TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, September 14, 2022
7:00 P.M.
Craig Hughes, Mayor
Sarah Wernikoff, Vice Mayor
Jeff Aalfs, Councilmember
Maryann Derwin, Councilmember
John Richards, Councilmember
VIRTUAL PARTICIPATION VIA ZOOM
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HYBRID MEETING
HISTORIC SCHOOLHOUSE - 765 Portola Road, Portola Valley, CA 94028 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.
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 or by email at [email protected]. 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 Town Council at, or prior to, the Public Hearing(s).
Residents have asked if they are able to see a list of participants in Zoom webinar-meetings. Craig Hughes has put together a simple website integrated with Zoom data to provide this for Town webinars. You can visit the site at https://pv-zooms.rungie.com/ which will show a list of meetings. Clicking on a meeting will then display all participants in the meeting, as well as those who had been in the meeting but have left. The site will only show meetings once they have started and the first participant has joined.
1. CALL TO ORDER
2. REPORT OUT OF CLOSED SESSION
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. ANNOUNCEMENTS/PRESENTATIONS
a. Issue Proclamation Recognizing September 2022 as Suicide Prevention Month b. Receive Presentation from Race & Equity Committee Regarding Land Acknowledgment
Town of Portola Valley – Council Agenda
September 14, 2022
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 Meetings of August 10, 2022 b. Approval of Warrant List
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. Adopt a Policy Authorizing Additional COVID-19 Supplemental Paid Sick Leave per California Labor Code Section 248.6 and Direct the Town Manager to Adjust the Budget to Reflect this New Policy
e. Adopt the Attached Resolution Approving a Project List to Comply with SB-1 Funding Requirements as Required Annually
f. Approve a Letter of Thanks to Gary and Eileen Morgenthaler for Donation to Care and Maintenance of the Frog Pond Open Space
g. Appoint William R. Urban to the Finance Committee.
h. Adopt a Resolution Authorizing the Annual Salary Schedule Update in the Town’s Compensation Plan
6. REGULAR AGENDA
a. Approve a Letter of Thanks to the Housing Element Committee for their Past and Ongoing Work on the Town’s Housing Element
b. Waive First Reading and Introduce an Ordinance Amending Section 1.08.010 “Posting Places” of the Municipal Code
c. Adopt an ADU Ambassador Program to Assist with Community Education and a Survey Regarding ADUs and JADUs in Portola Valley
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
10. ADJOURNMENT
The next Regular Town Council meeting will be held on September 28, 2022 at 7:00 p.m.
To: Mayor Hughes and council members
From: Race & Equity Committee
Date: September 14, 2022
Re: Land acknowledgment revision and implementation
Regarding the land acknowledgment statement adopted by the Council (red page 19) on November 11, 2020 and recommended actions, the Race & Equity Committee recommends the following:
1. Approve revised land acknowledgment statement to include the Muwekma Ohlone, Ramaytush Ohlone, and Tamien Ohlone peoples and to clarify the intention.
2. Implement the use of the land acknowledgment statement:
a. Publish in the footer of the Town’s website.
b. Begin the practice of reading the land acknowledgment at the beginning of all Town public meetings (Council, Committees, and events).
In the future, the Race & Equity Committee will seek ways to put the statement into action make further recommendations to the council.
PV’s current land acknowledgment:
Occupying the traditional, ancestral, and unceded territory of the Ramaytush Ohlone peoples, Portola Valley both recognizes and acknowledges the violent colonial history of the land that it dwells upon. As a part of this history, Portola Valley recognizes that it has, and will continue to, profit from land stolen from the Indigenous Ohlone peoples, and commits to an ongoing effort to dismantle these legacies.
Recommended revised land acknowledgment:
The Town of Portola Valley acknowledges the colonial history of this land we dwell upon—the unceded territory of the Muwekma Ohlone, Ramaytush Ohlone, and Tamien Nation, who endured a human and cultural genocide that included removal from their lands and disrupted their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the social and ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.
TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, August 10, 2022
7:00 P.M.
Craig Hughes, Mayor
Sarah Wernikoff, Vice Mayor
Jeff Aalfs, Councilmember
Maryann Derwin, Councilmember
John Richards, Councilmember
MINUTES
1. CALL TO ORDER – Council Members Hughes, Richards and Wernikoff were present at 7:00 p.m. Council Member Aalfs joined the meeting at 7:08 p.m. Council Member Derwin was absent.
Vice Mayor Wernikoff left the meeting at 7:18 p.m.
2. REPORT OUT OF CLOSED SESSION
On July 5, 2022, the Council conducted a closed session in connection with the pending litigation Rusty Day, et al v. Town of Portola Valley and directed the Town Attorney to settle the lawsuit.
The final terms of the lawsuit are set forth in the Settlement Agreement attached to the August 1, 2022 Special Town Council meeting.
3. ORAL COMMUNICATIONS
The following members of the public spoke during Oral Communications:
• Sean Reese
• Kristi Corley
• Caroline Vertongen
4. ANNOUNCEMENTS/PRESENTATIONS
a. Receive Presentation from San Mateo County Library System Regarding Excess Donor Funds
Anne-Marie Despain, San Mateo County Library Representative, presented the item.
5. CONSENT AGENDA
Craig Hughes, Mayor, announced he would recuse from Item 5.e. due to a potential conflict of interest.
The following members of the public spoke during the Consent Agenda:
• Kristi Corley (Item 5.g.)
• Karen (Item 5.d.)
M/S Richards/Wernikoff to approve Item 5.e. Motion carried 3-0-1 by roll call vote with Mayor Hughes recused and Council Member Derwin absent.
M/S Richards/Aalfs to approve the Consent Agenda, excluding Item 5.e. Motion carried 4-0 by roll call vote with Council Member Derwin absent.
a. Approval of Action Minutes for the Special and Regular Meetings of July 5, July 13 and August 1, 2022
b. Approval of Warrant List
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. Update the Town Council Priority Efforts List and Approve the Proposed Council Priority Reporting Process
Town of Portola Valley – Minutes
August 10, 2022
e. Approve a Loan Agreement to Wayside II Road Maintenance District for Private Street Maintenance
f. Appointment of Members to the Historic Resources Committee and Wildfire Prevention Committee:
• Karen Askey (Parks & Recreation)
• Kristen Kingdom (Race & Equity)
• Musarrat Yasmin Rizvi (Nature & Science)
• Ronny Krashinsky – (Sustainability)
g. Authorize Extension of Five Existing Contracts for As-Needed Planning and Building and Public Works Related Services, Including Building Official, Building Plan Check, Code Enforcement, Inspection and Land Use Planning Services
h. Approve Amendment No. 2 to the Contract with Lamphier Gregory for Preparation of the Environmental Impact Report (EIR) for the Stanford “Wedge” Housing Project i. Approve a Contract Amendment with Lisa Wise Consulting, Inc. for Planning Services to Support the Housing Element Update
6. PUBLIC HEARING
a. Hold a Public Hearing to Review Proposed Fee Changes and Adopt a Resolution Revising the Town’s Master Fee Schedule to Amend the Town Attorney’s Planning Hourly Rate Jeremy Dennis, Town Manager, presented the report.
Craig Hughes, Mayor, opened the public hearing.
M/S Aalfs/Richards to close the public hearing. Motion carried 3-0 by roll call vote with Council Member Derwin and Vice Mayor Wernikoff absent.
M/S Aalfs/Richards to adopt the resolution. Motion carried 3-0 by roll call vote with Council Member Derwin and Vice Mayor Wernikoff absent.
7. REGULAR AGENDA
a. Adopt the Draft Evacuation Study and Direct Its Inclusion in the Ongoing Safety Element Update and Its Incorporation into Other Town Hazard and Disaster Planning Efforts Jeremy Dennis, Town Manager, and Bob Grandy, Project Consultant, presented the report.
The following members of the public spoke regarding the item:
• Ron Eastman
• Ward Vercruysse
• Victor Schacter
• Bob Adams
• David Cardinal
• Rusty Day
• Kristi Corley
• Caroline Vertongen
• Karen
M/S Aalfs/Richards to adopt the draft Evacuation Study and direct its inclusion in the ongoing Safety Element Update and its incorporation into other town hazard and disaster planning efforts. Motion carried 3-0 by roll call vote with Council Member Derwin and Vice Mayor Wernikoff absent. b. Select a Council Subcommittee of Two Member to Negotiate the Upcoming Sheriff’s Contract The following member of the public spoke regarding the item:
• Caroline Vertongen
Town of Portola Valley – Minutes
August 10, 2022
The Town Council chose the following members to be on the subcommittee:
• John Richards and Sarah Wernikoff
M/S Richards/Aalfs to approve the appointment of John Richards and Sarah Wernikoff to the subcommittee. Motion carried 3-0 by roll call vote with Council Member Derwin and Vice Mayor Wernikoff absent.
8. STUDY SESSION
The Town Council recessed at 9:15 p.m.
The Town Council reconvened at 9:20 p.m.
a. Review Updates to the Green Building Ordinance and Provide Feedback and Guidance in Advance of a Public Hearing for Adoption of Amended Ordinance Brandi deGormeaux, Assistant to the Town Manager and Ron LeFrance, Project Consultant, presented the report.
The following members of the public spoke regarding the item:
• David Cardinal
• Caroline Vertongen
• John Donahoe
• Kristi Corley
The Council agreed with the recommendations listed by the State and asked for minor exemptions to be created for Portola Valley regarding older buildings that may not be equipped for electric vehicle wiring.
Review item only. No motion taken.
9. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Council Member Richards and Mayor Hughes reported out on various committee meetings they have attended since July.
10. TOWN MANAGER REPORT
Jeremy Dennis, Town Manager, presented the report.
11. WRITTEN COMMUNICATIONS
a. Town Council Digests – August 4, 2022
12. CLOSED SESSION
a. Closed session Conference Pursuant to Government Code §54957(b)(1) Regarding Public Employee Performance Evaluation of the Town Attorney
13. ADJOURNMENT – The meeting adjourned at p.m. in memory of George Mader, former Town Planner at 10:23 p.m.
The next Regular Town Council meeting will be held on September 14, 2022 at 7:00 p.m.
The meeting minutes were prepared by Melissa Thurman, Town Clerk, for approval at the regular meeting of September 14, 2022.
apachreg Town of Portola Valley ntanori 08/24/2022 18:12 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 2468 15 ALANIZ CONSTRUCTION INC. 147,723.00 08/24/222469 21 ALMANAC 2,667.00 08/24/222470 34 ARC DOCUMENT SOLUTIONS LLC 74.20 08/24/222471 41 AT&T 336.91 08/24/222472 78 CALIFORNIA WATER SERVICE CO 15,967.88 08/24/222473 80 CALPERS 27,417.11 08/24/222474 96 CHARGEPOINT 1,380.00 08/24/222475 110 CITY OF FOSTER CITY 520.00 08/24/222476 112 CITY OF PACIFICA 60.00 08/24/222477 121 SCA OF CA, LLC 1,275.21 08/24/222478 124 COMCAST 464.61 08/24/222479 135 CSG CONSULTANTS INC 27,544.25 08/24/222480 184 FRIENDLY PONY PARTIES 1,250.00 08/24/222481 203 GREEN HALO SYSTEMS 114.00 08/24/222482 213 HILLYARD INC 395.06 08/24/222483 227 INTERSTATE TRAFFIC CNTRL 1,273.34 08/24/222484 234 J. W. ENTERPRISES 542.88 08/24/222485 275 KRUPKA CONSULTING 900.00 08/24/222486 278 LAMPHIER GREGORY 9,912.23 08/24/222487 332 N.C.E. 665.00 08/24/222488 334 NOLTE ASSOCIATES INC 21,649.75 08/24/222489 337 O. NELSON & SON INC. 13,850.00 08/24/222490 341 OLBERDING ENVIRONMENTAL INC 2,798.07 08/24/222491 367 PG&E 390.63 08/24/222492 373 PITNEY BOWES INC. 430.92 08/24/222493 375 PLATINUM FACILITY SERVICES 4,936.68 08/24/222494 403 RON RAMIES AUTOMOTIVE INC. 880.99 08/24/222495 406 RR DONNELLEY 107.19 08/24/222496 412 SAN MATEO SHERIFF 373,461.25 08/24/222497 428 SHARP BUSINESS SYSTEMS 37.64 08/24/222498 447 STAPLES CREDIT PLAN 117.99 08/24/222499 448 STATE COMP INSURANCE FUND 5,315.25 08/24/222500 449 STATE CONTROLLERS OFFICE 150.00 08/24/222501 482 TURF & INDUSTRIAL EQUIPMENT CO 1,354.00 08/24/222502 505 WOODSIDE FIRE PROTECTION DISTR 12,686.94 08/24/222503 516 COUNTY OF SAN MATEO-AIRPORT 1,500.00 08/24/222504 518 GOT GOPHERS? 2,100.00 08/24/222505 642 CYBERTARY.COM 2,456.80 08/24/222506 690 CRUZ STRATEGIES 625.00 08/24/222507 697 CYNTHIA ROWE 576.00 08/24/222508 698 MIA DIGIOVANNI 576.00 08/24/222509 730 URBAN PLANNING PARTNERS INC 27,106.60 08/24/222510 745 HEIDI KENDALL 365.80 08/24/222511 752 FEHR & PEERS 6,580.88 08/24/222512 894 BANKSIA LANDSCAPE, INC 19,229.40 08/24/22
apachreg Town of Portola Valley ntanori 08/24/2022 18:12 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 2513 895 THE COMMUNICATION BRIDGE 112.60 08/24/222514 896 MELISSA THURMAN 167.34 08/24/222515 897 THE MCLAREN FAMILY TRUST 100.00 08/24/222516 898 ALEX LUCERO 1,750.00 08/24/222517 899 DON CARUTH 1,500.00 08/24/22Check totals: 743,396.40ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 743,396.40Check totals: 743,396.40ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 743,396.40
.
apapdinv2 ntanori Town of Portola Valley Page 1
18:12 08/24/22 Paid Invoices by Date
From: 08/24/2022 to 08/24/2022
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 15 ALANIZ CONSTRUCTION INC.
08/24/22 2468 Asphalt Removal & Replacement - Wayside WHRMD 147,723.00 100,793.00 12006 Clean/Fill/Seal Asphalt - Wayside WHRMD 46,930.00 12012 Vendor: 21 ALMANAC
2469 May Publishing 2,667.00 1,677.00 75949
July Publishing 198.00 76466
June Publishing 792.00 76200
Vendor: 34 ARC DOCUMENT SOLUTIONS LLC
2470 Document Printing 74.20 74.20 2587973
Vendor: 41 AT&T
2471 July Statement 336.91 53.13 000018587282
July Statement 230.65 000018587283July Statement 53.13 000018587284 Vendor: 78 CALIFORNIA WATER SERVICE CO
2472 Water Service 07/13/22 - 08/10/22 15,967.88 15,967.88 JUL-2022 Vendor: 80 CALPERS
2473 May Retirement- CLASSIC 27,417.11 18,446.24 100000016771671 May Retirement- PEPRA 8,970.87 100000016771693
Vendor: 96 CHARGEPOINT
2474 EV Charging Station Renewal FY2022 - 2023 1,380.00 1,380.00 IN153532 Vendor: 110 CITY OF FOSTER CITY
2475 CalOpps Job Posting - Development Review Technician I/II 520.00 520.00 14887 Vendor: 112 CITY OF PACIFICA
2476 COC Dinner Meeting, M. Derwin 60.00 60.00 08262022 Vendor: 121 SCA OF CA, LLC
2477 July Litter/Street Clean, CR $506.85 Inv. 101234CS 1,275.21 1,275.21 103691CS Vendor: 124 COMCAST
2478 WIFI 08.16.22 - 09.15.22 464.61 276.44 7290-AUG22
WIFI 08.21.22 - 09.20.22 188.17 1945-SEPT22
Vendor: 135 CSG CONSULTANTS INC
2479 May Applicant Charges 27,544.25 27,544.25 MAY-2022 Vendor: 184 FRIENDLY PONY PARTIES
.
apapdinv2 ntanori Town of Portola Valley Page 2
18:12 08/24/22 Paid Invoices by Date
From: 08/24/2022 to 08/24/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/24/22 2480 Deposit - Ponies & Petting Zoo for Picnic 09/17/22 1,250.00 1,250.00 09172022 Vendor: 203 GREEN HALO SYSTEMS
2481 August Hosting/Access 114.00 114.00 3773
Vendor: 213 HILLYARD INC
2482 Janitorial Supplies 395.06 395.06 604824673
Vendor: 227 INTERSTATE TRAFFIC CNTRL
2483 Street Signs 1,273.34 724.94 251902
Street Signs 357.38 251901Street Signs 191.02 251701
Vendor: 234 J. W. ENTERPRISES
2484 Portable Lavs 06/30/22 - 07/27/22 542.88 229.44 242779 Portable Lavs 06/30/22 - 07/27/22 313.44 242778
Vendor: 275 KRUPKA CONSULTING
2485 On-Call Traffic & Transportation 10/2021 Unbilled Charges 900.00 900.00 1331 Vendor: 278 LAMPHIER GREGORY
2486 Planning Consultant 04/16/22 - 06/10/22, Stanford Wedge 9,912.23 9,912.23 2022-1242 Vendor: 332 N.C.E.
2487 2022/2023 Street Resurfacing Project Through 07/08/2022 665.00 665.00 424275505 Vendor: 334 NOLTE ASSOCIATES INC
2488 April Applicant Charges & PW Support 21,649.75 15,385.75 APRIL_2022 June Applicant Charges & PW Support 5,621.25 JUNE_2022FY2021 - 2022 Remaining Applicant Charges 642.75 FY2021-2022 Vendor: 337 O. NELSON & SON INC.
2489 Mowing - Ford Field 13,850.00 2,360.00 232
Mowing - Los Trancos 8,533.00 235
Additional Gutter Cleaning - Alpine Rd 2,957.00 233B
Vendor: 341 OLBERDING ENVIRONMENTAL INC
2490 C-1 Trail Monitoring 04/01/22 - 05/31/22 2,798.07 2,798.07 2022215 Vendor: 367 PG&E
2491 July Statements 390.63 390.63 JUL-2022
Vendor: 373 PITNEY BOWES INC.
2492 Replacement Ink Cartridge for Postage Meter 430.92 260.29 1021253265
.
apapdinv2 ntanori Town of Portola Valley Page 3
18:12 08/24/22 Paid Invoices by Date
From: 08/24/2022 to 08/24/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/24/22 2492 Postage Meter Rental 05/30/22 - 08/29/22 430.92 170.63 1021275401 Vendor: 375 PLATINUM FACILITY SERVICES
2493 July Friday Disinfection Svcs- COVID19 4,936.68 448.01 44314 July Janitorial Svcs 4,488.67 44313
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
2494 July Fuel Statement 880.99 880.99 G20220731-2
Vendor: 406 RR DONNELLEY
2495 Business Cards, Dylan Parker 107.19 107.19 718728322 Vendor: 412 SAN MATEO SHERIFF
2496 FY2022-23 Q1 Law Enforcement 373,461.25 373,461.25 PS-INV104240 Vendor: 428 SHARP BUSINESS SYSTEMS
2497 July Copies 37.64 37.64 9003923259
Vendor: 447 STAPLES CREDIT PLAN
2498 July Statement 117.99 117.99 2814-JUL22
Vendor: 448 STATE COMP INSURANCE FUND
2499 WC Premium, 08/19/22 - 09/19/22 5,315.25 5,315.25 1000669673 Vendor: 449 STATE CONTROLLERS OFFICE
2500 Processing Fee, PV Rev 20-1 150.00 150.00 08242022 Vendor: 482 TURF & INDUSTRIAL EQUIPMENT CO
2501 Fertilizer Spreader - Fields 1,354.00 1,354.00 UI20811 Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
2502 6/1-6/30/2022 Fire Mitigation Support Crew Roadside Veg 12,686.94 12,686.94 WFPD CREW-1014 Vendor: 516 COUNTY OF SAN MATEO-AIRPORT
2503 Roundtable Membership, FY22-23 1,500.00 1,500.00 FY22-23_DUES Vendor: 518 GOT GOPHERS?
2504 Town Fields Gopher Trapping - June 2,100.00 1,050.00 30235 Town Fields Gopher Trapping - July 1,050.00 31848
Vendor: 642 CYBERTARY.COM
2505 June Transcription Svcs 2,456.80 1,674.25 4576
July Transcription Svcs 782.55 4595
.
apapdinv2 ntanori Town of Portola Valley Page 4
18:12 08/24/22 Paid Invoices by Date
From: 08/24/2022 to 08/24/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 690 CRUZ STRATEGIES
2506 Government Relations Consulting - July 625.00 625.00 2340 Vendor: 697 CYNTHIA ROWE
2507 Summer 2022 Classes 576.00 576.00 SUMMER-2022
Vendor: 698 MIA DIGIOVANNI
2508 Summer 2022 Classes 576.00 576.00 SUMMER-2022
Vendor: 730 URBAN PLANNING PARTNERS INC
2509 PV Safety Element Update - June 27,106.60 27,106.60 21031-220630 Vendor: 745 HEIDI KENDALL
2510 Expense Reimbursement for PV Palooza 365.80 365.80 FRRC-22-3 Vendor: 752 FEHR & PEERS
2511 PV Evacuation Study 05/28/22 - 06/24/22 6,580.88 6,580.88 156848 Vendor: 894 BANKSIA LANDSCAPE, INC
2512 Fire Mowing Project 19,229.40 19,229.40 13976
Vendor: 895 THE COMMUNICATION BRIDGE
2513 Spanish Translation of Ordinance 112.60 112.60 INV-01351 Vendor: 896 MELISSA THURMAN
2514 Flowers/Delivery - Passing of Vice Mayor Gonzalez 167.34 167.34 FRRS-22-9 Vendor: 897 THE MCLAREN FAMILY TRUST
2515 Facility Refund, Picnic Table Rental 100.00 100.00 PROF-22-27 Vendor: 898 ALEX LUCERO
2516 Summer Concert Live Music Performance 1,750.00 1,750.00 180 Vendor: 899 DON CARUTH
2517 Summer Concert Live Music Performance 1,500.00 1,500.00 08252022 Check Date Totals 743,396.40
Grand Total 743,396.40
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
August 24, 2022
Claims totaling $743,396.40 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) _____________________
_______________________________ _________________________________ Melissa Thurman, Town Clerk Mayor
apachreg Town of Portola Valley ntanori 09/07/2022 13:52 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 2518 44 BANK OF AMERICA 4,707.47 09/14/222519 55 BILL HAMILTON ROOFING 2,000.00 09/14/222520 83 CAPTUREPOINT.COM 4,075.00 09/14/222521 129 COTTON SHIRES & ASSOC. INC. 7,452.15 09/14/22 2522 135 CSG CONSULTANTS INC 19,553.00 09/14/222523 176 EXCEL LD 33.94 09/14/222524 184 FRIENDLY PONY PARTIES 1,250.00 09/14/222525 195 GOOD CITY COMPANY 38,432.50 09/14/222526 208 HARRELL REMODELING 1,000.00 09/14/222527 213 HILLYARD INC 380.20 09/14/222528 218 MISSIONSQUARE RETIREMENT 5,665.14 09/14/222529 262 JORGENSON SIEGEL MCCLURE & FLE 32,488.75 09/14/222530 276 KUTZMANN & ASSOCIATES 7,051.86 09/14/222531 334 NOLTE ASSOCIATES INC 10,696.91 09/14/222532 353 PARTY WITH 630 2,338.90 09/14/222533 375 PLATINUM FACILITY SERVICES 4,936.68 09/14/222534 376 PORTOLA VALLEY HARDWARE 283.84 09/14/222535 407 SABER ROOFING INC 1,000.00 09/14/222536 419 SCHWAAB INC 43.33 09/14/222537 430 SHELTON ROOFING 1,000.00 09/14/222538 445 STANDARD INSURANCE CO. 572.52 09/14/222539 489 VERIZON WIRELESS 442.76 09/14/222540 507 WOODSIDE PRIORY 6,475.50 09/14/222541 536 S. H. ROOFING & CONSTRUCTION 1,000.00 09/14/222542 683 STEPHEN GILLETT 1,740.87 09/14/222543 690 CRUZ STRATEGIES 625.00 09/14/222544 695 RYAN BREEN 2,500.00 09/14/222545 708 BAY AREA FACE PAINTERS 720.00 09/14/222546 710 FOUR OHM PRODUCTIONS 1,360.50 09/14/222547 737 LAND PLANNING CONCEPTS 454.00 09/14/222548 740 ALESSANDRO MORUZZI 336.00 09/14/222549 860 STEPFORD 4,848.80 09/14/222550 900 DARAH ROOFING 1,000.00 09/14/222551 901 ABOVE ALL ROOFING 1,000.00 09/14/222552 902 HOWARD LAMCKE 1,000.00 09/14/222553 903 TINCHER CONSTRUCTION 1,470.00 09/14/22Check totals: 169,935.62ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 169,935.62
Check totals: 169,935.62
ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 169,935.62
.
apapdinv2 ntanori Town of Portola Valley Page 1
13:52 09/07/22 Paid Invoices by Date
From: 09/14/2022 to 09/14/2022
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 44 BANK OF AMERICA
09/14/22 2518 July Statement 4,707.47 4,707.47 1388-JUL22 Vendor: 55 BILL HAMILTON ROOFING
2519 Deposit Refund, 900 Wayside 2,000.00 1,000.00 BLDR0069-2022 Deposit Refund, 5 Cherokee 1,000.00 BLDR0070-2022
Vendor: 83 CAPTUREPOINT.COM
2520 Community Pass Software FY2022 - 2023 4,075.00 4,075.00 SI-109409 Vendor: 129 COTTON SHIRES & ASSOC. INC.
2521 July Applicant Charges & PW Street Resurface/Design 7,452.15 7,452.15 2022-JULY Vendor: 135 CSG CONSULTANTS INC
2522 July Applicant Charges 19,553.00 19,553.00 JULY-2022 Vendor: 176 EXCEL LD
2523 August Telephone LD Service 33.94 33.94 1193793786 Vendor: 184 FRIENDLY PONY PARTIES
2524 Final Pmt. - Ponies & Petting Zoo for Picnic 09/17/22 1,250.00 1,250.00 09172022-2 Vendor: 195 GOOD CITY COMPANY
2525 Planning Consultant Svcs - July 38,432.50 38,432.50 2775 Vendor: 208 HARRELL REMODELING
2526 Deposit Refund, 1 Woodfern 1,000.00 1,000.00 BLDR0021-2022 Vendor: 213 HILLYARD INC
2527 Janitorial Supplies 380.20 380.20 604850360
Vendor: 218 MISSIONSQUARE RETIREMENT
2528 Defer Comp, July 2022 5,665.14 5,665.14 JUL2022_DEFCOMP Vendor: 262 JORGENSON SIEGEL MCCLURE & FLE
2529 July Statement 32,488.75 32,488.75 JULY-2022
Vendor: 276 KUTZMANN & ASSOCIATES
2530 July Plan Checks 7,051.86 7,051.86 80872
Vendor: 334 NOLTE ASSOCIATES INC
2531 July Applicant Charges & PW Support 10,696.91 10,696.91 JULY_2022 Vendor: 353 PARTY WITH 630
.
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13:52 09/07/22 Paid Invoices by Date
From: 09/14/2022 to 09/14/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
09/14/22 2532 Party Games for Picnic 09/17/22 2,338.90 2,338.90 09172022 Vendor: 375 PLATINUM FACILITY SERVICES
2533 August Friday Disinfection Svcs- COVID19 4,936.68 448.01 44542 August Janitorial Svcs 4,488.67 44541
Vendor: 376 PORTOLA VALLEY HARDWARE
2534 July Statement 283.84 283.84 193-JUL22
Vendor: 407 SABER ROOFING INC
2535 Deposit Refund, 198 Degas 1,000.00 1,000.00 BLDR0075-2022 Vendor: 419 SCHWAAB INC
2536 Self-Inking Stamp 43.33 43.33 7165191
Vendor: 430 SHELTON ROOFING
2537 Deposit Refund, 111 Brookside 1,000.00 1,000.00 BLDR0054-2022 Vendor: 445 STANDARD INSURANCE CO.
2538 LTD/Life Premium 572.52 572.52 2022-AUG
Vendor: 489 VERIZON WIRELESS
2539 August Cellular 442.76 442.76 9914325801
Vendor: 507 WOODSIDE PRIORY
2540 Deposit Refund, Gambetta Ln 6,475.50 1,000.00 BLDR0180-2019-2 Deposit Refund, Gambetta Ln 5,475.50 BLDR0180-2019-3
Vendor: 536 S. H. ROOFING & CONSTRUCTION
2541 Deposit Refund, 171 Degas 1,000.00 1,000.00 BLDR0165-2021 Vendor: 683 STEPHEN GILLETT
2542 Deposit Refund, 479 Westridge 1,740.87 1,740.87 PLN_LLA0002-201 Vendor: 690 CRUZ STRATEGIES
2543 Government Relations Consulting - August 625.00 625.00 2382 Vendor: 695 RYAN BREEN
2544 Windy Hill Concert Performance - Town Picnic 09/17/2022 2,500.00 2,500.00 09172022 Vendor: 708 BAY AREA FACE PAINTERS
2545 Henna Artist/ Face Painter for Picnic on 09/17/2022 720.00 720.00 09172022 Vendor: 710 FOUR OHM PRODUCTIONS
.
apapdinv2 ntanori Town of Portola Valley Page 3
13:52 09/07/22 Paid Invoices by Date
From: 09/14/2022 to 09/14/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
09/14/22 2546 Sound Equipment Final Pmt. - Summer 2022 Concert Series 1,360.50 1,360.50 1018 Vendor: 737 LAND PLANNING CONCEPTS
2547 Deposit Refund, 14 Buck Meadow 454.00 454.00 BLDR0121-2021 Vendor: 740 ALESSANDRO MORUZZI
2548 Summer 2022 Classes 336.00 336.00 SUMMER-2022-3
Vendor: 860 STEPFORD
2549 Barracuda Subscription 08/15/22 - 04/15/23 4,848.80 928.80 2201534 August IT Support 3,920.00 2201470
Vendor: 900 DARAH ROOFING
2550 Deposit Refund, 180 Echo 1,000.00 1,000.00 BLDR0072-2022 Vendor: 901 ABOVE ALL ROOFING
2551 Deposit Refund, 195 Georgia 1,000.00 1,000.00 BLDR0076-2022 Vendor: 902 HOWARD LAMCKE
2552 Deposit Refund, 75 Hillbrook 1,000.00 1,000.00 BLDR0005-2022 Vendor: 903 TINCHER CONSTRUCTION
2553 Deposit Refund, 4388 Alpine 1,470.00 1,470.00 BLDM0001-2022 Check Date Totals 169,935.62
Grand Total 169,935.62
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
September 14, 2022
Claims totaling $169,935.62 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) _____________________
_______________________________ _________________________________ Melissa Thurman, Town Clerk Mayor
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Cara Silver, Town Attorney
DATE: September 14, 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
Resolution Confirming Need to Conduct Remote Public Meetings September 14, 2022
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
1 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;
2 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
3 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 14th day of September 2022.
By: _________________________
Craig Hughes, Mayor
ATTEST:
____________________________
Melissa Thurman, MMC
Town Clerk
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
DATE: September 14, 2022
RE: Adoption of COVID-19 Supplemental Paid Sick Leave (SPSL) Policy for Town Employees
RECOMMENDATION
Staff recommends that the Town Council adopt a policy authorizing additional COVID-19 Supplemental Paid Sick Leave per California Labor Code Section 248.6 and direct the Town Manager to adjust the budget to reflect this new policy.
BACKGROUND
Effective February 2022, Senate Bill 114 (“SB 114”) requires that covered employers of 26 or more employees provide up to 80 hours of supplemental paid sick leave for employees’ with COVID-19-related absences who are unable to work or telework due to qualifying reasons. The bill was designed to replace prior legislation which expired on September 30, 2021. This bill is retroactive to January 1, 2022 and expires on September 30, 2022. Though not yet signed by the Governor, another bill, AB 152, would extend this protection through December 31, 2022.
While the Town has fewer employees than the Bill, the policy objective to protect staff from uncompensated sick leave due to COVID 19 is sound.
DISCUSSION
The Town of Portola Valley currently has 20 funded, full-time positions. One staff member who recently came down with COVID was absent almost two weeks from full-time work.
The use of regular sick time to cover COVID is inadequate to the current realities of the working environment, and staff recommends that the Council adopt a COVID-19 Supplemental Paid Sick Leave (SBSL) policy authorizing up to 80 hours of additional sick pay through December 31, 2022.
The Town’s SBSL policy would be based on SB 114 which provides up to 80 hours of COVID sick leave, split between two uses:
1. Up to 40 hours for quarantine or isolation, COVID-19 symptoms, a vaccine or booster appointment1, or caring for a family member
1 Staff already has two hours provided for such needs. SB 114 allows up to 24 hours for such immunizations.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
2. Up to 40 hours with a positive COVID-19 test, or care for a family member who tests positive
The covered employee must be unable to work or telework due to any one of the above reasons. The covered employee will be paid their regular rate of pay capped at $511.00 per day. The Town Manager will implement the policy in accordance with the restrictions set forth in SB 114 and any successor legislation. The policy will expire on December 31, 2022.
This policy will be retroactive to January 1, 2022 and any employee who took sick time for COVID will have their regular sick time restored and replaced with this supplemental sick time.
FISCAL IMPACT
Qualifying employees are paid at their regular rate of pay.
________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Howard Young, Public Works Director
DATE: September 14, 2022
RE: Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project list
RECOMMENDATION
Staff recommends that the Town Council adopt the attached resolution approving a project list to comply with SB-1 funding requirements as required annually.
BACKGROUND
On April 28, 2017, the Governor signed Senate Bill 1 (SB 1), Road Repair and Accountability Act of 2017, to address transportation funding shortfalls statewide.
SB 1 established a Road Maintenance and Rehabilitation Account (RMRA) in the State Transportation Fund. Beginning in January 2018, the State Controller deposited funds generated from increased fuel taxes and vehicle registration fees into the RMRA. A portion of the RMRA funds are distributed on a monthly basis to cities for basic road maintenance, rehabilitation and critical safety projects on local streets and road systems.
In Fiscal Year 2021-2022, the estimated amount the Town was to receive from the RMRA was $90,349. The Town has actually received distribution payments totaling approximately $91,216.33 for 2021-2022. A project list for 2021-2022 was approved by the Town Council on September 8, 2021.
In Fiscal Year 2022-2023, the Town is estimated to receive $100,977.00 from the RMRA. Estimates were provided by CaliforniaCityFinance.com.
DISCUSSION
SB 1 emphasizes the importance of accountability and transparency in the delivery of California's transportation programs. In order to be eligible for RMRA funding, cities must annually adopt a resolution with a list of projects they intent to fund with
TOWN OF PORTOLA VALLEY
STAFF REPORT
Senate Bill 1 Road Maintenance and Rehabilitation Account Funding
September 14, 2022
SB1 funding in the upcoming fiscal year. The program allows submittal of the proposed project list until September 30, 2022.
Staff recommends that the funding be applied towards the Town’s Annual Street Resurfacing Project, which will be included in the Proposed Budget for Fiscal Year 2023-2024. The funds can be used on a previous or future submitted project.
The project list includes, project description, locations, completion schedule, anticipated useful life and other information required by the program. The project locations and dates are considered flexible, which allows for changes, substitutions, additions, or removal of roadways. This is helpful as staff will be in the process of developing the scope of the 2023-2024 street resurfacing project. The current project list (Attachment 1) is derived from the Towns Pavement Management System, based on a program that was developed by the Metropolitan Transportation Commission. This draft list was compiled in order to receive SB 1 funding, and does not represent the complete list or final list of street projects for the upcoming fiscal year.
FISCAL IMPACT
Funding from multiple sources, including SB1/RMRA funds of $100,977, for the construction of the Annual Street Resurfacing project will be considered in the Proposed Budget for Fiscal Year 2023-2024 under Capital Improvements. The funds are provided to the Town on a monthly basis.
ATTACHMENT
1. Project list
2. Resolution
Attachment 1
PROPOSED SB-1 TRANSPORTATION FUNDING PROJECT LIST
Project Name: Street Resurfacing Project in the Town of Portola Valley
1. Project Description: As part of the Towns annual street resurfacing program, this proposed project consists of street resurfacing and rehabilitation work consisting of base repairs, crack sealing, asphalt overlay, and slurry/surface seals. The primary factor for choosing the roadway segments included is the Pavement Condition Index (PCI) of each roadway. PCI is a measurement of a street’s condition derived through field inspections that utilize scoring criteria developed by the Metropolitan Transportation Commission’s (MTC) pavement management program.
2. Location of the Project:
a. Westridge Drive: Cervantes Road to Alpine Road
b. Alpine Road: Corte Madera Road to Willowbrook Drive
c. Mapache Drive: Westridge Drive to Zapata Way
3. Schedule of Completion: Construction of the project is estimated to be complete by December 2024.
4. Estimated Useful Life:
Resurfacing and rehabilitation work will extend life expectancy of these streets as shown below:
• Slurry/Surface seals 4 – 6 years
• Asphalt Overlay 10-15 years
Resolution no. ______-2022
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY ADOPTING A PROJECT LIST FOR FISCAL YEAR 2022-23 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our Town are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the Town must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1 by resolution, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the Town, will receive an estimated $100,977.00 in RMRA funding in Fiscal Year 2022-23 from SB 1; and
WHEREAS, this is the sixth year in which the Town is receiving SB 1 funding and will enable the Town to continue essential road maintenance and rehabilitation projects; and
WHEREAS, the Town used a Pavement Management System and onsite staff evaluation to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and
WHEREAS, the funding from SB 1 will help the Town maintain and rehabilitate the listed roads, and many similar projects into the future.
NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the Town Council of the Town , State of California, as follows:
1. The foregoing recitals are true and correct.
2. The fiscal year 2022-23 list of projects planned to be funded with Road Maintenance and Rehabilitation Account revenues include: See Attachment 1 for project list.
PASSED AND ADOPTED by the Town Council of the Town of Portola Valley, State of California this 14 day of September, 2022.
Craig Hughes
Mayor
ATTEST:
Melissa Thurman, MMC
Town Clerk
Gary and Eileen Morgenthaler
September 14, 2022
Dear Gary & Eileen:
The Conservation Committee would like to recognize and honor your generous contribution of $25,000 dedicated to the Care and Maintenance of the Frog Pond Open Space area.
As you know, acquiring Open Space is only the first part of creating and improving our dedicated Open Spaces. Vegetative fuel and invasive plant management and trail(s) maintenance are a costly and time-consuming, but necessary part of an overall plan to manage these areas. These costs are often overlooked and de-prioritized in the inevitable fluxes of public funds availability. Having a dedicated fund to support these activities is priceless. This will enable us to make significant progress on rehabilitation of the Frog Pond Open Space.
We thank you from the bottom of our hearts - this is an admirable demonstration of the love that our community has for our Open Spaces. Your generosity is inspirational.
Sincerely,
Craig Hughes
Mayor
and
Catherine Magill
Chair - Conservation Committee, Town of Portola Valley
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
DATE: September 14, 2022
RE: Annual Salary Schedule Update
RECOMMENDATION
Staff recommends adoption of the attached Resolution authorizing the annual Salary Schedule update in the Town’s Compensation Plan
BACKGROUND
It has been the policy of the Town to maintain competitive salary rates for current and future positions to retain existing employees and to offer a competitive salary for current and future vacancies. These adjustments are based on the Annual Consumer Price Index (CPI) for the Bay Area market, and a comparison of similar positions in similar jurisdictions. In addition, as authorized positions are added or deleted, their salary ranges must also be approved by the Town Council.
DISCUSSION
Staff recommends adoption of a Resolution that authorizes an increase to all salary ranges 5.2%, which is the annual CPI for the San Francisco Bay Area (August to August).
Merit increases are handled separately, based on performance. The Town Manager’s salary is determined by the Town Council and is not impacted by this adjustment.
The FY 2022-23 salary schedule includes two new positions (Finance Technician and Maintenance Worker I) and renamed the Planning Technicians I/II to Development Review Technicians I/II.
FISCAL IMPACT
There is no immediate fiscal impact with the adoption of this resolution. Salaries are granted either by the Town Manager or the Council (depending on the employee), and
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
cost of living adjustments (COLAs) are typically recommended as part of the annual budget process.
ATTACHMENTS
1. Proposed FY 2022-23 Salary Schedule in the Compensation Plan
2. Resolution to Modify the Salary Schedule
Bottom Top Bottom Top
Town Manager
Town Clerk $ 140,593 107,525 $
Assistant Town Manager $ 189,360 157,800 $ salary
Assistant to the Town Manager $ 157,800 120,980 $
Administrative Management Analyst $ 115,842 93,043 $ $44.73 $55.69 Administrative Assistant $ 84,022 69,322 $ $33.33 $40.40 Finance Director $ 166,089 116,470 $
Finance Analyst $ 99,142 73,158 $ $35.17 $47.66
Finance Technician $ 90,879 52,000 $ $25.00 $43.69
Planning and Building Director/Town Planner $ 231,374 185,074 $ Deputy Building Official $ 161,251 108,691 $ $52.26 $77.52 Senior Planner $ 154,748 109,822 $ $52.80 $74.40
Associate Planner $ 126,422 92,594 $ $44.52 $60.78
Assistant Planner $ 114,748 85,015 $ $40.87 $55.17
Senior Development Review Technician $ 99,940 78,900 $ 37.93 48.05 Development Review Technician II $ 89,615 74,788 $ $35.96 $43.08 Development Review Technician I $ 78,374 51,093 $ $24.56 $37.68 Public Works Director/Town Engineer $ 231,374 185,074 $ Recreational Facilities Coordinator $ 99,133 79,193 $ $38.07 $47.66 Maintenance Worker III $ 121,398 86,567 $ $41.62 $58.36 Maintenance Worker II $ 89,134 69,627 $ $33.47 $42.85
Maintenance Worker I $ 80,377 62,792 $ $30.19 $38.64 *Added this position for FY 2022-23, last time position included was FY 2012-13 Town of Portola Valley
Salary Schedule
Proposed FY 2022-23 Salary Schedule
Administration
Annual Range Hourly Range
salary
set by contract salary
salary
salary
Finance
Notes:
Public Works / Facilities Maintenance
salary
Planning & Building
salary
RESOLUTION NO. ____
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY MODIFYING THE SALARY SCHEDULE FOR FISCAL YEAR 2022-23 WHEREAS, the Town Manager has recommended salaries for all classifications be adjusted for the 2022-23 Fiscal Year; and WHEREAS, at their September 14 meeting, the Town Council of the Town of Portola Valley considered the recommended amendments to the low and high salary ranges for the majority of job classifications; and WHEREAS, the Town Council considered including as part of amendments to the salary ranges a 5,2% CPI adjustment.
NOW, THEREFORE, the Town Council of the Town of Portola Valley does RESOLVE that public interest and convenience require changes to the salary schedule and that the salary schedule is adopted by the Town effective September 14, 2022.
PASSED AND ADOPTED this 14nd day of September, 2022
By: _________________________
Craig Hughes
Mayor
ATTEST:
____________________________
Melissa Thurman, MMC
Town Clerk
TOWN of PORTOLA VALLEY
Town Hall: 765 Portola Road, Portola Valley, CA 94028 ~ Tel: (650) 851-1700 Fax: (650) 851-4677 September 14, 2022
Members of the Housing Element Committee:
The Town Council would like to extend our gratitude for your thoughtful and painstaking efforts working with the community, and staff, to develop the Town's Housing Element and serving as a member of the Ad Hoc Housing Element Committee (AHHEC).
Serving on a committee in Portola Valley is a privilege. As Bill Lane once said, “Each and every volunteer's service, irrespective of the level, is critical to this incredible community's continued success!”
In particular, we recognize the issues you’ve grappled with as part of the AHHEC have been among the most challenging for any community – those determining the future of development, and have also been among the most complex, requiring an understanding of a myriad of legal, state-mandated, safety, and community-identified issues. We recognize this has required an enormous time commitment, both in preparation and the many hours in meetings, and therefore your efforts are especially noteworthy.
As illustrated by the approval by the Council of the vast majority of the recommendations from the AHHEC, we are grateful for your excellent work and the time you have so graciously given (so far, the work isn’t done quite yet) to our Community.
Sincerely,
Mayor Craig Hughes Vice Mayor Sarah Wernikoff
Councilmember Jeff Aalfs Councilmember Maryann Derwin
Councilmember John Richards
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Melissa Thurman, Town Clerk
DATE: September 14, 2022
RE: Waive First Reading and Introduce an Ordinance Amending Ordinance No. 1975-141 and Municipal Code Section 1.08.010 “Posting Places” of the Town of Portola Valley Municipal Code
RECOMMENDATION
Staff recommends that the Town Council waive the first reading and introduce an ordinance amending Ordinance No. 1975-141 and Municipal Code Section 1.08.010 “Posting Places” of the Town of Portola Valley Municipal Code.
BACKGROUND
On November 12, 1975, the Town Council of the Town of Portola Valley adopted Ordinance No. 1975-141 requiring the posting of all Town ordinances, resolutions, notices and other documents required by law to be posted at three posting locations around Town. Those posting locations were identified as:
1. Portola Valley Town Hall
2. Village Square
3. Portola Corners
Since the adoption of the ordinance in 1975, many changes in technology have occurred, namely the creation of a Town website, where all the aforementioned documents are posted, as well as updates to the Ralph M. Brown Act. At present, the Ralph M. Brown Act requires posting at one physical location and the town website.
Staff is recommending both ordinances be amended to identify the following two posting locations:
1. Portola Valley Town Hall
2. Portola Valley Town Website
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Amending Ordinance 1975-141 September 14, 2022
FISCAL IMPACT
There is no fiscal impact associated with the proposed ordinance amendments.
ATTACHMENT
1. Ordinance 1975-141
2. Proposed Ordinance Amendment
ORDINANCE NO. 2022 - ___
ORDINANCE AMENDING ORDINANCE NO. 1975-141 AND MUNICIPAL CODE SECTION 1.08.010 “POSTING PLACES” OF THE TOWN OF PORTOLA
VALLEY MUNICIPAL CODE
The Town Council of the Town of Portola Valley, State of California, ORDAINS as follows:
WHEREAS, Ordinance No. 1975-141 was adopted by the Town Council of the Town of Portola Valley on November 12, 1975; and
WHEREAS, Ordinance No. 1975-141 listed three posting places in the Town of Portola Valley for all Town ordinances, resolutions, notices and other documents required by law; and
WHEREAS, Section 10.08.010 of the Town of Portola Valley Municipal Code identifies the three posting places as:
1. Portola Valley Town Hall
2. Village Square
3. Portola Corners; and
WHEREAS, The Ralph M. Brown Act currently requires posting at one physical location and the town website; and
WHEREAS, The amended Section 1.08.010 (EXHIBIT A) identifies the two posting locations in Portola Valley as:
1. Portola Valley Town Hall
2. Portola Valley Town Website.
NOW, THEREFORE, the Town Council of the Town of Portola Valley does ORDAIN as follows:
1. The above recitations are true and correct.
2. Based upon the above recitations, the two posting locations are appropriate for the Town of Portola Valley.
3. This ordinance shall become effective thirty (30) days after the date of its adoption and shall be posted within the Town of Portola Valley in two posting locations.
INTRODUCED: September 14, 2022
ADOPTED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
By:
__________________
Craig Hughes
Mayor
Approved as to Form:
___________________
Cara Silver
Town Attorney
Attest:
___________________
Melissa Thurman, MMC
Town Clerk
EXHIBIT A
1.08.010 - Posting places.
Agendas for public meetings shall be posted at Town Hall and on the Town’s website.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Vice Mayor Sarah Wernikoff
DATE: September 14, 2022
RE: ADU Ambassador
RECOMMENDATION
I recommend that the Town Council adopt an ADU Ambassador Program to assist with community education and a survey regarding ADUs and JADUs in Portola Valley.
BACKGROUND
ADU and JADU1 production is an important component of the Town’s overall housing strategy. ADUs serve as a mechanism to support intergenerational housing, as well as rentals at varying income levels.
The Town has utilized ADUs as part of its Housing Element for the last few cycle. Until the most recent cycle, ADUs were the chief tool to ensure the Town was complying with its Regional Housing Needs Allocation (RHNA).
For the upcoming (sixth) Housing Element cycle, the Town developed an extensive public participation process to maximize resident input. As part of that process, I served as a member of the Ad Hoc Housing Element Committee, which has met 18 times since August 2021. The Committee produced a draft Housing Element that has been sent to the State Department Housing and Community Development for comment and approval.
DISCUSSION
The Ad Hoc Housing Element discussed ADUs and JADUs at length throughout the course of their meetings. Committee Members and residents expressed an interest in expanding ADU/JADU outreach as well as gathering additional information about how ADUs/JADUs could be best used to help satisfy the Town’s obligations under state law. As part of that discussion, there was interest in:
1. Increasing education and outreach about ADUs and JADUs
2. Verifying the Town’s list of existing ADUs and JADUs in Town, and tracking each category separately
3. Determining community interest in the construction of additional ADUs and JADUs, and/or conversion of an existing space to a JADU
TOWN OF PORTOLA VALLEY
Colleagues Memo
TOWN OF PORTOLA VALLEY
4. Gathering data on the current number of unpermitted ADUs and JADUs in Town and owners' interest in an amnesty program that would formalize those units
5. Determine the number of properties interested in renting an ADU or JADU at below market rates (i.e. San Mateo County low and very low-income levels) I believe that the best way to address the above is to tap into the Town’s rich volunteerism and appoint two resident ADU Ambassadors that would help with community education and support a survey process to collect this information.
The Town Council has an existing Subcommittee of Council Member Aalfs and myself that acts as the liaison to the Ad Hoc Housing Element Committee and advises staff related to the Housing Element. I propose that the Council maintain the Subcommittee to oversee this effort.
I propose the Town appoint 2 ADU Ambassadors with the responsibilities, timeline and selection process defined below:
ADU Ambassador Role:
• Generate resident interest and support resident education about ADUs and JADUs, and the process to build them, based on training and information packets provided by the Planning & Building Department, per item #1 above. Strategies may include attending events, reaching out directly to residents, and other engagement. • Execute a community survey by managing survey distribution and survey participation, through online and offline methods, toward a goal of 80%+ survey participation in Town. The survey will be developed by the Planning & Building Department with the objective of gathering answers to items 2-5 above. In addition to confirming baseline data and gathering information to project future production, the survey will help the Planning & Building Department tailor future housing programs and Planning & Building Department staffing based on survey outcomes. • The ADU Ambassadors are not responsible for interpreting the draft Housing Element, or replacing staff assistance for those residents who wish to apply for the construction of an ADU/JADU
• This effort does not supersede the programs in the Draft Housing Element that address ADU related issues, including Policy 7-1, 7-2 and 7-6; rather, this effort would lay the foundation for successful implementation of those draft policies, should they be adopted.
Time Commitment: ~10-15 hours per week between October 24th 2022 – Dec 7th 2022.
Application Process:
• The Town Clerk would advertise the availability of the AUD Ambassador role • The Council Subcommittee would review applications, conduct interviews and appoint the residents.
Applicant Criteria:
• Involvement with or general knowledge of the Housing Element Update process and desire to support the Town Council’s housing goals as expressed in the Initial HCD Draft Housing Element.
• Willingness to receive training and follow talking points to support outreach efforts and successful rollout of the survey
• Passion for helping the Town realize an 80%+ survey response rate through a variety of possible means including email outreach, door-to-door outreach, outreach at key community locations (i.e. farmers market, Roberts, etc.), etc. • Attention to detail and ability to support survey process through use of MS office or Google suite tools.
• Interest in a positive, collaborative volunteer experience • Between the two people appointed, diversity in background and demographics to the extent possible
Timeline:
• Applications Open: September 21st 2022
• Application Deadline: October 7th 2022
• Interviews and Selection: Week of October 17th
• Program Kick-Off: Week of October 24th
• Survey Active: Approximately October 31st to November 28th The Town’s Communications and Community Engagement Analyst and Planning and Building Director would assist as needed to ensure this program’s success
FISCAL IMPACT
According to staff, there is a minor fiscal impact associated with the development of educational materials and communications-related needs.
TOWN COUNCIL DIGEST
1. Letter Received on August 18, 2022
2. September 2022 Town Calendar:
https://www.portolavalley.net/community/town-calendar
3. Sign up for Town E-Notices:
https://www.portolavalley.net/business/subscribe-to-town-enotices
4. Stay Connected with the Town’s Social Media Channels:
https://www.portolavalley.net/community/stay-informed/town-social-media