely (a) A Resolution of the Town Council of the Town of Portola Valley Confirming Existing State of Emergency and Authorizing Continued Remote Public Meetings Under AB 361
d. Adoption of a Resolution Allowing a Rate Increase Under the Franchise Agreement for Collection and Processing of Mixed Compostable Materials, Recyclables and Yard Trimmings between the Town of Portola Valley and GreenWaste Recovery, Inc. e. Adoption of a Bicycle, Pedestrian, and Traffic Safety Committee Charter Amendment f. Adoption of a Parks and Recreation Commission Charter Amendment g. Receive Resignation Notices from Wildfire Prevention Committee Member and Sustainability Committee Member
h. Appointment of Members to the Historic Resources Committee and Wildfire Prevention Committee:
• Patty Dewes (Historic Resources)
• Dee Bailey (Wildfire Prevention)
• Wanda Ginner (Wildfire Prevention)
6. REGULAR AGENDA
a. Approve Updated Committee Handbook Policies on Code of Conduct b. Approve Not-For-Profit Agency Funding Requests
7. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Oral reports arising out of liaison appointments to both in-town and regional committees and initiatives.
There are no written materials and the Town Council does not take action under this agenda item.
8. TOWN MANAGER REPORT
There are no written materials and the Town Council does not take action under this agenda item.
9. WRITTEN COMMUNICATIONS
a. Town Council Digest – May 12 and May 19, 2022
10. ADJOURN TO CLOSED SESSION
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Government Code Section §54957(b)(1)
Title – Town Attorney
11. ADJOURNMENT
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 Town Clerk 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.
AVAILABILITY OF INFORMATION
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. In accordance with SB343, Town Council agenda materials released less than 72 hours prior to the meeting, are available to the public at Town Hall, 765 Portola Road, Portola Valley, CA 94028.
SUBMITTAL OF AGENDA ITEMS
The deadline for submittal of agenda items is 12:00 Noon WEDNESDAY of the week prior to the meeting. By law no action can be taken on matters not listed on the printed agenda unless the Town Council determines that emergency action is required. Non-emergency matters brought up by the public under Communications may be referred to the administrative staff for appropriate action.
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 Town Council at, or prior to, the Public Hearing(s).
PROCLAMATION OF THE MAYOR
HONORING PAUL TRUDELLE
ON THE OCCASION OF HIS RETIREMENT
WHEREAS, Paul Trudelle and his wife arrived in Portola Valley in 1983 as a young couple and shared a job that eventually turned into a lifetime vocation for Paul; and WHEREAS, Paul Trudelle has served the Woodside Priory as a science teacher, science department chair, student advisor, retreat leader, class moderator, and a lifelong mentor to hundreds of current students and alumni; and
WHEREAS, Paul Trudelle has enriched the lives of countless students, helped them grow in creative and imaginative thinking and has inspired them to be excellent in and outside the classroom; and
WHEREAS, Paul Trudelle founded the Priory Honor Society and has provided numerous hours of community service to the Priory Community; and WHEREAS, Paul Trudelle’s commitment to the Woodside Priory mission and school is unmatched and the daily gift of himself to the students and his colleagues is astounding; and
WHEREAS, Paul Trudelle is the proud father of six Priory graduates and as a lifelong runner, the Priory track is fittingly named the Trudelle Family Track; and WHEREAS, After 39 wonderful years of teaching and working at the Woodside Priory, Paul Trudelle will retire at the end of the current school year.
NOW, THEREFORE, I, Craig Hughes, Mayor of the Town of Portola Valley, on behalf of the Council, staff, volunteers, and residents of the Town of Portola Valley, convey our heartfelt thanks and congratulations to Paul Trudelle on his retirement.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the Town of Portola Valley to be affixed hereto this 25th day of May 2022.
By: _______________________________
Craig Hughes
Mayor
PROCLAMATION
The Town of Portola Valley Designating June 2022 as
Lesbian, Gay, Bisexual, Transgender, Queer, Questioning, Intersex, and Two Spirit Pride Month
WHEREAS, the Town of Portola Valley is honored to kick off Pride Month and celebrate members of the Lesbian, Gay, Bisexual, Transgender, Queer, Questioning, Intersex, and two-spirit (LGBTQQI2S) community who live and work here; and
WHEREAS, the Town aligns with countywide initiatives and policies that advance the LGBTQQI2S community’s journey toward equality, and strives to create a safe, inclusive society in which all community members are treated fairly, with dignity and respect in all settings; and WHEREAS, the San Mateo County Health System’s Pride Initiative has advocated for a welcoming environment for LGBTQQI2S people and have made important, varied, and lasting contributions to San Mateo County; and
WHEREAS, the Town of Portola Valley takes pride in the fact that we are a vibrant, diverse community and proudly joins San Mateo County and our neighboring communities as we strive to build a stronger, better state and nation for all residents; and
WHEREAS, as June 2022 marks the 53
rd anniversary of the Stonewall Uprising in New York City, the Town of Portola Valley is dedicated to continuing efforts to ensure equality and respect for all; and NOW, THEREFORE, the Town Council of the Town of Portola Valley, California hereby designates June 2022
Lesbian, Gay, Bisexual, Transgender, Queer, Questioning, Intersex, and Two-Spirit Pride Month
Be It Further Resolved, The Town of Portola Valley urges all residents to join in recognizing the culture, accomplishments, and contributions of LGBTQQI2S people, and to work to help advance the equality of LGBTQQI2S people.
___________________________
Craig Hughes, Mayor
May 25, 2022
________________________________________________________ ___ ___________________ ____ TO: Mayor and Members of the Town Council
FROM: Patty Dewes, Chair of the Parks and Recreation Committee DATE: May 18, 2022
RE: Proposal: Convert one Tennis Court to a dedicated Pickleball Court
RECOMMENDATION
The Parks and Recreation Committee recommends that the Town Council approve the conversion of one Tennis Court (we are recommending Court #1) to a dedicated Pickleball Court.
BACKGROUND
Pickleball (PB) continues to grow in popularity, the PV Group is composed of 195+ members and ~70% of the regular players are PV residents. • A tennis court converts to 4 PB courts with 4 doubles players on each court accommodating 16 players.
• Conversion of the tennis court would mean installing 4 permanent PB nets. The tennis net could be retained as a barrier. If removed, fencing would be required. • Pickleball players currently do not have the option of playing on our PV courts on a drop-in basis. Players are dependent on hosts who must unlock, set up the temporary nets, break them down and lock them back up
• There is reserved group play every day for approx. 2 hours, with between 16-30 players showing up to join in the fun. Most days one court is enough to accommodate the demand. However, on some days, even with a dedicated court, there is still a need to set up the temporary nets on Court #2 to accommodate the overflow demand.
• With a dedicated court, PB players will be able to play outside of group play without relying on host to set up the nets.
• Even with the increased demand brought about by PB, our courts were unused ~ 70% of the available time.
• A tennis net can be installed on the All Sports Court if necessary to accommodate the Corte Madera tennis team or other tennis demand.
TOWN OF PORTOLA VALLEY
COMMITTEE REPORT
F P R
• There is no other impact on Court #2 or the All Sports Court •
FISCAL IMPACT: We estimate the costs to be between $10K - $17K which does not include any court resurfacing. Additionally, ongoing maintenance/power-washing of the southwest corner will be required of the Public Works Dept. This corner retains moisture since there is no direct sun to dry it out. This moisture can be slippery and cause safety issues.
ATTACHMENT:
1. Public Comments Received
5/11/22, 3:29 PM Manage Survey Statistics - Text Report https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?formId=67&itemID=93237&id=6340 2/2
5/12/22, 2:05 PM Manage Survey Statistics - Text Report https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?formId=67&itemID=93237&id=6364 2/2
From: Steve
Date: Sun, May 8, 2022 at 3:08 PM
Subject: Permanent Pickleball Courts at Portola Valley Town Center To:
Patty,
I am among many who are transitioning from tennis to pickleball for both physical and social reasons. Pickleball is much easier on the body than tennis and it is much easier to “find a game” at the regular pickleball drop-in sessions than it is with tennis. Using the portable nets we have now has worked pretty well, but someone must be assigned to put up the nets and take them down and if someone wants to play outside of the scheduled drop-in sessions, they must be trained to use the nets appropriately. If one of the goals for parks and recreation is to encourage physical activity and build community, pickleball has done its part. Meeting new people from the community has been one of the true benefits of this activity. Tennis is fun, but it doesn’t really do much of that. You usually play with people you already know. When we are playing pickleball on one of the tennis courts (which could allow for four pickleball courts), it is rare to see anyone on the the other tennis court. And, when there is, they might end up joining us on the pickleball court because it looks like so much fun.
So, I vote for four permanent pickleball courts on one of the current tennis courts and the occasional use of the other tennis court for additional, temporary pickleball nets through use of the court scheduling system, when needed.
Steve Rowe
______________________________________________________________________________________
MINUTES
WEDNESDAY, APRIL 27, 2022, 7:00 P.M.
Remote Meeting Covid-19 Advisory: On March 17, 2020, the Governor of California issued Executive Order N-29-20, 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-InPlace Order issued by the Governor in Executive Order N-33-20 on March 19, 2020, and the CDC's social distancing guidelines that discourage large public gatherings, Portola Valley Town Council meetings are conducted electronically via ZOOM.
1. Call to Order and Roll Call
Present: Councilmembers Aalfs and Derwin, Vice Mayor Wernikoff, and Mayor Hughes
Absent: Councilmember Richards
2. Report out of Closed Session Report
a. Town Attorney Silver – Report out on the April 13, 2022, closed session.
Town Attorney Silver advised there was nothing to report out.
3. Oral Communications
The following members of the public addressed the Town Council:
Rita Comes
Mary Hufty
Ellen Vernazza
Caroline Vertongen
Valerie Baldwin
Sue Chaput
Karen Askey
Greg
Kristi Corley
Nan Shostak
TOWN OF PORTOLA VALLEY
7:00 PM – Regular Meeting of the Town Council
Wednesday, April 27, 2022
4. Presentations
a. Resource Conservation District – Sphere of Influence This item will be rescheduled.
5. Consent Agenda
a. Approval of Minutes – Action and Detailed Summary Minutes for the Regular and Special Meetings of April 13, 2022
b. Approval of Warrant List – April 27, 2022
c. Colleagues Memo from Mayor Hughes – Wildfire Preparedness Committee Charter Revision and Council Liaison Appointment
d. Recommendation from Town Manager – Approve Format for Recording of Meeting Minutes from Summary to Action.
Vice Mayor Wernikoff requested to pull Item 5.a. for discussion.
Motion
M/S Derwin/Wernikoff to approve the Consent Agenda, excluding Item 5.a. Motion carried 4-0 with Councilmember Richards absent by roll call vote.
5. a. Approval of Minutes – Action and Detailed Summary Minutes for the Regular and Special Meetings of April 13, 2022
Vice Mayor Wernikoff noted two edits on pages 14-15 and Councilmember Aalfs noted a typographical error on page 6.
Motion
M/S Wernikoff/Aalfs, to approve Item 5.a. of the Consent Agenda, with corrections. Motion carried 4-0 with Councilmember Richards absent by roll call vote.
6. Regular Agenda – Public Hearing
a. Hold Public Hearing and Adopt a Resolution Approving a Revised Fee Schedule for the Town of Portola Valley’s Administrative, Building, Public Works/Engineering and Planning Departments.
Cindy Rodas, Finance Director, presented the report.
Motion
M/S Aalfs/Derwin to approve the revised fee schedule. Motion carried 4-0 with Councilmember Richards absent by roll call vote.
7. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS All five Council members provided reports on the last two week’s regional meetings, local committee meetings, subcommittee meetings, and other items of note.
8. TOWN MANAGER REPORT
The Town Manager provided his regular report.
9. WRITTEN COMMUNICATIONS
The Council reviewed written communications for the body over the last two weeks.
10. ADJOURN TO CLOSED SESSION
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Government Code Section §54957(b)(1)
Title – Town Manager
b. CONFERENCE WITH LEGAL COUNSEL – Anticipated Litigation: Threatened Litigation; Pursuant to Government Code Section 54956.9(d), (e)(5). The Town received correspondence from the Accountability and Enforcement Division of the Housing and Community Development department, alleging that the fire safety exception of the Town’s Accessory Dwelling Unit (ADU) ordinance violates state law.
Adjournment
The meeting was adjourned at 8:30 p.m.
apachreg Town of Portola Valley ntanori 05/19/2022 14:09 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 2176 41 AT&T 236.51 05/25/222177 44 BANK OF AMERICA 5,179.64 05/25/222178 67 BSN SPORTS 360.93 05/25/222179 74 CITY OF REDWOOD CITY 50.00 05/25/222180 80 CALPERS 27,392.11 05/25/222181 113 CITY OF REDWOOD CITY 2,431.00 05/25/222182 124 COMCAST 250.97 05/25/222183 189 GEORG SCHUELE 1,900.00 05/25/222184 203 GREEN HALO SYSTEMS 114.00 05/25/222185 234 J. W. ENTERPRISES 813.00 05/25/222186 267 KARI CHINN 45.98 05/25/222187 275 KRUPKA CONSULTING 1,500.00 05/25/222188 337 O. NELSON & SON INC. 13,700.00 05/25/222189 367 PG&E 1,054.29 05/25/222190 368 PG&E 3,729.02 05/25/222191 373 PITNEY BOWES INC. 170.63 05/25/222192 376 PORTOLA VALLEY HARDWARE 105.97 05/25/222193 403 RON RAMIES AUTOMOTIVE INC. 526.75 05/25/222194 437 SMALL BUSINESS BENEFIT PLAN TR 3,012.10 05/25/222195 447 STAPLES CREDIT PLAN 1,057.70 05/25/222196 448 STATE COMP INSURANCE FUND 5,315.25 05/25/222197 478 TRACY TAMASI 25,000.00 05/25/222198 489 VERIZON WIRELESS 432.22 05/25/222199 642 CYBERTARY.COM 410.70 05/25/222200 729 TOWNSEND MANAGEMENT INC 2,700.00 05/25/222201 779 ELITE PRO HOME CLEANING 2,920.00 05/25/22Check totals: 100,408.77ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 100,408.77Check totals: 100,408.77ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 100,408.77
.
apapdinv2 ntanori Town of Portola Valley Page 1
14:09 05/19/22 Paid Invoices by Date
From: 05/25/2022 to 05/25/2022
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 41 AT&T
05/25/22 2176 April Statement 236.51 43.00 000018158411 April Statement 43.00 000018158413April Statement 150.51 000018158412 Vendor: 44 BANK OF AMERICA
2177 April Statement 5,179.64 5,179.64 1388-APR22
Vendor: 67 BSN SPORTS
2178 Flex Pole Set 360.93 360.93 917026452
Vendor: 74 CITY OF REDWOOD CITY
2179 Council of Cities Dinner Meeting - Maryann Derwin 50.00 50.00 04-22-22_DINNER Vendor: 80 CALPERS
2180 March Retirement-PEPRA 27,392.11 8,752.76 100000016712590 March Retirement-CLASSIC 18,639.35 100000016712570
Vendor: 113 CITY OF REDWOOD CITY
2181 April IT Support 2,431.00 2,431.00 46001
Vendor: 124 COMCAST
2182 WIFI 05.16.22 - 06.15.22 250.97 250.97 7290-MAY22
Vendor: 189 GEORG SCHUELE
2183 Reimbursement - WHRMD Clean Up 1,900.00 1,900.00 REIMB_04-25-22 Vendor: 203 GREEN HALO SYSTEMS
2184 May Hosting/Access 114.00 114.00 3636
Vendor: 234 J. W. ENTERPRISES
2185 Portable Lavs - April 813.00 406.50 240043
Portable Lavs - May 406.50 240565
Vendor: 267 KARI CHINN
2186 Mileage Reimbursement - Post Office Mailing 45.98 45.98 FRMR-22-3 Vendor: 275 KRUPKA CONSULTING
2187 On-Call Traffic & Transportation 01/22 - 04/22 1,500.00 1,500.00 1318 Vendor: 337 O. NELSON & SON INC.
2188 Gutter Cleaning - Alpine Rd 13,700.00 13,700.00 233A Vendor: 367 PG&E
.
apapdinv2 ntanori Town of Portola Valley Page 2
14:09 05/19/22 Paid Invoices by Date
From: 05/25/2022 to 05/25/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
05/25/22 2189 April Statements 1,054.29 1,054.29 APR-2022 Vendor: 368 PG&E
2190 Deposit Refund, 40 Sioux 3,729.02 431.50 PW0011-2021 Deposit Refund, Los Tranos at Oak Forest 325.41 PW0002-2018Deposit Refund, 837 Portola 363.00 PW0003-2021Deposit Refund, 40 Sioux 431.50 PW0059-2020Deposit Refund, 480 Westridge 152.50 PW0037-2019Deposit Refund, 200 Goya 14.86 PW0043-2019Deposit Refund, 80 Pineridge 322.50 PW0069-2020Deposit Refund, 180 Bear Gulch 326.25 PW0073-2019Deposit Refund, 345 Golden Oak 500.00 PW0065-2019Deposit Refund, 7 Bayberry 432.50 PW0057-2019Deposit Refund, 155 Cherokee 429.00 PW0057-2020 Vendor: 373 PITNEY BOWES INC.
2191 Postage Meter Rental 02/27/22 - 05/29/2022 170.63 170.63 1020667848 Vendor: 376 PORTOLA VALLEY HARDWARE
2192 March Statement 105.97 105.97 193-MAR22
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
2193 April Fuel Statement 526.75 526.75 G20220430-4
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
2194 June Dental/Vision 3,012.10 3,012.10 JUNE-2022
Vendor: 447 STAPLES CREDIT PLAN
2195 April Statement 1,057.70 1,057.70 2814-APR22
Vendor: 448 STATE COMP INSURANCE FUND
2196 WC Premium, 04/19/22 - 05/19/22 5,315.25 5,315.25 1000669669 Vendor: 478 TRACY TAMASI
2197 Surety Deposit Refund - 3 Buck Meadow 25,000.00 25,000.00 PERMIT_15823-2 Vendor: 489 VERIZON WIRELESS
2198 April Cellular 432.22 432.22 9905013517
Vendor: 642 CYBERTARY.COM
2199 April Transcription Svcs 410.70 410.70 4545
Vendor: 729 TOWNSEND MANAGEMENT INC
2200 2021-2022 Street Resurfacing Inspection Services 2,700.00 2,700.00 200212-04-22
.
apapdinv2 ntanori Town of Portola Valley Page 3
14:09 05/19/22 Paid Invoices by Date
From: 05/25/2022 to 05/25/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 779 ELITE PRO HOME CLEANING
2201 Deep Cleaning - Town Hall 2,920.00 890.00 10433408004 Deep Cleaning - Library 1,005.00 10433408003
Deep Cleaning - Community Hall 675.00 10433407916
Deep Cleaning - School House 350.00 10433407878
Check Date Totals 100,408.77
Grand Total 100,408.77
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
May 25, 2022
Claims totaling $100,408.77 having been duly examined by me and found to be correct are hereby approved and verified by me as due bills against the Town of Portola Valley.
Date _____________________________ ________________________________ Jeremy Dennis, Treasurer
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.
Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Sharon Hanlon, Town Clerk Mayor
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Cara Silver, Town Attorney
DATE: May 25, 2022
RE: Adoption of Resolution Confirming the State of Emergency and Need to Continue Conducting Town Public Meetings Remotely
RECOMMENDATION
Staff recommends that the Town Council adopt the attached Resolution Confirming the State of Emergency and Need to Continue Conducting Town Public Meetings Remotely.
BACKGROUND
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 and expires on January 1, 2024 (portions of the bill applying to the State legislature and school districts expire earlier). The bill extends the teleconference procedures authorized in Executive Order N-29-20 (set to expire September 30, 2021) during the current COVID-19 pandemic and allows future teleconference procedures under limited circumstances defined in the bill.
Effective October 1, 2021, cities must comply with AB 361 if they want to conduct remote meetings.
AB 361 applies to meetings during a proclaimed state of emergency and the legislative body has made a finding that meeting in person would "present an imminent risk to the health or safety of attendees". “State of emergency” is defined as a state of emergency declared by the Governor under Government Code Section 8625.
AB 361 requires several procedural safeguards, such as giving the public ability to address the legislative body directly, providing information on how to address the body, providing either a call-in or internet-based service option, requirement to stop meeting if call-in or internet-based option fails due to measures under the control of the Town, comments may not be required to be submitted in advance, and pre-registrations (except as required by callin or internet platform) are prohibited.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Public members must be given a reasonable time to register to provide public comment and agencies that provide a timed public comment period shall not close the public comment period until that timed period has expired.
If the legislative body desires to continue using the teleconference exception, it must confirm the circumstances of the state of emergency 30 days after the first teleconference meeting and every 30 days thereafter.
DISCUSSION
Town staff has installed a new system in the Schoolhouse to accommodate hybrid remote meetings. This system has also been installed in the Community Hall. On April 27, 2022, the Council conducted its first hybrid meeting and plans to continue meeting this way.
However, some members of the Council, its commissions/committees, staff and the public may want to continue attending remotely. Given the continued presence of COVID-19 in the community, in person meetings would present an imminent risk to the health or safety of certain attendees.
AB 361 requires the Council to make a regular finding confirming the state of emergency and the need for continued remote meetings. Staff will therefore be agendizing this finding on every Council meeting agenda until a decision to transition to completely in person meetings has been made. Council will also be requested to make these findings on behalf of its commissions and committees as well, so there is a uniform policy on public meetings.
FISCAL IMPACT
There is no fiscal impact associated with continued remote meetings.
ATTACHMENT
1. Resolution
RESOLUTION NO. ____
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY CONFIRMING EXISTING STATE EMERGENCY AND AUTHORIZING CONTINUED REMOTE PUBLIC MEETINGS UNDER AB 361
The Town Council of the Town of Portola Valley does RESOLVE as follows:
WHEREAS, on March 4, 2020, the Governor of the State of California declared a state of emergency, as defined under the California Emergency Services Act, due to the COVID-19 pandemic and the State of Emergency remains in effect; WHEREAS, beginning in March 2020, the Governor’s Executive Order N-29-20 suspended Brown Act requirements related to teleconferencing during the COVID-19 pandemic provided that notice, accessibility, and other requirements were met, and the public was allowed to observe and address the legislative body at the meeting; WHEREAS, Executive Order N-08-21 extended the previous order until September 30, 2021;
WHEREAS, the Town Council and the Town’s boards, commissions, and committees have conducted their meetings virtually, as authorized by the Executive Order, since March 17, 2020;
WHEREAS, on September 16, 2021, Governor Newsom signed into law Assembly Bill 361 (“AB 361”), which provides that a local agency legislative body may continue to meet remotely without complying with otherwise-applicable requirements in the Brown Act related to remote/teleconference meetings by local agency legislative bodies, provided that a state of emergency has been declared and the legislative body determines that meeting in person would present imminent risks to the health or safety of attendees, and provided that the legislative body continues to make such findings at least every 30 days during the term of the declared state of emergency;
WHEREAS, Cal/OSHA COVID-19 Emergency Temporary Standards (“ETS”) require certain employers to implement social distancing requirements in the work place during the current COVID-19 pandemic; and effective February 14, 2022, the Town Manager issued updated work place guidelines imposing safety protocols on persons attending Town Hall facilities;
WHEREAS, in the last few months, while hospitalizations and severe illnesses have gone down, new COVID-19 variants have emerged and continued to impact the County’s hospital capacity;
WHEREAS, these variants are believed by medical experts to be even more contagious as previous variants, and data has shown the variant has increased transmissibility even among some vaccinated people;
WHEREAS, due to uncertainty and concerns about the continuing presence of COVID-19 variants, many workplaces that had announced a return to regular in-person operations have pushed back the full return date until later in the year or next year; WHEREAS, virtual meetings have not diminished the public’s ability to observe and participate and have expanded opportunities to do so for some communities; and WHEREAS, given the heightened risks of the predominant variant of COVID-19 in the community, holding meetings with all members of the legislative body, staff, and the public in attendance in person in a shared indoor meeting space would pose an unnecessary and immediate risk to the attendees.
WHEREAS, the Council has again reconsidered the circumstances of the state of emergency and finds that the state of emergency continues to impact the ability of members of the Town Council, commissions and committees and public to meet in person because there is a continuing threat of COVID19 to the community, and because Town meetings have characteristics that give rise to risks to health and safety of meeting participants (such as the increased mixing associated with bringing together people from across the community, the need to enable those who are immunocompromised or unvaccinated to be able to safely continue to participate fully in public governmental meetings, and the challenges with fully ascertaining and ensuring compliance with vaccination and other safety recommendations at such meetings);
WHEREAS, persons experiencing any potential symptoms of COVID-19, or who test positive but are asymptomatic, or who are exposed to someone with COVID19, should follow medical advice regarding self-isolation or self-quarantine, avoiding public gatherings such as in-person meetings of public agencies, and should be able to do so without sacrificing their right to participate in public business during periods of self-isolation or selfquarantine; WHEREAS, the onset of symptoms of COVID-19 or a positive test may occur too close to the start of a meeting for alternative arrangements for attendance to be made consistently with the Brown Act, such that a remote attendance option for public meetings should be maintained for as long as COVID transmission remains a potential risk of inperson meetings; WHEREAS, the Town Council has an important interest in protecting the health and safety of those who participate in public Town meetings; and WHEREAS, the Town Council finds that this state of emergency continues to directly impact the ability of members of the Town Council and its commissions and committees to meet safely in person and that meeting in person would present imminent risks to the health or safety of attendees, and the Council will therefore continue to invoke the provisions of AB 361 related to teleconferencing for meetings of the Town Council and its commissions and committees in order to provide its members as well as staff and members of the public with
the option of participating in its meetings remotely whenever necessary or advisable for them to do so.
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Portola Valley that:
1. The Town Council adopts the recitals set forth above as findings of fact.
2. The Town Council finds that meeting in person would present imminent risks to the health or safety of attendees.
3. In accordance with AB 361, based on the findings and determinations herein, meetings of the Town Council and Town commissions and committees will be held virtually, either completely or partially, with Brown Act teleconferencing rules suspended.
4. Staff is directed to return no later than thirty (30) days after the adoption of this resolution to consider making the findings required by AB 361 in order to continue meeting under its provisions.
PASSED AND ADOPTED this 25th day of May 2022.
By: _________________________
Craig Hughes, Mayor
ATTEST:
____________________________
Melissa Thurman, Town Clerk
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Melvin E. Gaines, Assistant Town Manager
DATE: May 25, 2022
RE: Adoption of a Resolution Allowing a Rate Increase Under the Franchise Agreement for Collection and Processing of Mixed Compostable Materials, Recyclables and Yard Trimmings between the Town of Portola Valley and GreenWaste Recovery, Inc.
RECOMMENDATION
Staff recommends that the Town Council adopt the attached Resolution (Attachment 1) allowing a rate increase under the franchise agreement for collection and processing of mixed compostable materials, recyclables and yard trimmings between the Town of Portola Valley and GreenWaste Recovery, Inc.
BACKGROUND
On November 13, 2019, the Town Council adopted a Resolution approving a ten-year franchise agreement with GreenWaste Recovery, Inc. for collection and processing of mixed compostable materials, recyclables and yard trimmings. The agreement allows for an annual rate adjustment effective July 1st of each year.
Section 15.2 of the agreement states: “Contractor's Rates to Service Recipients shall be adjusted annually, to adjust for the increased or decreased cost of living, by 100% of the change in the Consumer Price Index for All Urban Consumers for All Items for the area of San Francisco-Oakland-Hayward, CA. Rate of adjustment will be based on increases or decreases during the prior calendar year, but will apply to the following Town fiscal year (July 1 to June 30) to allow time to receive the indices, compute the necessary adjustment and have the Town Council approve the new rate prior to the billing cycle… Each base rate shall be adjusted based on the changes in the index from the prior December to the December of the current adjustment year and shall include any changes in the Franchise Fee pursuant to subject Article 14.1.”
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
DISCUSSION
The Bureau of Labor Statistics’ Consumer Price Index (CPI) for All Urban Consumers for All Items for the area of San Francisco-Oakland-Hayward, CA (Attachment 2) provided the data for the CPI adjustment calculations for FY 2022-23 (Attachment 3) shown in Table 1, below.
Table 1: GreenWaste Recovery, Inc., Annual CPI Adjustment Calculation for Portola Valley Calendar Year Consumer Price Index (CPI)
December 2021 315.805
December 2020 302.948
Difference 12.857
Percentage Change 4.244%
The CPI increased by 12.857, from 302.948 in December 2020 to 315.805 in December 2021. In accordance with the franchise agreement, GreenWaste is requesting their allowed rate increase of 4.24%, based upon the change in the CPI between calendar years 2020 and 2021 as calculated every year using the December CPI (12.857/302.948 = 4.244%). If approved by the Council, the rate increase would go into effect on July 1, 2022. The proposed (Attachment 4/Exhibit A) and current (Attachment 5) rate schedules are provided for comparison purposes.
FISCAL IMPACT
None.
ATTACHMENTS
1. Resolution
2. Bureau of Labor Statistics – CPI Table
3. Consumer Price Index Adjustment Calculations
4. Exhibit “A” – Proposed FY 2022-23 GreenWaste Rate Schedule
5. FY 2021-22 GreenWaste Rate Schedule
RESOLUTION NO. _____-2022
RESOLUTION OF THE TOWN COUNCIL OF THE
TOWN OF PORTOLA VALLEY ALLOWING A RATE INCREASE UNDER
THE FRANCHISE AGREEMENT FOR COLLECTION AND PROCESSING OF
MIXED COMPOSTABLE MATERIALS, RECYCLABLES AND YARD TRIMMINGS
BETWEEN THE TOWN OF PORTOLA VALLEY AND
GREENWASTE RECOVERY, INC.
WHEREAS, the Town Council of the Town of Portola Valley has entered into a franchise agreement with GreenWaste Recovery, Inc. (GreenWaste) for the provision of garbage, mixed compostables materials, recyclables and yard trimmings collection and processing services; and
WHEREAS, pursuant to the Agreement, GreenWaste in entitled to annual service rate adjustments to reflect the change in the Consumer Price Index.
NOW, THEREFORE, the Town Council of the Town does RESOLVE as follows:
1. Public interest and convenience require the Town of Portola Valley to increase the service rates by 4.244%, as set forth in Exhibit “A” (Attachment 4).
2. The Town of Portola Valley hereby approves the rate increase described in Exhibit A, attached hereto and incorporated herein, and directs the new rates be implemented for the entirety of fiscal year 2022-2023, beginning with the 1st quarter billing cycle.
PASSED AND ADOPTED this 25
th day of May, 2022.
By: __________________________
Craig Hughes
Mayor
ATTEST:
___________________________
Melissa Thurman, MMC
Town Clerk
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CUURS49BSAO
CPI for All Urban Consumers (CPI-U)
Not Seasonally Adjusted
All Items in San Francisco-Oakland-Hayward, CA.
December 2021 315.805
December 2020 302.948
Difference 12.857
Percentage change 4.244%
Town of Portola Valley
Annual CPI adjustment calculation
4.244%
Cart Size BASE SERVICES* Cart Size BLUE Cart Only
Service
GREEN Cart Only
Service
20-Gallon GRAY Cart $ 28.33 20-Gallon Cart n/a n/a
32-Gallon GRAY Cart $ 45.37 32-Gallon Cart n/a n/a
64-Gallon GRAY Cart $ 90.70 64-Gallon Cart $ 22.67 $ 68.02 96-Gallon GRAY Cart $ 136.09 96-Gallon Cart $ 34.03 $ 102.07 Cart Size GRAY Cart (Ea.) BLUE Cart (Ea.) GREEN Cart (Ea.) 20-Gallon Cart n/a n/a n/a
32-Gallon Cart $ 22.68 n/a n/a
64-Gallon Cart** $ 45.35 n/a n/a
96-Gallon Cart $ 68.05 $ 6.81 $ 34.03
≤ 3 Carts 4 - 5 Carts
11' - 100' $ 35.09 11' - 25' $ 46.78 $ 70.18 $ 23.39
101' - 200' $ 70.18 26' - 100' $ 93.57 $ 140.35 $ 46.78 201' - 300' $ 93.57 Each Add'l 100' $ 93.57 $ 140.35 $ 46.78 301' - 400' $ 116.96
401' - 500' $ 140.35
****Includes all GRAY Carts and BLUE Carts.
*****Includes Base Service Carts
*****Applicable for each additional GRAY or BLUE Cart
Material Type Per Each Set-out Set-out Equivalent Service Description Per Item Rate Excess GRAY Material $ 11.34 32-gallon Bulky Item Pick-up $ 53.16 Excess BLUE Material $ 0.56 32-gallon Bulky Item (w/ Freon) $ 58.48 Excess GREEN Material $ 2.84 32-gallon
Account RE-START Fee – Administrative Fee $ 10.63 Account Reinstatement Fee Cart RE-DELIVERY Fee – Delivery of Removed Cart(s) $ 31.90 Per Vehicle Trip Cart DELIVERY/SWAP Fee – Beyond 1x Per Year $ 31.90 Per Vehicle Trip Cart CLEANING/SWAP Fee $ 31.90 Per Vehicle Trip
Cart NON-SCHEDULED Collection Go-Back/Trip Fee $ 31.90 Per Vehicle Trip COLLECTION Fee - Excess Services $ 3.19 Per Cart
LATE Fee – Periodic monthly rate on past due balances of 30-days or more. 1.5% APR of 18%, minimum $2.00 fee Residential ENCLOSURE Fee (w/o lock) $ 5.32 Per Month, Per Enclosure Residential ENCLOSURE Fee (w/ lock) $ 7.97 Per Month, Per Enclosure Cart REPLACEMENT Fee – if damaged by customer. $ 63.80 Per Cart ON-PREMISES (DRIVE-ON Services)*** ON-PREMISE (WALK-ON Services)*** Town of Portola Valley
Proposed Rates effective 7/1/2022
CPI Effective 7/1/2022
RESIDENTIAL COLLECTION RATES - MONTHLY RECURRING SERVICES *BASE SERVICES include two (2) 96-gallon BLUE Carts and either up to three (3) GREEN Carts (CURBSIDE FULL ACCESSIBILITY) or up to two (2) additional GRAY Carts for no additional charge (CURBSIDE LIMITED ACCESSIBILITY or ON-PREMISES), depending on service location.
GREEN Carts must be placed CURBSIDE FULL ACCESSIBILITY for Collection. BASE SERVICE Rates for Eligible Lifeline/CARE Residential Service Recipients are charged at 85% and applicable to BASE SERVICES only.
ADDITIONAL SERVICES
**Manure Service is provided in 64-gallon GRAY
EXCESS SERVICES BULKY ITEM SERVICES
RESIDENTIAL - ADDITIONAL MISC. CHARGES
Distance DRIVE-ON
Charge****
BASE SERVICES***** EXTRA
CART******
***GREEN Carts cannot be collected CURBSIDE LIMITED
ACCESSIBILITY or ON-PREMISES
RESIDENTIAL COLLECTION RATES - MONTHLY NON-RECURRING SERVICES
4.244%
Container Size 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
32-Gallon $ 48.53 $ 97.05 $ 145.57 $ 194.09 $ 242.62 $ 291.14 $ 12.13 64-Gallon $ 97.02 $ 194.03 $ 291.05 $ 388.06 $ 485.08 $ 582.10 $ 24.26 96-Gallon $ 145.57 $ 291.14 $ 436.71 $ 582.29 $ 727.85 $ 873.43 $ 36.39 1-Cubic Yard Bin $ 214.84 $ 353.25 $ 497.81 $ 648.51 $ 805.47 $ 968.73 $ 53.71 2-Cubic Yard Bin $ 308.93 $ 515.55 $ 722.12 $ 928.73 $ 1,135.32 $ 1,341.91 $ 77.22 3-Cubic Yard Bin $ 412.23 $ 722.12 $ 1,031.98 $ 1,341.91 $ 1,651.81 $ 1,962.80 $ 103.06 4-Cubic Yard Bin $ 516.84 $ 930.06 $ 1,343.16 $ 1,756.38 $ 2,169.61 $ 2,582.86 $ 129.21 6-Cubic Yard Bin $ 601.16 $ 1,100.97 $ 1,608.23 $ 2,100.65 $ 2,600.48 $ 3,100.35 $ 150.30 8-Cubic Yard Bin $ 776.42 $ 1,442.84 $ 2,109.37 $ 2,781.04 $ 3,442.25 $ 4,108.66 $ 194.10 2 Cubic Yard Compactor $ 772.31 $ 1,288.87 $ 1,805.31 $ 2,321.82 $ 2,838.29 $ 3,354.77 $ 193.08 3 Cubic Yard Compactor $ 1,030.59 $ 1,805.31 $ 2,579.98 $ 3,354.77 $ 4,129.52 $ 4,907.00 $ 257.65 4 Cubic Yard Compactor $ 1,292.09 $ 2,325.17 $ 3,357.91 $ 4,390.94 $ 5,424.01 $ 6,457.16 $ 323.03 Container Size 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
96-Gallon $ 72.78 $ 145.57 $ 218.36 $ 291.14 $ 363.93 $ 436.71 $ 18.19 2-Cubic Yard Bin $ 154.46 $ 257.77 $ 361.06 $ 464.37 $ 567.66 $ 670.96 $ 38.62 Push/Pull Distance 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
Per Cart (10' - 25') $ 15.95 $ 31.90 $ 47.85 $ 63.80 $ 79.75 $ 95.70 $ 3.99 Per Cart (Ea. Add'l 25') $ 10.63 $ 21.27 $ 31.90 $ 42.53 $ 53.16 $ 63.80 $ 2.66 Per Bin (10' - 25') $ 47.85 $ 95.70 $ 143.54 $ 191.39 $ 239.24 $ 287.09 $ 11.97 Per Bin (Ea. Add'l 25') $ 31.90 $ 63.80 $ 95.70 $ 127.59 $ 159.49 $ 191.39 $ 7.97 Account RE-START Fee – Administrative Fee $ 10.63 Account Reinstatement Fee Cart RE-DELIVERY Fee – Delivery of Removed Cart(s) $ 42.53 Per Vehicle Trip Container DELIVERY/SWAP Fee – Beyond 1x Per Year $ 47.85 Per Vehicle Trip Cart CLEANING/SWAP Fee $ 47.85 Per Vehicle Trip
Bin CLEANING/SWAP Fee $ 47.85 Per Bin
Cart NON-SCHEDULED Collection Go-Back/Trip Fee $ 42.53 Per Vehicle Trip Bin NON-SCHEDULED Collection Go-Back/Trip Fee $ 42.53 Per Bin One-Time ADDITIONAL COLLECTION - Collection Charge $ 21.27 Per Collection One-Time ADDITIONAL COLLECTION - Processing Charge 25% of the 1x/week collection Non-Residential ENCLOSURE Fee (w/ Lock) $ 15.95 Per Collection Non-Residential ENCLOSURE Fee (w/o Lock) $ 10.63 Per Collection LOCKING BIN Installation Charge $ 53.16 Per Installation Cart REPLACEMENT Fee – if damaged by customer. $ 63.80 Per Cart Bin REPLACEMENT Fee – if damaged by customer. 25% - 50% of current cost of an equivalent Bin based on extent of the damage.
LATE Fee – Applies on past due balances of 30-days or more. 1.5% Periodic monthly rate (APR of 18%, minimum $2.00 fee) Non-Residential PUSH/PULL Monthly Collection Rates
NON-RESIDENTIAL - ADDITIONAL MISC. CHARGES
Town of Portola Valley
Proposed Rates effective 7/1/2022
NON-RESIDENTIAL COLLECTION RATES - MONTHLY RECURRING SERVICES CPI Effective 7/1/2022
Non-Residential MIXED COMPOSTABLES Monthly Collection Rates Non-Residential YARD TRIMMINGS Monthly Collection Rates
2.000%
Cart Size BASE SERVICES* Cart Size BLUE Cart Only
Service
GREEN Cart Only
Service
20-Gallon GRAY Cart $ 27.18 20-Gallon Cart n/a n/a
32-Gallon GRAY Cart $ 43.52 32-Gallon Cart n/a n/a
64-Gallon GRAY Cart $ 87.01 64-Gallon Cart $ 21.75 $ 65.25 96-Gallon GRAY Cart $ 130.55 96-Gallon Cart $ 32.64 $ 97.91 Cart Size GRAY Cart (Ea.) BLUE Cart (Ea.) GREEN Cart (Ea.) 20-Gallon Cart n/a n/a n/a
32-Gallon Cart $ 21.76 n/a n/a
64-Gallon Cart** $ 43.50 n/a n/a
96-Gallon Cart $ 65.28 $ 6.53 $ 32.64
≤ 3 Carts 4 - 5 Carts
11' - 100' $ 33.66 11' - 25' $ 44.88 $ 67.32 $ 22.44
101' - 200' $ 67.32 26' - 100' $ 89.76 $ 134.64 $ 44.88 201' - 300' $ 89.76 Each Add'l 100' $ 89.76 $ 134.64 $ 44.88 301' - 400' $ 112.20
401' - 500' $ 134.64
****Includes all GRAY Carts and BLUE Carts.
*****Includes Base Service Carts
*****Applicable for each additional GRAY or BLUE Cart
Material Type Per Each Set-out Set-out Equivalent Service Description Per Item Rate Excess GRAY Material $ 10.88 32-gallon Bulky Item Pick-up $ 51.00 Excess BLUE Material $ 0.54 32-gallon Bulky Item (w/ Freon) $ 56.10 Excess GREEN Material $ 2.72 32-gallon
Account RE-START Fee – Administrative Fee $ 10.20 Account Reinstatement Fee Cart RE-DELIVERY Fee – Delivery of Removed Cart(s) $ 30.60 Per Vehicle Trip Cart DELIVERY/SWAP Fee – Beyond 1x Per Year $ 30.60 Per Vehicle Trip Cart CLEANING/SWAP Fee $ 30.60 Per Vehicle Trip
Cart NON-SCHEDULED Collection Go-Back/Trip Fee $ 30.60 Per Vehicle Trip COLLECTION Fee - Excess Services $ 3.06 Per Cart
LATE Fee – Periodic monthly rate on past due balances of 30-days or more. 1.5% APR of 18%, minimum $2.00 fee Residential ENCLOSURE Fe (w/o lock) $ 5.10 Per Month, Per Enclosure Residential ENCLOSURE Fee (w/ lock) $ 7.65 Per Month, Per Enclosure Cart REPLACEMENT Fee – if damaged by customer. $ 61.20 Per Cart
EXCESS SERVICES BULKY ITEM SERVICES
RESIDENTIAL - ADDITIONAL MISC. CHARGES
BASE SERVICES***** EXTRA
CART******
***GREEN Carts cannot be collected CURBSIDE LIMITED
ACCESSIBILITY or ON-PREMISES
RESIDENTIAL COLLECTION RATES - MONTHLY NON-RECURRING SERVICES ON-PREMISES (DRIVE-ON Services)*** ON-PREMISE (WALK-ON Services)*** Distance DRIVE-ON
Charge****
**Manure Service is provided in 64-gallon GRAY
No change 7/1/2020 No change 7/1/2020
*BASE SERVICES include two (2) 96-gallon BLUE Carts and either up to three (3) GREEN Carts (CURBSIDE FULL ACCESSIBILITY) or up to two (2) additional GRAY Carts for no additional charge (CURBSIDE LIMITED ACCESSIBILITY or ON-PREMISES), depending on service location.
GREEN Carts must be placed CURBSIDE FULL ACCESSIBILITY for Collection. BASE SERVICE Rates for Eligible Lifeline/CARE Residential Service Recipients are charged at 85% and applicable to BASE SERVICES only.
ADDITIONAL SERVICES
Town of Portola Valley
CPI Effective 7/1/2021
RESIDENTIAL COLLECTION RATES - MONTHLY RECURRING SERVICES Rates 7/1/2021 through 6/30/2022
2.000%
Container Size 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
32-Gallon $ 46.55 $ 93.10 $ 139.64 $ 186.19 $ 232.74 $ 279.29 $ 11.64 64-Gallon $ 93.07 $ 186.13 $ 279.20 $ 372.26 $ 465.33 $ 558.40 $ 23.27 96-Gallon $ 139.64 $ 279.29 $ 418.93 $ 558.58 $ 698.22 $ 837.87 $ 34.91 1-Cubic Yard Bin $ 206.09 $ 338.87 $ 477.54 $ 622.11 $ 772.68 $ 929.29 $ 51.52 2-Cubic Yard Bin $ 296.35 $ 494.56 $ 692.72 $ 890.92 $ 1,089.10 $ 1,287.28 $ 74.08 3-Cubic Yard Bin $ 395.45 $ 692.72 $ 989.97 $ 1,287.28 $ 1,584.56 $ 1,882.89 $ 98.86 4-Cubic Yard Bin $ 495.80 $ 892.20 $ 1,288.48 $ 1,684.87 $ 2,081.28 $ 2,477.71 $ 123.95 6-Cubic Yard Bin $ 576.69 $ 1,056.15 $ 1,542.76 $ 2,015.13 $ 2,494.61 $ 2,974.13 $ 144.18 8-Cubic Yard Bin $ 744.81 $ 1,384.10 $ 2,023.49 $ 2,667.82 $ 3,302.11 $ 3,941.39 $ 186.20 2 Cubic Yard Compactor $ 740.87 $ 1,236.40 $ 1,731.81 $ 2,227.29 $ 2,722.74 $ 3,218.19 $ 185.22 3 Cubic Yard Compactor $ 988.63 $ 1,731.81 $ 2,474.94 $ 3,218.19 $ 3,961.40 $ 4,707.23 $ 247.16 4 Cubic Yard Compactor $ 1,239.49 $ 2,230.51 $ 3,221.20 $ 4,212.18 $ 5,203.19 $ 6,194.28 $ 309.88 Container Size 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
96-Gallon $ 69.82 $ 139.64 $ 209.47 $ 279.29 $ 349.11 $ 418.93 $ 17.45 2-Cubic Yard Bin $ 148.17 $ 247.28 $ 346.36 $ 445.46 $ 544.55 $ 643.64 $ 37.05 Push/Pull Distance 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
Per Cart (10' - 25') $ 15.30 $ 30.60 $ 45.90 $ 61.20 $ 76.50 $ 91.80 $ 3.83 Per Cart (Ea. Add'l 25') $ 10.20 $ 20.40 $ 30.60 $ 40.80 $ 51.00 $ 61.20 $ 2.55 Per Bin (10' - 25') $ 45.90 $ 91.80 $ 137.70 $ 183.60 $ 229.50 $ 275.40 $ 11.48 Per Bin (Ea. Add'l 25') $ 30.60 $ 61.20 $ 91.80 $ 122.40 $ 153.00 $ 183.60 $ 7.65 Account RE-START Fee – Administrative Fee $ 10.20 Account Reinstatement Fee Cart RE-DELIVERY Fee – Delivery of Removed Cart(s) $ 40.80 Per Vehicle Trip Container DELIVERY/SWAP Fee – Beyond 1x Per Year $ 45.90 Per Vehicle Trip Cart CLEANING/SWAP Fee $ 45.90 Per Vehicle Trip
Bin CLEANING/SWAP Fee $ 45.90 Per Bin
Cart NON-SCHEDULED Collection Go-Back/Trip Fee $ 40.80 Per Vehicle Trip Bin NON-SCHEDULED Collection Go-Back/Trip Fee $ 40.80 Per Bin One-Time ADDITIONAL COLLECTION - Collection Charge $ 20.40 Per Collection One-Time ADDITIONAL COLLECTION - Processing Charge 25% of the 1x/week collection Non-Residential ENCLOSURE Fee (w/ Lock) $ 15.30 Per Collection Non-Residential ENCLOSURE Fee (w/o Lock) $ 10.20 Per Collection LOCKING BIN Installation Charge $ 51.00 Per Installation Cart REPLACEMENT Fee – if damaged by customer. $ 61.20 Per Cart Bin REPLACEMENT Fee – if damaged by customer. 25% - 50% of current cost of an equivalent Bin based on extent of the damage.
LATE Fee – Applies on past due balances of 30-days or more. 1.5% Periodic monthly rate (APR of 18%, minimum $2.00 fee) Town of Portola Valley
Rates 7/1/2021 through 6/30/2022
NON-RESIDENTIAL COLLECTION RATES - MONTHLY RECURRING SERVICES NON-RESIDENTIAL - ADDITIONAL MISC. CHARGES
CPI Effective 7/1/2021
Non-Residential MIXED COMPOSTABLES Monthly Collection Rates Non-Residential YARD TRIMMINGS Monthly Collection Rates Non-Residential PUSH/PULL Monthly Collection Rates
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Mayor Craig Hughes
DATE: May 25, 2022
RE: Bicycle, Pedestrian, and Traffic Safety Committee Charter Amendment
RECOMMENDATION
I recommend that the Town Council adopt a charter change for the BPTS Committee to reduce its maximum membership from eleven to seven members.
BACKGROUND
In 2013, the council set the membership of the BPTS committee to 11. Membership since then has dwindled to only 5 current members, reducing the committee to a level where they no longer have a quorum able to meet.
DISCUSSION
I recommend the following action to strengthen the Committee’s ability to meet regularly:
• Amend the Committee’s charter to reduce its maximum membership from eleven to seven. This will ensure that the committee can meet with its current membership of five as the Town continues trying to recruit new members.
I considered if we might want to set the committee size at nine instead, but that would mean that if only 1 member were unable to make a meeting, the committee would be inquorate.
If we were to receive more than two applications for the committee, we could always amend the charter again to increase the size to nine.
ATTACHMENT
1. Committee Charter with redlined revisions
TOWN OF PORTOLA VALLEY
Colleagues Memo
TOWN OF PORTOLA VALLEY
Bicycle, Pedestrian & Traffic Safety Committee
OBJECTIVES
To foster a community for all users of the public roads. To advise the Town in ways and means for safer conditions regarding motor vehicles, bicycles, pedestrians and road conditions. To encourage proper traffic enforcement. To encourage safe and enjoyable bicycling in Portola Valley as a means of transportation and recreation.
DUTIES AND FUNCTIONS
1. Respond to and meet with citizens who have expressed their concerns over traffic safety.
2. Recommend to the Council policies that improve traffic safety in Town.
3. Inform and advise the Town Staff, Town Council, Commissions and Committees on traffic and bicycling matters.
4. Evaluate General Plan Policies relating to bicycle, pedestrian and traffic safety and to make recommendations for changes in and/or implementation of these policies.
5. Promote and support local programs for bicycle, pedestrian, and traffic safety, such as the coalition for the “Safe Routes to School” program.
6. Promote safety through public education. Educate children and the general public in State law pertaining to bicycling and traffic safety practices.
7. Make recommendations for signage that improves safety.
8. Coordinate regional planning of Town bicycling facilities and programs with surrounding communities and San Mateo County.
RESPONSIBLE TO:
The Town Council
COORDINATION:
Police Commissioner
Public Works Director
Sheriff's Office
MEMBERSHIP
No more than eleven seven members, each appointed for one-year terms by the Mayor with Council concurrence. Rotating Chair and Vice Chair selected by Committee.
MEETINGS
Regular meetings are to be held on the first Wednesday of each month at 8:15a.m.
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Mayor Craig Hughes
DATE: May 25, 2022
RE: Parks and Recreation Committee Charter Amendment
RECOMMENDATION
I recommend that the Town Council adopt a charter change for the Parks and Recreation Committee to reduce its maximum membership from thirteen to seven members.
BACKGROUND
In 2013, the council expanded the membership of the Parks and Rec committee to 13 members and appointed many new members thereafter. Membership since then has dwindled to only 6 current members, reducing the committee to a level where they no longer have a quorum able to meet. The expansion was partially an experiment in trying a different way for committee members to be involved in Parks & Rec projects, but in more recent years, the committee has pretty much gone back to the way that they used to conduct their business.
DISCUSSION
I recommend the following action to strengthen the Committee’s ability to meet regularly:
• Amend the Committee’s charter to reduce its maximum membership from thirteen to seven. This will ensure that the committee can meet with its current membership of six as the Town continues trying to recruit a new member.
I considered if we might want to set the committee size at nine instead, but that would mean that if only 2 members were unable to make a meeting, the committee would be inquorate.
If we were to receive more than one application for the committee, we could always amend the charter again to increase the size to nine.
ATTACHMENT
1. Committee Charter with redlined revisions
TOWN OF PORTOLA VALLEY
Colleagues Memo
TOWN OF PORTOLA VALLEY
PARKS AND RECREATION COMMITTEE CHARTER
To develop, promote and maintain quality recreational and community enrichment programs, recreational facilities and park areas in the Town of Portola Valley.
DUTIES AND FUNCTIONS
1. 1) Advise the Town Council as to park and recreational needs and suggest steps to be taken to fill these needs.
2. 2) Review proposals that affect park and recreational activities and/or facilities.
3. 3) Advocate for park and recreational issues and assist in providing information to Town residents.
4. 4) Assist in advising the residents of Portola Valley as to recreational and enrichment programs available.
5. 5) Keep well informed as to use and conditions of playing fields, parks and recreational facilities, as well as to the status of recreational programs. This shall be accomplished through quarterly communications with the Recreational Facilities Coordinator and Presidents of Athletic Leagues.
6. 6) Encourage, coordinate and advise citizens and private organizations in establishing local recreational and community enrichment programs.
7. 7) Draft and recommend a Parks and Recreation Budget that may be merged into the Town’s Annual Budget.
8. 8) Recommend use policies concerning parks and recreational facilities (including fees, access, and rules pertaining to use).
9. 9) Organize and run an annual fun run (historically: Zotts to Totts) RESPONSIBLE TO:
The Town Council
COORDINATION:
All Town Committees and Commissions
Town Staff
PV Schools
Presidents of Athletic Leagues and Recreational Clubs
MEMBERSHIP
Up to thirteen seven members appointed by the Mayor with Council Concurrence. One year terms. Rotating chair, vice chair and secretary selected by Committee.
MEETINGS
Held on first Mondaythird Tuesday of each month at 7:30 p.m.
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Melissa Thurman, Town Clerk
DATE: May 25, 2022
RE: Resignation Notice of Sustainability Committee Member
BACKGROUND
On May 1, 2022, Town Staff received a voluntary resignation notice from Sustainability Committee Member Zeenia Framrose.
Due to confidential information contained within the resignation notice, this memo will serve as the official resignation notice for public record.
TOWN OF PORTOLA VALLEY
Memo
TOWN OF PORTOLA VALLEY
Letter of resignation by Rob Younge from the Wildfire Preparedness Committee sent on Sunday May 1 st to Mayor Craig Hughes
Dear Craig,
Thank you for the time to chat about how we can rebuild and reinvigorate the Wildfire Preparedness Committee. As you know, I am a deeply concerned and committed resident who wants to help our town survive the threats that wildfires present in the increasing severity of climate change.
In reading the Mission statement for the WPC:
“Given the inherent risk of wildfire in the Town of Portola Valley and evolving character of wildfire related events due to climate change, the Wildfire Preparedness Committee ("WPC") shall advise the Town Council on ways to mitigate risks associated with wildfires.” I believe that the WPC should work on understanding and mitigating all aspects of wildfire threats to the town by providing recommendations derived from known best practices to the Council. This would include the ongoing WPC efforts of recommendations of home hardening, vegetive management and funding, but also should include active investigation and discussions of the latest scientific studies on preventing structure loss and evacuation methods in WUI environments like ours.
I understand that this is a lot of work for the WPC to do, but ask yourself for the safety of our town residents—is there really anything more important for us to achieve? We need to evaluate carefully what are our greatest hazards and to go after those. I strongly believe that information in studies like the NIST 2205 provide information of many of our greatest hazards that we are not presently focused on, and cannot be delayed in evaluating. Specifically, the NIST 2205 study identifies that structural separation distances (SSD) are critical for structure survival in WUI fires that a community such as ours has an increasing chance of experiencing. Furthermore, inadequate structural separation distances are an equal or greater hazard as vegetive threats and can completely negate structural hardening efforts.
Your statement in response to my request to also focus on issues in NIST 2205 and the follow-on studies that will occur in July has caused me step back and think. What you informed me of:
1. What actions can be taken from the study of NIST 2205 and the like? The building codes can only be changed when WFPD analyzes the fire severity zones for our town and such studies such as NIST 2205 and changes the Fire codes.
2. It’s better for the WPC to focus on informing the public in fairs and working on the vegetive reduction, building hardening, and financing efforts rather than getting frustrated in proposing code changes which the Town cannot take action on until WFPD changes the Fire code.
The WFPD is not responsible for making the building codes for the town. In fact, the WPC recommended building code changes to the Town Council which the Council adopted on Dec 8, 2021 without waiting for WFPD to modify the fire code (WFPD did review and agree with the proposed changes). You explained to me that these were exceptions that were needed by the end of the year before SB9 and SB10 came into effect. What now prevents the Town Council from adopting similar revisions independent of WFPD modifying the fire code?
At present the town staff is feverishly working on new building projects to meet the state mandates for new housing. No significant effort is being done by the town staff on evaluating the safety of these projects for the existing residents and for the future new residents in consideration of new studies such as NIST 2205. Please don’t get me wrong—I am not objecting to new housing—I am objecting to new housing which further endangers the safety of our residents. The Town has had a long history of ignoring the information of fire hazards that have been presented—for example in 2008 by CAL Fire, WFPD, and the Moritz report and so on. The time has come to get ahead of this.
After much thought, I cannot find it morally correct for me to continue on the WPC while the Town Council refuses to consider, let alone take important actions, to protect the safety of its residents . Yes we are in a deep hole as far as Fire hazards and the possible resulting risk of loss of life and property, but the first thing you need to do when you realize you are in a hole is to make sure you are not digging the hole deeper. So I am tendering my resignation from the WPC effective immediately.
I am doing so at this time because at the next meeting of the WPC the chairperson will be elected and I do not think it would be correct for me to vote in this matter when I have decided to leave the WPC.
Since I am now leaving the WPC, I would like to bring up what happened at the March 1 st WPC meeting
for the Town Council’s consideration.
I volunteered to serve on the Wildfire Preparedness Committee because I wanted to participate in and contribute to the development of our Town’s public policy for wildfire prevention and safety. I assumed that I would be accorded the respect and opportunity to participate like any other member of the Committee. I believed that our policies and decisions would be formulated through public meetings conducted in an open and fair manner as required by the Brown Act. I thought that our decisions would be made in public, based on direct and candid discussion among all Committee members.
I now see that I was mistaken.
I now see that during our March 1 meeting some members of the Committee communicated privately during the meeting with one another and with the Town manager about the topic under deliberation.
There was a clear effort to secretly orchestrate decisions by this Committee and another Town committee. I now see that such private communications by certain Committee members may have also occurred before and after the March 1 meeting to the exclusion of me and other members of the Committee.
I now believe that the effort made at our last committee meeting to move the Evacuation Subcommittee out of the WPC and over to a different committee was orchestrated in private by some Committee members, the Town Council liaison and the Town Manager to the exclusion of me and other Committee members.
I am deeply disappointed to learn that some members of this Committee, including the Council liaison, have communicated privately among themselves to the exclusion of me and other Committee members about our committee’s business. This is not the fair and open process I signed up for when I volunteered
to serve. I do not believe such conduct is consistent with the ethical standards I expect and hope our Town to follow.
I have personally worked very hard since I joined the WPC to help the Town develop a competent and reliable assessment of its evacuation capacity. There are many additional elements beyond the limited traffic study currently underway that need to be addressed if we are ever going to have a comprehensive plan and program for safe and effective evacuation of the town.
The town attorney's response to the issues of Brown Act violations was agendized for the aborted April 4 th WPC meeting, and she has subsequently come out to dispute the alleged violations—I don’t know if there were violations or not (I find it very hard to believe that the Brown act allows these things to go on) but regardless of this, I would suggest a few questions that I’d appreciate the Town Council and Town residents to ponder on. I want and need to understand clearly what ethical standards our Town will apply to the public’s business.
1. Is it OK during a public meeting of a town committee for some members of the Committee to essentially hold a private meeting among themselves about the topic under deliberation via text or email to the exclusion of other members of the committee and the public?
2. Specifically, is it OK during a public meeting for one member of our committee to communicate privately with one or more other members of the Committee regarding the business of the Committee, or should such communication be made publicly and openly?
3. Is it OK for a Town Council member to line up in advance enough members of a committee to win an upcoming vote in the Committee, either directly or through seriatim contacts by the Town Manager or Committee members?
4. Do we want the work of our Town committees and legislative bodies to be conducted in open public session, or do we want the work of our committees to be decided in secret by some members of a committee to the exclusion of other members of a committee?
5. Will the Town be collecting and turning over the text messages, emails and other communications requested in the letter which was attached to the April 4 th WPC agenda meeting so that we can
understand what is going on? I, for one, want to see and learn how our Town is in fact being run.
I feel that the work the town committees is incredibly important for the well-being of my friends and fellow residents in the town. But to achieve this we need to have open and honest discussions in our committees between all of our committee members. We should not have pre-polled voting positions set out in private before our public meetings. And there should be no behind the scene texting etc. We need to respect the role and listen carefully to other committee members and exchange our ideas and best thinking in public before we work and vote on an issue. We need to work together candidly and constructively during meetings, not be divided before they even begin.
Finally, I believe it is critically important for all of our discussions to be heard by our town residents, so we can elicit and incorporate their valuable inputs.
Craig, thank you for your consideration.
Rob Younge
TOWN OF PORTOLA VALLEY
Colleagues Memo
TO: Members of the Town Council
FROM: Mayor Hughes
Councilmember Richards
DATE: May 25, 2022
RE: Updated Committee Handbook policies on code of conduct
RECOMMENDATION
The subcommittee has completed its work drafting recommended changes to the committee handbook and recommends the adoption of those changes by the Council.
The subcommittee also recommends that the Council direct staff to establish a program for some appropriate refresher training on the committee handbook and the Brown Act with committee members.
BACKGROUND
On Feb 23, 2022, this council responded to a colleagues’ memo from the Mayor by forming a subcommittee to draft changes to the town’s Commission and Advisory Committee Policies & Procedures Handbook, to add a code of conduct and revise any relevant other sections of the handbook.
The committee has worked with the town attorney on updating the handbook, including a new Code of Conduct section as well as amendments to other relevant sections of the handbook.
ATTACHMENTS
1. Action minutes from Council Meeting of Feb 23, 2022
2. Redline of recommended amendments to the Commission and Advisory Committee Policies and Procedures Handbook
______________________________________________________________________________________
MINUTES
WEDNESDAY, FEBRUARY 23, 2022, 7:00 P.M.
Remote Meeting Covid-19 Advisory: On March 17, 2020, the Governor of California issued Executive Order N-29-20, 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 that discourage large public gatherings, Portola Valley Town Council meetings are conducted electronically via ZOOM.
Convene Special Meeting
Mayor Hughes called the meeting to order at 7:00 P.M.
Roll Call
Present: Councilmember Richards, Vice Mayor Wernikoff, and Mayor Hughes Open Communications
The following members of the public addressed the Town Council:
• Rita Comes
• Rusty Day
• Charles Zaffaroni
• Kristi Corley
• David Cardinal
• Nan Shostak
• Mida Jones
• Valerie Baldwin
• Caroline Vertongen
Consent Agenda
1. Approval of Minutes – Action and Detailed Summary Minutes for February 9, 2022
2. Approval of Warrant List – February 23, 2022
TOWN OF PORTOLA VALLEY
7:00 PM – Special Meeting of the Town Council
Wednesday, February 23, 2022
THIS SPECIAL MEETING WAS HELD VIA
VIDEOCONFERENCE ONLY
TOWN OF PORTOLA VALLEY
ACTION MINUTES
3. Report – Annual Automated License Plate Reader System Audit
4. Recommendation by Town Manager – COVID Hazard Pay for Public Works Staff
5. Appointment by Mayor – Member to the Cultural Arts Committee
6. Recommendation by Part Time Assistant to the Town Manager – Adopt a Resolution Authorizing Submittal of Application(s) for All CalRecycle Grants for which the Town is Eligible
(a) A Resolution of the Town Council of the Town of Portola Valley Authorizing Submittal of Applications(s) for all CalRecycle Grants for which the Town of Portola Valley is Eligible (Resolution No. 2880-2022)
7. Recommendation by Town Attorney - Adoption of a Resolution Confirming the State of Emergency and Need to Continue Conducting Town Public Meetings Remotely (a) A Resolution of the Town Council of the Town of Portola Valley Confirming Existing State of Emergency and Authorizing Continued Remote Public Meetings Under AB 361 (Resolution No. 2881-2022)
Motion
Vice Mayor Wernikoff moved to adopt the Consent Agenda. Seconded by Councilmember Richards, the motion carried unanimously, by roll call vote.
Regular Agenda
8. Report by Planning and Building Director – Safety Element Update The Council heard an update on the ongoing Safety Element Update process.
9. Oral Report by Finance Director – Finance Department Presentation The Council Heard a presentation from the Finance Department on their operations, and upcoming activities.
10. Colleagues Memo from Mayor Hughes – Revisit the Committee Handbook Policies on Harassment.
Mayor Hughes presented a suggestion regarding re-phrasing or adding to existing policies in the Committees Handbook to encourage more cordiality and a more positive approach to the work the committees do and the work that volunteers put into the committees.
MOTION
Vice Mayor Wernikoff moved to appoint Mayor Hughes and Councilmember Richards as a subcommittee to develop changes to the Committee Handbook section regarding
harassment. Seconded by Councilmember Richards, the motion passed, 3-0, by roll call vote.
11. Council Liaison Committee and Regional Agencies Report All five Council members provided reports on the last two week’s regional meetings, local committee meetings, subcommittee meetings, and other items of note.
12. Town Manager Report
The Town Manager provided his regular report.
Written Communications
The Council reviewed written communications for the body over the last two weeks.
Adjournment
The meeting was adjourned at 9:00 P.M.
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING NO. xxx, February 23, 2022
CALL TO ORDER AND ROLL CALL
Mayor Derwin called the Town Council’s Special Teleconference-only meeting to order at 7:00 p.m. Ms.
Hanlon called the roll.
Present: Councilmember John Richards; Vice Mayor Sarah Wernikoff; and Mayor Craig Hughes
Absent: Councilmember Derwin and Councilmember Aalfs
Others: Jeremy Dennis, Town Manager
Laura Russell, Planning & Building Director
Cindy Rodas, Finance Director
Sharon Hanlon, Town Clerk
Attendees: Rita Comes
Nan Shostak
Rusty Day
Valerie Baldwin
Kristi Corley
Mida Jones
David Cardinal
Caroline Vertongen
Charles Zaffaroni
ORAL COMMUNICATIONS
Nan Shostak said, as a geologist on the Town’s Geologic Safety Committee, she was astonished to see that geologic hazards are being “simplified” out of existence during the housing planning process. At the Ad Hoc Housing Element only the San Andres fault was considered a seismic fault hazard. The other potentially active faults running through the town have been eliminated from the map they are using in planning for future dense housing. She said furthermore, liquification – when soil turns to jelly and buildings built in it sink during an earthquake – is one of the seismic hazards recognized by the State of California and the federal government, and it was not even mentioned at the meeting. Parcels with soil susceptible to liquefaction and listed as such on the Town’s Ground Movement Potential map were suggested as prime properties for the most dense new development. Other seismic hazards such as slope failure triggered by earthquakes has happened in the town, in 1906, with earthquake-triggered landslides and amplification of ground shaking. Deep unconsolidated soils were not considered. Ms.
Shostak asserted that these hazards can and should be modeled and mapped. Only the Planning Commission can recommend to the Council changes to the Town’s Geologic and Ground Movement Potential maps, and only after a publicly-noticed meeting, at which evidence for the changes is presented and discussed. The process, even if inconvenient, must be adhered to for public safety. She said the information on the maps is there for a purpose and must not be ignored. She looked forward to working with the Town on the Safety Element and hoped the Geologic Safety Committee would be included in early discussions with Urban Planning Partners.
Charles Zaffaroni, representative of the Westridge Committee, said the Committee represents the interests of over 250 property owners throughout Westridge. He stated their understanding that the Town staff is recommending that the Ad Hoc Housing Element Committee consider a proposal to rezone certain areas of the town to allow up to 20 housing units per acre and that the Housing Element Committee will meet next week to act on those recommendation. Mr. Zaffaroni said the Westridge Committee would like to know why this is being considered before they have all the information needed to assess the risks of the proposal. He said Cal Fire is actively working on updating wildfire hazard maps for the Town, and the Woodside Fire Protection District is also completing hazard mapping for the Town. The Wildfire Safety Committee and Emergency Preparedness Committee are actively working on assessment of the
SUMMARY MINUTES
evacuation capacity for the town. The Safety Element Update to identify the highest hazard areas of town as required by state law is still pending. Mr. Zaffaroni said they understand that adequate lot size and building setbacks, maximum building area and adequate separation between buildings are all critically important factors for fire prevention and seismic safety, but they wonder why there is a rush to change or eliminate safeguards in certain areas of the town before the experts have fully weighed in on the hazards of doing so. Mr. Zaffaroni said he has lived in the town almost all of his life, and residents of the town have made life decisions with an understanding that Portola Valley, as established by its founders, respects open space and cares deeply for the safety of its residents. He said the actions the Town may be poised to take do not reflect the values of the Town’s long-term commitment to thoughtful planning for community safety that made Portola Valley their choice of town for their families. He urged the Council on behalf of the Westridge Committee and many of fellow residents of Portola Valley, to await the findings of the fire safety and evacuation experts before taking significant actions with potentially devastating and life-threatening consequences.
Mayor Hughes remarked that there would be a presentation later in the meeting addressing the timeline of the Safety Element and Housing Element, which may respond to Mr. Zaffaroni’s comments.
CONSENT AGENDA
(1) Approval of Minutes – Action and Detailed Summary Minutes for February 9, 2022 (2) Approval of Warrant List –February 23, 2022
(3) Report – Annual Automated License Plate Reader System Audit (4) Recommendation by Town Manager – COVID Hazard Pay for Public Works Staff (5) Appointment by Mayor – Member to the Cultural Arts Committee (6) Recommendation by Part Time Assistant to the Town Manager – Adopt a Resolution Authorizing Submittal of Application(s) for All CalRecycle Grants for which the Town is Eligible (a) A Resolution of the Town Council of the Town of Portola Valley Authorizing Submittal of Applications(s) for all CalRecycle Grants for which the Town of Portola Valley is Eligible (Resolution No. 2880-2022)
(7) Recommendation by Town Attorney – Adoption of a Resolution Confirming the State of Emergency and Need to Continue Conducting Town Public Meeting Remotely. (a) A Resolution of the Town Council of the Town of Portola Valley Confirming Existing State of Emergency and Authorizing Continued Remote Public Meetings Under AB 361 (Resolution No. 2881-2022)
Mayor Hughes invited public comments regarding The Consent Agenda. Hearing none, he invited Councilmembers to pull any item on the Consent Agenda.
Vice Mayor Wernikoff moved to adopt the Consent Agenda. Seconded by Councilmember Richards, the motion carried unanimously, by roll call vote.
REGULAR AGENDA
(8) Report by Planning and Building Director – Safety Element Update Planning and Building Director Russell presented an update to the Council on the Safety Element process. In her overview of the Safety Element, she explained that it is a part of the General Plan, and could be thought of as a chapter of the General Plan. The goal, which comes from state law, is to reduce
the potential short- and long-term risks of death, injuries, property damage, economic and social dislocation resulting from fires, floods, droughts, earthquakes, landslides, climate change and other hazards. Safety Elements include goals and policies aimed at reducing those risks and include analysis, and integration of mapping and data to create policies and programs. Programs have a specific meaning within a Housing Element, including the future activities taken in order to further address this. Elements of a General Plan may not necessarily include all of the analysis that could be done, but they are the starting point for future for analysis that may be undertaken.
Director Russell further explained the Town’s process, starting in August of 2021, when the Council reviewed a proposal from staff including a work program and a contract with a consultant, Urban Planning Partners, the same consultant team that is working on the Town’s Housing Element. Director Russell said the Safety Element and the Housing Element must both be updated every eight years, on the same cycle.
Since the Council decided to start the process before many other communities did, there were many unknowns early in the process. One of the goals was countywide collaboration. They expected there to be a collaborative effort led by the County that the Town would be able to participate in. There were delays related to that, and it wasn’t clear how the County’s program would go forward, so the Council decided to go ahead and get started. Director Russell noted that the countywide collaboration is just now starting, and an RFP has not even been issued yet. It is unclear how that will go forward, but it would be well behind the Town’s progress, so it was fortunate that the Town started when they did.
Director Russell said when they started the process in August timelines for other agencies were also unknown. Cal Fire is currently updating its fire maps and there were other agencies working on mapping and data, so Town staff and consultants monitored these processes to see what data might be available.
She said that many of those tools will not be available this year in time to bring them into the Safety Element process, so they have had to find other sources of information through the consultants and subconsultants. Understanding how to interpret new laws and guidelines created more unknowns, but as they are farther into the process, they have gained a better understanding of how to interpret and implement the new guidelines.
Director Russell gave a high level overview of the work that has happened so far. Tasks were prioritized so that the those that would inform the Housing Element Update process would be addressed first. She noted that the Housing Element Update process is on a very strict timeline set by state law, and the State Department of Housing and Community Development (HCD) has made the timeline tighter by increasing the amount of time that the agency itself is allowed to review their housing elements, but not giving the towns more time to develop them. To meet the Housing Element Update schedule, some tasks had to be frontloaded. The Safety Element work needed to be done first in order to inform the Housing Element process. Tasks related to fire safety have included the services of the sub-consultant, Zeke Lunder, with Deer Creek Resources, who spoke at two meetings of the Ad Hoc Housing Element Committee. Mr.
Lunder is contracted to work on both the Housing Element and the Safety Element and has done a twoday tour of the community in which he has driven every road in town and taken numerous pictures. He has also done preliminary mapping to understand areas that have a combination of slopes and vegetation coverage and given feedback on preliminary recommendations for more appropriate and less appropriate areas in which to consider additional housing development. Mr. Lunder has also been in communication with Fire Marshal Don Bullard, discussing additional mapping needs that are needed, and they are in agreement on the type of mapping that would be appropriate for the town in the future. The Fire District will be hiring their own qualified consultants to do additional mapping work. The process is going quickly, and the hope is that it will be available in the summer. In the meantime, Mr. Lunder is under contract with the Town to continue to provide preliminary recommendations for the Safety Element process.
Director Russell discussed two coordinated evacuation studies currently underway. The first is an evacuation study led by Fehr and Peers, a premier transportation consulting firm. Fehr and Peers is also a subconsultant for the Housing Element and Safety Element. Another subconsultant, Atlas Planning, is working on a specific type of evacuation planning required under state law for Safety Elements. In particular, they have analyzed which areas of town that have only one point of ingress and egress. All of the parcels that have only one way in or out have been mapped. There will also be a memo and report to
combine this with other hazards that may be present in the community, to try to assess where the hazards lie for evacuation safety. Director Russell noted that the Ad Hoc Housing Element Committee had the benefit of the evacuation maps from Atlas Planning at their meeting the previous night for consideration. The two studies will continue to be coordinated, and as the additional studies and memos are completed, they will be released to the public for comment.
Related to geologic safety, Director Russell said they have excellent mapping from many years of studying the faults and the stability of the soils in the community. She pointed out that Cotton Shires has acted as the Town Geologist for many years. The Town Geologist has been working with staff and has coordinated with Urban Planning in supplying maps to them. The Town Geologist will continue to be involved with the consultant team moving forward.
In terms of community participation and engagement, Director Russell noted that three committees have a primary role in providing input in the process. Since the town has three standing committees, a special Ad Hoc committee for the Safety Element process was not formed, but staff would draw instead from the experience and knowledge of the town’s existing committees. The Wildfire Preparedness, the Emergency Preparedness and the Geologic Safety Committees will all have a primary role in the Safety Element, and they anticipate them doing two rounds of review during the process. The first would be anticipated in April, and it would be to review some of the analysis and materials gathered. Then, a draft of the Safety Element would be brought to them probably in late May or early June. Director Russell noted that there may be a role for the Sustainability Committee with consideration of some of the climate and drought aspects. The details of their role are still under consideration.
Director Russell spoke further on community engagement, announcing plans for a community-wide outreach meeting hopefully in April or May. Details are being worked out as far as the size and format of the meeting, with the goal of maximizing community feedback on safety topics. Following that, she said that any updates to the General Plan must to go through the Planning Commission, so there would also be public hearings to receive and bring the information together. The Planning Commission has the important role of hearing the different priorities of the different parties, thinking about them from a policy perspective, and trying to balance those priorities. The Planning Commission will make a recommendation to the Town Council, who has the ultimate role in thinking through the policy language, the decision-making, and balancing the priorities.
Regarding communications, Director Russell shared that there is a website, www.portolavalley.net/SafetyElement, that provides a form for submitting comments, similar to the one the Council has been using recently, where residents can put in their name and email address. Physical addresses will not be shared publicly, but comments can be posted, providing an easy way to track them so that everyone knows that the comments have been gathered in one place and will be available in the public record. There is also a link to sign up for eNotices, which is the best way to stay up-to-date with individual initiatives that residents are interested in. There is a special e-Notice for the Safety Element towards the bottom of the page. The Housing Element Update e-Notice has over 400 people signed up, so Director Russell hoped they would get to a few hundred on the Safety Element as well. Director Russell said there would be more information coming on the webpage as they develop more specifics.
The timeline for the Safety Element will be similar to the Housing Element in that a majority of the work needs to be done in the early to middle part of 2022. There will then be a review required by Cal Fire as well as Woodside Fire Protection District. There will be a time during the summer and into the fall as they work through the Cal Fire Review process, similar to the Housing Element, which will be in for review with Housing and Community Development. The Housing Element will be worked on first, followed by the Safety Element. Staff is working to balance the needs and stay on the critical path of both major initiatives, so that both are being finished in a timely fashion towards the end of the year. Director Russell advised that information would be posted on the Town news and social media.
Director Russell turned her presentation to the Safety Element budget. She reiterated that the process was started before all of the information was available from all of the other agencies because of its high importance and the need to get the Housing Element going and inform that process. Customizing the
process to the Town’s needs has made it much more timely and much more specific. While this resulted in a potentially higher cost, Director Russell felt that a countywide effort to work together on the Safety Element would not have been nearly specific enough and would have been insufficient to meet the Town’s needs, given the multiple priorities that exist around safety in the community. In working with consultants and outside agencies, and looking at timelines, the resources have become much more clear since starting in August of 2021. She said staff is proposing budget increases for a couple of key items and would like to get feedback from the Council on how the process is going and their thoughts about the proposed budget increases.
The budget increases would be based in part on the fact that a key staff member would be going out on leave for approximately six months this year. Staff also proposed increasing the time for the subconsultant, Atlas Planning. Since this type of work is their specialty, staff feels they are qualified and well-coordinated with Urban Planning Partners. Their additional work would provide flexibility for the team at Urban Planning Partners to work on things that internal staff would have been doing and would result in an increase in the Atlas Planning time and coordination and meeting participation in order to do that.
Director Russell said that they will want additional expert consultant attendance and participation at some of the public meetings, and more time to prepare for them. She said that the further staff gets into the process, the more they realize how complex it is and how complex the coordination with the Housing Element is, so they feel additional consultant time is necessary.
Director Russell explained that with more information, staff realized that the consultation with Cal Fire would take a significant amount of staff time and resources, so part of the budget increase would be to have their consultants work directly with Cal Fire on the Town’s behalf. In this arrangement, they would have experts speaking to other experts to make sure that their Safety Element can be approved by Cal Fire. The combination of the two increases would be approximately $35,000. Staff is still working with the consultant on exact numbers and how the details would be worked out, but Director Russell wanted to inform the Council where they are at in the process and hoped to get their feedback on this approach and on the Safety Element process in general.
Councilmember Richards asked for a reminder of what the state deadline is for submittal to HCD. Director Russell advised that it was a complicated answer, and that staff would be bringing more information back to the Council as an update, because HCD has increased their review time. Realistically, she thought it will likely have to go into the grace period in early 2023 because HCD is taking so long to review. In theory, both the Housing element and the Safety Element would be approved in December of 2022, or possibly January of 2023, but it might be a little later than that. They are working through the situation and its implications with the consultants and the attorneys.
Vice Mayor Wernikoff said these are state-mandated timelines that they are working towards, and they have no control over them. Director Russell agreed and said there are significant consequences for not meeting the timelines. She said the Town Attorney has put out information on the consequences of not meeting the timelines. The information is included in some of the earlier meetings of the Ad Hoc Housing Element Committee. They will continue to share that information so that the community can be familiar with it. She reiterated that the consequences can be significant for a community like Portola Valley in the way that they do discretionary review and process projects. There are very significant penalties that could be imposed on communities that don’t comply.
Vice Mayor Wernikoff asked for clarification about how far along the Evacuation Study is and whether it would dovetail into the Safety Element in a timely fashion. Director Russell responded that the one with the maps for the one point of ingress and egress have already been brought into the Housing Element process. Town Manager Dennis informed the Council that the evacuation study the Council approved last year has been underway for about four months. They are expecting a product from the consultant probably mid-spring. He is hoping for an April timeframe, but it could be a little later. The consultant has been working to gather a suite of data sets in order to run the scenarios that have been decided upon.
They have essentially concluded the data collection and will probably start running the scenarios and providing information to staff and the subcommittee of the Wildfire Preparedness Committee that is also involved in reviewing that draft when it comes out.
Vice Mayor Wernikoff noted that that will be within the timeline of the Safety Element. She asked Director Russell to clarify how the Woodside Fire Protection District mapping project will dovetail with this. Director Russell said their understanding was that Woodside Fire Protection District will be doing extensive mapping, similar to what Cal Fire does in terms of designating very high fire severity zones as well as a comprehensive hazard and risk assessment. They hope to have an initial product from that in the summertime. Staff recognizes that it is important information, so when it becomes available, they will integrate that information at whatever point they are at in the Housing Element and the Safety Element. If they have to pivot to make adjustments based on the new information, they will do so. This could result ultimately in revisions of the Safety Element or the Housing Element. Ideally, it could come at a perfect time, when they are in the middle of the analysis and environmental review and can slot it right in, but they will remain flexible, knowing that they are going to have to integrate that information, and it could require consideration by the full Council, depending on where they are at and what direction they need to go. Staff will continue to collaborate with the Fire District to understand their timing and try to anticipate when the mapping would be coming to try to integrate the pieces in the best possible way.
Director Russell said, while everyone is asking them to wait for the mapping information to come out, the answer is they cannot, because in order to have the Housing Element and Safety Element completed by the deadline, they must continue moving forward on the path for both of those documents, plus the environmental review required under the California Environmental Quality Act (CEQA). They are forced to continue to march forward, knowing that they may have to course correct if necessary. She felt the analysis they have done so far, particularly related to fire safety, is sufficient for the Housing Element Committee to continue what they are currently working on, and it is sufficient for the Safety Element group to be moving forward, so she felt that they have the right pieces at the right time to continue their path.
Vice Mayor Wernikoff asked about the review points for the Safety Element process relating to the three committees . One was to review analysis and she couldn’t remember what the other one was. Director Russell the other was to review the draft Safety Element. She elaborated that staff wants the committees to review early in the process. She said consultants often present memos with their initial analysis, including any preliminary recommendations or preliminary conclusions. Those will be grouped together and included in the early analysis that the three committees will consider. Then, the consultants will draft the Safety Element, and the committees will review the draft. She explained that a lot of the Safety Element is very prescribed by the State, with guidelines on how Safety Elements are completed. There are also guidelines that are specific for communities that have higher fire hazard. There is not as much room for different policy and interpretation as there is for a Housing Element, but rather is more formulaic.
Staff will receive the early feedback, then will follow the formula, and then check back in with the committees to see how well they were able to capture their local knowledge.
Vice Mayor Wernikoff wondered if, after the separate committee-level meetings, the committees will have a role to play within their normal committee meeting times. Director Russell said they will have to see how the committee chairs want to handle it. They may handle it at their normal scheduled meeting time, or they may wish to schedule a special meeting either for this topic or for their other regular topics, so that they can cover everything they want to cover with them. Staff would work with the Chair of each of the committees, talking about how the meeting would be structured, including, for example, presentation by staff and consultants, packet materials to review in advance, or question and comment periods.
Mayor Hughes asked about the budget amendment, whether it would be for the work through June, or if it covered the whole remainder of the process, continuing into next year. Director Russell said it is what they expect for the increase for the whole process. Some of it would be for the current budget year because they are preparing for a staff member to be on leave, which crosses over both years. She would have to think about the exact details, but it would likely result in some during the current budget year and some in next year’s budget.
Mayor Hughes commented on the fact that they may need to redo things once the fire draft maps come out and asked how much extra work might be involved with that or if they might need another adjustment at that point. Director Russell thought these budget increases would not cover those costs unless it was perfect timing. Mayor Hughes said, given it will probably be after July 1st when they get the maps from
Woodside Fire, and at some point early in the next fiscal year they may need to assess the extra work that would be needed, they may need to revise things a little more. Director Russell recommended that staff work with the Fire Marshal, monitor the process, and then probably schedule an item before the Council to advise where they are at on the Housing and Safety Elements and what impact they think the Fire District’s process might have on them, and then present options for going forward, including budget implications of those options.
Mayor Hughes wondered if they would have an issue with capacity for the consultants where they’ve allocated everybody because everybody in the state is trying to get their Safety and Housing Elements finalized, and don’t have capacity, or if they have enough extra room to squeeze in more work for the Town if needed. Director Russell thought that capacity could be an issue, and they are probably fortunate to get additional capacity from the consultants to cover the staff member on leave. She said it will be one thing staff will have to evaluate and bring back to the Council. They will be working with the consultants throughout the process and updating them every Thursday morning on what is going on. If they anticipate needing their time, they will get on the consultants’ calendars to at least get priority.
Mayor Hughes invited comments from the public.
Rita Comes said there has been a lot of participation by the residents on different committee and commission meetings, and letters sent to the Town about the Safety Element over the past couple of years. She hoped those voices would be incorporated into the reports of the consultants. She wondered if the comments and letters were being held and collated. somewhere to ensure that they are included. She felt when people have taken time out of their lives to participate in these issues of safety it would be a waste if their voices were not included in the outcome, and it shouldn’t be solely the voices and education of the consultants prioritized over the residents.
Rusty Day asked if the development or revision of the Safety Element will include elucidation or a definition of the town’s safety goals and safety policies and objectives. He asked who will be developing it and what role the three committees will play in delineating and defining what the goals, policies and objectives are. He commented that under the government code, in addition to elaborating goals, policies, objectives and programs, it also calls upon the Town to establish a set of feasible implementation measures, including avoiding or minimizing wildfire hazards associated with new uses of land, locating certain public facilities, when feasible, outside of high fire risk areas, and identifying methods to minimize damage if they are located in high fire hazard severity areas; designing adequate infrastructure for any new development located in a very high fire hazard severity area, including safe access and egress for emergency response vehicles; et cetera. Mr. Day asked who is developing those implementation measures for the Safety Element and what role the committees will play in reviewing, assessing and defining those before the Safety Element is drafted. He also asked what the target deadline is for submitting the proposed draft Safety Element to Cal Fire and Woodside Fire Protection District, so that they can review it in time for the Town to approve it by the end of the year.
Valerie Baldwin said she was at the Housing Element meeting the previous evening. She commented that the Housing Element is coalescing around using the Nathhorst Triangle Area, and she was concerned about whether they are considering the impact on the neighboring homes if it were to be approved. She lives on Echo Lane, behind Ron Ramie’s garage, and a four-story apartment building looming over the back of her yard by her house would be a major impact on their life there, and she was concerned that nobody seems to be considering the impact on the neighbors. She was also concerned that the maps they had at the meeting showing where the Housing Element sites were going to be recommended did not have all of the information on them. It was not stated whether they would continue to flesh out the maps, but there is a map from Cotton and Associates showing a major ground eruption at the corner of Alpine and Portola during the 1906 quake. Regarding the comment that little faults weren’t put on the map because they weren’t active, Ms. Baldwin said she thought it sounded active to her, and she was worried that they might be ignoring things so that they can put everything in the Nathhorst Triangle to avoid putting the rezoning in other areas of the town. She also mentioned that there is a major underground river that goes under her house, which normally follows fault lines, and which is not on the map either, so
she wondered if they would be fleshing the maps out further for a better understanding of what was going on.
Nan Shostak questioned what the plan is for an earthquake followed by wildfire in the Safety Element, a fire that perhaps would start in town with not enough time for proper evacuation, and if this is one of the scenarios being considered by the consultant. If not, she felt it needed to be. She commented on the fault described by Ms. Baldwin at the corner of Alpine and Portola in front of the Café Deli and Ramie’s Garage, possibly extending in front of the Fire Department. She said that it was a rupture in 1906, but it was not considered in the Housing Element Committee meeting, and was brushed aside as not being important. She felt that the faults are very important and present a potential hazard that has to be considered, even if inconvenient for the housing process and RHNA numbers.
Kristi Corley wondered about Mr. Lunder’s role and the comment that he drove the town’s streets for two days. She wondered how many extra hours per week he is putting into the work he is doing in Portola Valley.
Mina [phonetic] Jones commented on the committee that was going to consult with Cal Fire, presumably about fire risk and hazard. She said she would like to see Woodside Fire Protection District mentioned alongside Cal Fire. She thought it should be both of them, because her understanding was that it would be five or six months later than the projected due date of July 26th for the Woodside Fire District report.
Seeing no further public comments, Mayor Hughes closed the comment period and invited Planning and Building Director Russell to answer questions.
Director Russell responded to as many of the questions as she could. Regarding Ms. Comes’ question about comments collected in the past, she explained that they have been keeping track of many of the comments, but a challenge is that much of the communication has been about a variety of topics along with encouraging the Town to undertake the Safety Element process, which they are. She said they will do their best to gather the comments and try to understand which ones they can use to inform the process. She encouraged residents if they want to ensure that their comments are integrated to use the form on the Safety Element website, to which documents can be attached. It is an easy process and an approach residents may want to take. Regarding the question about goals, policies and objectives and how they would be developed, she said that they would be developed by the expert consultant team and then reviewed by the Town’s Committees, where staff would look at them with the committees and evaluate whether they are appropriate. She added that the Planning Commission has an important role in that as well. To the question of who is developing the specific measures required by the state law, she said that would be the consultant team. The team has extensive experience working with communities that have increased fire danger, so they feel they do have the right folks onboard to be working on that.
Director Russell said the committees would be reviewing the language as well as Planning Commission and Council.
In terms of the target deadline to submit the document to Cal Fire and Woodside Fire, she said they are still working on the exact scheduling, but expect it to be in the summer or into very early fall. On the questions and comments related to geologic mapping, Director Russell appreciated the questions and notations and said they will review them with the Town Geologist and the experts to make sure they have captured everything. In terms of an earthquake followed by a wildfire, she said those types of scenarios are not necessarily considered to that level of detail with the Safety Element, but they could be identified as “further study needed,” and potentially be a program of the Safety Element, in which they would come back and do additional analysis in the future. Regarding Mr. Lunder’s role and extra hours, Director Russell said that currently part of the $35,000 staff is proposing includes 18 additional hours from Mr.
Lunder beyond the current scope, to do additional work. The comment regarding review by Cal Fire with no mention of Woodside Fire, she said was because that slide was about increased budget numbers.
They think there will be increased cost to coordinate with Cal Fire, but there is not a cost associated with coordinating with Woodside Fire Protection District, so both agencies would be reviewing the document at the same time.
Mayor Hughes brought the item to the Council for discussion.
Councilmember Richards appreciated Planning and Building Director Russell’s excellent presentation. He did not have major questions and thought they were doing a fabulous job of “threading the moving needle,” and it sounds like they are set up for success. He was happy with moving ahead, and the additional expense seemed very reasonable.
Vice Mayor Wernikoff was also supportive of the plan as laid out and previously discussed in the Housing Element Committee meetings. She was comfortable with the budget increase and appreciated the budget report.
Mayor Hughes echoed thanks for Director Russell’s report and commented that her job seems like watching the Olympics events with “people doing backflips with weights on their feet while in a blizzard.” He congratulated her on consistently being able to make clear presentations. He also supported the budget amendment to intended to help produce the best Safety Element they can. (9) Oral Report by Finance Director – Finance Department Presentation Cindy Rodas, Finance Director, gave a presentation on the Town’s Finance Department, its role and responsibilities, recent changes experienced, and the future outlook of the department. She introduced Nicole Tanori, Finance Analyst, who came onboard in April of 2021. Ms. Rodas was very happy to have her on the team. The Finance Department is staffed with two FTEs with additional support from fiscal consultant, Jim Sako, who works on projects such as the annual budget, September revision, and the audit.
Ms. Rodas explained that the Finance Department is responsible for preserving, enhancing and supporting the Towns finances by creating an annual budget for Town Council adoption, monitoring the Town’s fiscal health, supporting Department needs, and providing accounting, human resources and auditing services that ensure the Town’s limited funds are expended in a transparent and accountable fashion. The Town’s Finance Department’s goal is to assist in fulfilling the Council’s budgetary priorities and maintaining the Town’s fiscal health. Additional duties include human resource functions such as payroll, benefits, worker’s compensation, and risk management. Human resources and risk management are typically separate departments in both public and private sectors.
Ms. Rodas shared examples of the regular reports and processes handled by the Department annually, biannually, quarterly and monthly. Along with the town wide audit, in preparation of the Town’s basic financial statements, they also have an annual audit report which reports on the Town’s recreation class and facility rental programs held in the Community Hall Building. They prepare the Annual Street Report submitted to the State Controller’s Office, which reports on state funds received for road-related expenditures, originally including the gas tax, also known as the Highway User’s Tax Funds, and Measures A and M. This report also now includes new, road-related restricted funds, such as Measure W, Road Maintenance and Rehabilitation, also known as RMR Funds. The Department prepares the budget annually, now including a September Revision which allows them to provide updated information which may not have been available at the time of the budget adoption in June.
Ms. Rodas shared the Department’s quarterly tasks, including interest/investment processing, for new investments where previously they only had LEAF processed on a quarterly basis. Schwab investments are now included as well. They also prepare a quarterly budget update, using the Stories [phonetic] platform.
Ms. Rodas advised the Council on recent changes, including software implementation, most notably the implementation of a new finance system. Ms. Rodas said this was a huge learning experience for her, with a set of challenges, aside from kicking off the project just a few weeks before the pandemic began.
Another change is addition of new funds with specific guidelines, reporting requirements and compliance.
Looking to the future of the Finance Department, Ms. Rodas said they would look at evaluating current staffing and resources. With the many new systems implemented they have become aware of an increase in administrative work, such as scanning, new records management procedures, and capabilities for having digital records available. Another item with increased maintenance demands is the bi-monthly warrant list. The Department is looking into making this tedious bi-monthly process more efficient and looking into making it an easier process internally for staff within different departments as well as within the Finance Department. They would also like to focus on strengthening the Department responsibilities related to Human Resources, Risk Management and Finance Policies and Procedures.
With all of the new systems implemented, primarily the new finance system, come with need to update all of the policies and procedures, so looking into restructuring that and having all of these items up to date.
Town Manager Dennis expressed his pride in the Finance team and offered a reminder that Ms. Rodas started with the Town at the front desk, working on admin functions and answering phones. She went back to school, got her degree in accounting, and moved into the Finance Department about the time he started and has been the Town’s permanent Finance Director for the last few years. He said it is a wonderful thing to be able to do in their town, and he was delighted with her work. He hoped her presentation provided some additional insight into how much they do and how much the organization has changed, many changes happening after he joined the organization. He invited questions and comments regarding the Finance Department.
Mayor Hughes invited questions regarding the presentation from the Councilmembers. Hearing none, he invited public comments.
Rita Comes asked where she could find a copy of the last audit. Also, she noticed that the Finance Committee has not met since October of 2021, and their minutes are not listed on the Town website since May of 2021. She wondered if this would be changing and where to find the last audit.
Caroline Vertongen said, as a taxpayer and a community member, she felt disappointed that when OpenGov was presented, they were told it would save staff time and would be transparent and a great idea, but none of their questions are answered. She said for example, if asking for a list of all the government agencies they are funding, which with a simple QuickBooks account could be done, unfortunately with the OpenGov system it is not available. She said there are many new funds, such as COVID fund now to do a study for the communication for the cable infrastructure in town. It is not what they are used to, and she hoped they would clarify all of their questions.
Mayor Hughes said both comments would be best answered through emails, sending links to sources of the materials they were seeking. Town Manager Dennis added that regarding the audit, he emailed a link to the audit to Ms. Comes. He said the meeting minutes are developed by the committees themselves, so the most recent meeting won’t have minutes associated with it, because they are approved at the next meeting. In the past some committees have struggled with preparing minutes, so there might be some holes there. The Finance Committee is expected to meet later this year on the items it normally works on.
It is a committee that doesn’t necessarily have set times, but rather has seasons of activity, depending on the product.
Kristi Corley remembered that there were going to be quarterly meetings, or financial reports. She asked if they were still aiming for that. She thought some other residents may want to hear the answer to Ms.
Comes’ question on the audit. Town Manager Dennis responded that for those interested in seeing the Town’s budgets and audit, they can be found at portolavalley.net/town-government/town-finance. From the departments page, click on Town Finance and they are all listed there.
Hearing no further public comments, Mayor Hughes brought the item back to the Council.
Vice Mayor Wernikoff wondered, it being several months into the full implementation of OpenGov, how Ms. Rodas was finding it on a day-to-day basis. She recalled that they were initially excited and overwhelmed about all of the new functionality. She was curious about her general thoughts on how it is going. Ms. Rodas responded that it is going well, although there is still a learning curve on a few items
recently, with the first time processing 1099’s using the new system. They continue to learn, and Nicole has joined the team since April of 2021, so they have gone through a lot of training and continued development. They reach out to OpenGov on a continuous basis, providing feedback and letting them know where they can continue to tweak some items within the system. She said, overall, it is going very well. They are looking at strengthening functionality within the system, continued training and having the resources available, updating Finance procedures and getting caught up and up to date with those.
Town Manager Dennis added that one challenge in modern relationships with the types of firms they work with is turnover. OpenGov, like many firms, sees a lot of turnover, so they have cycled through a number of success managers. Also, there is a customer service portal which staff uses extensively internally to work out a variety of issues, such as vacation, sick time, et cetera. They also use it for a business license program and are looking to expand it even more. He said it is a great system and if they do an admin update, they can talk about how they use the system there.
Vice Mayor Wernikoff thanked Nicole for her attendance and said it was nice to meet her. Ms. Tanori greeted the Councilmembers in return. Councilmember Richards also thanked Ms. Rodas and Ms. Tanori for the presentation. He said he is struck by the increased complexity of their town and demands on their staff, from state laws as well as a very involved citizenry. Mayor Hughes agreed there have been many changes, and Ms. Rodas has been involved in the biggest changes, and although there have been some hiccups it has overall been a smooth and successful process. He looked forward to changes yet to come.
There may be challenges ahead in the coming cycle, as they all knew, and they would have to do a lot more housing construction as required by the State. This means they will probably have to add staff to be able to support this increase. There will be some scaling of the organization’s needs and figuring out how to handle that will be the next challenge. He also mentioned electronic check signing was something he was excited about and looking forward to that.
(10) Colleague’s Memo from Mayor Hughes – Revisit the Committee Handbook Policies on Harassment
Mayor Hughes referred to the various challenges from various committees through COVID and before, and probably continuing after, including membership issues, managing committees, and managing interactions between committee members who may have opposing views on things, or Councilmembers who may have opposing views to committee members, et cetera, looking through the Committee Handbook whenever an issue has come up and looking at how other organizations manage similar kinds of issues, especially with people volunteering their time, but also with paid organizations where they are trying to create an environment in which people can be free to discuss their ideas. He said the Town updated their Committee Handbook to talk about non-discrimination and non-harassment, et cetera, a year-and-a-half or two years ago. They put some language in place that is fairly good in talking about what you should not do and what kinds of things are discouraged. However, in looking over the last several years at other organizations he said one thing that struck him in reading their handbooks is that the Town’s frames everything as a certain negative – what you should not do, what kind of behaviors are unacceptable – rather than including language about more positive things, encouraging everybody to take an open-minded approach, to encourage discussion and welcome comments from other people. He said his memo was about raising the question of whether they might want to go a little beyond what their current policies are in the Committee Handbook around committee membership and committee participation, and to encourage rather than to prescribe, rephrasing or adding to existing policies to encourage more cordiality, a more positive approach to the work the committees do and the work that volunteers put into the committees. He said he didn’t have a very good concrete idea, although he listed some samples from other organizations in his memo. He thought perhaps the Race and Equity Committee might be usefully involved, or possibly a Council subcommittee could be formed to draft something and bring it back to the full Council, for updating the Committee Handbook.
Mayor Hughes invited questions from the Council. Hearing none, he invited comments from the public.
David Cardinal thought this was a great idea and encouraged it. He felt that making things part of a paper document was not enough based on his experience leading teams. He suggested that some kind of team building or training with the committees might be effective.
With no further public comments, Mayor Hughes brought the item back to the Council.
Vice Mayor Wernikoff supported Mayor Hughes for bringing up the issue and felt it is very important. She thought they could do a better job in this area. As a new Councilmember with fresh eyes on the Handbook in general, she thought maybe there are other areas of the Handbook as well where some fresh eyes could be beneficial in the near future. She supported the idea of a subcommittee of the Council and suggested that looking at best practices should be leveraged as the initial step. She agreed with Mr.
Cardinal’s idea of training in addition to the policy on paper. She mentioned different committees operating differently, with differences in the liaison role in each, so some training there would be wise.
Councilmember Richards agreed that it was good to take a look at this and putting a more positive spin on things is always good. He agreed with Mr. Cardinal that getting some kind of active implementation makes sense. He suggested perhaps rolling it into the yearly meeting of the committee chairs, perhaps bringing in a facilitator to help with it. He agreed with Vice Chair Hughes that looking at the entirety of the Handbook would be a good idea as well going through the year, as occasionally committee participation does present some difficult choices for people, none of them easily addressed.
Mayor Hughes agreed also with Mr. Cardinal’s comments about training committee members. He noted another issue regarding better communicating between committees and the Council the work that Council needs them to do, versus work originated from them, and understanding how that balance works. In the past there have been committees that wanted to work on something, and it has been difficult to understand from the Council precisely what that is and allocating staff time to support those activities, versus the work the Council is specifically asking them to do. So perhaps a workload management piece or workload coordination piece would also be helpful, although his memo was more narrowly focused.
Town Manager Dennis added that as issues become more controversial and complicated, he felt it important to ensure a smooth flow of communication from Council to committees, and opportunities to make sure it is the most positive experience for residents to participate in. He noted that when new committee members come onboard, he meets with them briefly to talk about it. He hears stories about what brought them to volunteerism in Portola Valley. The majority of the time people just want to serve, so he wanted to ensure that they are always honoring that through clearly defined processes, and that if there are any issues, they can be dealt with.
Vice Mayor Wernikoff underscored that, as a volunteer in a variety of capacities over the years, she felt strongly that volunteering should be a positive experience and that people should feel good about what they are doing. She felt the goal of the memo was to assure that the town continues to get great volunteers who feel comfortable and respected sharing their points of view. She wholeheartedly agreed that they should double down on exactly the issues addressed in the memo as a first step and then address other issues over the course of the year.
The Council discussed nomination of Councilmember Aalfs and Councilmember Derwin to the subcommittee. Mayor Hughes volunteered to take the place of one of them if they declined, being the author of the memo and having looked at some of the sources for best practices, et cetera. Vice Mayor Wernikoff offered to be a backup, although with the Housing Element and Wildfire Committee she was currently quite busy. Mayor Hughes added that he was happy to be the lead member of the subcommittee and do most of the work, with a second member to confer with. Councilmember Richards was willing to be the second person.
Vice Mayor Wernikoff moved to appoint Mayor Hughes and Councilmember Richards as a subcommittee to develop changes to the Committee Handbook section regarding harassment. Seconded by Councilmember Richards, the motion passed, 3-0, by roll call vote.
(12) COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Vice Mayor Wernikoff said she was not able to attend the Cultural Arts Committee meeting, but said they are focused on the PV Palooza. She attended the Housing Element Committee meeting, which was Part 1 of 2, in which they are reviewing various options for the RHNA allocation. The meeting started with a presentation from Woodside Fire Protection District about their plans for fire mapping. They had a two- to three-hour discussion about the constraints of maps, taking into account such things as slope, evacuation routes, seismic issues, et cetera, and reviewed a series of maps, which helped narrow down the areas of safe, accessible opportunities for meeting the RHNA allocation. They discussed, between the committee and the community in attendance, feedback on scenarios, seeking to expand their options, both within the option areas and across town as well. They had also requested to see some potential visuals of what this type of zoning might look like, to give a more tangible sense of what zoning of up to 20 units per acres might look like, versus a townhouse, versus a cluster of smaller units. Planning and Building Director Russell will be bringing those things, as well as the results of the Housing Element Survey, to the next meeting. They are holding these back-to-back meetings to ensure that this intense content stays top-ofmind for everyone. Part 2 of the discussion would be on the coming Monday, and she encouraged everyone to attend. There were 40 to 45 members of the public at the previous meeting, and she hoped for more participation at the next meeting.
Councilmember Richards attended a Conservation Committee meeting, where there was general discussion on an upcoming proposal by MIG, a landscape and environmental firm, to redo the Frog Pond for potential cleanup of Harding grass and other cleanup and maintenance. The Committee is hoping that they can do some of the work to possibly reduce the overall cost of the consultant. The Committee looked at the Sequoias Trail maintenance issues and what it means in terms of a proposal to address the harsh fire safety work that was done and re-establish it in a more sustainable manner. He said there was some discussion about the Open Space Committee, which was related to putting together standardized templates for a vision statement for each of the Town-owned parcels. They are also working on wording for potential checklists for ADU ministerial review for Conservation. He said there was an interesting find of a dead fox that was in perfect condition and is now being analyzed at a local lab for potential poisoning by rodenticides. The Committee discussed PV Donates, with one suggestion of getting the wildlife camera at Spring Down Pond going, and whether there was need for additional infrastructure that might be covered by PV Donates.
Mayor Hughes attended a Trails Committee meeting. One item they discussed was organization of a horse fair this year. Being outdoors, they hoped they would be able to hold this safely in regard to the pandemic status. They are working at finding the best date for that.
Mayor Hughes reported that the trails mapping subcommittee of the Trails Committee is re-doing the trails maps, adding some detail and updating and modernizing them. The subcommittee gave an example of what they have been working on to get feedback. They shared a couple trails in the Willowbrook area, how they’ve been tracking on Google maps, dropping pins where they have questions, taking photos of places that may need a sign or modification of an existing sign, gathering information about all of the trails and consolidating it in one place and into Google maps. They will come back to the main Committee with some templates and will hopefully have a finalized, updated, official Portola Valley Trails map sometime later this year.
Mayor Hughes said he has had three PV Donuts meetings, two in person on back patios, and one virtual meeting by Zoom. He said all three have been extremely successful, with comments that they were helpful and informative and that they had set minds at ease and had given better understanding of the timelines and Town processes around housing and safety. Other issues, such as building materials and budget issues and many other issues in town, were able to be discussed. These small group meetings have been running an hour-and-a-half to two hours each and have been great conversations. After experiencing such positive feedback on them, he expected there will be many more opportunities for these. He said he and Vice Mayor Wernikoff discussed holding these in a more organized manner, for example, to figure out which Councilmember might be available at which time, if they are willing to do this, and setting up a Calendly listing everyone’s availability. Residents could access the calendar and
choose an open slot, with the ability to choose a slot for a specific Councilmember if they so desire. He said for the next stage, he and Vice Mayor Wernikoff would try to set this up and figure out how it works with two of them. If the other three Councilmembers wish to join on this, they could be added to the Calendly as well. He said the meetings have been everything he had hoped for in terms of getting back to sitting down with neighbors and talking about what’s going on and why things are working the way they are, what issues and concerns are, et cetera. He recommended Councilmembers participate once they get Calendly set up to manage it.
Mayor Hughes invited comments from the public.
Caroline Vertongen felt the PV Donuts meetings were a very good idea, but they don’t have a phone number. She said she has sent Mayor Hughes and Vice Mayor Wernikoff an email and did not get a response, but they would love to meet with them, and she could set up a meeting with several people.
Mayor Hughes said he had been traveling the past week and apologized for not responding to her email yet but would get back to her as soon as possible.
(13) TOWN MANAGER REPORT
Town Manager Dennis started with news that Town Hall had been reopened to visitors and staff on Valentine’s Day. He said there was very light traffic in Town Center with visitors, but they are delighted to see visitors and each other after the Omicron surge, which was longer than expected, but it certainly helped contain infections. He said the Town Council will be holding a special meeting on March 24th at 6:00 p.m., as a community update on wildfire adaptation and resiliency efforts. The meeting will be moderated by the Peninsula Conflict Resolution Center. More information will be sent out as developed in coming days.
Town Manager Dennis reiterated Vice Mayor Wernikoff’s announcement regarding an important Housing Element Committee meeting on Monday, the 28th, and two additional Housing Element Update meetings.
One will be with the Council in a joint session with the Planning Commission, on March 23rd. There will be a community meeting similar to previous ones the week of March 14th, probably on that Wednesday.
Town Manager Dennis said they have a new Sheriff’s Office Sergeant, Patrick Taylor, who succeeds Andy Hui. Andy was promoted within the Sherriff’s Office. Sergeant Taylor began his career as a deputy in Portola Valley, so he knows the community quite well. The Town will likely host a “Meet the Sheriff’s Office Staff” in late April or early May.
Vice Mayor Wernikoff asked about the schoolhouse.
Town Manager Dennis responded that they are looking to install hardware related to hybrid meetings in the Historic Schoolhouse in mid-March. If everything is working well, starting in April they will be back to having regular meetings in that facility, depending on COVID.
Town Manager Dennis announced the retirement of Sharon Hanlon, Town Clerk, who has been with the Town for 21 years and who has been Clerk for most of that time. He thanked Ms. Hanlon for everything she has done for the Town. He said that they are in recruitment for the Town Clerk position, which will close next week.
Mayor Hughes also offered his “Thank You” to Clerk Hanlon and invited public comments.
Caroline Vertongen said they will miss Clerk Hanlon, who is one of the few real connections with the residents, and every time they sent a message to her, Clerk Hanlon made sure all committee members received their emails. She was very sad to see her Clerk Hanlon go and asked the Council to work on fixing the communication error happening in the town.
Rusty Day echoed Ms. Vertongen’s comments regarding Clerk Hanlon. He said she is a wonderful, gracious interface for the Town, and they are fortunate to have her. He said Ms. Hanlon has always fulfilled her job with grace and impartiality, always following up and always with a friendly face.
Mr. Cardinal wanted to follow up on Ms. Comes’ question about the audit report. He followed the Town Manager’s link and noticed that the last audit report was for fiscal year ending June 30, 2019, and there are no reports for 2020 or 2021. He thought this was what Ms. Comes was asking about, so he wanted to renew the question of the audited financials for 2020 and 2021.
Kristi Corley also thanked Clerk Hanon for her interactions with the public, sharing that she is thorough and that they will miss her and wish her a happy retirement. She said the meeting next Monday is very important, the summary of the Housing Element which includes three locations that were described the previous night, and she wondered if they could be described further for those present who were not at the previous night’s meeting. The Nathhorst Triangle or Portola Road and Alpine are being considered, as well as the Deli area, the Parkside Grille area, and the area of Westridge and Alpine Road. She asked for a description of those areas and why they were chosen.
Rita Comes echoed comments that Clerk Hanlon has been a joy to work with in the Town for years. She said Ms. Hanlon’s follow-through and kindness in serving residents has been a huge help. She wished for Clerk Hanlon to come back to town after her retirement to invite her to tea and perhaps walk a trail. She wished her happiness and good luck in her retirement. Ms. Comes followed up on the audit question, that the latest one posted is from 2019. At Finance Committee meetings she attended last year, and talk in the Town Council meetings, there was talk about working with the auditors. She was waiting for that information and was surprised that it is not available. She said that she, also, would like to have the information on the 2020 and 2021 audits.
David Cardinal also echoed thanks to Clerk Hanlon. He pointed out that they should not only express praise for people when they are leaving, but it is also important to remember this while they are there. He said there can be so much criticism and that staff are people. If they are doing a good job, they should hear that while they are there, and not just when they are leaving. He would like to see more balanced feedback for those who take a lot of flack from residents who are well-served by them, and that more positive feedback before the day they resign would be helpful.
WRITTEN COMMUNICATIONS
(13) Town Council Digest – February 10, 2022
(15) Town Council Digest – February 17, 2022
Town Manager Dennis commented on the item on red page 77, regarding a concern about an item in the home hardening that the Council passed as an Urgency Ordinance in December. The concerns related to the opportunity to use certain materials that are not deemed non-combustible but do have considerable benefit above regular material for decks. It is something they will be taking a look at and will likely start with the Wildfire Preparedness Committee, asking them to look at this and whether or not they want to see materials that are good but do not meet a particular standard of non-combustible, whether or not they should be included in an update.
Mayor Hughes adjourned the meeting to Closed Session, for discussion with Legal Counsel regarding anticipated litigation, with a significant exposure to litigation pursuant to Section 54956.9(b).
ADJOURNMENT [ 9:00 p.m.]
_____________________________ _________________________ Mayor Town Clerk
Amended by the Portola Valley Town Council
May 25, 2022
Town of Portola Valley
Commission and Advisory Committee
Policies & Procedures Handbook
TOWN OF PORTOLA VALLEY
COMMISSION & ADVISORY COMMITTEE
Policies & Procedures Handbook
Table of Contents
THE NEEDS AND REWARDS OF VOLUNTEERING.............................................. i TOWN OF PORTOLA VALLEY GOVERNANCE .....................................................ii LIST OF COMMISSIONS & ADVISORY COMMITTEES ........................................vi ORGANIZATION CHART...................................................................................viiviii COMMISSION & ADVISORY COMMITTEE MEMBERSHIP .................................. 1 Membership Qualifications .................................................................................. 1 Notice of Vacancies............................................................................................. 1 Application and Selection Process ...................................................................... 1 Terms of Office .................................................................................................... 2 Conflict of Interest................................................................................................ 2 Meeting Attendance & Recusals.......................................................................... 2 Resignation.......................................................................................................... 2 Removal ............................................................................................................ 43 Compensation ................................................................................................... 43 Insurance........................................................................................................... 43 ADVISORY COMMITTEE AUTHORITY, ROLES & RESPONSIBILITIES ............ 54 Jurisdiction......................................................................................................... 54 Annual Committee Calendar.............................................................................. 54 Committee Annual Report ................................................................................. 65 Scope of Authority ............................................................................................... 6 Ad Hoc Committees........................................................................................... 76 Role of the Chair................................................................................................ 76 Role of the Secretary......................................................................................... 87 Role of the Council Liaison ................................................................................ 98 Role of the Staff Liaison..................................................................................... 98 ADVISORY COMMITTEE POLICIES & PROCEDURES .................................... 109 I. Meetings ....................................................................................................... 109 Ralph M. Brown Act ..................................................................................... 109 Temporary Change of Meeting Time/Day (“Special Meeting”)....................... 10 Agendas..................................................................................................... 1110 Meeting Notification (“Noticing”)................................................................. 1211 Quorum ...................................................................................................... 1211 Meeting Cancellation...................................................................................... 12 Minutes ...................................................................................................... 1312 Motions ...................................................................................................... 1312 Subcommittees .......................................................................................... 1413 II. Finances ........................................................................................................ 15 Annual Budget Process.................................................................................. 15 Annual Budget Appropriation ......................................................................... 15 Expending Committee Budgetary Funds........................................................ 15
Reimbursement for Small Items ($100 or less) .............................................. 16 Monies Received by Committee (Fundraising, Fees, Sales, Etc.) ................. 16 III. Charter Changes .......................................................................................... 16 IV. Process for Committee Requests for Action............................................. 1718 Requesting Placement of Item(s) on Town Council Agenda ...................... 1718 Referral of Items to Other Committees....................................................... 1718 V. Miscellaneous Policies .............................................................................. 1718 Harrassment .................................................................................................. 16 Sexual Harrassment....................................................................................... 18 Committee Communications ...................................................................... 1718 Using the Town’s Bulk Mail Permit............................................................. 2019 Committee Events...................................................................................... 2019 VI. Fundraising .............................................................................................. 2120 Overview .................................................................................................... 2120 Authorization to Undertake Fundraising ..................................................... 2120 Initiating a One-time Fundraising Event ......................................................... 21 Fundraising Group/Committee Responsibilities ............................................. 18 Anonymous Donors........................................................................................ 18 Gifts of Securities........................................................................................... 18 Thank You Letters.......................................................................................... 18
THE NEEDS AND REWARDS OF VOLUNTEERING
~ by Bill Lane, Former Mayor
Our nation is embarking on a time of renewed patriotism that provides an opportunity for each citizen to make a difference in their community through volunteerism. A critical component of our founding fathers’ vision for our country was the importance of volunteerism. We in Portola Valley have seen over the years how important this concept has been to the foundation of our community.
During the time leading up to the Town’s incorporation on July 7, 1964, there were countless volunteers who called on every household to answer questions and gain support for the legal formation of our Town. In the end, there was record-breaking support for incorporation (81% of registered voters), with reliance on volunteers to perform much of the work being a significant cornerstone of the Town’s ongoing governance.
As one of the Town’s first mayors elected by the voters, I am proud of all the Town has accomplished! My wife, Jean, and I have had the privilege throughout the years of volunteering in a number of ways, including service on committees.
Today, with demands from a growing population, we have seen more traffic, the need for development controls, increased use of our schools, library, trails, playing fields and so forth, not only by our own residents, but also our neighbors. It cannot be said of Portola Valley that we are a “gated community”! So many remarkable accomplishments have been achieved, due in large part to literally hundreds of volunteers working with a small, highly capable and dedicated Town staff, along with the support of a retained Town planner and legal counsel. This partnership, with mutual respect, is essential! Our new, award-winning Town Center and Sausal Creek Day-Lighting projects are the latest examples of what can be achieved through this important partnership.
The highest level of volunteerism is the elected five-member Town Council at the top of a tier of appointed Planning Commission, Architectural and Site Commission, and several advisory committees; both permanent and special assignment in nature.
Each and every volunteer’s service, irrespective of the level, is critical to this incredible community’s continued success! Our commission and committee volunteers, working in concert with the Town Council, ensure the unique quality of life we all enjoy in this very special place continues. Without robust volunteer effort, the unique characteristics of our Town that we can all too often take for granted, will be lost.
Finally, it is often said that you get out of life what you give. Through volunteerism, we not only provide support for our Town; we obtain the rich rewards of friendship and of truly making a difference, while setting a meaningful example for future generations.
TOWN OF PORTOLA VALLEY GOVERNANCE
The Town of Portola Valley is a General Law City operating under a Council-Mayor form of governance.
The Town was incorporated in 1964. Under State law Portola Valley is required to conduct its governance in an open and ethical manner. In addition to the requirements of the law, it has always been Town policy to so conduct its governance; the Town of Portola Valley strives to meet or exceed the legal minimums in this regard.
Town Council
The Town Council is comprised of five members elected by the citizens of Portola Valley.
The Town Council is responsible for all the Town’s governmental functions except those services provided by the Woodside Fire Protection District, West Bay Sanitary District, and other utility providers.
Cable and garbage services are provided through franchise agreements entered into by the Town on behalf of its residents. Law enforcement services are provided through a contract between the Town and the San Mateo County Sheriff’s Department. Elementary and middle schools are governed by the Portola Valley School District.
The Town Council:
▪ Receives and budgets all revenues
▪ Appoints the Town Manager, Town Attorney, Commission members, Advisory Committee members, and establishes salary ranges
▪ Adopts ordinances, policies and regulations
▪ Grants franchises
▪ Considers appeals from decisions of the Planning Commission, Architectural and Site Control Commission, and Town Manager and may affirm, reverse or modify these decisions or findings
▪ Establishes fee schedules and charges for municipal services ▪ May buy, lease and hold real and personal property for the Town ▪ Has the power to declare an emergency
Mayor
The Mayor is elected by the Town Council and serves for a term of one year. The Mayor presides at Council meetings, acts as the Town’s official representative, and signs all official documents, unless otherwise specified by the Council. The Mayor also works with the Town Manager and Vice Mayor to set the Town Council meeting agenda.
Vice Mayor
The Vice-Mayor serves in the Mayor’s absence.
Council Meetings
Council meetings are open to the public and are held on the 2nd and 4th Wednesday of each month at 7:00 p.m. in the Historic Schoolhouse, 765 Portola Road, Portola Valley.
Posting of Meeting Agendas and Ordinances
Meeting agendas and new or amended ordinances are posted on outdoor bulletin boards at Town Hall, the Nathhorst Triangle and the Village Square. Copies of agendas, ordinances and minutes of meetings may be obtained at Town Hall, or may be obtained through the Town’s website, where citizens may register to receive automatic notification that agendas and other important documents have been posted.
Commissions and Advisory Committees
These policies and procedures apply to Commissions and Advisory Committees. The purposes and responsibilities of the various committees vary, but they are generally governed in the same way.
A committee’s responsibilities are of two types:
In its advisory role, a committee is responsible for advising the Town Council, and in some cases commissions, on matters within its area of responsibility. “Advising” may include such activities as review and reporting on discretionary matters such as site development permit applications; providing general information or advice in written form or at public meetings; and recommending actions, possibly including legislation. Although a committee’s recommendations may affect Town policies, priorities and procedures, if adopted by the Council, the committee does not have any direct authority over policies, priorities and procedures.
In its support role, a committee assists and augments Town staff in the performance of the functions of Town government. For example, the Conservation Committee organizes Town volunteers for removal of invasive plants on Town land, and the Public Works Committee may inspect and report to the Town’s Public Works Director the condition of Town streets, bridges and other infrastructure, making recommendations relative to priorities for repair. In this role, the committee must ensure its activities are coordinated with those of Town staff, as directed by the Town Manager. The Town Manager is responsible for the effective and efficient operation of Town government, in conformance with the policies adopted by the Council.
The various committees have differing amounts of advisory and support responsibility, but all have at least one or the other. A group lacking advisory or support roles is not a committee. For example, a group formed to facilitate meetings concerning a unique area of interest among Town residents could be granted resources, such as meeting space, and could be allowed to announce its activities using Town communication methods, but it would not be an advisory committee.
A commission has one additional responsibility beyond those of advisory committees:
In its regulatory role, a commission makes legally binding decisions on matters within its authority. For example, the Architecture and Site Control Commission reviews and approves most site development plans. Generally, these decisions may be appealed to the Town Council.
Ultimately, the Town’s commissions and advisory committees seek to fulfill the needs of the community as they are identified by the Town Council.
Both commissions and committees are encouraged to develop and communicate to the Town Council recommendations under their purview that will enhance the quality of life for residents, provided, however, the emphasis on committee work is to be placed on meeting the goals and objectives that have been identified by the Town Council.
Official Town Commissions & Committees
The Town has two commissions: the Planning Commission and the Architectural and Site Control Commission.
The Town has 165 permanent Advisory Committees:
▪ Bicycle, Pedestrian & Traffic Safety
▪ Cable and Utilities Undergrounding
▪ Community Engagement
▪ Conservation
▪ Cultural Arts
▪ Emergency Preparedness
▪ Finance
▪ Geologic Safety
▪ Historic Resources
▪ Nature and Science
▪ Open Space Acquisition
▪ Parks & Recreation
▪ Public Works
▪ Sustainability
▪ Trails & Paths
▪ Wildfire Preparedness
From time to time, special ad hoc committees are appointed by the Council to make recommendations on issues of importance to the community.
A monthly calendar is published with committee and commission meeting times and agendas on the Town’s website.
Town Manager
The Town Manager is the Town’s administrative head and is appointed by the Council. The Town Manager supervises all other staff members and is responsible for managing the delivery of programs and services authorized in the Town Council adopted budget.
Portola Valley Sphere of Influence
The Sphere of Influence of Portola Valley has been established by the Local Agency Formation Commission (LAFCO) and includes: portions of the Stanford lands known as the Webb Ranch; the communities of Ladera, Los Trancos Woods and Vista Verde; and an area north of Skyline Boulevard and west of Page Mill Road. These areas are closely related to the Town in issues relating to traffic,
geography and land use. If these areas were annexed, LAFCO has recommended they become part of Portola Valley rather than part of any other jurisdiction.
Currently, while residents of these areas have a Portola Valley address and zip code, they are not legally considered part of Portola Valley for voting and other purposes. However, upon approval of the Town Council, residents of these areas or others may be appointed to serve on Town committees to ensure desired expertise or diversified representation on issues is obtained. In making and confirming appointments, the Mayor and Town Council shall give preference to those applicants who reside in the incorporated area of the Town of Portola Valley other factors being equal.
Town Governance Documents
The Town, incorporated on July 7, 1964, is a community of approximately 4,600 people. Through the Town’s General Plan, a document required by California State Law, the residents have expressed their strong common interests in preserving the small town character and natural conditions of the area. The General Plan is a long-range, comprehensive and general guide to the future physical development of Portola Valley. The General Plan includes eight elements as required by State Law: Land Use; Open Space; Sustainability; Housing; Circulation; Safety; Conservation; and Noise. The General Plan also includes a Recreation Element; a Historic Element; a Scenic Roads and Highways Element; and Trails and Paths Element, all of which are unique to our community.
The goals, objectives, principles and standards stated in the General Plan set the framework for the zoning, site development, subdivision and other land use regulations of the Town.
The Town’s governmental organization and land use controls further the objectives contained in the General Plan and are based in large part on the voluntary efforts of the local citizens. The size of the Town staff has been kept small through the use of volunteer citizen committees as well as professional consultants for planning, geology, and legal services and contracting with the San Mateo County Sheriff’s Department for law enforcement services.
The Town’s ordinances were codified in 1984 to form the Portola Valley Municipal Code. The Town Council finds that resident compliance with the Municipal Code and applicable state codes throughout the Town is an important public service and enables the Town to better implement its general plan.
Code compliance is vital to protection of the public’s health, safety, and quality of life. The Municipal Code includes the following Titles: General Provisions; Administration and Personnel; Revenue and Finance; Business Taxes, Licenses and Regulations; Animals; Health and Safety; Public Peace, Morals and Welfare; Vehicles and Traffic; Streets, Trails and Public Places; Public Utilities; Environmental Review; Buildings and Construction; Subdivisions; and Zoning.
LIST OF COMMISSIONS & ADVISORY COMMITTEES
COMMISSIONS
Architectural & Site Control
5 Members
Meets 2nd & 4th Mondays, 7:00 p.m.
Planning
5 Members
Meets 1st & 3rd Wednesdays, 7:00 p.m.
ADVISORY COMMITTEES
Each committee shall have a minimum of five (5) members and a maximum of nine (9) members1. Exceptions to these minimum/maximum requirements can be granted by the Town Council.
Committees
Bicycle, Pedestrian & Traffic
Safety Historic Resources
Cable & Utilities
Undergrounding Nature & Science
Community Engagement Open Space Acquisition
Conservation Parks & Recreation
Cultural Arts Public Works
Emergency Preparedness Sustainability
Finance Trails & Paths
Geologic Safety Wildfire Preparedness
1 Exceptions to the size of a committee may be granted in consultation with the Mayor.
ORGANIZATION CHART
Residents of Portola Valley
Town Attorney Town Council
Town Manager
Assistant to the
Town Manager
Communications &
Community
Engagement Analyst
Administrative &
Operations Specialist
Part-Time Office
Assistant
Public Works
Director
Maintenance
Worker II
Maintenance
Worker II
Maintenance
Worker II
Finance Director
Accounting
Technician
Planning Director
Associate
Planner
Planning Technician
II
Planning Technician
II
Planning Consultants
Contract Building
Inspector
Town Clerk
Planning
Commission
Architectural &
Site Control
Commission
Committees
COMMISSION & ADVISORY COMMITTEE MEMBERSHIP
Membership Qualifications
Any interested residents who live within the geographic limits of the Town of Portola Valley can submit an application to the Town Clerk for positions on advisory committees. The Town Council may, on a case-by-case basis, waive the Town residency requirement for residents within the Town’s sphere of influence or Portola Valley School District depending upon:
▪ The number of vacancies on a specific committee
▪ The number of applications that have been received
▪ Relevant experience/qualifications and prior community involvement and service on the part of the applicant(s).
Volunteers for the Planning Commission and the Architectural Site Control Commission shall live in the Town of Portola Valley, and no applications from residents of lands in the sphere of influence shall be considered.
Notice of Vacancies
Notice of vacancies and requests for applications are posted on the Town website (www.portolavalley.net), at Town Center, Nathhorst Triangle, and Village Square, and may be published in The Almanac or posted to the PV Forum.
Application and Selection Process
Residents interested in serving on a commission must submit a letter of interest to the Council. At a noticed public meeting the Council will conduct an interview and selection process as determined by the Council in advance. When a commissioner’s term expires he/she must apply to be reappointed. Vacancies are filled as necessary.
Residents interested in serving on a committee must complete an application and submit it to the Town Clerk. The Town Clerk will then forward the application to the Mayor and committee chair. The Mayor, in consultation with the committee chair, will review the application. Once approved, the committee chair will contact the applicant and notify them that their appointment will be agendized at the next regular meeting of the Town Council. Committee appointments are made by the Mayor with the concurrence of the entire Town Council. Vacancies are filled as necessary.
Applications may be obtained from the Town Clerk or through the Town’s website.
Terms of Office
Advisory committee members are appointed for a one-year term, which may be renewed by the Mayor subject to confirmation by a majority vote of the Town Council at a meeting in January of each year. If no action is taken by the Town Council, committee members continue to serve in the interim.
Commissioners are appointed to 4-year terms expiring on December 31st.
Conflict of Interest
Committee members must fulfill the letter and spirit of state law by avoiding any conflict between their personal or financial interests and their public duties.
Committee members are asked to actively avoid taking on projects or activities that would impact the committee member’s economic interests and create a conflict of interest with their role on the committee.
Meeting Attendance & Recusals
For commissions and committees to function effectively and accomplish their goals, all members must be active participants.
Commission and committee members are expected to attend a minimum of seventy-five percent (75%) of all regular meetings held within a calendar year.
Members who do not attend at least 75% of regular meetings are deemed to have resigned from office, unless excused by the Town Council for good cause.
When a commission or committee member has a conflict of interest that requires recusal on a specific agenda item, the recusal impacts the commission/committee in a way similar to an absence. Therefore, members who must recuse themselves from more than four agenda items per year may be removed pursuant to the removal proceedings below, unless excused by the Town Council for good cause.
The chair is responsible for tracking commission and committee attendance and recusals and providing that information to the Town Clerk on a regular basis.
If a commission or committee member is unable to attend a meeting, the member should notify the chair as soon as possible, to ensure it can be cancelled if a quorum cannot be met.
Participating in Multiple Committees
Members may participate in multiple committees to the extent they are able to fulfill their duties to all committees and such service is not incompatible. For example, it would be incompatible for a member to serve on both the Planning Commission and ASCC because the Planning Commission reviews ASCC decisions.
If members are appointed to multiple committees, they shall only serve a leadership role (eg Chair or Vice Chair) in one committee. Limited exceptions may be granted by the Town Council.
Resignation
If a member wishes to resign from a commission or committee, s/he should first notify the committee chair of their intention to resign, write a letter announcing the resignation, and submit it to the Town Clerk, who will forward it to the Town Council.
Removal
If the Mayor, the council liaison and commission/committee chair all concur that a member is not fulfilling the duties (i.e. repeated failure to attend meetings, violation of ethical standards, disruptive behavior, repeated failure to abide by Commission/Committee handbook rules, etc.) of the committee, the Mayor may revoke the appointment of a commission/committee member. If the Mayor is the council liaison then the Vice Mayor would act in place of the Mayor.
Members serve at the pleasure of the Council. The Council, acting through the Mayor, reserves the right to remove one or more members of a commission/committee at any time, for any reason, including but not limited to, legal or ethical violations, failure to abide by Commission/Committee handbook rules, repeated absences, misconduct towards staff, colleagues, or the public or actions that undermine the public trust in the commission/committee. A member who has been removed by the Mayor shall have the ability to appeal to the full Council.
If the Mayor, after consulting with the council liaison, decides that a member should be removed, the Mayor may revoke the appointment of a commission/committee member. If the Mayor is the council liaison then the Vice Mayor would act in place of the Mayor. If there is no council liaison assigned, then the Vice Mayor would act in place of the council liaison.
Compensation
Service on commissions and committees is voluntary; there is no monetary compensation.
Insurance
Commission and committee members are covered under the Town’s general liability insurance policy for actions taken in the course and scope of their duties.
ADVISORY COMMITTEE
AUTHORITY, ROLES & RESPONSIBILITIES
Jurisdiction
The Town Council establishes the Town’s Advisory Committees, and their duties are set forth in each committee’s Charter. Before placing an item on the committee’s agenda, committee members should consider whether or not the matter falls within its jurisdiction. Council liaisons are available to provide guidance on agenda setting, should the need arise.
When needed, a committee may propose Charter changes to the Town Council.
The procedure for Charter changes is covered in the Policies and Procedures chapter of this handbook.
Occasionally committees may be requested to review and comment on work done by another committee. Such review and comment should normally be limited to the scope of review requested unless the subject reviewed is otherwise covered by the reviewing committee’s charter.
Annual Committee Calendar
TIMEFRAME ACTIVITY
January
Committee reappointments
Committee elects new Chair
Representative from each committee attends a
priorities planning workshop with the Town Council
March to April Committee develops budget request for upcoming fiscal year – Due April 30th to Town Manager
March to April Committee annual reports to the Town Council May Annual meeting of Chairs to foster inter-committee
discussion and collaboration
May to June
Staff assembles town-wide budget; submits to
Finance Committee & Town Council for review and
approval
July Distribution of Town Council adopted budget
November Annual meeting of Chairs with Mayor & Vice Mayor December Committee chair notifies the Town Clerk of its committee reappointments for the coming year
Town Council Priorities Workshop
In January of each calendar year, committees shall attend a priorities-setting workshop with the Town Council. Committees and the Town Council will discuss their anticipated priorities for the coming fiscal year. This workshop will assist in harmonizing the Town Council priority setting process and the Committee’s goals, and help Committees with their budget requests for later in the year.
Committee Annual Report
In April of each calendar year, committees will be asked to make an annual report presentation to the Town Council that outlines the following:
1. Accomplishments and project updates, fiscal year to-date
2. Recommended work plan for the upcoming fiscal year, including budget requests
3. Requests for Town Council direction or for staff and consultant resources
4. Updates to the Committee charter or membership
Committee work plans identify measurable goals and objectives that each committee will work toward achieving during the fiscal year. These objectives should generally fall within the scope of the committee’s Charter. In addition, plans for appointment of new members and any reorganization of officers for the coming year are also made to ensure a smooth transition to allow important committee work benefiting the community to continue. Committees should use feedback received as part of the annual report discussion with the Town Council to help guide their budget development.
Scope of Authority
Advisory bodies are not involved in administration or operation of Town departments. Unless a committee is authorized in advance to do so by the Town Council, committees or committee members may not:
▪ direct staff to initiate programs
▪ conduct major studies
▪ establish policy
▪ determine departmental work programs or staff priorities ▪ take unilateral action as an official representative
▪ expend public funds without prior authorization
▪ enter into agreements or contracts
▪ employ staff
▪ sign documents on behalf of the Town
▪ negotiate real estate transactions
▪ apply for or accept grant funds
▪ fundraise on behalf of the Town or for a program that benefits the Town or otherwise bind the Town in any way.
Council liaisons can assist Committees should scope of authority issues arise.
Ad Hoc Committees
From time to time the Town Council establishes ad hoc committees to gather information on a particular area of interest or concern and to make recommendations to the Town Council as a whole. A member of the Town Council may be appointed to serve as the chair of the ad hoc committee, although this is not a requirement. Once the ad hoc committee has completed a final report and/or recommendation and the Town Council has received the report/recommendation, the committee is disbanded.
Code of Conduct
Volunteer work and citizen participation is at the core of Portola Valley’s government. Our community depends on the willingness and ability of our residents to spend their time working together in all of our interests. This Code of Conduct aims to foster an environment where such volunteerism is welcomed and encouraged, and where positive communal engagement thrives.
It is important that members treat each other and the public with respect, even through disagreement. Volunteers, and elected and appointed officials are individuals with a wide variety of backgrounds, personalities, values, opinions, and goals. Despite this diversity, all have chosen to serve the public in order to preserve and protect the present and the future of the Town. In all cases, this common goal should be acknowledged even though individuals may "agree to disagree" on contentious issues.
The Town encourages positive and respectful dialogue and strives to value and support all volunteers and members of the public. Therefore, members shall at all times refrain from abusive or aggressive conduct, personal charges, hostile body language, disrespectful language or attacks upon the character or motives of others, including fellow committee/commission members, members of other committees and commissions, town staff, members of the town council, and members of the public. It is both encouraged and expected that the chair of each commission/committee intercedes when the conduct of another member is rude or violates this code of conduct. It is up to each and every commission and committee member to foster an atmosphere of collegiality and respect towards all who give of their time to participate.
Role of the Chair
In January of each year, each committee should select a chair from among its members.
An individual committee member is normally limited to two consecutive one-year terms as chair, unless a successor cannot be found, in which case the Mayor, with concurrence of the Town Council, may recruit another candidate to serve as chair, or may allow the current chair to stand for re-election by the committee if necessary.
The chair is responsible for ensuring the effectiveness of the group process. The chair’s responsibilities include:
▪ Assisting new members or an incoming chair with orientation ▪ Preparing the meeting agenda and submitting it to the Town Clerk no later than 8:30 a.m. the Wednesday of the week prior to the committee meeting ▪ Communicating important committee activity, questions, or concerns to the Council Liaison
▪ Monitoring attendance of committee members and utilizing discretion relative to excused/unexcused absence of members
▪ Ensuring meeting minutes are prepared and submitted in a timely manner ▪ Becoming familiar with parliamentary procedures
▪ Ensuring a balanced and inclusive discussion of issues ▪ Maintaining a watchful eye concerning the potential for perceived or actual conflict of interest
▪ Ensuring the meeting moves along in a timely fashion
▪ Maintain meeting decorum and ensure a positive and collaborative environment where all attendees feel comfortable participating ▪ Directing discussion and deliberation to matters on the agenda ▪ Encouraging participation from all members present
▪ Clarifying ideas and restating motions presented to ensure members understand the item(s) on which they are voting
▪ Actively participating in debate by expressing his/her views ▪ Mediating conflicts within the committee
▪ Serving as sole liaison between the committee and Town staff, unless another member of the committee has been designated by the chair to work directly with staff on a particular project
▪ Working with the assigned Town Council liaison on matters requiring Town Council input or assistance
▪ Ensuring its activities are coordinated with those of Town staff with consultation with the Town Manager.
▪ Solicitation of committee members
▪ Serve as liaison to the Town’s Communications and Community Engagement Analyst
▪ Review and approval of Town website postings relating to the committee ▪ Monitoring the committee’s budget
▪ Ensuring that committee events are scheduled using the required event registration process
Role of the Secretary
Recording of minutes and submittal to the Town Clerk is the responsibility of the committee. Each committee should designate a secretary to prepare the minutes of each meeting. This role can rotate among committee members, but should be established at the beginning of the meeting.
Should the committee desire their minutes be posted to the Town’s website, it is required that the secretary prepare the meeting minutes by using a minute template. Committees are strongly encouraged to post their meeting minutes to the Town’s website.
Once the minutes have been agendized and approved by the committee, the secretary will provide the final set of minutes to the Town Clerk, who will then post them to the Town’s website.
As noted in the Policies and Procedures Chapter of this handbook, minutes are the official record of a committee’s activities, are public documents, and need to be kept accurately for all committee meetings.
Role of the Council Liaison
A member of the Town Council is assigned to each committee to serve as its liaison and provide the committee chair with guidance as necessary. The Liaison should not participate in committee debate or discussion on an issue. The Liaison should remain impartial and avoid “steering” the discussion and/or work of the committee, remembering the primary role is to listen and provide guidance to the Chair and not speak on behalf of the Town or Town Council. The role of the Liaison is to:
▪ Provide the Town Council with information regarding noteworthy committee events, projects and achievements
▪ Provide the Chair with:
o Input received from the Town Council under “Council Liaison Reports”
o Guidance on Town policies and procedures, including initial feedback on the committee’s Annual Report and budget in advance of submittal to the entire Town Council.
o Advice on inter-committee topic areas
o Provide guidance on scope of authority or agenda setting issues as needed
Liaisons are not expected to attend all committee meetings, but may attend at their discretion and should upon the specific request of the committee chair.
If a Liaison does not attend the committee’s meeting, the Liaison shall contact the committee chair following each committee meeting to learn of any specific requests the chair may have of the Council.
The Council liaison appointments are made annually by the Mayor in January.
Role of the Staff Liaison
The Town Manager shall designate staff members to work collaboratively with the committee chairs to fulfill the Town Council adopted work plan for each committee.
Committee members are responsible for agendas, material supporting agenda item discussions, meeting minutes, and compliance with applicable rules and regulations, etc. The staff liaison is not expected to attend committee meetings except on the rare occasion that his/her presence is necessary for the committee to reach a consensus on an item in the adopted work plan.
The staff liaison will also assist the committee with organizing its support role, in areas where the committee assists and augments Town staff in the performance of the functions of Town government. For example, when the Conservation Committee organizes volunteers for removal of invasive plants on Town land or the Public Works Committee inspects and reports to the Town’s Public Works
Director on the condition of Town streets, bridges and other infrastructure, making recommendations relative to priorities for repair. In this role, the committee must ensure its activities are coordinated with those of Town staff, as directed by the Town Manager. The Town Manager is responsible for the effective and efficient operation of Town government, in conformance with the policies adopted by the Council.
The Communications and Community Engagement Analyst is available to assist all committees, though the Chair, on external communications issues, event promotion and production of marketing materials, and other similar support.
ADVISORY COMMITTEE
POLICIES & PROCEDURES
I. Meetings
Ralph M. Brown Act
The Ralph M. Brown Act (Brown Act -- Government Code Sections 54950-54963) is a state law governing meetings conducted by local legislative bodies. It requires local government business to be conducted at meetings open and accessible to the public.
The requirements of the Brown Act apply to all “legislative bodies” of local governmental agencies. The term “legislative body” is defined to include Town Councils and all standing and ad-hoc commissions and committees:
“Any congregation of a majority of members of a legislative body at the same time and place to hear, discuss, or deliberate upon any item that is within the subject matter jurisdiction of the legislative body or the local agency to which it pertains.”
All meetings must have an agenda, the agenda must be made public (noticed), and the public must be given an opportunity to comment. Committees can only hear or discuss items that are on the agenda, and only if a majority of members are present. Generally speaking, all meetings of a legislative body must occur at a public place in Town (at Town Center, not a residence, restaurant, etc.).
NOTE: The Brown Act applies to all forms of communication used in the deliberation of any public business, including but not limited to written reports and correspondence, phone, fax, electronic mail, instant messaging, and any new technologies that may be devised.
Temporary Change of Meeting Time/Day (“Special Meeting”)
You may call a “special meeting” of your committee by informing the Town Clerk of the new date and time and that it will be a special meeting. The Town Clerk must receive notice of your special meeting in time to post a notice that provides a minimum of 24 hours notice prior to the meeting.
Agendas
Meeting agendas must indicate the date, time and place of the meeting and describe each item of business. All agenda listings should be specific enough to give members of the public due notice of topics that are to be discussed. All agendas must be approved by the Town Manager or his/her designee before being published.
Action may be taken ONLY on items that properly appear on the meeting agenda. “Urgency Items” (matters that must be considered due to a deadline or other requirement that was not known at the time the agenda was prepared and require immediate action) may be added to an agenda through the following process:
The chair announces the urgency item and calls for a vote of all present concerning adding the item to the agenda. The item is added if two-thirds of the members present (or all members if less than two-thirds are present) determine there is a need for immediate action and the need to take action “came to the attention of the local agency subsequent to the agenda being posted.”
Once an urgency item has been added to the agenda, the item may be acted upon through the regular motion, second and voting process more fully described in the “Motions” section to follow.
”Oral Communications” is an item on the agenda that enables members of the public to make comments or ask questions about items NOT on the agenda or to suggest new items for placement on future agendas. The chair may ask a member of the public if s/he would like to identify themselves for the record, however pursuant to state law, the individual may decline. The public may also submit written statements or request for entry into the meeting record.
NOTE: The committee cannot take action or deliberate on items raised during oral communications. The committee may discuss placing such an item on a future agenda or referring it to the Town Council or Town staff.
Meeting agendas should be coordinated with the Town Clerk at Town Hall (851- 1700, ext. 210). S/he will help you with agenda preparation, posting and mailing.
In order to have sufficient time to prepare post and mail the agenda, it is due at Town Hall no later than 8:30 a.m. on Wednesday of the week prior to the committee’s scheduled meeting.
If the agenda is not received by 8:30 a.m. on the Wednesday prior to your meeting, the Town Clerk will automatically post a meeting cancellation notice.
Meeting Notification (“Noticing”)
In order to “publicly notice” a meeting, the Town posts the meeting agenda at three locations: Town Center, Nathhorst Triangle, and the Village Square, and on the Town’s website.
There are two types of meetings: Regular and Special
Regular: Advisory committee meetings that are scheduled to meet at designated times.
Special: Advisory committee meetings that are called in order to consider an important issue that needs to be addressed immediately. Regular advisory committee meetings must be publicly noticed at least 72 hours in advance of the meeting.
Special Advisory Committee meetings must be publicly noticed at least 24 hours in advance of the meeting.
Quorum
Definition of a quorum:
A quorum is a majority in attendance of all committee members as listed on the committee roster. If a quorum is not present, the meeting cannot be called to order and no formal actions may be taken.
ANY time a majority of committee members meets to conduct business, even if it’s for a “working” or “task” group, it is considered a meeting and must be publicly noticed.
In the event there is no quorum, the members should disband and the meeting should not be held.
Meeting Cancellation
If the committee knows ahead of time that there will not be sufficient business to discuss at a meeting, or there will not be a quorum present, a scheduled meeting can be cancelled. In order to cancel a meeting, inform the Town Clerk prior to the meeting and s/he will post a notice canceling the meeting.
If your meeting has already been posted, you must inform the Town Clerk if you cancel your meeting for any reason, including lack of a quorum. S/he will post a meeting cancellation notice for you.
If a quorum of members does not appear for a regularly scheduled meeting, the meeting should be canceled. In this case, a notice of cancellation should be posted on the door(s) of the meeting room.
Minutes
Minutes are the official record of a committee’s activities and need to be kept for all committee meetings. Recording of minutes and submittal to the Town Clerk is the responsibility of the committee. Minutes should be prepared using the minute template and include:
▪ Date, start and adjournment time, and place of the meeting ▪ An attendance list of committee members present/absent ▪ A recording of actions taken
Any additions and/or corrections to meeting minutes may only be made at a noticed, public meeting. Such changes cannot be made without an affirmative majority vote.
Once meeting minutes have been agendized and approved by the committee, the secretary will provide the final set of meeting minutes to the Town Clerk who will then post them to the Town’s website.
In order to have sufficient time to include meeting minutes for approval on an agenda, they are due to the Town Clerk no later than 8:30 a.m., on Wednesday of the week prior to your scheduled meeting.
Motions
Any Advisory Committee member other than the chair may make a motion pertaining to a subject that is listed on the agenda. A motion is a formal proposal that the committee act on an idea or proposition that has been included on the agenda. (The chair is free to request that a motion be made.)
1. Main Motion (The committee does not necessarily have to be this formal.) a. A member makes a motion, stating, “I move that . . .” It is usually best to try and include only one proposal per motion, so that the motion can be clearly understood and followed by the other members. b. Another member must second the motion. The chair can second the motion. If no second occurs, no further action can be taken on the motion.
c. After the motion is seconded, the chair asks for discussion on the motion.
d. When everyone who wants to speak has done so (including people in the audience) the chair puts the motion to a vote. At this point, it is often a good idea to restate the motion, then call for the vote by saying “All those in favor”, then “All those opposed”, and finally “Are there any abstentions?” Upon completion of the voting process, the
chair should announce the results of the vote (i.e.
“the motion passes” or “the motion fails”).
e. Members can vote “yes” or “aye” or raise their hand in the affirmative, or “no” or “nay” or raise their hand negating the motion. Members may also “abstain”.
f. In order to be approved, a majority of the members present must vote “yes” or “aye” or raise their hands in the affirmative. A tie vote results in the motion failing. No proxy or absentee voting is allowed. g. A motion may be withdrawn by its maker unless an objection is made. If an objection is stated, the chair must call for a vote to determine whether or not the motion may be withdrawn.
2. Amending a Motion
a. A motion can be amended, as long as the amendment pertains to the main motion, even if it effectively voids the motion. b. A “substitute motion” is a form of amendment that completely restates the main motion.
c. An amendment or substitute motion is stated, seconded, discussed and voted upon the same as a main motion.
3. Motion for Adjournment
a. When a committee has finished the business on its agenda, a motion to adjourn is in order. This motion is not debatable. Therefore, it is very important that the Chair ensures that no important business has been overlooked prior to requesting a motion for adjournment.
Subcommittees
Subcommittees can be formed by a majority vote of the committee for the purpose of performing tasks that can best be handled by a smaller group, such as doing research or preparing draft documents to be considered later by the full committee.
The committee appoints members to the subcommittee; the subcommittee must include less than a quorum of the committee members.
Subcommittees can meet privately and informally and are not required to keep minutes, have a formal agenda or publicly notice their meetings. However, when the subcommittee presents their work to the whole committee, the meeting must be noticed, agendized and open to the public. The subcommittee has no legislative (decision-making) authority.
II. Finances
Annual Budget Process
Following the committee’s annual report to the Town Council, committees are asked to submit their budget requests that coincide with their proposed work plan for the next fiscal year (July 1 to June 30). A Budget Request Form will be provided for the committee to use. Committees should prepare the budget request and by motion and affirmative vote approve its submittal to the Town Manager. All budget submittals for the fiscal year beginning July 1st are due to the Town Manager by the end of the preceding April. Late budget submittals will be excluded from the budget document and the committee will be given a nominal amount of $500. Late budget submittals will be considered in July/August, but will only be funded if a surplus is anticipated in the adopted budget.
The Town Manager will work with the Mayor and Vice Mayor to determine which committee budget requests are recommended for Town Council approval upon complete review of the Town’s projected finances and the town-wide work program. The Town Council has the ultimate authority to approve the Town’s budget and expenditures.
Town and committee budgets are annual budgets and they do not carry over to the next fiscal year.
Annual Budget Appropriation
After the Town Council adopts the final budget, each committee will be notified of its budget appropriation for the fiscal year. If the committee expends its allotted budget and is in need of an additional appropriation, a request can be made to the Town Manager.
Expending Committee Budgetary Funds
In order to expend budgeted funds, the committee must:
1. Convene a meeting with a quorum of committee members at which the committee votes to approve expenditures on specific item(s) and/or service(s)
2. Record the decision in the meeting minutes, including the date of the meeting
3. Notify Town staff of the committee’s decision.
Staff will then take the necessary steps – order merchandise, approve an agreement for service, issue a Purchase Order for items over $500 or agendize the item for Council approval if it is over $25,000.
Requests for check payments should be provided to staff no less than three weeks prior to the payment due date to allow for processing in accordance with the Town’s adopted internal controls.
Reimbursement for Small Items ($100 or less)
Committee members can pay for small items for Town events (e.g. Holiday Party, Town Picnic) and request reimbursement from the Town provided the committee has voted to approve the expenditures and reimbursement in advance of any purchase. The reimbursement will be made through petty cash or on the next warrant (check) list. All requests for reimbursement must include a receipt.
NOTE: Even for small, reimbursable items, the committee MUST approve expenditure for these items PRIOR to reimbursement.
Monies Received by Committee (Fundraising, Donations, Fees, Sales, Etc.) If your committee receives money (usually related to sponsoring an event, such as the Town Picnic, recreational leagues), you must deliver the money to Town staff in a timely manner – no more than three (3) working days after receiving the money. Monies received from fundraisers, sales or fees should be counted by the committee, and then verified by Town staff. Staff will deposit the money into the appropriate Town account.
Sponsorship of events is prohibited.
It is a violation of Town policy for committees to maintain their own bank accounts.
III. Charter Changes
A Charter is essentially the mission statement for a committee, and contains information such as the number of members, the date, time and location of regular meetings.
The Charter is a very important document to each committee, and it serves to guide committee members in their deliberation of matters that come before the committee. Changes to the Charter may be made, but only after careful consideration.
Committees may recommend changes to their Charter (e.g. mission, number of members, date and time of meetings) to the Town Council for approval. In order to do so, the committee should:
1. List the proposed change on the committee’s agenda
2. Convene a meeting with a quorum of committee members at which the committee votes to recommend a Charter change(s)
3. Record the decision in the meeting minutes
4. Prepare a memo to the Town Council requesting the recommended Charter change
5. Forward the memo to the Town Clerk who will then forward it to the Mayor and Town Manager for consideration.
6. If the Town Council approves the Charter change, the committee can implement this change at its next committee meeting
IV. Process for Committee Requests for Action
Requesting Placement of Item(s) on Town Council Agenda
A committee may request that the Town Council consider a recommendation from the committee concerning an item on a future agenda. In order for an item to be placed on the Town Council agenda, the committee must prepare a memo and/or report about the item(s) and the Chair shall forward it to the Town Manager. The memo/report should include sufficient information or a specific recommendation so that the Council will be prepared to make a decision.
The Town Manager, Mayor and Vice Mayor meet regularly to determine the items to be included on each Town Council agenda. The Town Clerk or staff liaison to the committee will inform the chair when the Town Council agenda includes this item.
It is normally required that at least one committee member attend the Town Council meeting at which the committee’s item is being considered. If no committee member is present, the item may be continued.
Referral of Items to Other Committees
A committee chair may request that an item be placed on another committee’s agenda to obtain comments and insight into an item. When requesting placement on another committee’s agenda, the chair must make contact with the chair of that committee. When an item is agendized, a report must be provided to the Town Clerk for inclusion in the committee packet and a committee representative must be present at the meeting where the item has been agendized. If there is no representative present, no action will be taken unless arrangements have been made with the staff prior to the day of the meeting.
If the item is time-sensitive and a committee member cannot attend the meeting, staff must be fully informed of the committee request and be provided full information concerning the item prior to the day of the meeting.
V. Miscellaneous Policies
Harassment
The Town prohibits commissioners and committee members from engaging in any harassment or discrimination on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), gender, gender identity, gender expression, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, military and veteran status, or any other basis protected by law (“Protected Status”). This policy prohibits harassment against Town Councilmembers, commissioners, committee members, employees, applicants, unpaid interns, volunteers, independent contractors, and anyone else doing business with the Town or its commissions and committees. Violations of this policy may result in disciplinary action as described below.
Such harassment includes physical, verbal, and visual conduct when such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. Harassment on the basis of Protected Status is also prohibited.
The Town Council may discipline commissioners and committee members who are found to have violated this policy.
Should a member of any town commission or committee allege harassment, as defined, the following reporting and grievance policy should be followed:
1. Between Committee Members – the member alleging harassment should schedule a meeting between the Chair of the Committee, the Town Manager, the Council liaison and the Mayor to discuss. A follow-up meeting with the alleged harasser should be held with the same parties listed above. Depending on the severity of the allegation, and evidence to support, a warning may be issued, education may be assigned, or the committee member may be removed.
2. Between a committee member and the Chair - the member alleging harassment should schedule a meeting between, the Town Manager, the Council liaison and the Mayor to discuss. A follow-up meeting with the alleged harasser should be held with the same parties listed above.
Depending on the severity of the allegation, and evidence to support, a warning may be issued, education may be assigned, or the chair may be removed from chairmanship or the committee itself.
3. Between a committee member and staff - the member alleging harassment should schedule a meeting between the Chair of the Committee, the Town Manager, the Council liaison and the Mayor to discuss. A follow-up meeting with the alleged harasser should be held with the same parties listed above. Depending on the severity of the allegation, and evidence to support, a warning may be issued, education may be assigned, or the staff member may be reassigned to another committee or terminated.
4. Between a committee member and the Town Manager – the member alleging harassment should schedule a meeting between the Chair of the Committee, the Council liaison and the Mayor to discuss. A follow-up meeting with the alleged harasser should be held with the same parties listed above. Depending on the severity of the allegation, and evidence to support, a warning may be issued, education may be assigned, or the Town Manager may be terminated.
Sexual Harassment
Sexual harassment includes unwelcome sexual advances, requests for sexual favors, or other visual, verbal, or physical conduct of a sexual nature when: (a) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; (b)submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting that individual; or (c) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.
Sexual harassment may include a range of behaviors and may involve individuals of the same or different gender. Sexually harassing conduct need not be motivated by sexual desire. Examples of sexual harassment may include, but are not limited to:
1. Physical conduct including unwelcome touching, intentionally blocking normal movement, pinching, patting, or coerced sexual conduct;
2. Verbal conduct including making derogatory comments, sexually explicit jokes, slurs, sexual innuendo and insults, or comments about an individual’s body or dress;
3. Visual conduct including leering, or displaying sexually oriented posters, photography, cartoons, drawings, emails, or gestures;
4. Offering employment benefits in exchange for sexual favors; and
5. Making or threatening reprisals after a negative response to sexual advances.
Should there be an allegation of sexual harassment, the reporting and grievance mechanism described above to remedy harassment will be utilized.
Committee Communications
All official communication between a committee and the Town Council or staff must be directed through the committee chair. The chair may designate another member of the committee to work directly with staff on a specific project, when necessary.
The committee chair or designated representative may use e-mail to communicate with the Town Council. All e-mail or other correspondence to a majority of the Town Council is considered public information and must be copied to the staff for inclusion in the Digest, a weekly compilation of information provided to the Town Council to ensure requirements of the Brown Act are met.
The committee must obtain pre-approval from the Town Manager prior to distributing any official written documents. These include but are not limited to:
▪ Press releases
▪ Fundraising materials
▪ Advertising
▪ Articles for publication
▪ Flyers for an event
▪ Banners
Letters expressing a position on a policy, issue, or event must be pre-approved by the Town Council. Town letterhead may only be used if the letter is signed by the Mayor, an authorized Town staff member, or a committee chair if the letter is preapproved by the Town Council.
Inquiries from the press should be directed to the chair for response. The chair is responsible for providing impartial and factual information on behalf of the committee. Always remember, you are representing the entire committee.
When expressing your own personal opinion on an item, be sure to let the reporter know that it is your opinion and not that of your committee.
The Town maintains a website that includes a page specific to each committee.
Each committee chair is responsible to review and approve the web page content
that pertains to their respective committee, keeping it fresh and up to date. All web page content material submitted for posting is subject to review and approval by Town staff.
Using the Town’s Bulk Mail Permit
The committee must obtain a letter and certificate of bulk mailing from the Administrative Technician authorizing use of the Town’s Bulk Mailing Permit in order to process the mailing at the Post Office.
Committee Events
Committees must reserve Town facilities and resources prior to scheduling or hosting a committee event (whether at the Town Center or at another location) using the following procedures:
1. Once the Committee has agreed to a date for the event, the committee chair completes a reservation form and submits it to the Town Manager as soon as the Committee has selected potential dates, but no less than two months prior to the event. Reservation forms are available via the Town’s website or from Town staff. Completed forms can be submitted to the Town Manager by email to [email protected].
2. Upon receipt of the reservation form, staff will review the information provided to ensure there are no conflicts with other events and that the event is in accordance with committee and Town goals.
3. Within three business days following receipt of the reservation request, staff will email the requesting committee chair a confirmation of the reservation (i.e., returned application with “approved” stamp), or a notice if the date is unavailable.
Please note: Committees should not advertise their event or purchase banners or signs until the reservation confirmation is received from staff. As noted above under “Committee Communications,” flyers and communications regarding events must also be pre-approved by the Town Manager.
Food/Beverage Service & Insurance
If any food or beverages (including alcoholic beverages) will be served to the public at a Committee event, the committee chair must work with Town staff to ensure that all of the required permits are obtained from the County Environmental Health Department and/or the California Department of Alcoholic Beverage Control within the required time, in advance of the event. In addition, the Committee must work with Town staff to provide any information and or documentation if it is determined that additional insurance is needed for the event.
Staff Support for Committee Events
Due to limited staff resources, volunteers are responsible for all aspects of the event coordination, including setup and cleanup of chairs and
equipment.
VI. Fundraising
Fundraising includes activities to collect cash, acquire real estate, securities, and similar assets.
Committees are not authorized to undertake fundraising activities without prior authorization by the Town Council.
Overview
There are two general types of fundraising covered by this section:
1. One-time fundraising for specific projects, programs and/or facilities (e.g.
Millennium Open Space Challenge; Historic Schoolhouse renovation; Little Peoples’ Park renovation)
2. Ongoing fundraisers (Blues & Barbecue; Portola Valley Primer sales; Herb Dengler wildflower watercolor print sales).
Authorization to Undertake Fundraising
The Town Council must authorize all fundraising activities related to the municipal government of the Town prior to the implementation of the fundraising effort. The Council may choose to establish an ad hoc committee to undertake the fundraising, or to employ an existing committee, such as the Community Events Committee, which currently undertakes the Blues & Barbecue fundraiser, or the Parks & Recreation Committee, which undertook a fundraiser to renovate Little Peoples’ Park at Town Center.
Initiating a One-time Fundraising Event
If an individual, group or existing Town Committee wants to initiate a one-time fundraising event, it must:
▪ Prepare a memorandum to the Town Council with an outline of the proposed event, including the purpose, beneficiary (project, program and/or facility), estimated timeline, estimated costs, (printing, postage, advertising, etc.) monetary goal and contact person(s)
▪ Send the memorandum to the Town Manager at Town Hall requesting that the item be placed on the Town Council agenda
▪ Attend the Council meeting at which the fundraising proposal will be considered to present the proposal and provide additional information, if requested.
Fundraising Group/Committee Responsibilities
Once your group/committee has received authorization from the Town Council to proceed with fundraising activities, you must ensure that all checks are payable to
the “Town of Portola Valley” (in order to be tax deductible) and that they are received by the Town within three days.
Anonymous Donors
If someone wishes to make an anonymous donation, the donor should arrange for the donation to be issued from an institution, such as a bank or foundation, or from another third party, on the donor’s behalf. The Town has no ability to protect the donor’s anonymity if the donor sends a personal check and/or letter to the Town regarding the donation, because these transmissions would be considered public records under the California Public Records Act, and, therefore, available to the public – including the press – upon request.
Gifts of Securities
Tax-deductible donations may be made to the Town of Portola Valley in the form of securities. All gifts of securities must be coordinated through the Town Manager.
Thank You Letters
The fundraising group/committee must periodically provide a list of donors and amounts received to the Town Manager. Upon staff verification that the funds were received and deposited to the Town’s account, the Town Manager will produce and sign a thank you letter for each donation received.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
Cindy Rodas, Finance Director
DATE: May 25, 2022
RE: Not-for-Profit Agency Funding Requests
RECOMMENDATION
Staff recommends that the Town Council approve funding for not-for-profit agencies providing services benefiting the Town, its residents, or the larger Peninsula community, in an amount not to exceed $19,659.
BACKGROUND
Annually, the Town receives requests from a number of not-for-profit agencies. The Town Council reviews these funding requests and determines the allocation amount that each agency will receive. For fiscal year 2021-22, the Council made the following allocations:
DISCUSSION
The Town has received the following requests for fiscal year 2022-23.The most notable change requested was that of Peninsula Conflict Resolution (PCRC), with an increase of 394% over last year. The organization sited the pandemic as the cause of the increase due to the increase of volume of conflict calls in the community. Over the past 10 years, on average, a $686 contribution has been granted for PCRC.
Citizens Emergency Response
Preparedness Program (CERPP)
$5,000
HIP Housing $3,000
Housing Endowment and Regional
Trust (HEART)
Housing Leadership Council
$1,432
$ 600
Joint Venture Silicon Valley $1,000
Meals on Wheels - Peninsula
Volunteers Inc.
$3,000
Peninsula Conflict Resolution $ 552
Sustainable San Mateo County $2,500
Total $17,084
TOWN OF PORTOLA VALLEY
STAFF REPORT
Staff recommends awarding $19,659 in the coming budget as follows:
Agency Amount
Requested
Recommended
Difference
from FY
2021-22
Percent
Change
Citizens Emergency Response
Preparedness Program (CERPP) $5,000 $5,000 $ - 0%
HIP Housing $3,000 $3,000 $ - 0%
Housing Endowment and
Regional Trust (HEART) $1,432 $1,432 $ - 0%
Joint Venture Silicon Valley $1,500 $1,0001 $ - 0%
Meals on Wheels- Peninsula
Volunteers Inc. Open $3,000 $ - 0%
Peninsula Conflict $2,727 $2,727 $ 2,175 394%
Sustainable San Mateo County $5,000 $2,5002 $ - 0%
Sustainable Silicon Valley $1,000 $1,000 $ 1,000 100%
Total $19,659 $19,659
FISCAL IMPACT
The total amount of contributions approved by the Council will be included in the 2022-23 proposed budget document, which is to be presented to the Council at its meeting on June 8, 2022.
ATTACHMENT
Attached Proposals:
1. Citizens Emergency Response Preparedness Program (CERPP)
2. HIP Housing
3. Housing Endowment & Regional Trust (HEART of San Mateo County)
4. Joint Venture Silicon Valley
5. Meals on Wheels – Peninsula Volunteers Inc.
6. Peninsula Conflict Resolution
7. Sustainable San Mateo County
8. Sustainable Silicon Valley
1 Historically, Joint Venture Silicon Valley has requested and the council has approved a contribution of $1,000 2 Historically, Town staff has recommended and the council has approved $2,500 for SSMC
A Request from CERPP
Nicole Tanori
Financial Analyst
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
May 12, 2022
Dear Nicole,
This letter is a request by CERPP for a donation from the Town of Portola Valley to the WFPD CERPP in the amount of $5,000 for the fiscal year 2022 – 2023.
The annual financial support from your town plus the WFPD and the Town of Woodside has been the primary funding of the efforts of CERPP. On behalf of the entire committee, we thank the Town of Portola Valley.
Please make check payable to CERPP and mail to Selena Brown, WFPD Administration, 808 Portola Road, Portola Valley, CA 94028.
Regards,
Joe Coleman
Treasurer, CERPP
Home. Heart. Hope.
Board of Directors
Shelley Pavela
President
Meris Ota
Vice President
Nancy Bush
Treasurer
Joshua Amoroso
Secretary
Aaron Aknin
Ian Bain
Lauren Boro
Sophia Brink
LaTisa Brooks
Rocsana Enriquez
Kalah Espinoza
Carolyn Moore
Lisa Diaz Nash
Craig Simmons
Jennifer Taylor-Mendoza
Honorary Board
Lois Almen Everett
Founder
Congresswoman
Anna Eshoo
Honorable Helen Fisicaro
T. Jack Foster, Jr.
Senator Jerry Hill
Dennis Lanterman
Honorable Jack Matthews
Memo Morantes
Helen Hilton Raiser
David Schemel
Congresswoman
Jackie Speier
Administration
Kate Comfort Harr
Executive Director
Laura Fanucchi
Director of Programs
Ghion Dessie
Controller
Katherine Goodman
Development Officer
HIP Housing
800 S. Claremont, #210
San Mateo, CA 94402
650-348-6660
www.HIPhousing.org
March 15, 2022
Jeremy Dennis
Town Manager
Town of Portola Valley
765 Portola Rd,
Portola Valley, CA 94028
Dear Jeremy,
Over the past two years, the pandemic has warped every aspect of society, and housing has been a focal point. It makes sense – housing is the nexus of stability, a critical determinant of success in life. It directly affects a person’s health, access to education, and opportunity for economic mobility.
At front and center, profound income losses have impacted low-income individuals’ ability to make ends meet and maintain a stable place to live. Most starkly, the lack of affordable housing options has deepened economic and racial segregation, resulting in the mass displacement of individuals who are connected to the region through family and work. The pandemic has only worsened the affordable housing crisis in Portola Valley, and in San Mateo County at large.
HIP Housing requests a grant of $3,000 from the Town of Portola Valley, which, if awarded, will be directed towards the organization’s Home Sharing Program during FY 2022-2023. Through the use of existing housing stock, the program develops readily available, affordable housing opportunities, benefitting low-income workers, older adults, and individuals with special needs who are seeking a safe and stable place to live. These funds would directly support a creative and sustainable affordable housing solution in a region that is consumed by housing challenges.
On behalf of our Board of Directors, staff, and clients, we thank you for your past generosity and support of our Home Sharing Program, and for your consideration of this funding request.
Sincerely,
Kate Comfort Harr
Executive Director
800 S. Claremont Street, #210
San Mateo, CA 94402
Funding Proposal – Portola Valley
Fiscal Year 2022-2023
Affordable Housing Today
The housing crisis has recently moved to the center of our national dialogue on social spending and recovery, as the pandemic's economic lurches have fueled income losses and widely-felt housing insecurity.
In California, unprecedented Federal and State funding improved a dire situation for low-income renters, equipping many individuals and families with the resources to make rent. But for lower-income renters, economic fallout compounded with an extremely limited market of affordable housing continues to exacerbate widespread housing insecurity.
Policy experts and housing developers have long identified prohibitive policies, income inequality, rising construction costs, and staunch local opposition as factors that stifle affordable housing development. The resulting lack of housing has culminated in the economic insecurity and mass displacement of low-income residents who are disproportionately Black, Hispanic/Latinx, women, and immigrants. As low-income residents are pushed from their homes by white and wealthy home-buyers and renters, the diversity, vitality, and sustainability of the Bay Area is rapidly erased.
In summary, there is not enough affordable housing to accommodate the growth in jobs and the number of people living in and moving to the region. The Bay Area’s decades-long housing crisis consistently boils down to a supply problem.
In San Mateo County specifically, the need for affordable housing is palpable. Between November 2020 and November 2021, the median price of a home in San Mateo County skyrocketed from $1.7 million to $2.2 million (California Association of Realtors).
For low-income renters, climbing housing prices are felt acutely. According to RentCafe, in order to afford San Mateo County’s average monthly asking rent of $2,631 for a 1-bedroom apartment, renters would need to earn $50.60 per hour – over 3 times the average minimum wage. The high cost of rent leads low-income residents to work multiple jobs for long hours, to live in overcrowded and unsafe living conditions, and to lose time and capital that might otherwise be spent pursuing educational and employment goals. The California Housing 1
Partnership recently reported that in 2021, 24,440 low-income renters in San Mateo County were left without access to an affordable home.
Even with California’s increase in funding for affordable housing over the past few years, the cost of building new affordable housing units has concurrently soared. As of December 2021, the development cost for a unit of affordable housing ranged from $550,000 to $700,000. At the same time, despite an improving economic climate since December 2020, scholars at the Terner Center for Housing Innovation at University of California-Berkeley found that nearly 30 percent of extremely low-income renters continued to experience income losses due to the pandemic in June 2021. Sustainable San Mateo County also predicts a massive shift in the County’s jobs-to-housing ratio over the next few years, resulting in further congestion and displacement of low-income residents.
Without collective action, this combination of forces will only deepen the housing crisis in San Mateo County. Affordable housing solutions are central to strengthening resilient and diverse communities.
HIP Housing’s Mission and Goals
In San Mateo County’s pressured housing landscape, HIP Housing’s mission is to invest in human potential by improving the housing and lives of people in our community.
We advance our mission via three programs.Through our Home Sharing Program, Self Sufficiency Program, and Property Management Division, we make use of existing housing stock to ensure that there is a broad spectrum of affordable housing solutions for low-income individuals and families facing displacement and homelessness in San Mateo County.
As a result of our work, HIP Housing enables more than 1,400 low-income individuals to find, or remain in, stable and affordable housing each year. We recognize that housing is a key determinant of health and economic wellbeing, and are committed to expanding and deepening affordable housing solutions throughout the County.
Description of the Program to Be Funded – Home Sharing Program HIP Housing respectfully requests a grant of $3,000 from the Town of Portola Valley. If our request is approved, this grant will be used to support the activities of our innovative Home Sharing Program during FY 2022-2023.
HIP Housing’s Home Sharing Program matches people who have space in their home with people who are searching for an affordable place to live. By making more efficient use of the existing housing, the Home Sharing Program provides a dynamic and affordable solution to the lack of affordable housing in San Mateo County.
The components that make this program so successful are:
2
1. The creation of new affordable housing through the use of existing housing stock. By making more efficient use of existing housing inventory, the Home Sharing Program creates new affordable housing opportunities for low-income individuals, families, and older adults in the County.
2. Our thorough and in-depth matching process. Clients begin the home sharing process by completing a detailed application, which increases their chances of being matched in appropriate and compatible living arrangements. After completing the application, program staff follow up by interviewing the client and establishing their specific needs, after which staff carry out reference and local background checks. Once clients are matched, staff bring both parties together to help them outline their expectations and agree on rights and responsibilities. This information is then documented in a Living Together Agreement, which is signed by both the Home Provider and the Home Seeker.
3. Creative and unique solutions for clients. The Home Sharing Program additionally offers a Reduced Rent Exchange. For reduced rent, the Home Seeker completes light household chores such as cooking, cleaning, and companionship for an older adult Home Provider or persons with special needs.
4. Ongoing client services and support. One of the special features of HIP Housing’s Home Sharing Program is that the process does not end once clients have been matched. Each and every client that we work with is unique, and so are their individual needs. With this in mind, our program staff provide ongoing support to all clients, including technical support and client mediation to matches in need of these services.
By way of this thorough and in-depth process, the average home sharing match lasts more than four years (a statistic which has held steady through the pandemic), while others last between five and twenty years.
HIP Housing’s Home Sharing Program is the only one of its kind in San Mateo County and one of the few sources of readily available affordable housing in the County today. Over the years, HIP Housing’s Home Sharing Program has evolved into a vital resource for people of all ages and backgrounds. At its core, the Home Sharing Program assists those who are struggling to find a decent, stable, and affordable home, or who are trying to remain in their existing home.
Directly Addressing the Needs of Residents in Portola Valley Access to stable and affordable housing is a critical determinant of success in life, affecting health, access to education, and the opportunity for economic mobility. The predominantly white and wealthy demographics of San Mateo County reflect a history of overt exclusion, continuing into present-day housing development. The Home Sharing Program’s use of existing housing inventory not only increases affordable housing opportunities for those who live and work in Portola Valley, but also:
● Preserves the County’s thriving and diverse community. 3
● Enables struggling renters to avoid displacement and remain in their existing affordable housing.
● Helps low-income individuals find a stable and affordable place to live that is close to work, their children’s school, and their family support network. ● Enables Portola Valley’s workforce to find sustainable residency in and around the County.
● Allows older adults and people with special needs to remain living independently in their own home.
HIP Housing’s Home Sharing Program reduces housing costs significantly, for both the Home Provider and the Home Seeker, while also promoting independence and providing security and companionship for those with special needs.
FY 20-21
In FY 2020-2021, Home Sharing staff provided housing information and referrals to 3 individuals who live in Portola Valley. Home Sharing staff also provided $43,190 in Emergency Relief Fund grants to Home Sharing clients across San Mateo County in need of rent assistance and/or money for groceries and other basic necessities as a result of income lost due to the pandemic.
By providing information, referrals, and matching services to people who live or work in and around Portola Valley, the Home Sharing Program increases affordable housing solutions in the region. We would like to introduce you to two residents, living nearby in East Palo Alto, whose lives have been impacted by our Home Sharing Program. Meet Erin and Michele:
Erin is a single parent who has owned a home in East Palo Alto for over 20 years. When her daughter moved out of the home to begin her college education, Erin decided to rent out a room to offset the tuition expenses. After seeing a HIP Housing advertisement on a Highway 101 Billboard, Erin contacted the agency to sign up.
After interviewing several potential housemates, Erin asked Michele to move in. Michele was in need of her housing since she had finished college and had to move out of campus housing. She landed a job at a local non-profit in San Carlos and hoped to find housing on the Peninsula. Her employer told her about HIP Housing and within a month, Michele moved in with Erin.
It’s been three years since the Home Sharing arrangement started. Erin says Michele is a very pleasant, quiet housemate. The extra income has been extremely helpful in covering the living and college expenses of Erin’s daughter.
In addition to serving Portola Valley through our Home Sharing Program, HIP Housing’s Self Sufficiency Program and Property Management Division also provide vital housing opportunities to residents.
The Self Sufficiency Program provides housing scholarships and intensive trauma-informed case management to low-income parents and emancipated foster youth who are in school. The 4
program specifically works with individuals pursuing continued education to help increase their earning power and become financially independent within one to five years.
The Property Management Division expands the affordable housing stock available throughout the County. By partnering with local municipalities, private funders, banks, and other institutions, we are able to purchase and rehabilitate multi-family residential properties and then rent them at below-market rate rental prices to our income qualified clients. HIP Housing currently owns and/or manages 33 properties in the County, which provide stable and affordable housing to 750 low-income individuals.
Number of Individuals to Be Served by FY 22-23 Funding
Thousands of low-income individuals, older adults, and families in San Mateo County face displacement each year. HIP Housing’s Home Sharing Program directly addresses housing insecurity in Portola Valley by offering affordable housing solutions that counter displacement.
With your support during FY 2022-2023, our dedicated Home Sharing staff will:
● Interview, screen, and provide housing assistance to 2-3 individuals who live and/or work in Portola Valley.
● Match 1-2 individuals who live and/or work in Portola Valley in new, affordable Home Sharing arrangements.
● Provide follow-up and support services to 1-2 residents matched in previous years. ● Offer housing information and referrals to 4-6 individuals living in Portola Valley who contact our agency for help.
It is our hope that the Town of Portola Valley will continue to support our Home Sharing Program in FY 2022-2023. As the pandemic presents new and sporadic challenges, the housing climate remains a critical component of economic recovery in the region.
Evaluating the Home Sharing Program
The Home Sharing Program is evaluated based on the following criteria:
● Number of clients served, intake calls, households served, and referrals provided ● Number of clients placed in affordable Home Sharing arrangements, and the income level of clients
● Affordability of housing for clients, measured by the percentage of income spent on housing
● Length of time a client remains in a Home Sharing arrangement HIP Housing maintains a database of all clients who we’ve engaged with and who have been placed in shared housing arrangements. Home Sharing staff track income, municipality name, race/ethnicity, disability, number of people in household, need for housing resource, age, etc.
We also track information about housing resources, affordable housing waitlists, and other housing opportunities. Additionally, Home Sharing staff contact all matched clients, to track the length of the home sharing arrangement, and to ensure that both parties are happy with their home sharing situation.
5
Home Sharing Program Community Outreach Activities Targeting [MN] ● We placed Home Sharing ads throughout local newspapers, magazines, partner organizations’ websites, radio stations, and online newsletters ● We increased Home Sharing display advertising throughout the County, including billboard and bus ads
● We sent Home Sharing flyers and eblasts to businesses, faith-based organizations, community calendars, schools, 65+ centers, and community associations ● We spread information through meeting and networking with community-based organizations, schools, farmers markets, government agencies, healthcare providers, and nonprofits throughout the County
● We presented on the Home Sharing Program to various 65+ centers, County employees, nonprofits, associations, and podcasts
HIP Housing will continue to focus on expanding our in-person and virtual outreach activities in the Town of Portola Valley during FY 2022-2023. We recognize the value of using a variety of platforms and mediums to ensure that those in the greatest need learn about our programs. By increasing the accessibility of the information in circulation about our programs, we hope to provide direct assistance to as many individuals and families who are experiencing homelessness and housing insecurity as possible.
Home Sharing Program Community Partnerships and Collaborations HIP Housing maintains strong community partnerships in order to connect clients with resources that fit their unique needs. Below are some of the organizations that we partner with:
Home Sharing Program community partnerships:
● Cal State East Bay and Eastside Prep School - interns assist with Home Sharing Program marketing and outreach efforts.
● CORE Community Centers - clients are referred to CORE for rent assistance and shelter referral.
● Haven Connect - the Home Sharing Program reaches out to individuals on our Property Interest list to provide information about our Home Sharing and Self-Sufficiency Programs.
● Legal Aid and Project Sentinel - clients are referred for any legal advice regarding notices to move, rent disputes, and other legal landlord/tenant matters. ● One Life Counseling Center - collaborating on a mental health wellness program for staff, interns, and volunteers at HIP Housing.
● Peninsula Conflict Resolution Center - Conflict Resolution Certification training for Home Sharing Coordinators.
● Safe Harbor Shelter, Samaritan House - the Home Sharing team conducted presentations at the Shelter (pre-pandemic).
6
● Sam Trans - ongoing collaboration to market programs to potential Sam Trans employees who are struggling to locate housing.
● The Housing Industry Foundation, Job Train, Samaritan House, San Mateo County’s Aging and Adult Services, San Mateo County’s Oasis Program - inservice with HIP Housing program teams.
● San Mateo County’s Office of Education - ongoing outreach for school district employees and collaboration with Superintendent Nancy Magee. ● Taproot Foundation - collaboration to launch a much-needed Information and Referral Program at HIP Housing.
● The County of San Mateo - ongoing outreach for County employees and retirees.
Home Sharing Program client referral partners:
● Center for Independence of Persons with Disabilities
● CORE Community Centers
● Golden Gate Regional Center
● Hawthorne House
● LifeMoves
● San Mateo County Aging and Adult Services
● San Mateo County community colleges
● San Mateo County Housing Authority
● San Mateo County Human Resource Department
● San Mateo County School districts
● SparkPoint centers
While our Home Sharing Program is thoroughly connected throughout San Mateo County, the program also actively ensures that other organizations and jurisdictions have the tools and resources they need to implement local home sharing programs. Laura Fanucchi, HIP Housing’s Director of Programs, serves as the Vice President of the National Shared Housing Resource Center’s Board of Directors and has provided technical assistance to emerging home sharing programs throughout the country for over 20 years. HIP Housing is also a part of the West Coast Home Sharing Collaborative. Ultimately, HIP Housing’s efforts have helped to launch 11 new home sharing programs in California, which has increased the capacity of 7 neighboring jurisdictions to provide affordable housing opportunities to their communities.
With the support of partnerships and collaborations, our dedicated Home Sharing staff develops crucial referral networks, establishes home sharing programs in neighboring jurisdictions, and secures funding support.
HIP Housing’s Capacity and Experience
HIP Housing continues to increase affordable housing in San Mateo County through a self-funding operating model, diverse funding streams, and cross-sector collaborations. This approach has sparked some exciting opportunities across the County, including:
7
1. Partnerships with commercial housing developers. By partnering with commercial housing developers, the agency utilizes impact fees and ensures developers’ compliance with inclusionary requirements to further the production of affordable housing units in the region. HIP Housing is currently partnered with Premia to ensure Premia’s recently acquired property (10 units) in Redwood City is in compliance with the County’s inclusionary requirements. HIP Housing maintains a similar partnership with Greystar as Greystar builds 39 affordable units in Redwood City. The agency is also providing support to Longfellow, with the potential to leverage $50 million in impact fees to support affordable housing development in Redwood Shores.
2. Collaborations on Housing Elements. HIP Housing’s Home Sharing Program is listed in the Housing Elements for San Mateo County and all 20 municipal jurisdictions in the County as an affordable housing solution. Since 1969, each city’s Housing Elements has been updated every 8 years and serves as the blueprint for how the region will develop and grow. As Housing Elements renewals are underway this year, HIP Housing is again working with each jurisdiction to ensure that Home Sharing is recognized as a feasible, sustainable option.
3. Acquisition of new properties. The agency closed escrow on two properties in 2020 and 2021. In 2020, HIP Housing acquired Rolison, a 10-unit property in Redwood City. All units are rent and income restricted to 60% of AMI. In 2021, HIP Housing secured Coleman, a 14-unit property in Menlo Park. These units are restricted at 80% of AMI for income and 60% for rent with a preference for those who live or work in Menlo Park.
Both properties add to HIP Housing’s affordable housing portfolio of 33 owned and managed properties, totaling 459 units.
4. Capacity building through new programs. In 2021 Home Sharing staff also worked with the Stanford d.school, the Taproot Foundation, and Bank of the West to develop a model and business plan for its new Information and Referral Program. Once the program is up and running, our staff will be able to track and follow up with over 2,000 callers a year to ensure that they find housing assistance outside of our agency.
HIP Housing’s capacity and experience supplement its multifaceted approach to the affordable housing crisis. By means of cross-sector collaborations and property development, HIP Housing is uniquely positioned to increase the amount of affordable housing options available throughout the County.
Conclusion
The affordable housing crisis requires collaboration at every level. With the partnership and support of each municipality, HIP Housing aims to expand affordable housing solutions throughout San Mateo County.
HIP Housing respectfully requests a grant of $3,000 from the Town of Portola Valley to support the Home Sharing Program. With your support during FY 2022-2023, our Home Sharing staff will work directly with 8-13 individuals who live and/or work in Portola Valley. By allocating this funding, you will help uplift a program that has supported the diversity and stability of our 8
community for decades. On behalf of the entire HIP Housing team, our Board of Directors, and our clients, thank you for your past support and for your consideration of this funding request. 9
“The Typical U.S. Renter is Expected to be
‘Housing Cost Burdened’ By the End of 2021”
“Starting Salaries for Teachers Don’t Pay the Rent”
“Two Months without Pay Pushes Food and Retail
Workers to Spend 40% of their Annual Income on Rent”
May 16, 2022
Jeremy Dennis
Town of Portola Valley
765 Portola Road
Portola Valeey, CA 94028
RE: Invoice for 2022-23 HEART Membership Dues
Dear Mr. Dennis
Despite improvements in the general economy, housing affordability continues to be a tremendous challenge for residents of San Mateo County. As the recent headlines above demonstrate, this is especially true for lower-income residents and essential workers. With your support, HEART continues to make a difference in the lives of many lower-income renters in San Mateo County.
One of our significant achievements this past year was securing a $5 million grant from the State of California under the Local Housing Trust Fund (LHTF) Program. The program was so competitive that only HEART and two jurisdictions in San Mateo County applied, with only HEART receiving a grant. HEART will be using the funds to help construct 433 affordable units in San Mateo County, the vast majority of them for households at 60% of area median income.
We funded our first project in the City of San Mateo in January 2022 to build 225 units.
This year, among other work, we also provided an $850,000 rehabilitation loan to an affordable housing project in the City of East Palo Alto to repair exterior walkways in danger of collapse.
HEART was the only lender with the willingness and capacity to provide a loan to this challenging project. Upon completion, Eden Housing will be able to refinance the project and make even more improvements to the building.
As exciting as this past year has been, we are looking forward to 2022-2023 as our work on housing preservation accelerates. HEART’s Board of Directors will soon be considering whether HEART should use its bonding capacity to purchase existing buildings and convert them to affordable housing. We’re also working on developing an acquisition and rehabilitation program to preserve smaller naturally occurring affordable housing apartment buildings. Together, we hope to create a new mechanism for creating affordable housing in San Mateo County.
If you have any questions about our programs or need additional information, please don’t hesitate to contact me. Thank you again for your continued support, and enclosed is an invoice for the fiscal year 2022-23 HEART membership dues.
Sincerely,
Armando F. Sanchez
Executive Director
Invoice
Date
7/1/2022
Invoice #
693
Bill To
Jeremy Dennis
Town of Portola Valley
765 Portola Road
Portola Valeey, CA 94028
Housing Endowment and Regional Trust
2905 S El Camino Real
San Mateo, CA 94403
P.O. No. Terms
Due on receipt
Project
Total
Quantity Description Rate Amount
Membership Dues July 1, 2022 - June 30, 2023 1,432.00 1,432.00 $1,432.00
84 West Santa Clara Street, Suite 800, San Jose, CA 95113
OFFICERS
NICOLE TAYLOR
Co-Chair
Silicon Valley Community
Foundation
DAVE WEHNER
Co-Chair
Facebook
RUSSELL HANCOCK
President & CEO
Joint Venture Silicon Valley
DIRECTORS
JOHN AITKEN
Mineta San Jose Int’l Airport
DAVID BINI
Santa Clara & San Benito
County
Building Trades Council
RAHUL CHANDHOK
San Francisco 49ers
RAKESH CHAUDHARY
Kaiser Permanente Santa
Clara
GARY DILLABOUGH
Urban Community
HON. SUSAN ELLENBERG
Santa Clara County Board of
Supervisors
DAVID ENTWISTLE
Stanford Health Care
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LinedIn
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Google
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Bank of America
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Wells Fargo
MICHAEL ISIP
KQED
CLAIRE JOHNSTON
LendLease
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Stanford University
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TMG Partners
CURTIS MO
DLA Piper
MAIRTINI NI DHOMHNAILL
Countsy
MARK G. PARNES
Wilson Sonsini Goodrich &
Rosati
HON. DAVE PINE
San Mateo County
DAVID SACARELOS
Seiler, LLP
SHERRI R. SAGER
Lucile Packard Children’s
Hospital
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City of Fremont
JARED SHAWLEE
San Jose Earthquakes
ED SHIKADA
City of Palo Alto
JOHN A. SOBRATO
The Sobrato Organization
NEERAJ VADHAN
Accenture
HRISHIKA VUPPALA
McKinsey & Co.
JOHN VARELA
Santa Clara Valley Water
District
DANIEL YOST
Orrick, Herrington & Sutcliffe,
LLP
May 2022
To Our Partners in Local Government:
I’m writing to thank you for supporting Joint Venture Silicon Valley, and to ask for your continued investment in the new fiscal year.
Joint Venture is premised on the notion of the disparate sectors working together. Over these past two years of the pandemic, we’ve seen more than ever the value of these partnerships:
• Our Food Recovery initiative led the creation of the Santa Clara County Food Recovery Program, tasked with the local implementation of Senate Bill 1383, which requires certain food businesses to donate the maximum amount of their edible surplus food. This Program was made possible by the passage of similar ordinances in each city and unincorporated Santa Clara County, giving Joint Venture the responsibility to educate, inspect and monitor the compliance of all regulated entities. The Initiative also continues to convene the Silicon Valley Food Recovery Council, an important support organization for those working in Food Recovery in Silicon Valley, feeding our neighbors in need. • Our “Lighthouse” initiative has brought together more than 70 organizations and 175 leaders across all the sectors to work together in a common justice-equity-diversityinclusion (JEDI) framework to work toward family-sustaining wages. It is providing faster access to safety net programs, building an integrated workforce development ecosystem, and studying guaranteed basic income and lived experience proposals. The group is also providing staffing and research to the “Equity Forward” initiative incubating at Silicon Valley Community Foundation.
• Our Civic Technologies Program is working with stakeholders in the internet and telecommunications ecosystem to bring broadband to underserved communities, efforts that were crucial in bringing broadband to access and functional need households during the pandemic to support distance learning. The team is engaged in ongoing discussions with federal and state leaders and regulators and have built a strong case for strategically relaxed regulations to support building and extending broadband networks in the aftermath of the pandemic.
• Our Climate Initiatives are pushing the state legislature for more aggressive greenhouse gas reduction targets, publishing annual gasoline sales volume data at the zip code level, and hastening our region’s conversion to zero-emission vehicles.
84 W Santa Clara Street • Suite 800 • San Jose, California 95113 • Our Transportation Initiatives are co-sponsoring legislation (SB 917) to integrate and unify the region’s 27 transit providers, and working to build more continuous bikeways on the mid-Peninsula.
• Our Silicon Valley Economic Development Alliance, comprised of economic development professionals from 25 agencies, continues being a hub to share resources and thought leadership. The Alliance works with federal, state and local partners, and with the business community. During the pandemic the Alliance has been a vital place for educating our members about stimulus programs, eviction moratoria and other programs that have complicated implementation.
• Our research arm, the Silicon Valley Institute for Regional Studies, continues to be the region’s essential clearing house for data and analysis. In addition to the Silicon Valley Index and the annual Silicon Valley Poll, we publish a continuous stream of white papers and research briefs on food insecurity, unemployment, and commercial space development. Our online dashboards provide live updates on a host of subjects including air quality, wildfires, population trends, the performance of our publicly traded companies, COVID data, and more. All of the data and materials are provided free of charge to the community.
This work wouldn’t be possible without the support of our investors. Our corporate members are standing by us, but it won’t be a genuine “joint venture” without the continuing support of local government. We’re grateful for this collaboration.
Please find an invoice attached. I welcome your call if I can answer any questions.
Yours, appreciatively,
Russell Hancock
President & Chief Executive Officer
Joint Venture Silicon Valley
84 W. Santa Clara Street
Suite 800
San Jose, CA 95113
(669) 223-1331
INVOICE
Invoice #: 897NETportola
Invoice Date: 05/18/22
Amount Due: $1,500.00
Bill To: Ship To:
Towno f Portola Valley
Attn: Jeremy Dennis
Town Manager
765 Portola Road
Portola Valley, CA 94028
United States
Attn: Jeremy Dennis
Town Manager
765 Portola Road
Portola Valley, CA 94028
United States
Due Date
05/18/22
Item Description Quantity Price Amount
Revenue-City Joint Venture Silicon Valley
Public Investment, Fiscal Year 2022-23 1 $1,500.00 $1,500.00 Subtotal: $1,500.00
Sales Tax: $0.00
Total: $1,500.00
Payments: $0.00
Amount Due: $1,500.00
Make checks payable to:
Joint Venture Silicon Valley
84 W Santa Clara Street, Suite 800
San Jose, California 95113
Thank you for your prompt payment
501(c)3 Tax ID: 77-0389802
To pay online, go to https://app01.us.bill.com/p/jointventuresiliconvalleynetwork
Board of Directors
Candice V. Schwab
Board Chair/President
Georgie Gleim
President Elect/Vice
President
Anna Marie Janky
Secretary
Patricia WilkinsonDeBrincat
Treasurer
Mical Atz Brenzel
Past President
Lisa Deal
Sandy Ferer
Sandy Ferrando
Jeanne Fischer
Lata Goel
Deborah C. Gordon
Honor Huntington
Susan Martin
Louise Patch
Susan Sweeney
Chief Executive Officer
Peter Olson
Services
Meals on Wheels
Nutrition Services
650-323-2022
Little House
Roslyn G. Morris
Activity Center
650-326-2025
Rosener House
Adult Day Services 650-322-0126
May 18, 2022
Mr. Jeremy Dennis, Town Manager Portola Valley
Dear Mr. Dennis,
Peninsula Volunteers, Inc. (PVI) Meals on Wheels (501 (c)(3) tax ID # 94-1294939) is a vital service which provides qualified, primarily homebound, seniors and adults with disabilities fresh, healthy meals prepared daily in our own kitchen.
PVI, Meals on Wheels, delivers more than just a meal. Our drivers (both volunteers and staff) have established interpersonal relationships with each recipient on our program. Additionally, (MOW) Meals on Wheels assures wellness checks, quarterly assessments, and referrals to supportive services, with the goal of preventing premature hospitalization or institutionalization. The assistance from Meals on Wheels helps older adults remain in their own homes for as long as it is safely possible. PVI Meals on Wheels is the only provider of home delivered meals in San Mateo County (excluding Coastside and Pacifica) and has been providing home delivered meals to residents of incorporated and unincorporated San Mateo County, who can no longer shop and prepare meals, since 1977 when it first began operation. Annually we provide over 185,000 meals to 1,200 residents of San Mateo County, whose average age is 85. Meals on Wheels is partially funded by San Mateo County Aging and Adult Services with funds from the Older Americans Act and must adhere to the criteria set forth in the Act; therefore, meal recipients can only be requested to make a voluntary donation towards the cost of the program. A donation from the Town of Portola Valley will be used to help cover the unfunded portion of enabling adults to age in place.
The recipients of Meals on Wheels are thankful for our services. As a program, we have recently sent out a survey asking for feedback on our: food, delivery drivers, assessments, and wellness calls. Roughly 98% of our responses received were positive feedback while the remaining 2% consisted of constructive criticism. We found this information to be beneficial, hearing the clients’ opinions. The full cost of each home delivered meal is $15; the county contributes $8.50 per meal towards the cost. Many of the meal recipients have a monthly income of $1,200 or less and are unable to contribute to the program. Funding is needed to bridge the gap in support for this successful program. We appreciate your consideration of donating for fiscal year 2021-22. When you are hungry nothing else matters. You help us make a difference. Thank you for your support of PVI Meals on Wheels program.
Jos Bols, Director
PVI Nutrition Services
650-323-2022
[email protected]
May 11, 2022
Jeremy Dennis
Town Manager
765 Portola Road
Portola Valley, CA
94028
Dear Mr. Dennis,
Our mission is to partner with community members and intentionally engage and collaborate on complex issues. We recognize our city communities are facing staffing challenges and continue to struggle with disputes that require conflict resolution. We hope you continue to see the value of PCRC's services and you will make the choice to continue to contract with us. The volume of conflict calls since the onset of COVID19 has multiplied neighbor to neighbor, and landlord-tenant with significantly more conflicts in our communities' homes and workplaces.
As we approach the new fiscal year, we are hopeful that our community is on the road to recovery from economic hardships
When staffing levels decrease at state, county, and city services are being reduced or restructured, PCRC is needed in the community more than ever. PCRC's services alleviate the costs of lawsuits, police responses, and many types of calls for city services, such as code enforcement and planning. We help relieve the burden on your already labored resources.
A few examples:
• A neighborhood dispute may lead to multiple complaints to law enforcement, city staff, and elected officials.
A referral to PCRC can help create resolution and no more calls to city hall. • PCRC has trained over 100 public employees in facilitative leadership skills. 90% said that the information was applicable to their work. These public employees will be able to manage situations before they become HR problems. • PCRC facilitators helped a city gather input about community priorities that will inform the City Council's budgeting process.
I know that PCRC's services truly make a difference in our community, and I've seen it firsthand. Working hand-in-hand with the local government, we are making our neighborhoods safer, stronger, and more resilient. Our vision is a world in which people advance equity, practice empathy, and understand differences. A 2022-2023 proposed scope of work is enclosed.
Please feel free to contact me with any questions.
Jayne Uberti
Interim, Manager of Mediation
Services
Agreement for the Provision of Community Mediation
Services
The Peninsula Conflict Resolution Center (PCRC), a 50l(c)(3) public benefit corporation, wishes to provide conflict resolution services for the Portola Valley.
The Peninsula Conflict Resolution Center is an independent contractor, organized in accordance with the laws of California, and is capable of performing the conflict resolution services described in this agreement.
PCRC and Portola Valley agree as follows:
SERVICES. The PCRC shall provide the services described in Exhibit A, attached to and made a part of this agreement.
FUNDING. Funding by the City shall be in advance and shall be $2,726.25 PCRC shall provide documentation to specify how the funds requested shall be spent, including such details as the City deems appropriate. Additional documentation may be requested by the city.
CONTRACT TERM. This contract shall commence on July 1, 2022, and shall terminate on June 30, 2023, unless terminated before that time, as described in Paragraph 6 of this agreement.
PROGRAM REPORTS. A performance report shall be submitted to the Town biannually, at mid-year and year-end. This report shall include a description of all program activity related to this contract for the particular period.
BREACH OF CONTRACT. The Town reserves the right to waive any and all breaches of this contract, any such waiver shall not be deemed a waiver of all previous or subsequent breaches. In the event the Town chooses to waive a particular breach of this contract, it may condition said waiver on payment by PCRC of actual damages occasioned by such breach of contract. PCRC shall make every effort to resolve the breach quickly and amicably.
TERMINATION. In the event the PCRC is unable to fulfill its responsibilities under this contract for any reason whatsoever, including circumstances beyond its control, the Town may terminate this contract. Either party to this agreement may terminate this contract without cause by giving 10 days' written notice to the other party. If the contract is terminated, PCRC shall return a prorated amount of funding to the Town.
INTEREST OF PUBLIC OFFICIALS. No members, officers or employees, or agents of the Town, no member of the City Council, and no other public official exercising any function or responsibility with respect to this program during his/her tenure, shall have any interest, direct or indirect, in this contract or a related subcontractor the proceeds thereof.
RELATIONSHIP OF PARTIES. It is expressly understood that PCRC is an independent contractor and that no agency, employee, or other relationship is intended to be or is established by this contract.
INSPECTION OF PROGRAM. It is understood that a periodic review of PCRC's program may be necessary and the right to do so is reserved by the Town of Portola Valley.
ASSIGNABILITY. PCRC shall not assign in this agreement and shall not transfer any interest in the same, without the prior written consent of the HOLD HARMLESS AND INSURANCE. PCRC agrees (1) to hold harmless and indemnify the City and its officers and employees from and against any and all claims, loss, liability, damage, and expense arising from the performance of this contract, including claims, loss, liability, damage, and expense caused or claimed to be caused by passive negligence of the Town or its officers or employees. (2) to defend (Town), its officers, or employees there-against; provided however that this provision does not apply to claims, loss, liability, damage, or expense arising from (a) the sole negligence or willful misconduct of (Town) or (b) the active negligence of (Town). General liability and automobile liability insurance shall provide the following minimum benefits: (1) general liability, including comprehensive form, personal injury, broad form property damage, contractual and premises/ operation in limits of $1,000,000, aggregate, bodily injury, and property damage combined; (2) automobile liability in limits of $1,000,000, bodily injury and property damage combined. Additionally, workers’ compensation insurance in at least the minimum statutory amounts shall be maintained. All liability insurance policies shall specify (Town), its elective and appointed boards, commissions, officers, agents, and employees as additional insured. A certificate of insurance shall be provided to (Town) prior to performance pursuant to this contract. It shall include policy endorsement verifying City's additional insured status. Further, any changes in insurance, required herein must be approved in writing by the Town Attorney's Office NONDISCRIMINATION. General: No person shall, on the basis of race, color, national origin, religious affiliation or non-affiliation, marital status, medical condition, sex, age, handicap, sexual orientation, or political affiliation be excluded from participation in, be denied the benefits or be subjected to discrimination, under this agreement. Employment: PCRC shall ensure equal employment opportunity based on objective standards of recruitment, selection, promotion, classification, compensation, performance evaluation, and management relations, for all employees under this agreement. PCRC's personnel policies shall be made available to the Town upon request.
PROJECT REPRESENTATION. PCRC and the Town hereby designate the following agents to act as project representatives and receive all notices in the matters dealing with the performance of work, under this agreement.
DISPUTE RESOLUTION. If differences relating to this contract or the relationship between the contracting parties should arise during the term of this agreement, both parties will pursue resolution using an interest-based, non-adversarial coach and utilize the services of a neutral third-party mediator if direct negotiations are not
successful.
ADDITIONAL PROVISIONS. Additional provisions, if any, are contained in Exhibit A, attached to this document.
In witness thereof, this agreement has been duly executed by the parties named above.
PENINSULA CONFLICT RESOLUTION CENTER
1670 S. Amphlett Blvd., Suite 115
San Mateo, California 94402
650.513.0330
By: _______________________________________
Malissa Netane-Jones, Executive Director
Date
City: Portola Valley Date
By: _______________________________________
Jeremy Denis, Town Manager
4 EXHIBIT "A"
I. What PCRC will provide
Services to be provided to the Town of Portola Valley through this contract are described below.
A. Information Services
All of the services in this category are unlimited and free of charge. 1) Information and Referral: A resource person is available by telephone, to assist residents who have specific questions relating to a conflict. Through this conversation the resident may clarify issues of concern, be given specific information about common practices related to their issue of concern and receive a referral to an appropriate agency/resource.
2) Information and Assistance: A resource person assists the concerned caller to deescalate feelings, clarify issues and underlying needs, develop possible solution options, and begin to design an approach to dispute resolution. 3) Promotion of Use of Conflict Resolution Services: PCRC staff and volunteers will make presentations and develop press releases and media coverage. PCRC will provide brochures and other printed materials to be kept in public areas where community members are likely to seek resource information.
B. Mediation Services for Individuals
Some services in this category have a modest fee (see below). 1) One Party Assistance: A resource person assists a party to a dispute to think through a conflict situation, including clarifying issues and interests of involved parties, exploring approaches to dealing with the situation and solution options and assisting with the selection of an approach to resolution. 2) Conciliation: Conciliation is the resolution of a conflict through the intervention of a neutral third party, without the disputing parties coming together in a face-to-face mediation. A case development process, involving contacts with both/all-involved parties, is initiated and during that process, a resolution of concerns is achieved, to the satisfaction of the involved parties.
3) Mediation: Mediation through PCRC involves a face-to-face meeting between disputing parties. With the assistance of a panel of trained volunteer mediators, parties work through a non-adversarial problem-solving process and attempt to develop a mutually acceptable resolution to the issues of concern. There is a twofold focus: development of a satisfying and durable agreement and, when appropriate, the preservation of an effective relationship. If a mediation is scheduled, each party is asked to pay $30.
Through this contract, the City is subsidizing the provision of private mediation services to those who reside or work in the City. These services assist with conflict situations between individuals. The types of conflicts may include: landlord/tenant disputes, issues between two neighbors (either owners or renters), consumer disputes, roommate problems, conflicts between friends, plus some domestic or family issues.
5 PCRC also provides mediation services in more complex situations that involve multiple parties and/or multiple issues. For example: workplace disputes; intra- or extraorganizational conflicts, multi-neighbor disputes or public controversies. See C.
Additional Conflict Resolution Services.
C. Additional Conflict Resolution Services
PCRC can provide variety of services, described below. These services are available at additional cost. PCRC’s standard fee schedule is available upon request. 1) Training: PCRC offers orientations to city staff about the mediation program and its services as part of the basic contract. In addition, PCRC can train groups in theory and practice of interest-based conflict management, negotiation, communication, and facilitation skills. Training session are tailored to the particular needs of the group and have proven useful to city departments heads, front-line staff, commission members, workplace teams, community service providers as well as other groups.
2) Conflict Assessment/Consultation: PCRC can assist cities, as well as local community organizations and other groups, to assess specific conflict situations, analyze concerns of stakeholders and develop strategies for pro-active and interest based conflict resolution. The conflict assessment process usually involves PCRC contacting stakeholders to gather input and provide information about conflict resolution options. An assessment report can be prepared and provided to the client. 3) Mediation Services for Complex Situations: PCRC’s staff and volunteers provide the same high quality of mediation services in multi-party, multi-issue, complex disputes as we do for individual disputes. This requires a more advanced level of mediation training and experience and more a more intensive preparation process.
Examples of complex mediation situations include: workplace conflict between supervisor and supervisee; workplace issues affecting a whole team; a neighborhood issue involving multiple households; a public controversy in which the City or other institution is involved.
4) Conflict Resolution System Design: PCRC assists organizations in building internal conflict resolution capacity, i.e. the development of policies and procedures for interest-based dispute prevention and early resolution. This service is tailored to the unique needs of the individual group, but is based on recognized and proven design principles.
5) Design and facilitation of Community Forums, Public Conversations, Dialogues:
Through its Community Engagement and Facilitation Programs, PCRC has developed expertise in managing public discussions. Working with local representatives, PCRC assists with the design and facilitation for a wide variety of group sessions in which members of the public are encouraged to participate in dialogue about issues that affect the health and well-being of the community. 6) Facilitation for Committees, Departments, Councils: PCRC will assist with the design and facilitation of all types of meetings for elected, appointed and civic groups.
6 D. Administration of a Community Mediation Program: In collaboration with the contracting city, PCRC will administer a mediation program responsive to the needs of the community. PCRC may solicit input from city staff about unique areas of concern to a city and appropriate approaches to program implementation, improvement and promotion.
E. Recruitment and training of community volunteers: PCRC will develop and maintain a pool of trained volunteer mediators, case developers and facilitators to serve the conflict resolution needs of the community. These residents of local communities will become skillful in the interest-based approach to conflict resolution. PCRC volunteers complete a minimum of 25 hours of training, according to regulations that govern programs receiving support from the California Dispute Resolution Trust Fund.
PCRC also offers on-going skill development opportunities to volunteers to improve and enhance their conflict resolution skills. These volunteers will also serve as ambassadors in the community, promoting the ideas of interest-based conflict resolution.
II. What the Town of Portola Valley will provide:
A. Funding in the amount of $551.25 for Fiscal Year 2021-22. This fee is payment for the services defined above. Payments will be made upon receipt of invoice.
B. Support for the program from city officers and staff members, demonstrated through public statements, publicity, and referrals through city departments.
C. At least one article or ad placed in a city run publication to promote the use of PCRC services among residents and businesses in the city. A PCRC staff person is available to work with a city contact person to develop this material.
D. Assistance in scheduling appointments for PCRC representatives to make outreach presentations to groups of city staff, civic organizations and other relevant groups.
E. No cost use of city-controlled public meeting space, as needed and as available, for training sessions, meetings and mediations. This use will be subject to the existing rules and regulations that govern the use of these spaces.
III. Agreement by both parties, in concept:
Both PCRC and the City recognize that this is an ongoing program. If the Community Mediation Program meets the terms of this agreement to the City's satisfaction, and in the absence of unexpected financial constraints, it is expected that the City will consider funding the Community Mediation Program, on an annual basis, as negotiated between the two parties.
Invoice
Date
7/1/2022
Invoice #
1812
Bill To:
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Town Manager
Jeremy Dennis
Box 2218
Sunnyvale, CA 94087
P.O. No. Terms
Due on Receipt
Due Date
7/1/2022
Total Sustainable Silicon Valley is a non-profit organization pursuant to Section 501(c)(3) of the United States Internal Revenue Code and our tax ID is 56-2464045. Your donation to SSV may qualify for an income tax deduction in accordance with Federal and/or State income tax laws. Please consult with your tax advisor to determine whether your donation is tax deductible in whole or in part. Nothing in this communication is intended to constitute legal or tax advice.
Please make all checks payable to Sustainable
Silicon Valley
Wire/ACH Information:
Wells Fargo Bank
Routing # 121042882
Account # 1005941917
Description Amount
Government Membership Fee 1,000.00
$1,000.00
TOWN COUNCIL WEEKLY DIGEST
Thursday – May 12, 2022
1. Agenda - Committee of Town Committees - Housing Element
2. Agenda - Special Emergency Preparedness Committee - Safety Element
3. Agenda - Trails and Paths Committee
4. Cancelled - Planning Commission
5. Agenda - Sustainability Committee
6. Agenda - Parks & Recreation Committee
7. Communications - Rob Younge Letter to Town Council
8. Communications - Caroline Vertongen
Attached Separates (Council Only)
(placed in your Town Hall mailbox)
1. Newspaper – Labor, May 2022, Volume 84, Number 5
______________________________________________________________________________
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/81290613260?pwd=SElBQzlocnFlZk9lbGtFL0E2OGgwZz09
Or: Go to Zoom.com – Click Join a Meeting – Enter the Meeting ID Meeting ID: 812 9061 3260 Passcode: 605467
Or Telephone:
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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
2:30 PM – Ad Hoc Committee of Town Committees:
Housing Element Update
Monday, May 16, 2022
THIS MEETING IS BEING HELD
VIA TELECONFERENCE ONLY
Committee Members:
Rebecca Flynn – Sustainability Committee Edward Holland - Bicycle, Pedestrian and Traffic Scott Elrod – Sustainability Committee Safety Committee Patty Dewes – Parks and Recreation Committee Dale Pfau – Emergency Preparedness Committee Gary Hanning – Trails and Paths Committee Budd Trapp – Emergency Preparedness Committee Fred Leach – Trails and Paths Committee
Judith Murphy – Conservation Committee
Catherine Magill – Conservation Committee
Staff Contacts:
Laura Russell - Planning & Building Director
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.
COMMITTEE DISCUSSION (1hr 15 minutes)
1. Committee discussion of Town’s Housing Element Update a. Update on progress of Ad Hoc Housing Element Committee and Next Steps b. Role of Committees in Next Steps
c. Committee Feedback and Discussion
ADJOURNMENT
AVAILABILITY OF INFORMATION
For more information on the items to be considered by the Committee, please email [email protected].
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 Committee at, or prior to, the Public Hearing(s).
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.
To access the meeting by computer, click on the link below:
https://us06web.zoom.us/j/89296398199?pwd=RkRaUXg3U1Y1cGRNM05pcU01N1Frdz09 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: 892 9639 8199
Password: 701611
1. Call to order
2. Roll Call
3. Oral Communications
o Note that issues brought up under oral communications that are not on the agenda will be limited to 2 minutes
4. Committee input on Safety Element wildfire hazards and evacuation routes memos
5. Adjourn
TOWN OF PORTOLA VALLEY
Regular Meeting of the
Emergency Preparedness Committee
Thursday, May 17, 2022 - 4:00 PM
Via Zoom
____________________________________________________________________________________________________________
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/86857662923?pwd=M0hWMVRpdC9rRzVwOWpOcnh5dWhOdz09 Meeting ID: 868 5766 2923
Password: 784630
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 04/20/22 meeting
4. Old Business
a. Trail Conditions, Work, and Budget for March 2022: Howard - update/discussion b. Alpine Trail/Safe Route to Schools Subcommittee: Group - discussion/update c. PV Trail Map Subcommittee: Group - discussion/update
5. New Business
a. WASC Trail Update: Group – discussion
b. Hawthorns Open Space: Group – discussion
c. 2022 Community Hike: Group – planning
6. Other Business
7. Adjournment
Next scheduled meeting is June 15, 2022
TOWN OF PORTOLA VALLEY
Trails and Paths Committee Meeting
Wednesday, May 18, 2022, 9:00 AM
Videoconference Meeting via Zoom
NOTICE OF MEETING CANCELLATION
PORTOLA VALLEY PLANNING COMMISSION MEETING
REGULARLY SCHEDULED FOR
Wednesday, May 18, 2022
Notice is hereby given that the Portola Valley Planning Commission meeting regularly scheduled for Wednesday, May 18, 2022 has been cancelled.
The next meeting of the Portola Valley Planning Commission is scheduled for Wednesday, June 1, 2022 at 7:00 PM.
TOWN OF PORTOLA VALLEY
7:00 PM – Special Meeting of the Planning Commission
Wednesday, May 18, 2022
Historic Schoolhouse
765 Portola Road, Portola Valley, CA 94028
_________________________________________________________________________________________________
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/89661982357?pwd=b1JZVHg3UzJHUE1JcDBVZUE1eDVkZz09 Meeting ID: 896 6198 2357
Password: 071447
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 4-21-2022 Minutes
5. Old Business
a. Updates from Maryann
b. Updates from Brandi
c. Report from the May 16, 2022 Committee of Committee meeting for the Housing Element d. Subcommittee reports, as needed
6. New Business
a. Committee input on draft climate change and resiliency memo for the Safety Element b. Attendance at meetings
c. Redefining committee charter to have a maximum of 7 members d. New member search
e. As time permits, concrete plans for monthly Public Service Announcements on energy and water
7. Next Meeting and Proposed Agenda Topics for June 16, 2022 7 pm
8. Adjournment
TOWN OF PORTOLA VALLEY
Sustainability Committee Meeting
Thursday, May 19 7:00 PM
Videoconference Meeting