TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, November 9, 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. Receive Annual Presentation from San Mateo County Libraries
Town of Portola Valley – Council Agenda
November 9, 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 Meeting of October 12, 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
6. STUDY SESSION
a. Receive Update from Town Lobbyist – Year Review and 2023 Discussion
7. REGULAR AGENDA
a. Receive and Discuss the Quarterly Council Priorities Report b. Receive Presentation on Administration Department Overview
8. 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.
9. TOWN MANAGER REPORT
There are no written materials and the Town Council does not take action under this agenda item.
10. ADJOURNMENT
The next Regular Town Council meeting will be held on December 14, 2022 at 7:00 p.m.
TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, October 12, 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 – All Councilmembers were present.
2. REPORT OUT OF CLOSED SESSION
3. ORAL COMMUNICATIONS
There were no speakers during Oral Communications.
4. ANNOUNCEMENTS/PRESENTATIONS
a. Receive Presentation Regarding a Peninsula Clean Energy Update in Portola Valley Jan Pepper, Peninsula Clean Energy CEO, presented the update. b. Receive Presentation from Race & Equity Committee Regarding Land Acknowledgment Kim Marinucci, Race & Equity Chair, presented the item.
This item will be returned to the Town Council on October 26, 2022 for action.
5. CONSENT AGENDA
Melissa Thurman, Town Clerk, provided an update on Item 5.e. and explained that Section R.3 contained in the report would be amended prior to submittal to the Grand Jury to reflect the following:
“The recommendation is in process of being implemented and the goal is to have a live link on the town website via the “I Want To…” tab with another link entitled “Access Public Records”.
M/S Derwin/Wernikoff to approve the Consent Calendar and the amendment to Item 5.e. Motion carried unanimously by roll call vote.
a. Approval of Action Minutes for the Regular Meeting of September 14, 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. Approve the Final Map and adopt a resolution authorizing the Mayor to execute a Subdivision Improvement Agreement with YLCL Investments, LLC. e. Approve the Town of Portola Valley Response to the Grand Jury Report dated August 9, 2022 entitled “A Delicate Balance between Knowledge and Power: Government Transparency and the Public’s Right to Know”
6. PUBLIC HEARING
a. Waive First Reading and Introduce an Ordinance Adopting the 2022 California Building Standards Code with Local Amendments to Those Codes and Direct the Sustainability Committee to Review, Analyze and Provide Recommendations on Updates to the Graywater “Ready” Infrastructure and Reduction of Potable Water Use on Turf Requirements with their Review of MWELO and Other Water Conservation Measures
Town of Portola Valley – Council Minutes
October 12, 2022
Brandi de Garmeaux, Assistant to the Town Manager and Ron LaFrance, Consultant Building Official, presented the report.
Craig Hughes, Mayor, opened the public hearing.
The following members of the public spoke during the public hearing:
• John McKenna
• Dashiell Leeds
• David Cardinal
• Diane Bailey
• Robert Whitehair
• Jose Garcia
• Bruce Naegel
• Suzanne Emerson
Craig Hughes, Mayor, closed the public hearing.
M/S Richards/Derwin to waive first reading and introduce an ordinance adopting the 2022 California Building Standards Code with local amendments to those codes. Motion carried 4-1 by roll call vote with Vice Mayor Wernikoff opposed.
M/S Derwin/Richards to direct the Sustainability Committee to review, analyze and provide recommendations on updates to the graywater “ready” infrastructure and reduction of potable water use on turf requirements with their review of MWELO and other water conservation measures and consider exceptions, where appropriate, to electrification requirements, as well as upgrading water heaters and other gas appliances as a replacement. Motion carried unanimously by roll call vote. b. Waive First Reading and Introduce an Ordinance Amending Chapter 18.04 [Definitions] and Sections 18.12.020 [R-E DISTRICT – Principal Uses Permitted], 18.14.020 [R-1 DISTRICT – Principal Uses Permitted], AND 18.16.020 [M-R DISTRICT – Principal Uses Permitted] of Title 18 [Zoning] of the Portola Valley Municipal Code to Comply with State Law regarding Supportive and Transitional Housing
Jacob Garcia, Planning & Building Consultant, presented the report.
Craig Hughes, Mayor, opened the public hearing.
There were no speakers during the public hearing.
Craig Hughes, Mayor, closed the public hearing.
M/S Aalfs/Wernikoff to waive first reading and introduce an ordinance amending Chapter 18.04 [Definitions] and Sections 18.12.020 [R-E DISTRICT – Principal Uses Permitted], 18.14.020 [R-1 DISTRICT –Principal Uses Permitted], AND 18.16.020 [M-R DISTRICT – Principal Uses Permitted] of Title 18 [Zoning] of the Portola Valley Municipal Code to comply with state law regarding supportive and transitional housing Motion carried unanimously by roll call vote.
7. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS The Town Council reported out on attending the following committee and regional meetings:
• Maryann Derwin: Race & Equity Committee Meeting
• John Richards: ASCC, Race & Equity Committee Meeting
• Jeff Aalfs: Airport Roundtable; Peninsula Clean Energy • Sarah Wernikoff: Portola Valley School District; ADU Ambassador Subcommittee Meeting • Craig Hughes: Wildfire Preparedness Committee; BPTS
Town of Portola Valley – Council Minutes
October 12, 2022
8. TOWN MANAGER REPORT
Jeremy Dennis, Town Manager, presented the report verbally.
The following member of the public spoke regarding the update:
• David Cardinal
• Kristi Corley
9. ADJOURNMENT – The meeting adjourned at 9:40 p.m.
The next Regular Town Council meeting will be held on October 26, 2022 at 7:00 p.m.
The meeting minutes were prepared by Melissa Thurman, Town Clerk, for approval at the regular meeting of November 9, 2022.
apachreg Town of Portola Valley ntanori 11/02/2022 17:29 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 2635 3 A-A LOCK & ALARM INC 1,040.00 11/09/222636 21 ALMANAC 1,714.00 11/09/222637 26 AMERICAN PLANNING ASSOCIATION 470.00 11/09/222638 44 BANK OF AMERICA 9,389.63 11/09/222639 61 BRAGATO PAVING 1,472.50 11/09/222640 71 BW CONSTRUCTION 1,300.00 11/09/222641 121 SCA OF CA, LLC 7,017.09 11/09/222642 124 COMCAST 188.17 11/09/222643 135 CSG CONSULTANTS INC 25,524.50 11/09/222644 143 DANIEL RISKIN 5,768.00 11/09/222645 162 DLT SOLUTIONS LLC 1,658.31 11/09/222646 179 FEDEX 115.00 11/09/222647 213 HILLYARD INC 1,541.53 11/09/222648 234 J. W. ENTERPRISES 542.88 11/09/222649 261 JON MYERS 6,175.02 11/09/222650 275 KRUPKA CONSULTING 4,075.00 11/09/222651 307 MAZE & ASSOCIATES 4,706.00 11/09/222652 324 MIRANDAS LANDSCAPE 13,356.24 11/09/222653 337 O. NELSON & SON INC. 649.00 11/09/222654 340 OGRADY PAVING INC. 274,697.25 11/09/222655 362 PERFECT PITCH PLUMBING 368.00 11/09/222656 364 PERS HEALTH 14,319.09 11/09/222657 375 PLATINUM FACILITY SERVICES 5,216.68 11/09/222658 376 PORTOLA VALLEY HARDWARE 250.80 11/09/222659 403 RON RAMIES AUTOMOTIVE INC. 463.54 11/09/222660 412 SAN MATEO SHERIFF 17,342.00 11/09/222661 445 STANDARD INSURANCE CO. 572.52 11/09/222662 448 STATE COMP INSURANCE FUND 5,315.25 11/09/222663 490 VIGILANT SOLUTIONS 2,625.00 11/09/222664 493 VINTAGE CONTRACTORS INC 3,780.00 11/09/222665 511 COUNTY OF SAN MATEO - HR DEPT 105.00 11/09/222666 518 GOT GOPHERS? 1,050.00 11/09/222667 601 FAST SIGNS 713.29 11/09/222668 642 CYBERTARY.COM 419.95 11/09/222669 690 CRUZ STRATEGIES 625.00 11/09/222670 712 BAYSIDE EQUIPMENT COMPANY 500.00 11/09/222671 729 TOWNSEND MANAGEMENT INC 19,119.00 11/09/222672 730 URBAN PLANNING PARTNERS INC 15,604.11 11/09/222673 744 PATTY DEWES 3,444.43 11/09/222674 752 FEHR & PEERS 8,150.63 11/09/222675 803 CODA TECHNOLOGY GROUP 395.00 11/09/222676 847 LISA WISE CONSULTING 4,362.50 11/09/222677 860 STEPFORD 150.00 11/09/222678 911 CIVICPLUS LLC 3,100.63 11/09/222679 913 BROOK COFFEE 506.38 11/09/22
apachreg Town of Portola Valley ntanori 11/02/2022 17:29 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 2680 914 UNITED MECHANICAL INC 864.82 11/09/222681 915 CHRIS VARMA 361.00 11/09/222682 916 MODUS LL 163.99 11/09/22Check totals: 471,288.73ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 471,288.73Check totals: 471,288.73ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 471,288.73
.
apapdinv2 ntanori Town of Portola Valley Page 1
17:29 11/02/22 Paid Invoices by Date
From: 11/09/2022 to 11/09/2022
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 3 A-A LOCK & ALARM INC
11/09/22 2635 Front Door Repair - Town Hall 1,040.00 1,040.00 304899 Vendor: 21 ALMANAC
2636 September Publishing 1,714.00 1,714.00 76925
Vendor: 26 AMERICAN PLANNING ASSOCIATION
2637 FY2022-2023 Member Dues, J.D. Parker 470.00 470.00 271019-22102 Vendor: 44 BANK OF AMERICA
2638 August Statement 9,389.63 3,816.95 1388-AUG22
September Statement 5,572.68 1388-SEPT22
Vendor: 61 BRAGATO PAVING
2639 Deposit Refund, 110 Corte Madera 1,472.50 363.00 PW0055-2020 Deposit Refund, 330 Cervantes 1,109.50 PW0027-2022
Vendor: 71 BW CONSTRUCTION
2640 Debris Boxes - Road Clean Up 10/15-10/16 1,300.00 1,300.00 10152022 Vendor: 121 SCA OF CA, LLC
2641 September Qtrly Litter/Street Clean 7,017.09 5,235.03 104188CS August Litter/Street Clean 1,782.06 103941CS
Vendor: 124 COMCAST
2642 WIFI 10.21.2022 - 11.20.2022 188.17 188.17 1945-NOV22 Vendor: 135 CSG CONSULTANTS INC
2643 September Applicant Charges 25,524.50 25,524.50 SEPT-2022 Vendor: 143 DANIEL RISKIN
2644 Deposit Refund, 658 Westridge 5,768.00 5,768.00 BLDR0134-2021 Vendor: 162 DLT SOLUTIONS LLC
2645 1,658.31 1,658.31 SI583543
Vendor: 179 FEDEX
2646 Title Reports, DMV EPN Program 115.00 115.00 7-857-20843 Vendor: 213 HILLYARD INC
2647 Janitorial Supplies 1,541.53 622.10 604923011
Janitorial Supplies 386.83 604881324Janitorial Supplies 532.60 604895813
.
apapdinv2 ntanori Town of Portola Valley Page 2
17:29 11/02/22 Paid Invoices by Date
From: 11/09/2022 to 11/09/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 234 J. W. ENTERPRISES
2648 Portable Lavs 09/22/22 - 10/19/22 542.88 229.44 245285 Portable Lavs 09/22/22 - 10/19/22 313.44 245284
Vendor: 261 JON MYERS
2649 Reimb. Zotts to Tots Expenses 6,175.02 6,175.02 ZOTTS_REIM-2022 Vendor: 275 KRUPKA CONSULTING
2650 On-Call Traffic & Transportation - September 2022 4,075.00 4,075.00 1336 Vendor: 307 MAZE & ASSOCIATES
2651 Audit Svcs - Annual FTR Town Reports, FYE 06/30/2020 4,706.00 4,706.00 46673 Vendor: 324 MIRANDAS LANDSCAPE
2652 Mowing Fields 13,356.24 9,147.00 2753
Town Center Landscaping, Valve Replace/Repair 4,209.24 2758 Vendor: 337 O. NELSON & SON INC.
2653 Pick-up - Illegal Dumping of Bricks at Los Trancos 649.00 649.00 239 Vendor: 340 OGRADY PAVING INC.
2654 2022-2023 Street Resurfacing Progress Payment 274,697.25 274,697.25 6440 Vendor: 362 PERFECT PITCH PLUMBING
2655 Toilet Repair - Womens Bathroom 368.00 368.00 1204 Vendor: 364 PERS HEALTH
2656 November Health 14,319.09 14,319.09 100000016971952 Vendor: 375 PLATINUM FACILITY SERVICES
2657 Shampoo Library Carpets 5,216.68 280.00 45144
October Janitorial Svcs 4,488.67 45038October Friday Disinfection Svcs- COVID19 448.01 45039 Vendor: 376 PORTOLA VALLEY HARDWARE
2658 September Statement 250.80 250.80 193-SEPT22
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
2659 September Fuel Statement 463.54 463.54 G220930-5
Vendor: 412 SAN MATEO SHERIFF
2660 FY 2022-2023 OES JPA County Emergency Svcs 17,342.00 17,342.00 FY22-23JPA014 Vendor: 445 STANDARD INSURANCE CO.
.
apapdinv2 ntanori Town of Portola Valley Page 3
17:29 11/02/22 Paid Invoices by Date
From: 11/09/2022 to 11/09/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
11/09/22 2661 LTD/Life Premium 572.52 572.52 2022-OCT
Vendor: 448 STATE COMP INSURANCE FUND
2662 WC Premium, 10/19/22 - 11/19/22 5,315.25 5,315.25 1000669675 Vendor: 490 VIGILANT SOLUTIONS
2663 Annual Subscription Renewal 12/2022 - 11/2023 2,625.00 2,625.00 49174 RI Vendor: 493 VINTAGE CONTRACTORS INC
2664 Pickleball Striping - Tennis Courts 3,780.00 3,780.00 7475 Vendor: 511 COUNTY OF SAN MATEO - HR DEPT
2665 Staff Training - J.Bixby 105.00 105.00 CI22-007
Vendor: 518 GOT GOPHERS?
2666 Town Fields Gopher Trapping - September 1,050.00 1,050.00 34919 Vendor: 601 FAST SIGNS
2667 Trail Signs 713.29 89.65 395-46138
Trail Signs 623.64 395-45414
Vendor: 642 CYBERTARY.COM
2668 September Transcription Svcs 419.95 419.95 4619
Vendor: 690 CRUZ STRATEGIES
2669 Government Relations Consulting - October 625.00 625.00 2451 Vendor: 712 BAYSIDE EQUIPMENT COMPANY
2670 Annual Service Maintenance on Back-up Generator 500.00 500.00 81026 Vendor: 729 TOWNSEND MANAGEMENT INC
2671 2022-2023 Street Resurfacing Inspection Services 19,119.00 19,119.00 200221-09-22 Vendor: 730 URBAN PLANNING PARTNERS INC
2672 PV Safety Element Update - August 15,604.11 1,740.00 21031-220831 PV Housing Element Update - August 8,120.36 21029-220831PV Housing/Safety Elements IS/MND Update - July 5,743.75 22008-220731 Vendor: 744 PATTY DEWES
2673 Town Picnic Reimbursement - Party 360 Rental 3,444.43 2,338.90 FRRC-22-5 Town Picnic Expense Reimbursement 1,105.53 FRRC-22-6
Vendor: 752 FEHR & PEERS
2674 PV Evacuation Study 08/26/2022 - 09/30/2022 8,150.63 4,614.75 158860
.
apapdinv2 ntanori Town of Portola Valley Page 4
17:29 11/02/22 Paid Invoices by Date
From: 11/09/2022 to 11/09/2022
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
11/09/22 2674 PV Evacuation Study 07/30/2022 - 08/26/2022 8,150.63 3,535.88 158455 Vendor: 803 CODA TECHNOLOGY GROUP
2675 School House Camera Repair Service 395.00 395.00 6984 Vendor: 847 LISA WISE CONSULTING
2676 Phase 2 Conceptual Site Plan - September 4,362.50 4,362.50 4358 Vendor: 860 STEPFORD
2677 Serviced School House Camera 150.00 150.00 2205421 Vendor: 911 CIVICPLUS LLC
2678 Full-Service Supplementation Subscription 3,100.63 1,670.88 237846 Premium Bundle & OrdLink Subscription 84.75 240720Premium Bundle & OrdLink Subscription 1,345.00 240721 Vendor: 913 BROOK COFFEE
2679 Reimbursement - Nature and Science Event 506.38 506.38 09302022 Vendor: 914 UNITED MECHANICAL INC
2680 Library Boiler Service/Materials 864.82 864.82 71063 Vendor: 915 CHRIS VARMA
2681 Deposit Refund, 1390 Westridge 361.00 361.00 PW0010-2022 Vendor: 916 MODUS LL
2682 Deposit Refund, 945 Portola 163.99 163.99 PW0014-2021 Check Date Totals 471,288.73
Grand Total 471,288.73
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
November 09, 2022
Claims totaling $471,288.73 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: November 9, 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
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 hereby determines that, as a result of the emergency, meeting in person presents 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 or in a hybrid format allowing officials and the public to attend virtually or in person, with Brown Act teleconferencing rules suspended. Public meetings conducted outside may be conducted in person.
4. This resolution shall be effective upon adoption and remain in effect so long as the Council confirms the continuing state of emergency and need for remote meetings as required under AB 361.
PASSED AND ADOPTED this 9th day of November 2022.
By: _________________________
Craig Hughes, Mayor
ATTEST:
____________________________
Melissa Thurman, MMC
Town Clerk
Resolution Confirming Need to Conduct Remote Public Meetings October 26, 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
There are no backup materials for Item 6.a.:
Receive Update from Town Lobbyist – Year Review and
2023 Discussion
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Melvin E. Gaines, Assistant Town Manager
DATE: November 9, 2022
RE: FY 2022-23 Town Council Priorities Quarter One Update
RECOMMENDATION
Staff recommends that the Town Council receive this update report, accept public comment, and provide input to staff on the FY 2022-23 Town Council Priorities.
BACKGROUND
Since Fiscal Year 2015-16, the Town Council has undertaken a priority-setting process that consists of the Council identifying high-level strategic priorities with specific efforts that support those priorities over the fiscal year. On March 23, 2022, the Town Council adopted the FY 2022-23 Council Priorities (Attachment 1).
The adopted priorities include five strategic priorities that each have corresponding actions or projects. The Council Priorities, as adopted March 23, 2022, included 29 projects. During the approval of the Council Priorities update process on June 13, 2022, the Town Council added five projects. As amended, the five FY 2022-23 Council Priorities include 34 Council Priority Efforts (Actions/Projects/Programs).
• Wildfire/Emergency Preparedness: 12 Actions/Projects/Programs • Diversity, Equity, and Inclusion: 1 Action/Project/Program • Land Use Projects and Programs: 5 Actions/Projects/Programs • Sustainability: 5 Actions/Projects/Programs
• Operational and Service Delivery Enhancements: 11 Actions/Projects/Programs
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
DISCUSSION
A quarter one (July 1, 2022 through September 30, 2022) update on the Council Priorities, including the status of implementation, significant accomplishments, and upcoming milestones is included in this report (Attachment 2.) As shown in Table 1 below, of the 34 Council Priority Projects, 1 projects has been completed, 29 are in progress, and 4 have not begun. This is a very early point in the implementation of FY 2022-23 Council Priorities, so this level of progress is expected. Staff does not propose any changes to the Council Priority Projects.
Table 1: Summary of
Project Status
Count
Projects Completed 1
Projects in Progress 29
Projects Not Started 4
Total Projects 34
Significant Accomplishments & Upcoming Milestones
Council Priority: Wildfire/Emergency Preparedness
Significant Accomplishments Upcoming Milestones
• Complete and implement the State mandated Safety
Element: Public draft safety element released
October 10, 2022.
• Home Hardening/Defensible Space Code Updates:
First reading of code updates was October 12, 2022
• Evacuation study implementation: Council accepted
the Evacuation Study July 13, 2022.
• Launch Veoci virtual EOC tool and support WPVReady: tool has been launched and training is ongoing.
• Complete and implement the State mandated Safety
Element: Joint Committee (10/26) & Planning
Commission (1/2023) review of draft.
• Evacuation study implementation: EPC to make
recommendations to the Town Council on October 26,
2022.
• Adopt the updated Fire Codes: Fire code updates
expected in December 2022.
Council Priority: Land Use Projects and Programs
Significant Accomplishments Upcoming Milestones
• Update the Town’s Housing Element: Draft Housing
Element submitted to HCD
• Support Town Council public engagement
enhancement efforts: new newsletter format
• Update the Town’s Housing Element: Review of HCD
comments
Council Priority: Operational and Service Delivery Enhancements Significant Accomplishments Upcoming Milestones
• Recruit, hire and onboard staff: Development Review
Technician hired. Active recruitments for
Maintenance Worker and Finance Technician.
• Implement technology and software improvements:
Piloting use of project management software. Veoci
virtual EOC software is in use.
• Determine the appropriate service model and
transition IT services: Led competitive bid process
and selected STEPFORD, Inc. as IT managed
services provider.
• Recruit, hire and onboard staff: Hiring a Maintenance Worker and Finance technician.
• Better serve and utilize Town Committees: Council to
work with staff to scope this project.
• Implement technology and software improvements:
Completion of EnerGov transition
• Complete the Annual Financial Audit for FY 2021-22
and any outstanding years: FY 2019-20 audit to be
reviewed by Council in November 2022. FY 2020-21
audit to be reviewed by Council in February 2023.
Council Priority: Sustainability
Significant Accomplishments Upcoming Milestones
• Adopt the Green Building Ordinance: First reading of
ordinance was October 12, 2022.
• Adoption of Sustainability Committee
Recommendations: Monthly Sustainability Public
Service Announcements, building electrification
ordinance recommendations, drought preparation
activities.
Next Steps
As approved by the Council on June 12, 2022, staff will provide the following future updates on the FY 2022-23 Council Priorities:
• January 2023: Quarter Two/Mid-Year Report (July 2022-December 2022) via report and presentation at a Council meeting
• April 2023: Quarter Three Report (July 2022-March 2023) via report and presentation at a Council meeting to discuss FY 2023-2024 Council Priorities. • July 2023: Quarter Four/FY 2022-23 Council Priorities Close Out Report via Council
FISCAL IMPACT
There is no fiscal impact associated with this item.
ATTACHMENTS
1. Town of Portola Valley Council Priorities for FY 2022-23
2. FY 2022-23 Town of Portola Valley Council Priorities – Q1 Update
Wildfire/Emergency
Preparedness
Operational
and Service
Delivery
Enhancements
Sustainability
Land Use Projects
and Programs
Diversity, Equity,
and Inclusion
Town of Portola Valley
Council Priorities
FY 2022-2023
The Town of Portola Valley’s Council Priorities were created through careful deliberation of the Town Council with input from the Community, Town Committees, and staff. The five strategic priorities help establish the top projects and guide the Town based on a shared vision for the Fiscal Year 2022-23.
Stanford Wedge and other major projects
Housing Element Update
Design Guideline changes to support home hardening ordinance Provide support to Sustainability and Trails Committees to develop ADU checklists
Preparation work to support zoning code modernization efforts for FY 2023-24
Land Use Projects and Programs
A significant amount of the Town’s resources are utilized to support day-to-day planning, building and engineering efforts. These resources support all manner of development, from small changes to a single-family property to larger multifamily proposals.
Recognition of these efforts, including large land-use proposals, updates to the Town’s Housing Element, and other important work, though this priority demonstrates an important focus to quality and timely service delivery.
Implementation of new/expanded Wildfire Preparedness
Committee recommendations, including exploration of a
permanent funding source for wildfire adaptation/mitigation measures including public and private vegetation management Completion and implementation of the State mandated Safety Element
Implementation of expanded home hardening and defensible space code updates, in conjunction with Woodside Fire
Protection District efforts
Review Woodside Fire Protection District’s updated fire maps.
Support of the resource grant from Community Partners
Assistance for Wildfire (CPAW), including the potential for a Woodside Fire Protection District-wide Community Wildfire Protection Plan
Additional planning efforts, including detailed wildfire behavior modeling (either at the Town or Fire District level)
Implementation of and potential follow up work for the
evacuation study
Launching the Veoci virtual emergency operations center tool, and providing infrastructure support for WPV-Ready, as guided by the Emergency Preparedness Committee
Expanded vegetation management for wildfire mitigation, including targeted trees and the Town’s open space properties Adoption of Fire Code Updates
Further exploration of undergrounding Town utilities
Develop a draft wildfire mitigation matching program in response to the November 10, 2021 Colleagues Memo
Wildfire/Emergency Preparedness
The Town’s location in a wildfire-prone region, and the broadening impacts of climate change result in the potential of a devastating wildfire in Portola Valley. The Town’s continued prioritization of wildfire adaptation and mitigation efforts will continue into FY 2022- 23 and beyond.
Recruiting, hiring, and onboarding staff in Planning and Building and Public Works departments
Supporting Town Council public engagement enhancement
efforts
Refine operational processes between Town committees, staff, and the Council. Review, update and revise the Commission and Committee Policy and Procedures Handbook as needed.
Adjusting service delivery and implementing COVID responsive operations as necessary
Contracting with and managing necessary consultants to assist with major projects and reduce staff administrative
responsibilities in order to focus on core service deliveries Use of virtual assistant tools (in beta test at the time of this staff report’s publication) to focus limited staff resources on core responsibilities
Examine Town project management approaches, identify and implement actions to better communicate project updates to Town council and the public
Develop an in-lieu fund policy
Explore and implement strategies to increase revenue to support increased resource needs
Annual Financial Audit
Implementing technological and software improvements to increase staff productivity and provide enhanced
communications and greater transparency. This includes:
Operational and Service Delivery
Enhancements
The Town Council has committed significant resources over the last few years to expand on the high-quality public service expected by applicants. This priority focuses on a variety of improvements across the organization to build on successful communications efforts, increased project management, and focus on appropriate staffing to support these services.
Climate action plan
Microgrid for Town Center Campus
Solar Panel upgrade for Town Center
Adoption of Green Building Ordinance
Adoption of Sustainability Committee recommendations
including preparing for drought
Sustainability
The Town is a leader in sustainability efforts. Additional efforts are under consideration to continue the Town’s leadership role to ensure that sustainability is always central to the Town’s ethos and high-level project efforts.
Following the creation of a new committee to address race and equity issues, the Town Council continues its commitment to consider diversity, equity, and inclusion (DEI) when developing ordinances, policies, programs and projects
Implement PV Cares
Diversity, Equity, and Inclusion
Implementation of the new cloud-based Energov permit
tracking software.
Adoption of project management tools
Launching Veoci virtual emergency operations center tool Website review and reorganization
Determining the appropriate service model and transitioning IT services from City of Redwood City.
Facility Maintenance – Develop a comprehensive multi-year facility maintenance program.
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1a:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 7/1/2022 to
6/30/2022
In Progress The Wildfire Preparedness Committee is
exploring a 10-year program to expand the
FireSafe community designation to all Portola
Valley neighborhoods. Any new
recommendations from the WPC will be reviewed
by the Town Council.
Potential funding sources for wildfire mitigation
measures include the Fire Districts engagement
of the Trust for Public Land to explore a ballot
measure for a wildfire mitigation/resiliency parcel
tax in 2023; and a pending Town/Fire District
Community Wildfire Defense Grant to support a
three-year defensible space match to residents.
To be determined.
Implement the new/expanded Wildfire Preparedness Committee recommendations, including exploration of permanent funding source for wildfire adaptation/mitigation measures including public and private vegetation management.
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort: 1b
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build
9/1/2021 -
4/26/2023
In Progress Public Review Draft Safety Element was released on October 10th.
A joint Committee meeting is scheduled
for October 26th. Committees will have
the option of reviewing and commenting
on the draft through mid-January. Then
Planning Commission will receive all
Committee recommendations and
conduct their review. The Town Council
has final approval.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1c:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build; J.
Dennis
8/1/2022 -
10/26/2022
In Progress Staff has coordinated with Woodside Fire
Protection District and drafted Building Code
amendments that address the the regular
building code update cycle, wildfire resilience,
and green building. The proposed amendments
were presented to Council on October 12.
If approved, the amendments would go
into effect January 1, 2023. Staff will
prepare bullet points for staff to
distribute to applicants to notify them of
the changes and update handouts as
needed.
Complete and implement the State mandated Safety Element Implement the expanded home hardening and defensible space code updates in conjunction with Woodside Fire Protection District efforts (including the review and adoption of Fire Code updates at the end of the calendar year)
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort: 1d
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 7/1/2022 -
6/30/2022
In Progress Current Fire District efforts, including a hazard and fuels assessment study, supports the
development of a CWPP.
The WPC will engage with WFPD to assist
with CWPP ideas.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1e:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 7/1/2022 -
1/2/2023
In Progress The Woodside Fire Protection District has sole sourced a contract with Flame Mapper
https://flamemapper.com/ to conduct a
fuels/hazards study for the entire district, with an
emphasis on mitigation. They are expected to
release their findings no later than the end of the
calendar year.
The final study will be incorporated into
the Town's ongoing Safety Element and
be part of the data used to update land
use codes as needed to mitigate wildfire
risk.
Support implementation of the Community Partners Assistance for Wildfire (CPAW) resource grant, including the potential for a Woodside Fire Protection District-wide Community Wildfire Protection Plan Support additional planning efforts, including detailed wildfire behavior modeling (either at the Town or Fire District level)
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort: 1f
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 7/13/2022 -
6/30/2022
In Progress The Evacuation Study was accepted by the Town Council on July 13. The Emergency Preparedness
Committee prioritized the study's mitigation
recommendations at its October 6 meeting, and
the Committee will make its recommendations to
the Town Council on October 26.
Once the Council reviews and adopts the
recommendations, staff will begin
implementation.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1g:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
M. Gaines - Admin 7/1/2022 -
6/30/2023
In Progress The VEOCI virtual emergency operations center tool has been launched and staff has had initial
trainings on its use.
WPV-Ready:
Staff organized a demo for WPV-Ready staff with
VEOCI to view their "CERT Solution" and met with
other jurisdiction who use this solution to better
understand how it can provide infrastructure
support (as well as integration with the Town's
Virtual EOC). In addition, Staff used WPV-Ready's
Windshield Survey to build out an online form
that can be used by CERT volunteers during an
emergency to report back.
Staff is developing a comprehensive
VEOCI training plan over the next year,
beginning with a mini-exercise as part of
the Great Shakeout earthquake
preparedness exercise. Staff is also
exploring using VEOCI for non-EOC uses
to build dexterity with the tool, including
employee onboarding/offboarding.
Implement the evacuation study and any follow up actions.
Launch the Veoci virtual emergency operations center tool, and provide infrastructure support for WPV-Ready, as guided by the Emergency Preparedness Committee
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1h:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
H. Young - Public
Works
In Progress The Town and Fire District are currently implementing a pilot vegetation management plan while developing a long-term vegetation management program. This includes site visits, conducting analyses, establishing priorities, developing scopes of work, and identifying funding and other resources.
Mitigation work that has been completed includes Phase 1 of major evacuation routes, which consists of 23 curb miles. A progress map of this work is posted on the Town website.
Limited mitigation work has begun at 6 out of 34 Town
owned properties and open space sites. The Town is still assessing the tree removal portion of the mitigation program, however, has removed three trees.
Challenges:
1. Instable employment on work crews. Need crews of 4 to 7 employees year-round. At times, crews have too few
employees to carry out scheduled work, which affects
progress. Completion of basic work first involving evacuation routes before moving to remainder of streets, Town owned land, and targeted trees.
2. Long term permanent staffing including management,
resources, time, and funding of this pilot program. Making this a permanent program by resolving these issues and
formalizing program.
3. Material and equipment storage.
Ongoing development of program,
including site visits, verification of
ownership, scopes of work, analysis,
priorities, resources, and funding in
cooperation with Fire Prevention
Department. Finding time from basic
program to do items on preliminary
expanded scope list.
Mitigation work remains for 43 curb
miles (the remainder of the public road
network). Depending on funding
availability, this could take another 6
years.
Mitigation of the remaining 28 of 34
Town owned properties and open space
sites This work is estimated to take
another 5 years to complete.
Implement expanded vegetation management for wildfire mitigation, including targeted trees and the Town’s open space
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1i:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 7/1/2022 -
12/30/2022
In Progress The Woodside Fire Protection District develops and adopts Fire Codes on a three year cycle. The
latest code update is anticipated in December.
Once adopted, the District will request
that the Town ratify the codes. The
District plans to present to the Town
Council in December.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1j:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 4/1/2023 -
6/30/2024
Not Started Staff discussions have not begun. Focus has been on on Priority Project 4B (Town Center
Microgrid).
Staff anticipates beginning underground
study meetings in April 2023.
Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1k:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin In Progress The Town, through the Woodside Fire Protection District, recently applied for a Community
Wildfire Defense Grant to support a 3 year
defensible space matching program for up to
$3,000 to support private property wildfire
mitigation work.
Develop a draft wildfire mitigation matching program in response to the November 10, 2021 Colleagues Memo Adopt the updated Fire Codes
Further explore undergrounding of Town utilities
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Wildfire/Emergency Preparedness
Priority Effort 1l:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 12/1/2022 -
12/30/2022
Not Started The Woodside Fire Protection District has sole sourced a contract with Flame Mapper
https://flamemapper.com/ to conduct a
fuels/hazards study for the entire district, with an
emphasis on mitigation. They are expected to
release their findings no later than the end of the
calendar year.
Once produced, the Town will review the
maps.
Council Priority: Land Use Projects and Programs
Priority Effort 2a:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build
9/13/2019 - TBD In Progress Staff and consultant team are preparing the Response to Draft EIR Comments.
Release of the Final EIR and review by the
Conservation, Trails, and BPTS
Committees.
Coordinate Town processes for Stanford Wedge Project
Review Woodside Fire Protection District Updated Fire Maps
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Land Use Projects and Programs
Priority Effort 2b:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build
5/1/2021 -
1/30/2023
In Progress The Draft Housing Element is being review by HCD with preliminary comments expected in
October and formal written comments expected
in November.
The Ad Hoc Housing Element Committee
will likely meet on November 1st to
discuss the preliminary comments and
may hold additional meetings as
necessary. Planning Commission began
their review of proposed zoning code
amendments to implement the Housing
Element on October 19th. The Planning
Commission will continue their review
through mid-December.
Council Priority: Land Use Projects and Programs
Priority Effort 2c:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build
4/1/2023 -
12/30/2023
In Progress/Delayed Staff had preliminary discussions with representatives from the Sustainability
Committee, Conservation Committee, as well as
the ASCC, about conducting a larger update to
the Design Guidelines that would include fire
safety, water conservation, and associated topics
that multiple committees have an interest in.
Staff will discuss this topic with the Chair
of the Wildfire Preparedness Committee
with the intent of starting a Committee
led effort in 2023.
Update the Town's Housing Element
Modify Town Design Guidelines to support the updated Home Hardening Ordinance
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Land Use Projects and Programs
Priority Effort 2d:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build; H.
Young - Public
Works; B.
DeGarmeaux
9/26/2022 -
1/25/2023
In Progress Staff met with representatives of the
Conservation Committee to discuss the details of
the proposed checklist. Trails Committee
previously submitted proposed language.
Staff will work with both Committees in
the next few months to align and finalize
the checklist.
Council Priority: Land Use Projects and Programs
Priority Effort 2e:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell - Plan 9/14/2022 -
6/30/2023
In Progress Staff considered options for the zoning code amendments that are being developed to
implement the Housing Element and are planning
for future options to modernize the zoning code.
More intensive work will begin in
approximately May 2023.
Council Priority: Operational and Service Delivery Enhancements Priority Effort 3a:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
L. Russell -
Plan/Build; H.
Young - Public
Works; M. Gaines
8/1/2022 -
2/28/2023
In Progress The Planning and Building Department recruited and hired a Development Review Technician who
began employment on October 10, 2022. The
Public Works Department and Finance
Department each have ongoing recruitments.
Complete recruitment for Public Works
position. Complete recruitment for
Finance position.
Support the Sustainability Committee and Trails Committee to develop ADU checklists Conduct preliminary steps to support zoning code modernization efforts for FY 2023-24 Recruit, hire and onboard staff in Planning/Building and Public Works Departments
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3b:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin;
M. Thurman -
Admin
7/1/2022 -
6/30/2023
In Progress This is an ongoing effort across multiple departments.
Public engagement is a multi-faceted discipline that
includes one way communications, surveys, meeting
on particular topics, and updating existing systems that have public facing interfaces.
Staff recently upgraded the Weekly Newsletter to
include photos and an easier navigation. The
newsletter is the Town's principle general news
engagement tool.
Staff regularly informs the public of e-notifications
through subscriptions.
The Town anticipates an increase in the use of surveys
on a variety of topics over the next year for
appropriate topics. Surveys are not typically as useful for more controversial topics, but are very useful to
such topics as ADUs, Town Center uses, public gifts and similar.
Through the Housing Element, the Town held three
community wide meetings (in addition to the nearly 20
ad hoc committee meetings). Such meetings are
particularly useful in bringing residents together in
small groups to engage on important topics.
Support Town Council public engagement enhancement efforts
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3c:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
M. Gaines - Admin 3/17/2020 -
6/30/2023
In Progress The Town continues to evaluate service delivery options and make adjustments as more
information about COVID-19 becomes available.
Using the San Mateo County Health guidance, the
Town modifies Town operations as appropriate.
Currently, the Town is focused on hybrid work
and meeting options enabling staff, committees,
and the Town Council to perform their functions
and meet remotely, in-person, or a combination
of both.
Assess service delivery options and make
appropriate adjustments following winter
holiday season.
Adjust service delivery and implementation of COVID-19 responsive operations as necessary
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3d:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin 7/1/2022 -
5/1/2023
In Progress Staff is constantly seeking ways to reduce
adminstrative impacts on the Town's small staff. Some
tasks are well suited for committees, such as the
current practice of various trail and road oversight
tasks, or the Conservation Committee's review of
landscaping plans. Other tasks require either
specialized consulting services that support state laws or mandates (Housing and Safety Element updates are
a good example), or are administrative in nature.
The Planning and Building Department and Public
Works Department have transferred some
administrative functions (such as basic engineering
support for land use projects) to our existing
consultants. Both departments have also engaged
services such as Zirtual to offload administrative
functions, with limited success.
Staff also utilizes software to assist in administrativeheavy functions. For instance, the Town will utilize a new software to track SB 1383 (organic recycling)
needs, and the upcoming Energov update will provide
new opportunities for residents to track land use
projects, which will reduce email and phone inquiries.
Continue to augment staffing as
necessary/appropriate.
Contract with and manage necessary consultants to assist with major projects and reduce staff administrative responsibilities in order to focus on core service delivery options
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3e:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
M. Gaines - Admin 1/1/2023 -
6/30/2023
Not Started Staff will work with Town Council to
scope this project in January 2023
Council Priority: Operational and Service Delivery Enhancements Priority Effort 3f:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
M. Gaines - Admin,
B. De Garmeaux -
Admin, M.
Thurman - Admin,
K. Chinn - Admin
7/1/2022 -
6/30/2023
In Progress Staff is piloting the use of a project management software that enables teams to plan,
communicate, and track progress in a shared
electronic environment. Additionally, the Town
continues to transition to the cloud based
EnerGov permitting software that has additional
public facing abilities which should improve the
Town's ability to communicate permit progress to
applicants. The Veoci emergency management
software is operational.
Complete EnerGov transition. If
effective, continue to use electronic
project management tool. Identify
additional programs that could improve
Town processes and service provision.
Explore options to better serve and utilize Town committees and their operations Implement technology and software improvements to increase staff productivity and provide enhanced communications and greater transparency.
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3g:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
M. Gaines - Admin Complete Complete The Town released a request for proposals and received bids from 4 vendors. STEPFORD, Inc.
was selected as the most qualified vendor.
STEPFORD began providing managed IT services
to the Town on July 1, 2022
Stepford has been onboarded. This
project is completed.
Council Priority: Operational and Service Delivery Enhancements Priority Effort 3h:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
H. Young - Public
Works
7/1/2022 -
2/28/2024
In Progress The Town hired a consultant to develop a facility condition assessment and maintenance plan for
buildings and limited site items. This assessment
is currently being used as a guideline for
maintenance.
Continue to assess other facilities (not
buildings) at Town Center and off site at
Ford Field, Rossotti Field, Triangle Park
for irrigation, dugouts, backstops,
benches, and all other associated items.
Budget items as needed in the Towns
Capital Improvement Budget and Plan.
Council Priority: Operational and Service Delivery Enhancements Priority Effort 3i:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin;
C. Rodas - Finance;
L. Russell -
Plan/Build
3/1/2023 -
5/31/2023
Not started. Work on this item is not expected to begin until March 2023 due to prioritization of other
Planning and Building work, such as the housing
element, safety element, major land use projects
and zoning code updates.
Determine the appropriate service model and transition IT services from City of Redwood City Develop a comprehensive multi-year facility maintenance program Develop an in-lieu fund policy
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3j:
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin;
C. Rodas - Finance;
M. Gaines - Admin
7/1/2022 -
5/1/2023
In Progress Town staff is exploring a variety of potential revenue sources for inclusion in the FY 2023-24
budget.
1, Technology Fee - this fee would support the
Town's suite of software and hardware. Such fees
are typically included in municipal building
permits as a flat percentage. The Town is working
with a consultant to develop this fee.
2. General Plan Maintenance Fee - this fee would
support updates to the General Plan and its
various elements. Such fees are included in
building fee inspections. The Town is working
with a consultant to develop this fee.
3. Construction Mitigation Fee - this fee would be
used to reduce the impacts of construction
projects, including supporting increased code
enforcement and localized road impacts. Work on
this fee is not expected to begin until Q3.
Other revenue sources may be recommended to
the Council as they are explored, including at the
mid-year budget update in January 2023.
Explore and implement strategies to increase revenue to support increased resource needs
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Operational and Service Delivery Enhancements Priority Effort 3k
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin;
C. Rodas - Finance
9/26/2022 -
2/1/2023
In Progress The FY 19-20 Audit will be reviewed by the
Finance Committee and subsequently reviewed
by the Town Council in November 2022.
The Finance Department has begun its
work for the FY 20-21 audit. The Town's
auditors, Maze and Associates, are not
expected to be able to review fiscal
information provided by the Town until
the end of this calendar year.
Staff anticipates completing the audit for
review by the Finance Committee and
Town Council by February 1, 2023.
Council Priority: Sustainability
Priority Effort 4a
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
B. De Garmeaux -
Admin
07/1/2022 -
6/30/2023
In Progress Staff worked San Mateo County consultants to gather needed data to develop a 2030 Climate
Action Plan. This data included the communitywide emissions inventory and inputting it into a forecasting tool to understand emissions
scenarios.
Next steps include reviewing potential
measures to reduce emissions and
finalizing an Outreach plan, which will
include engaging a sub-committee of the
Sustainability Committee in the
development of the measures and then
broader outreach to the Council and
Community.
Complete the Annual Financial Audit for FY 2021-22 and any outstanding years Update the Climate Action Plan
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Sustainability
Priority Effort 4b1
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin;
Howard - Public
Works
9/12/2022 -
5/1/2023
In Progress Staff is working with a consultant team to analyze the current conditions of Town Center in
anticipation of potential upgrades to the solar
system and the installation of a microgrid. This
work is expected to be completed by the end of
Q2, which would allow staff, working in
conjunction with Council members and the
Sustainability Committee, to develop a plan for
such system upgrades. This plan is expected to be
included in the FY 2023-24 budget for
implementation that fiscal year.
Engagement with a consultant after
project defined.
Council Priority: Sustainability
Priority Effort 4b2
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
J. Dennis - Admin;
Howard - Public
Works
9/12/2022 -
5/1/2023
In Progress See update 4b1.
Explore Town Center Microgrid
Explore Town Center Solar & Solar Panel Upgrade
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Sustainability
Priority Effort 4c
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
B. De Garmeaux -
Admin
9/1/2022 -
10/26/2022
In Progress Staff held a Study Session with the Council on August 10th to discuss updates to the Green
Building Ordinance based on Council’s guidance
at their May 22nd meeting. Based on the Council
guidance, staff met with reach code experts to
understand the current CEC process and then
worked with the Town Attorney to incorporate
the updates as Building Code amendments. The
amendments were reviewed for adoption by the
Council at a Public Hearing on October 12th.
Next steps are a second reading at the
October 26th Council meeting.
Council Priority: Diversity, Equity, and Inclusion
Priority Effort 5a
Lead Staff -
Department
Anticipated
Timeline Status Update Next Steps
M. Gaines - Admin;
C. Rodas - Finance;
7/1/2022 -
6/30/2023
In Progress During the FY 2022-23 Budget process, staff requested that Committees determine projects
to be funded by PV Donates. No committees
identified any projects, so no there are no PV
Donates projects to implement.
Staff will develop formal processes for
committees to propose PV Donates
projects and for the public to view
potential projects and make donations.
Adopt the Green Building Ordinance
Implement PV Donates
FY 2022-23 Town of Portola Valley Council Priorities - Q1 Update Council Priority: Sustainability
Priority Effort 4d
Lead Staff -
Department
Anticipated
Timeline Status Update Update Continued
B. De Garmeaux -
Admin
7/1/2022 -
6/30/2023
In Progress Staff is working with Sustainability Committee to support the committees 2022-23 Fiscal Year priorities as outlined below. --Community education: PSAs to encourage GHG and water
reduction; Ongoing - Committee has assigned each member a specific month to put out a PSA and has been doing so for two months. As a next step, the Committee will work with the Communications & Community Engagement Analyst to
develop a template for submitting the PSA to the Town's weekly newsletter (on a monthly basis).
--Smart water meter usage with Cal Water education and
outreach; Ongoing - CalWater gave a presentation to the Committee to understand the status of the project; staff and the committee are working with CalWater to address
concerns and gather information to educate the community on the program and how to make best use of the smart
water meters as they are installed.
--Climate Action Plan (an independent Council Priority
project); Ongoing - Committee developed a subcommitee to work with staff on developing the 2030 Climate Action Plan.
Staff will be working with the sub-committee in
October/November on measure development.
--Existing Building stock electrification ordinances; Ongoing - the Committee is gathering info from other jurisdictions efforts on electrification and will report back to Council on recommendations; in addition, the Committee weighed in on the update to the Green Building Ordinance that went to the Council on October 12th.
Demonstrations – Induction stove top, backup
power, smart meter gadgets; Ongoing - the
Commitee worked with staff and the Library to
develop a backup power kit (solar panel and
battery) that is now available for checkout out
from the PV Library; the Commitee has purchased
an induction stove top and complimentary
cookware that will be available for checkout from
the Library as soon as the equipment can be
entered into the Library's catalog.
--Preparing for Drought; in addition to the PSAs
and work on Smart Water Meters, the Committee
has also engaged Planning staff to explore a
potential update to the Town's Outdoor Water
Conservation in Landscaping Ordinance (aka
MWELO); the Committee will be working
independently until mid-2023 to gather
information and best practices, with a few checkins with the Planning Department, and then together they will develop a plan for an update.
Staff is also planning to enlist the Committee's help
in updating the Water Conservation section of the
Town's website.
Adopt Sustainability Committee Recommendations
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
DATE: November 9, 2022
RE: Study Session - Administration Department Overview
RECOMMENDATION
Staff recommends that the Town Council hold a study session on the Administration Department and provide feedback.
BACKGROUND/ DISCUSSION
The Administration Department of the Town’s governance consists of six staff1:
• Town Manager
• Assistant Town Manager
• Assistant to the Town Manager
• Town Clerk
• Communications and Community Engagement Analyst
• Administration and Operations Specialist
The Administration Department (outside of fiscal/budgetary duties) is responsible for management of:
General Town Administration
• Implementation of Town Council direction, including the Council Priorities • Municipal service delivery and Town operations
• Support to Town Committees
• Constituent affairs
• Risk management
1 While the Finance team is officially part of the Administration Department, for the purposes of this report they are excluded. The Town Council held a study session on the Finance Division on February 23, 2022.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
• Staff leadership
• Analyzing public policy and legislative affairs
• Municipal/Regional Engagement
Town Clerk Functions
• Elections
• Town records
• Council agenda preparation
• Recording council actions
• Public records act requests
Communications
• Publish relevant information on the Town’s activities, and provide opportunities for resident/public engagement
• Website management
• Town newsletter and publications
• Field general questions from the community
Parks & Recreation
• Community classes
• Facility and field reservations
Information Technology
• Procurement of IT managed services
• Management of IT projects
• Technology procurement and implementation
Sustainability
• Solid waste management including recycling and organic waste • Greenhouse gas emissions reduction
• Resource conservation (energy/water)
Emergency Preparedness
• Emergency Operations Center (EOC), including integration of virtual EOC • Liaising with Sheriff’s Office, Woodside Fire Protection District, Community Emergency Response Team, and Emergency Preparedness Committee • Sheriff’s contract for policing services
Human Resources2
• Employment practices and policies
• Employee benefits and wellness
• Employee recruitment and retention
2 Co-managed by the Assistant Town Manager and Finance Director
The Administration Department is generalist in nature, and is typically required to provide flexible support across the myriad policies and procedures implemented by the Town Council. The Administration team is involved in all facets of Town governance, acting as a “glue” that facilitates the operations of other Town departments while supporting their needs. The team also works on issues that require more than one department/discipline while also functioning as a “catch all” for issues that do not neatly fit in other departments.
Some of Town’s policy work begins as an Administration Department work product, as typically staff takes the lead on state-mandated or legal/practical requirements of new policies. This can include interpretation of new state laws, Town Council initiatives or community interests.
No day is the same as a member of the Administration team, and often there is a need to respond to inquiries requiring an immediate answer, communicate information on a controversial topic quickly, or other unforeseen circumstance.