TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, March 8, 2023
7:00 P.M.
Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
VIRTUAL PUBLIC PARTICIPATION VIA ZOOM
To access the meeting by computer:
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Passcode: 763171
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
REGULAR MEETING
HISTORIC SCHOOLHOUSE - 765 Portola Road, Portola Valley, CA 94028 Item 7.a. amended on 03/06/23 to include two attachments Remote Public Participation: 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. On March 1, 2023, all committees and the Town Council in Portola Valley will return to conducting in-person meetings. A Zoom link will be provided for members of the public to participate remotely; however, the Town cannot guarantee there will be no technical issues with the software during the meeting. For best public participation results, attending the meeting in-person is advised.
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.
Judith Hasko will be attending the meeting remotely at the following public location:
JW Marriott Grosvenor House London, Boardroom
86-90 Park Ln
Mayfair, London, W1K 7TN
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. PRESENTATIONS/ANNOUNCEMENTS
a. Receive a Presentation from Assemblyman Marc Berman
b. Receive Annual Report Regarding the Portola Valley Farmers Market
Town of Portola Valley – Council Agenda
March 8, 2023
5. STUDY SESSION
a. Hold a Study Session with the Town Lobbyist
6. 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 February 22, 2023 b. Approval of Warrant List
c. Approval of Amendment to Two Contracts with Urban Planning Partners for the Housing Element and Safety Element
d. Approve Charter Amendment to the Geological Safety Committee to Include a Regular Meeting Schedule
e. Approve Charter Amendment to the Wildfire Prevention Committee to Remove a Liaison from the Emergency Preparedness Committee and to Lower the Membership to Five Members from Seven
f. Approve the Re-Write and Update of the Open Space Charter Amendment
7. REGULAR AGENDA
a. Accept Colleagues Memo from Vice Mayor Sarah Wernikoff Entitled “Founders Award for Lifetime Contributions to the Town of Portola Valley”
b. Adoption of FY 2023-24 Council Priorities
8. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Oral and written reports arising out of liaison appointments to both in-town and regional committees and initiatives. 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 March 22, 2023 at 7:00 p.m. ******************************************************************************************************************* Land Acknowledgement:
The Town of Portola Valley acknowledges the colonial history of this land we dwell upon—the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and 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 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, February 22, 2023
7:00 P.M.
Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
MINUTES
1. CALL TO ORDER – The meeting began at 7:06 p.m. Councilmembers Hasko, Hufty, Taylor and Wernikoff were present. Mayor Aalfs was absent.
2. REPORT OUT OF CLOSED SESSION - None
3. ORAL COMMUNICATIONS
The following members of the public spoke during Oral Communications:
• Rita Comes
• Kristi Corley
• Dave Pidwell
• Vic Scachter
• David Cardinal
• Jon Silver
4. STUDY SESSION
a. Hold a Study Session Discussion with Supervisor Ray Mueller Ray Mueller, Supervisor, held a Study Session with the Town Council.
The following members of the public spoke during this item:
• Rita Comes
• Caroline Vertongen
• Kristi Corley
• Betsy Morgenthaler
• Greg Franklin
5. CONSENT AGENDA
The following members of the public spoke regarding the Consent Agenda:
• Rita Comes
• Caroline Vertongen
• Kristi Corley
Judith Hasko, Councilmember, requested to pull Items A, B and E of the Consent Agenda.
Judith Hasko, Councilmember, read a number of suggested edits to the meeting minutes.
M/S Taylor/Hufty to approve Item A, as amended. Motion carried 4-0-1 by roll call vote with Mayor Aalfs absent.
Judith Hasko, Councilmember, presented questions regarding the warrant list to staff.
M/S Hufty/Taylor to approve Item B. Motion carried 4-0-1 by roll call vote with Mayor Aalfs absent.
Judith Hasko, Councilmember, presented questions regarding Item E to staff.
M/S Taylor/Hufty to approve Item E. Motion carried 4-0-1 by roll call vote with Mayor Aalfs absent.
M/S Hasko/Hufty to approve Items C and D. Motion carried 4-0-1 by roll call vote with Mayor Aalfs absent.
a. Approval of Action Minutes for the Regular Meeting of February 8, 2023
Town of Portola Valley – Council Minutes
February 22, 2023
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 Charter Amendment to the Geological Safety Committee to Increase Membership from Five Members to Seven
e. Accept Audit of the Town’s Automated License Plate (ALPR) System
6. REGULAR AGENDA
a. Accept Results of the ADU/JADU Survey Dated February 8, 2023 Patty Dewes, ADU Survey Representative, provided the report.
The following members of the public spoke regarding the item:
• Caroline Vertongen
Informational item only. No motion taken.
b. Receive Update on Evacuation Recommendations from the Emergency Preparedness Committee
Vic Schachter, Emergency Preparedness Committee Member, provided the report.
The following members of the public spoke regarding the item:
• Rita Comes
• Caroline Vertongen
• Kristi Corley
Informational item only. No motion taken.
c. Review the FY 2022-23 Mid-Year Budget Report
Cindy Rodas, Finance Director, provided the report.
The following members of the public spoke regarding the item:
• Rita Comes
• Caroline Vertongen
Discussion item only. No motion taken.
7. COLLEAGUES MEMO
a. Discuss Colleagues Memo from Vice Mayor Sarah Wernikoff Entitled “Founders Award for Lifetime Contributions to the Town of Portola Valley” Sarah Wernikoff, Vice Mayor, presented the item.
After a brief discussion, the Town Council decided to move the item to the meeting of March 8, 2023.
The following members of the public spoke regarding the item:
• Rita Comes
8. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS There were no verbal reports provided for this item.
Town of Portola Valley – Council Minutes
February 22, 2023
9. TOWN MANAGER REPORT
Jeremy Dennis, Town Manager, presented the report verbally. During the report Town Manager Dennis announced his resignation effective March 17, 2023.
The following members of the public spoke regarding the item:
• Betsy Morgenthaler
• Rita Comes
• Jane Wilson
• Judith Murphy
• Kristi Corley
• Nan Shostak
10. ADJOURNMENT – The meeting adjourned at 11:32 p.m.
The next Regular Town Council meeting will be held on March 8, 2023 at 7:00 p.m. ******************************************************************************************************************* Land Acknowledgement:
The Town of Portola Valley acknowledges the colonial history of this land we dwell upon—the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and 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 ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.
apachreg Town of Portola Valley hsingh 03/02/2023 09:18 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 2924 3 A-A LOCK & ALARM INC 320.00 03/08/232925 21 ALMANAC 330.00 03/08/232926 31 ANNA DOBRENSKI 1,669.42 03/08/232927 39 ASCAP 30.00 03/08/232928 41 AT&T 334.19 03/08/232929 44 BANK OF AMERICA 6,956.74 03/08/232930 53 BIG CREEK 318.45 03/08/232931 78 CALIFORNIA WATER SERVICE CO 1,941.80 03/08/232932 80 CALPERS 29,178.39 03/08/232933 121 SCA OF CA, LLC 5,235.03 03/08/232934 125 CONNIE STACK 1,091.20 03/08/232935 128 COPYMAT 778.75 03/08/232936 203 GREEN HALO SYSTEMS 114.00 03/08/232937 218 MISSIONSQUARE RETIREMENT 27,836.88 03/08/232938 283 LEAGUE OF CALIFORNIA CITIES 3,781.00 03/08/232939 290 LOS GATOS ROOFING 1,000.00 03/08/232940 328 NANCY LUND 149.99 03/08/232941 372 PINNACLE BUILDING & DESIGN 1,000.00 03/08/232942 373 PITNEY BOWES INC. 170.63 03/08/232943 380 PURCHASE POWER 129.95 03/08/232944 413 SANGINI MAJMUDAR BEDNER 3,520.00 03/08/232945 422 SEMPER SOLARIS CONSTRUCTION 1,000.00 03/08/232946 428 SHARP BUSINESS SYSTEMS 57.12 03/08/232947 429 SHELLY SWEENEY 1,580.00 03/08/232948 437 SMALL BUSINESS BENEFIT PLAN TR 2,667.60 03/08/232949 445 STANDARD INSURANCE CO. 572.52 03/08/232950 448 STATE COMP INSURANCE FUND 6,694.38 03/08/232951 467 THEODORE WILSON 1,175.25 03/08/232952 485 US POSTMASTER 290.00 03/08/232953 489 VERIZON WIRELESS 504.29 03/08/232954 505 WOODSIDE FIRE PROTECTION DISTR 125,187.38 03/08/232955 690 CRUZ STRATEGIES 625.00 03/08/232956 740 ALESSANDRO MORUZZI 420.00 03/08/232957 744 PATTY DEWES 592.27 03/08/232958 860 STEPFORD 6,656.74 03/08/232959 949 PINPOINT TALENT, LLC 1,980.00 03/08/232960 951 PETER KATZ 1,000.00 03/08/232961 952 TOWN OF HILLSBOROUGH 60.00 03/08/232962 953 DAVID BAILIS 825.00 03/08/232963 954 DAVID TERPENING 600.00 03/08/232964 955 GIDEL & KOCAL 1,000.00 03/08/232965 956 NSA WIRELESS 2,627.50 03/08/232966 957 PORTOLA RIDGE INVESTMENTS 1,000.00 03/08/232967 958 THE ROOFING FRIEND 1,000.00 03/08/232968 959 THERESA KERWIN 1,000.00 03/08/23
apachreg Town of Portola Valley hsingh 03/02/2023 09:18 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 2969 960 NITTANY GRANTWORKS 3,150.00 03/08/232970 961 THOMAS GEISLER 151.20 03/08/232971 962 DOUGLAS LAIRD 1,000.00 03/08/23Check totals: 249,302.67ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 249,302.67Check totals: 249,302.67ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 249,302.67
.
apapdinv2 hsingh Town of Portola Valley Page 1
09:19 03/02/23 Paid Invoices by Date
From: 03/08/2023 to 03/08/2023
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 3 A-A LOCK & ALARM INC
03/08/23 2924 Service Call, Repair Malfunctioning Lock 320.00 320.00 306786 Vendor: 21 ALMANAC
2925 January Publishing 330.00 330.00 77969
Vendor: 31 ANNA DOBRENSKI
2926 Deposit Refund, 175 Fawn Lane 1,669.42 325.00 BLDR0032-2020 Deposit Refund, 175 Fawn 1,344.42 BLDR0169-2019
Vendor: 39 ASCAP
2927 Remaining Balance for Music License FY 2022-2023 30.00 30.00 2023_RENEWAL-2 Vendor: 41 AT&T
2928 January Statement 334.19 53.31 000019462193
January Statement 227.73 000019462194January Statement 53.15 000019462195 Vendor: 44 BANK OF AMERICA
2929 December Statement 6,956.74 6,956.74 1388-DEC22
Vendor: 53 BIG CREEK
2930 Toyon Trail Volunteer Project 318.45 318.45 1817556 Vendor: 78 CALIFORNIA WATER SERVICE CO
2931 Water Service 01/12/23 - 02/09/23 1,941.80 1,941.80 JAN-2023 Vendor: 80 CALPERS
2932 January Retirement- CLASSIC 29,178.39 18,200.15 100000017025844 January Retirement- PEPRA 10,978.24 100000017025861
Vendor: 121 SCA OF CA, LLC
2933 December Qtrly Litter/Street Clean 5,235.03 5,235.03 104967CS Vendor: 125 CONNIE STACK
2934 Winter 2023 Classes 1,091.20 1,091.20 WINTER- 2023 Vendor: 128 COPYMAT
2935 ADU Mailer 778.75 778.75 23-016
Vendor: 203 GREEN HALO SYSTEMS
2936 February Hosting-Access 114.00 114.00 4092
Vendor: 218 MISSIONSQUARE RETIREMENT
.
apapdinv2 hsingh Town of Portola Valley Page 2
09:19 03/02/23 Paid Invoices by Date
From: 03/08/2023 to 03/08/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
03/08/23 2937 Defer Comp, January 2023 27,836.88 14,850.26 JAN_2023 Defer Comp, February 2023 12,986.62 FEB_2023
Vendor: 283 LEAGUE OF CALIFORNIA CITIES
2938 Annual Dues Peninsula Division FY- 2023 3,781.00 300.00 1711 2023 Annual Member Dues 3,481.00 643496
Vendor: 290 LOS GATOS ROOFING
2939 Deposit Refund, 35 Dos Loma Vista 1,000.00 1,000.00 BLDR0160-2022 Vendor: 328 NANCY LUND
2940 Reimbursement - MS Office 149.99 149.99 FRRC-23-3
Vendor: 372 PINNACLE BUILDING & DESIGN
2941 Deposit Refund, 501 Portola #11D 1,000.00 1,000.00 BLDR0151-2022 Vendor: 373 PITNEY BOWES INC.
2942 Postage Meter Rental, 11/29/22 - 02/26/2023 170.63 170.63 1022481349 Vendor: 380 PURCHASE POWER
2943 Postage Meter Late Fees 129.95 129.95 7931_FEB23
Vendor: 413 SANGINI MAJMUDAR BEDNER
2944 Winter 2023 Classes 3,520.00 3,520.00 WINTER- 2023 Vendor: 422 SEMPER SOLARIS CONSTRUCTION
2945 Deposit Refund, 14 Hawk View 1,000.00 1,000.00 BLDR0130-2022 Vendor: 428 SHARP BUSINESS SYSTEMS
2946 January Copies 57.12 57.12 9004186962
Vendor: 429 SHELLY SWEENEY
2947 Winter 2023 Classes 1,580.00 1,580.00 WINTER- 2023 Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
2948 March Dental/Vision 2,667.60 2,667.60 MARCH-2023
Vendor: 445 STANDARD INSURANCE CO.
2949 LTD/Life Premium 572.52 572.52 2023-FEB
Vendor: 448 STATE COMP INSURANCE FUND
2950 WC Premium, 02/19/2023-03/19/2023 6,694.38 6,694.38 1001375783 Vendor: 467 THEODORE WILSON
.
apapdinv2 hsingh Town of Portola Valley Page 3
09:19 03/02/23 Paid Invoices by Date
From: 03/08/2023 to 03/08/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
03/08/23 2951 Deposit Refund, 150 Stonegate 1,175.25 1,000.00 BLDR0200-2021 Deposit Refund, 150 Stonegate 175.25 PLN_ARCH0012-20
Vendor: 485 US POSTMASTER
2952 Annual Bulk Mail Permit Renewal 2023 290.00 290.00 PERMIT#581_2023 Vendor: 489 VERIZON WIRELESS
2953 January Cellular 504.29 504.29 9926195136
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
2954 CERP Coordinator October - December 2022 125,187.38 9,421.29 133_PV CERP Coordinator January - March 2023 9,986.56 134_PV7/1/22-1/31/23 Fire Mitigation Crew/Storm/TPV Properties 105,779.53 WFPD CREW-1015 Vendor: 690 CRUZ STRATEGIES
2955 Government Relations Consulting - February 625.00 625.00 2598 Vendor: 740 ALESSANDRO MORUZZI
2956 Winter 2023 Classes 420.00 420.00 WINTER- 2023
Vendor: 744 PATTY DEWES
2957 Skedda - Annual Court Reservation Fee 592.27 390.00 FRRC-23-2 Reimbursement - ADU Survey Team Posters 202.27 FRRC-23-1 Vendor: 860 STEPFORD
2958 Onsite Field Services - December 6,656.74 2,700.00 2306028 Onsite Field Services - December 1,237.50 2306029Sophos Anti-Virus Software for Desktop & Server 2,691.24 2301137Microsoft Office 365 Plan 28.00 2301086 Vendor: 949 PINPOINT TALENT, LLC
2959 Temp Service, H. Singh 2/13/23 - 2/19/23 1,980.00 1,980.00 5645 Vendor: 951 PETER KATZ
2960 Refund Deposit - Event Date: 10/15/22 1,000.00 1,000.00 PRCH219 Vendor: 952 TOWN OF HILLSBOROUGH
2961 Council of Cities Dinner Meeting, Jeff Aalfs 60.00 60.00 02242023 Vendor: 953 DAVID BAILIS
2962 Deposit Refund, 107 Degas 825.00 456.25 BLDM0008-2021 Deposit Refund, 107 Degas 281.25 PLN_PAR00022021Deposit Refund, 107 Degas 87.50 PLNTREE00602021
.
apapdinv2 hsingh Town of Portola Valley Page 4
09:19 03/02/23 Paid Invoices by Date
From: 03/08/2023 to 03/08/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 954 DAVID TERPENING
2963 Deposit Refund, 56 Granada 600.00 600.00 PLN_PAR00132021 Vendor: 955 GIDEL & KOCAL
2964 Deposit Refund, 150 Portola 1,000.00 1,000.00 BLDC0003-2022 Vendor: 956 NSA WIRELESS
2965 Deposit Refund, Alpine/Westridge Verizon Location 2,627.50 2,627.50 PLN_USE00032017 Vendor: 957 PORTOLA RIDGE INVESTMENTS
2966 Deposit Refund, 118 Mapache 1,000.00 1,000.00 BLDR0035-2022 Vendor: 958 THE ROOFING FRIEND
2967 Deposit Refund, 6 Acorn 1,000.00 1,000.00 BLDR0155-2022 Vendor: 959 THERESA KERWIN
2968 Deposit Refund, 415 Cervantes 1,000.00 1,000.00 BLDR0113-2020 Vendor: 960 NITTANY GRANTWORKS
2969 Grant Research 3,150.00 3,150.00 01302023
Vendor: 961 THOMAS GEISLER
2970 Reimbursement - Postage Stamps 151.20 151.20 FRRS-23-8 Vendor: 962 DOUGLAS LAIRD
2971 Reissue for Ck#54634, Deposit Refund 1315 Westridge 1,000.00 1,000.00 BLDR0090-2019 Check Date Totals 249,302.67
Grand Total 249,302.67
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
March 08, 2023
Claims totaling $249,302.67 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: Laura Russell, Planning & Building Director
DATE: March 8, 2023
RE: Contact Extensions with Urban Planning Partners for Housing Element and Safety Element
RECOMMENDATION
Staff recommends that the Town Council amend two contracts with Urban Planning Partners to assist the Town with updating its Housing Element and Safety Element, and prepare the Initial Study/Mitigated Negative Declaration.
BACKGROUND
On April 28, 2021, Town staff issued a Request for Qualifications (RFQ) to complete the Housing Element Update as required by state law, and included as an optional task, the update to the Safety Element. Town staff identified Urban Planning Partners (UPP) as a qualified firm to complete the tasks.
Housing Element and CEQA
On July 14, 2021 the Town Council approved a contract with UPP for planning services to support the Housing Element Update and prepare the first step of the environmental review under the California Environmental Quality Act (CEQA). At that time, it was too early to estimate the full cost of the CEQA review but it was important to begin the Vehicle Miles Traveled (VMT) analysis because it needed to be completed early in the process. At that time, it was known that a large contract amendment would be needed for the majority of the CEQA work.
On March 23, 2022, Town Council received an update on the Housing Element update process and provided additional direction on next steps. Council considered options for additional resources and expressed support for additional funds, even though they would need to be paid from reserves. An additional $98,222 was authorized for the Housing Element. A portion of that was to cover increased work by UPP while the Town’s Senior Planner was out on maternity leave. At that time, the authorized budget for the CEQA review was $168,210.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Contract Amendments for Housing & Safety Elements March 8, 2023
Safety Element
On August 11, 2021 the Council approved a second contract with UPP for $100,256 to prepare the Town’s Safety Element. At that time, there was a possibility of collaborating with other jurisdictions to save resources. However, the potential to collaborate with other local jurisdictions on the Safety Element Update did not develop at a rate that was useful to the Town. Waiting for the collaborative effort would have resulted in a lack of needed information to support the Housing Element Update process. On February 23, 2022, Town Council authorized an increase of approximately $35,000 (with a contract amendment to follow) for the additional Safety Element work, bringing the total authorized for the Safety Element to $135,256.
DISCUSSION
As the Town Council is aware, the complexity, and length of the Housing Element Update process and associated CEQ review has exceeded all initial estimates. The challenges and number of meetings has far outpaced what was expected. Each time a map, technical analysis, program, or site analysis is revised, that requires additional resources. Each public meetings takes many hours to prepare for. Please see the Table of Meetings and Documents for more detail on the number and scope of meetings that have been held.
The costs associated with this effort are detailed below. The Town Council has provided previous authorizations for much of the work, which is being formalized through the currently proposed contract amendments. The consultant invoices have been paid, based on past authorizations and direction from Town Council. These contract amendments formalize past authorizations and additional requests necessary to support the process.
The Town was awarded three State grants to cover some of the costs of the Housing Element Update process. The total of those three grants is $245,000.
Housing Element Expenses
$117,402 Original contract
$98,222 Authorized on 3-23-22
$215,624 Total Authorized by Council
$13,782 Additional Request
$229,406 Total with this Amendment
CEQA Review Expenses
$168,210 Original Authorization on 3-23-22
$95,041 Additional Request
$263,251 Total with this Amendment
Total contract: $229,406 + $263,251 = $492,657
Safety Element Expenses
Contract Amendments for Housing & Safety Elements March 8, 2023
$100,256 Original contract
$35,000 Authorized on 2-23-22
$135,256 Total Authorized by Council
$22,579 Additional Request
$157,835 Total with this Amendment
FISCAL IMPACT
Staff is exploring any other potential sources of funding to support the Housing and Safety Element to try to reduce spending from reserves. There is complexity in the accounting for the Housing Element and Safety Element because there are several sources of income and expenses that cross over fiscal years. Staff anticipates doing additional analysis and providing an update to Council at an upcoming meeting.
ATTACHMENTS
1. Original Agreement with UPP for preparation of the Housing Element
2. Amendment No. 1 with UPP – Housing Element
3. Original Agreement with UPP for preparation of the Safety Element
4. Amendment No. 1 with UPP – Safety Element
AMENDMENT NO. 1 to AGREEMENT BETWEEN THE
TOWN OF PORTOLA VALLEY AND URBAN PLANNING PARTNERS
This Amendment 1 (“Amendment”) is made as of February ___, 2023, with respect to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and Urban Planning Partners (“Consultant”).
RECITALS
A. The Town and Consultant entered into the Agreement for Housing Element consulting services on July 14, 2021.
B. The Town and Consultant desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, the Town and Consultant do hereby agree as follows:
1. Scope and Level of Services. The nature, scope and level of the specific services to be performed by Consultant are amended to include the following tasks set forth in Exhibit A-1 attached and incorporated.
2. Compensation. The compensation for services identified in Exhibit B of the Agreement is increased to $444,572, plus a 15% contingency of $48,085, for a total not to exceed amount of $492,657 as described in Exhibit B attached and incorporated.
3. Agreement. Other than the amendment set forth herein, no other provisions of the Agreement are amended and all other provisions of the agreement are in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 1 as of the date set forth above.
TOWN OF PORTOLA VALLEY URBAN PLANNING PARTNERS
By: _______________________
Mayor
By: _______________________
Lynette Dias, President
EXHIBIT A-1
(SCOPE AND LEVEL OF SERVICE)
The scope of work will be expanded for the Housing Element to include the following:
• Project Management and Coordination: contract planning support for up to six additional AHHEC meetings (up to six hours each) and weekly standing team meetings with the Town (completed)
• Sites Inventory: additional mapping and analysis for multiple Sites Inventory Scenarios
• Draft Housing Element: additional information gathering for the Needs Section (beyond what was provided in the ABAG data packets)
• Greater level of effort to prepare extensive "Affected Environment" and "Regulatory Setting" sections for each environmental topic • Additional costs for subconsultants to prepare responses to comments • Additional costs for preparing a Response to Comments document and attending additional Planning Commission and Town Council meetings Conducting environmental analysis; preparing of required Initial Study/Mitigated Negative Declaration drafts, response to comments, and Mitigation Monitoring and Reporting Program; and providing Project Management for the environmental review
EXHIBIT B-1
(SCHEDULE OF PERFORMANCE/COMPENSATION)
Portola Valley Housing Element Update Budget Amendment
Service Labor + Direct
Costs
15%
Contingency
Optional Task Total
Housing Element $9 7,395 $14,609 NA $112,004
IS/MND (CEQA) $223,175 $33,476 $6,600 $263,251
Total $320,570 $48,085 $6,660 $375,255
Housing Element
1. Hourly Rate:
Urban Planning Partners
Curtis Banks Project DirectorCarla Violet Project ManagerPlanner/ SupportWord Processing $225 $210 $125 $130
Total
Task 1. Project Management and Coordination
Weekly Team Meetings (24 mtgs/6 mos total) 24 40 8 - $ 14,800 Ad Hoc Committee Prep (6 mtgs) 10 48 12 - $ 13,830
Ad Hoc Committee Meeting Attendance (6 mtgs, 6 hrs) 20 36 - - $ 12,060 TASK 1 SUBTOTAL 54 124 20 - $ 40,690
Task 2. Sites Inventory
Admin Draft Sites Inventory Scenarios 16 24 25 - $ 11,765 Public Review Draft Sites Inventory Scenarios 8 16 12 - $ 6,660 TASK 2 SUBTOTAL 24 40 37 - $ 18,425
Task 3. Draft Housing Element
Admin Draft Housing Element 12 36 24 8 $ 14,300
Public Review Draft Housing Element 8 12 8 4 $ 5,840
HCD Review Draft Housing Element 4 4 - - $ 1,740
TASK 3 SUBTOTAL 24 52 32 12 $ 21,880
Task 4. Final Draft, Final Adoption
Final Draft Housing Element 12 24 12 4 $ 9,760
Final Housing Element 6 18 10 2 $ 6,640
TASK 4 SUBTOTAL 18 42 22 6 $ 16,400
TOTAL LABOR ESTIMATE
hours 120 258 111 18
27,000 54,180 13,875 2,340 $ 97,395
RECOMMENDED CONTINGENCY
15% Contingency - May only be used as authorized by client $ 14,609 TOTAL ESTIMATED FEE WITH CONTINGENCY $ 112,004
California Environmental Quality Act Services Fee Estimate Hourly Rate:
Curtis BanksPrincipal-in-ChargeCarla VioletAssociate PrincipalPlannerWordProcessing/Graphics
URBAN PLANNINGPARTNERS TOTALBASELINEENVIRONMENTAL TOTALFEHR & PEERS TOTAL
ENVIRONMENTAL
COLLABORATIVE TOTALCOGSTONE TOTALTeam TOTAL
$225 $210 $165 $130
Initial Study/ Mitigated Negative Declaration
Task A. Project Initiation
1. Kick-off Meeting 2 2 - - $ 870 $ - $ - $ - $ - $ 870
2. Project Description 2 8 10 6 $ 4,560 $ - $ - $ - $ - $ 4,560 Subtotal for Task A 4 10 10 6 $ 5,430 $ - $ - $ - $ - $ 5,430 Task B. Conduct Environmental Analysis
1. Land Use and Planning 2 4 16 4 $ 4,450 $ - $ - $ - $ - $ 4,450
2. Transportation 6 8 4 6 $ 4,470 $ - $ 35,700 $ - $ - $ 40,170
3. Cultural and Tribal Cultural Resources 1 2 4 1 $ 1,435 $ - $ - $ - $ 17,825 $ 19,260
4. Biological Resources 1 2 2 1 $ 1,105 $ - $ - $ 9,700 $ - $ 10,805
5. Air Quality 1 2 2 1 $ 1,105 $ 7,800 $ - $ - $ - $ 8,905
6. Geology and Soils 2 1 1 4 $ 1,345 $ 3,800 $ - $ - $ - $ 5,145
7. Greenhouse Gas Emissions 2 2 2 1 $ 1,330 $ 6,500 $ - $ - $ - $ 7,830
8. Hydrology and Water Quality 2 2 1 4 $ 1,555 $ 4,600 $ - $ - $ - $ 6,155
9. Hazards and Hazardous Materials 2 2 1 4 $ 1,555 $ 4,500 $ - $ - $ - $ 6,055
10. Noise 2 2 1 1 $ 1,165 $ 7,800 $ - $ - $ - $ 8,965
11. Population/Housing 2 4 6 1 $ 2,410 $ - $ - $ - $ - $ 2,410
12. Public Services/Utilities/Recreation 4 10 24 2 $ 7,220 $ - $ - $ - $ - $ 7,220
13. Wildfire 4 10 8 4 $ 4,840 $ - $ - $ - $ - $ 4,840
14. Aesthetics 4 6 12 6 $ 4,920 $ - $ - $ - $ - $ 4,920
15. Other Topics (Ag, Mineral Resources, Energy) - 2 6 - $ 1,410 $ - $ - $ - $ - $ 1,410
16. Mandatory Findings of Significance 1 1 4 - $ 1,095 $ - $ - $ - $ - $ 1,095 Subtotal for Task B 36 60 94 40 $ 41,410 $ 35,000 $ 35,700 $ 9,700 $ 17,825 $ 139,635 Task C. Prepare Environmental Document and MMRP
1. Administrative Draft Document 8 12 14 10 $ 7,930 - - - - 7,930
2. Screencheck Draft Document 6 10 16 8 $ 7,130 - - - - 7,130
3. Public Review Draft Document 4 8 12 6 $ 5,340 - - - - 5,340
4. Admin Draft Response to Comments 6 8 16 4 $ 6,190 5,000 7,700 - - 18,890
5. Public Review Response to Comments 4 6 12 2 $ 4,400 - - - - 4,400
6. MMRP - 4 6 4 $ 2,350 - - - - 2,350
Subtotal for Task C 28 48 76 34 $ 33,340 $ 5,000 $ 7,700 $ - $ - $ 46,040 Task D. Project Management
1. Project Management 4 8 6 - $ 3,570 - - - - 3,570
2. PC Public Hearing 8 8 - - $ 3,480 - 3,600 - - 7,080
3. TC Public Hearing 8 8 - - $ 3,480 - 3,600 - - 7,080
Subtotal for Task 2D 20 24 6 - 10,530 $ - $ 7,200 $ - $ - $ 17,730 Labor Subtotal Hours 88 142 186 80 - - - -
$ $ 19,800 $ 29,820 $ 30,690 $ 10,400 90,710 $ 40,000 $ 50,600 $ 9,700 $ 17,825 $ 208,835
DIRECT COSTS
1. Printing and Misc. Direct Costs (assumes bulk of documents will be digital) $ 250 $ 250
2. Cultural Records Requests and Mailings $ - $ 2,070 $ 2,070
3. Subconsultant Mark-up (10%) $ 12,020 $ 12,020
Direct Costs Subtotal $ 12,270 $ - $ - $ - $ 2,070 $ 14,340 Total (Labor + Direct Costs) $ $ 102,980 $ 40,000 $ 50,600 $ 9,700 $ 19,895 $ 223,175
CONTINGENCY
15% contingency only to be used if authorized by client $ 33,476
OPTIONAL TASK
1. Re-Run VTA Model and Prepare VMT Estimates (up to 2 more scenarios) $ - $ - $ 6,000 $ - $ - $ 6,000
2. Subconsultant Mark-up (10%) $ 600 $ 600
Total with Optional Task $ $ 103,580 $ 40,000 $ 56,600 $ 9,700 $ 19,895 $ 263,251
AMENDMENT NO. 1 to AGREEMENT BETWEEN THE
TOWN OF PORTOLA VALLEY AND URBAN PLANNING PARTNERS
This Amendment 1 (“Amendment”) is made as of February ___, 2023, with respect to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and Urban Planning Partners (“Consultant”).
RECITALS
A. The Town and Consultant entered into the Agreement for Safety Element consulting services on August 11, 2021.
B. The Town and Consultant desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, the Town and Consultant do hereby agree as follows:
1. Scope and Level of Service. The nature, scope and level of the specific services to be performed by Consultant is amended to include the additional tasks as set forth in Exhibit A-1 attached and incorporated.
2. Compensation. The compensation for services identified in Exhibit B of the Agreement is increased to a total not to exceed amount of $157,835 as set forth in Exhibit B-1 attached and incorporated.
3. Agreement. Other than the amendment set forth herein, no other provisions of the Agreement are amended and all other provisions of the agreement are in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 1 as the of the date set forth above.
TOWN OF PORTOLA VALLEY URBAN PLANNING PARTNERS
By: _______________________
Mayor
By: _______________________
Lynette Dias, President
EXHIBIT A-1
(SCOPE AND LEVEL OF SERVICE)
The additional scope of work for the Safety Element is to include the following:
Expanded Project Management and Coordination: preparation and attendance at up to five Committee Meetings and one community meeting/workshop Preparation of three separate memos for committee review and a FAQ document relating to fire and safety issues
EXHIBIT B-1
(SCHEDULE OF PERFORMANCE/BUDGET)
Portola Valley Safety Element Scope Amendment Estimated Fee Hourly Rate:
Urban Planning Partners Atlas Planning DCR
Team Total
Curtis Banks Project DirectorCarla Violet Project ManagerPlanner/ Support UP Partners Total
Project ManagerAssociate PlannerAssistant Planner
Atlas Planning Total
Zeke Lunder
Deer Creek Resources Total
$225 $210 $110 $180 $125 $95 $200
Task 1. Project Management and Coordination
Team Meetings 8 8 2 $ 3,700 - - $ - $ - $ 3,700
Committee Coordination & Meetings (5) 12 24 2 $ 7,960 40 6 8 $ 8,710 $ - $ 16,670 TASK 1 SUBTOTAL 20 32 4 $ 11,660 40 6 8 $ 8,710 - $ 20,370 Task 2. Administrative Draft Safety Element Review
Develop and review policy content for Safety Element 10 22 8 $ 7,750 18 24 16 $ 7,760 18 $ 3,600 $ 19,110 TASK 2 SUBTOTAL 10 22 8 $ 7,750 18 24 16 $ 7,760 18 $ 3,600 $ 19,110 Task 3. Public Review Draft Safety Element Review
Revise policy content for Safety Element 2 8 4 $ 2,570 14 8 4 $ 3,900 $ - $ 6,470 TASK 3 SUBTOTAL 2 8 4 $ 2,570 14 8 4 $ 3,900 - $ 6,470
Task 4. Cal Fire Coordination/BOF Approval
Coordinate with Cal Fire staff 2 $ 420 6 8 4 $ 2,460 $ - $ 2,880 TASK 4 SUBTOTAL - 2 - $ 420 20 16 4 $ 2,460 - $ 2,880
Task 5. Final Adoption*
Review draft meeting materials and attend two public hearings - - - $ - 8 4 - $ 1,940 $ - $ 1,940 TASK 5 SUBTOTAL - - - $ - 8 4 - $ 1,940 - $ - $ 1,940
TOTAL LABOR ESTIMATE
hours 32 64 16 100 58 32 18
$ 7,200 13,440 1,760 $ 22,400 18,000 7,250 3,040 $ 28,290 3,600 $ 3,600 $ 54,290
DIRECT COSTS
1. Subconsultant Mark-up (10%) $ 3,189 $ 3,189
TOTAL MISCELLANEOUS COSTS $ 3,189 $ - $ - $ 3,189
TOTAL ESTIMATED FEE
$ 25,589 $ 28,290 $ 3,600 $ 57,479
* Hours for Urban Planning Partners included in original contract budge
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Melissa Thurman, Town Clerk
DATE: March 8, 2023
RE: Geological Safety Committee Charter Amendment
RECOMMENDATION
The Geological Safety Committee recommends that the Town Council approve an amendment to their charter to schedule regular meetings on the second Monday of each month at 10:00 a.m.
Staff has confirmed there are no conflicts on the Town calendar for the recommended meeting schedule.
BACKGROUND
During their meeting of February 6, 2023, the Geological Safety Committee voted unanimously to hold regularly scheduled meetings on the second Monday of each month at 10:00 a.m., pending Town Council approval.
FISCAL IMPACT
There is no fiscal impact associated with the proposed charter amendment.
ATTACHMENT
1. Proposed Geological Safety Committee Charter, with Redline Amendment
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
TOWN OF PORTOLA VALLEY
Geological Safety Committee Charter
OBJECTIVES
To advise the Town Council, other Town bodies, and Town staff or officials as needed on geological hazards or matters related thereto.
DUTIES AND FUNCTIONS
1. The Committee shall serve only in an advisory role;
2. To review Town ordinances, policies, plan and procedures related to geological hazards;
3. To review the Town’s Earthquake Preparedness and Education Program in light of geological hazards; and
4. To comment on other matters as requested by Town Council.
RESPONSIBLE TO
Town Council
COORDINATION
Council Liaison
Town Planner
Town Geologist
MEMBERSHIP
The Committee shall consist of seven members, appointed by the Mayor with Council concurrence for one-year terms. Rotating Chair to be selected by the Committee on an annual basis.
MEETINGS
The second Monday of each month at 10:00 a.m.When needed
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Melissa Thurman, Town Clerk
DATE: March 8, 2023
RE: Wildfire Preparedness Committee Charter Amendment
RECOMMENDATION
The Wildfire Preparedness Committee recommends that the Town Council approve an amendment to their charter updating their membership to remove the required liaison from the Emergency Preparedness Committee (EPC), bringing the total membership number to five members: four (4) at-large members and one (1) Conservation Committee liaison.
FISCAL IMPACT
There is no fiscal impact associated with the proposed charter amendment.
ATTACHMENT
1. Proposed Wildfire Preparedness Committee Charter, with Redline Amendment
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
TOWN OF PORTOLA VALLEY
Wildfire Preparedness Committee Charter
MISSION
Given the inherent risk of wildfire in the Town of Portola Valley and evolving character of wildfire related events due to climate change, the Wildfire Preparedness Committee (WPC) shall advise the Town Council on ways to mitigate risks associated with wildfires.
DUTIES AND FUNCTIONS
To provide the Town Council with recommendations regarding the following:
1. Advise on most effective and appropriate vegetation management practices to reduce wildfire danger;
2. Suggest opportunities to harden structures from wildfires, and regulations for future construction;
3. Determine potential sources of funding to implement any risk mitigation programs adopted by the Town Council;
4. Coordinate with the Emergency Preparedness Committee (EPC) to ensure that residents understand what steps to take in the event of a wildfire emergency, which includes assisting the EPC with communications before, during and after such emergencies;
5. Advise on new or more effective ways to coordinate efforts between partner agencies, volunteer groups, and town committees; and
6. Analyze additional options for improving wildfire preparedness as requested by the Town Council or resulting from research.
RESPONSIBLE TO
Town Council
COORDINATION
Staff Liaison – Town Manager and other assigned staff as needed
MEMBERSHIP
The membership of this Committee shall consist of five (5) seven (7) members appointed by the Mayor in concurrence with the Town Council as follows: Five Four (54) members shall be from the public at large, One (1) members shall be from the EPC, and One (1) member shall be from the Conservation Committee.
As deemed necessary by the WPC, a technical advisory committee made up of experts from Town partners, agencies, and issue-area specialists may be created to advance WPC goals and priorities.
Town of Portola Valley – Wildfire Preparedness Committee Charter
Last Amended by Town Council: 01/25/2023
SUBCOMMITTEE STRUCTURE
At its discretion, the WPC may establish any number of subcommittees as deemed necessary to execute its mission. Subcommittees may only be established or dissolved through a majority vote of WPC members who are in good standing.
MEETINGS
The fourth Thursday of each month at 7:00 p.m.
REPORTS
The Committee will collaborate with their Council liaison and staff liaison to determine how frequently it will make reports to the Town Council
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Melissa Thurman, Town Clerk
DATE: March 8, 2023
RE: Open Space Committee Charter Amendment
RECOMMENDATION
The Open Space Committee recommends that the Town Council approve an amendment to their charter updating their charter with numerous edits in all sections.
FISCAL IMPACT
There is no fiscal impact associated with the proposed charter amendment.
ATTACHMENT
1. Proposed Open Space Committee Charter, with Redline Amendment
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
TOWN OF PORTOLA VALLEY
Open Space Committee Charter
OBJECTIVES
1. Support preservation of the Town’s rural environment by advising the Town Council on all open space matters including analyzing mechanisms for financing and acquiring open space in the Town’s locality, developing communications to foster public awareness, education, and financial support for land conservation, and serving as a liaison with local and regional open space organizations whose activities are relevant to the Town’s land conservation goals.
1. Support, protect, and connect the community with the Town’s open spaces and rural environment, by advising the Town Council on open space matters.
2. Coordinate with and assist other Town committees, regional agencies, and organizations on matters related to conservation, land use, recreation, and environmental issues.
3. Develop community awareness of open space opportunities and provide a yearly source of open space funding through community evens sponsored by open space events subcommittee.
DUTIES AND FUNCTIONS
1. Advise the Town Council on open space acquisition, open space maintenance, and related matters;land acquisitions, conservation easements, and the enhancement and maintenance of open space;
2. Provide analysis to the Town Council of mechanisms for the funding and acquisition of open space and assist the Town in the evaluation of financing options when specific parcels or easements have been identified for acquisitionfinancial oversight for the Open Space Fund and identify sources to sustain and grow our capacity for nimble acquisition and long-term protection of open space;
3. Monitor local properties, and communicate with local and regional conservation agencies and organizations whose activities are relevant to the Town’s open space goalsFoster mutual awareness, education, and financial support for land conservation, wildlife corridors, and conservation easements in Portola Valley;
4. Develop communications materials to foster public awareness, education, and financial support for land conservation within the TownCollaborate with other Town committees and local and regional agencies, organizations, and land owners on issues common to the Town’s open space conservation and land use goals;
5. Make recommendations to the Town Council on public financing issues for open space acquisitions, and funding for the Town’s Open Space Fund; Formatted: Indent: Left: 0.25", No bullets or
numbering
Town of Portola Valley – Open Space Committee Charter
Last Amended by Town Council: 01/25/2023
6. Participate in the review of the General Plan, the Open Space Element, and land use ordinances relevant to open space preservation and advise the Town Council on implementing policies and goals of the General Plan, the Open Space Element, and land use ordinances that reflect the values of our community and ecosystem;
7. Provide a yearly source of funding for the Open Space Fund by sponsoring community fund raising events sponsored by the Open Space Events Subcommittee of the Open Space Committee.
RESPONSIBLE TO
Town Council
COORDINATION AND LIAISON
Town Public Works
Town Planner
Town Attorney
Finance Committee
Conservation Committee
Parks and Recreation Committee
Trails and Paths Committee
Finance Committee
Local and Regional Open Space Agencies and Organizations Parks and Recreation Committee
MEMBERSHIP
The Committee shall consist of a maximum of 7 regular voting members appointed by the Mayor with Council concurrence, and advisory members as determined appropriate by the Council appointed by the Mayor with Council concurrence. The members serve one-year terms.
The Open Space Events Subcommittee shall consist of 10 members appointed by the Mayor with the concurrence of the Town Council.The Committee may form subcommittees from time to time to explore or address issues for further consideration by the Committee. The Subcommittee members serve one-yearterms.
MEETINGS
Meetings of the Open Space Committee and the Open Space Events Subcommittee may be held separately and as needed. Will be scheduled regularly, initially every other month. Meetings may be cancelled or additional meetings may be added as needed.
Committee Meetings meetings (not including subcommittee meetings) will be noticed, public, meetings and presided over by a chairperson elected by the members of the Committee (or Subcommittee), and the proceedings shall be recorded by a secretary selected by the members. One member of the Subcommittee shall be selected to serve as liaison to the Open Space Committee.
Formatted: Indent: First line: 0.5"
________________________________________________________________________ Founders’ Award for Lifetime Contributions to the Town of Portola Valley Portola Valley’s Founder’s Award for Lifetime Contributions recognizes the cumulative civic engagement and leadership of longstanding volunteers in the Town of Portola Valley.
Nominee: Sue Crane
Nominator: Nancy Lund
Recommenders: Onnolee Trapp, John Richards and Chrisi Fleming Date: March 8th 2023
Qualifications: Sue Crane represents the character of the quintessential Portola Valley volunteer in terms of dedication and commitment to town values, vision, and civility and has done so throughout her decades of volunteerism in Portola Valley.
Service to Town
• 1979: General Plan Review Committee
• 1980-1982: Planning Commission
• 1982-1990: Town Council, Mayor 1985 and 1989
Service to Community Organizations
• 1964-1973: Volunteer Pottery Teacher in PV Schools
• 1977-1982: Chair of Town Center Committee that planned for purchasing Portola Valley School and converting it into Town Center • 1990-2001: POST, Secretary to the Board of Directors
• 2010-2021: Friends of the Library, President 2015-2018 • 2011: Committee that planned a grand sesquicentennial celebration for the school district which brought some 700 people to Town Center. • 2014: 50th Anniversary of Incorporation Committee
• 2014-2023: Sequoias Residents’ Advisory Board, sub-committees and liaison to the Town
Attachments: Nomination Letter from Nancy Lund
Letter of Recommendation from Onnolee Trapp
Letter of Recommendation from John Richards
Letter of Recommendation from Chrisi Fleming
FOUNDERS’AWARD
NOMINATION FORM
APPENDIX
Award Criteria:
• Twenty years or more of distinguished service to the Town including on a committee, a commission and/or on the Town Council, as well as within other Town working groups, or within other Portola Valley local organizations (i.e. Portola Valley School District, Midpeninsula Regional Open Space, Friends of the Library, The Sequoias, etc.). • Represent the character of the quintessential Portola Valley volunteer in terms of dedication and commitment to town values, vision, and civility.
• Continued and significant contributions across a broad range that have benefitted the Town of Portola Valley and its community in both formal and informal ways. • Has not served on the Town Council for at least 5 years. • May be awarded posthumously.
Nominating and Award Selection Process:
• Nomination can occur at any time on an ad hoc basis (vs. annually) • Nomination must include a nomination letter, the resume of the nominee (or list of contributions), and a minimum of 3 supporting letters of recommendation, sent to the Town Manager.
• Nominees to be evaluated and recommended by a standing subcommittee of the Council. • Nomination process will be confidential; however, nominees will be notified once nominated.
The nominee would confirm their willingness to be nominated for consideration by the entire Town Council.
• Recipients will be acknowledged at a Council meeting with a plaque, as well as having their name listed on a plaque at Town Center (location TBD).
• Limit of up to 4 award recipients per year.
I am pleased to nominate Sue Crane for one of the first Founders’ Awards for Community Service. She came to Portola Valley in 1964, raised three boys, was a co-founder of Ridge Winery, and still had time for an amazing amount of community services for many causes.
The highlights of this service began with appointment to the Planning Commission in 1980. She was the biggest vote getter in the election for Town Council in 1982 and served in that role for eight years. She was Mayor in 1985 and 1989. Following is a list of other roles she’s played.
1964-1973: Volunteer Pottery Teacher in PV Schools
1977-1982: Chair of Town Center Committee that planned for purchasing Portola Valley School and converting it into Town Center
1979: General Plan Review Committee
1990-2001: POST, Secretary to the Board of Directors
2010-2021: Friends of the Library, President 2015-2018
2011: Committee that planned a grand sesquicentennial celebration for the school district which brought some 700 people to Town Center.
2014: 50th anniversary of incorporation committee that brought hundreds of people to town center. She was a member of the panel of 7 people each with long experience who reviewed the town’s history from their personal perspectives.
2014-2023: Sequoias Residents’ Advisory Board, various sub-committees and liaison to the Town
Although few in town are aware of the impressive role Sue has played through six decades, she has made this town and its residents a better place and continues to set an example for all of us.
Nancy Lund, Town Historian
From: Chrisi Fleming
Date: February 8, 2023 at 6:26:57 AM PST
To: Tor/Nancy Lund
Subject: Sue's Nomination
I second the nomination for Sue Crane to receive the
Founders' Award for Community Service.
I do know that Sue has been majorly involved in the
community in so many ways as is illustrated in Nancy Lund's nomination. She is such a good friend, and I admire her tremendously. I know that she is strong in character and commitment to anything she gets involved in. At 90 she
recently completed a book about the founding of Ridge
Winery. She stays up on everything that is going on in the community and helps keep her fellow residents at the
Sequoias in the know.
She is truly deserving of the award. This has definitely been a long run of service for the past sixty years. I am proud to support her nomination.
Chrisi Fleming
8 February 2023
Jeremy Dennis, Town Manager
Town of Portola Valley
765 Portola Road
Portola Valley, Ca 94028
Dear Mr. Dennis,
I am writing in support of the nomination of Sue Crane to receive Portola Valley’s first Founders’ Award for Community Service. I have known Sue for many years, and have always admired her enthusiastic and contagious town activism.
She not only has an outstanding record of active service to the town, but she also has been instrumental in encouraging many others, myself included, to participate in this important democratic act. Sue approaches our town challenges with clear sighted determination and optimism. Her contributions to the ongoing success of the community deserve wide recognition.
Yours sincerely,
John Richards
Resident, 1954-72, 1985-present
ASCC, 1985-1993
Planning Commission, 1994-1997
Town Council, 2009-2022
Mayor, 2013, 2018
178 CORTE MADERA RD., PORTOLA VALLEY, CA 94028
Nomination of Sue Crane
for
Founder’s Award for Lifetime Contributions
Grace, courage, kindness, initiative, dependability and generosity are only a few of the characteristics that qualify Sue Crane’s nomination for this newly established award.
Sue has lived at The Sequoias for nearly nine years, but even before that, she became part of our community when she joined our weekly square-dancing group, bringing her young granddaughter, Rachel, to dance with us. After moving into her centrally located apartment, she quickly became an integral member of several campus groups. It was not long before she was appointed by the Resident Board of Directors to be the Sequoias liaison to the Town. Her relationship with Town Manager Jeremy Dennis kept Sequoias residents up to date about important issues in the town, and established a closer relationship with the Town for Sequoias.
She became a member of the Sequoias Resident Board of Directors when the death of a board member left a vacancy in 2020; she is now completing the remainder of that term.
Inclusiveness has been important to Sue, and was recently exemplified when she and Rachel lighted the Menorah at the Town Center. That public occasion was paralleled at The Sequoias when Sue and others conducted a Hanukkah ceremony, lighting a room-size Menorah. The Lounge was filled by residents for that experience.
Always politically active and aware, Sue has campaigned for Town Council candidates who she believes will work as diligently as she has, to uphold Town values and long-term goals. She also served on regional boards, such as ABAG, when she was on Town Council. She understands the importance of thinking and working regionally while also working locally, a critical balance for those entrusted to serve the Town.
Sue’s long-time involvements with Friends of the Library and the school district are legendary for the commitment that she provided that enabled both organizations to better serve adult and child residents of Portola Valley. There is no other person who has contributed as much time and talent to the Town of Portola Valley.
Onolee Trapp
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
Corie Stocker, Interim Assistant Town Manager
DATE: March 8, 2022
RE: FY 2023-24 Council Priority Study Session 2 – Adoption of Priorities
RECOMMENDATION
Staff recommends that the Town Council adopt Priorities for FY 2023-24 in this second of two study sessions.
BACKGROUND
On an annual basis, the Town Council adopts “Council Priorities” that are utilized to develop the annual budget and drive Town projects. Council Priorities set the foundation for the Council’s major initiatives in the upcoming fiscal year, are the basis for major projects to support the initiatives, and are a tool that residents can use to understand the Council’s focus and track progress on meeting those goals.
On January 25, 2023, the Town Council held a workshop with the Town’s Commissions and Committees, to hear their recommended projects and initiatives for the coming fiscal year (Attachments 1 and 2). On February 9, the Council held its first study session (Attachments 3 and 4).
DISCUSSION
Draft FY 2023-24 Council Priorities
Staff is recommending, based on Council and resident input at the January 25 and February 8 meetings, that the Town Council adopt the Draft Fiscal Year 2022-23 Council Priorities (Attachment 5).
The Town Council has discussed Priorities which inspired staff to create Focus Areas. A Focus Area is a specific discipline thatfalls under the broader Town Council Priority umbrella,
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
and will help staff select projects that best fit within that area. The drafted Council Priorities, Focus Areas and example potential projects are as follows1.
Priority 1: Safety:
Focus Area: Emergency Preparedness
Project: Completion and Implementation of the Safety Element Project: Continue to train staff on Veoci Software
Project: Further collaborate with local jurisdictions on Evacuation Planning efforts Focus Area: Public Safety
Project: Renegotiate the San Mateo County Sheriff’s Office Contract Focus Area: Community Preparedness and Awareness
Project: Support Neighborhood Watch efforts
Project: Provide Community preparedness information on the website Priority 2: A Sustainable and Resilient Town
Focus Area: Continue to Lead in Sustainability
Project: Finalize and implement Climate Action Plan (CAP) Project: Microgrid for Town Center Campus
Focus Area: Land Use/General Plan Update
Project: Update General Plan
Project: Implement Housing Element
Focus Area: Town Center Master Planning
Project: Engage Community in long-term Town Center Master Planning Focus Area: Community Engagement
Project: Implement Committee Operations Recommendations Priority 3: Fiscal Responsibility and Effective, Accountable Governance Focus Area: Revenue Enhancement
Project: Research methods to increase revenue
Focus Area: Timely Fiscal Reporting
1 The project list is not intended to be exhaustive; staff will incorporate Committee projects into the Priority model, new ideas will be developed to support Priorities over the course of FY 2023-24, and existing projects may later be deemed unnecessary to support Priorities
Project: Reinstate quarterly budget reporting
Focus Area: Operational Efficiencies
Project: Transition and Improve Council Priorities Visuals and access to website Focus Area: Transparency
Project: Focus on updating and implementing OpenGov Transparency tools within our budgeting process and other financial information
Project: Introduce updated Energov software for community visibility and use.
FISCAL IMPACT
There is no fiscal impact associated with acceptance of this report and holding a study session on this topic. There will be substantial resource allocations made because of the completion of the Council Priorities.
ATTACHMENTS
1. January 25 Commission/Committee Workshop staff report
2. January 25 Council Meeting Minutes
3. February 8 Council Priorities Study Session 1 Staff Report
4. February 8 Council Draft Meeting Minutes
5. Draft FY 2023-24 Council Priorities Visual
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
Melvin Gaines, Assistant Town Manager
DATE: January 26, 2023
RE: Annual Council/Committee and Commission Workshop
RECOMMENDATION
Staff recommends that the Town Council and attending Commission and Committee members discuss potential priorities and council/committee communications
DISCUSSION
In this second annual Workshop, the Town Council has invited the Town’s Commissions and Committees to provide a venue for a broad discussion on potential projects and initiatives for the next fiscal year. This meeting is also an opportunity to discuss how Council creates its fiscal year priorities, the role of the Council Liaison, and how the Council reviews Committee recommendations. This workshop is intended to be informal and interactive, and will inform the Council’s priority setting process, to begin at the February 8, 2023 Council meeting, and the subsequent FY 2023-24 budget.
Below is the agenda for the workshop. Note that each committee will present their materials at the meeting; some committees prefer to make an oral presentation, or will have a power point. The Wildfire Preparedness Committee provided their materials in advance of publication of this report (Attachment 1).
Council/Commission/Committee Workshop
1. Intros
2. Why have a workshop?
3. Description of Council Priority process
4. Sharing of FY 2022-23 potential priorities (high level information sharing and discussion)
a. Committees
b. Commissions
c. Council
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
5. Next steps
a. Council Priority Setting – February and March sessions b. Council Priority Setting – finalized March/April
c. Committee 2022 annual reports – April/May
d. Council Priorities shared with Committees
e. Draft FY 2023-24 Budget - May
6. Adjourn workshop
ATTACHMENT
1. WPC materials
TOWN of PORTOLA VALLEY Town Hall: 765 Portola Road, Portola Valley, CA 94028 ~ Tel: (650) 851-1700 Fax: (650) 851-4677 Town Council Meeting Summary – January 25, 2023
1. The Town Council took the following actions at their January 25 meeting:
• Held a budget study session with the Town’s Committees; chairs shared their committees’ thoughts on items to include as part of the FY 2023-24 budget and Council Priorities. Details from their discussions will be included in the FY 2023-24 Council Priorities study session (one of two) on February 8
• Discussed next steps on the remaining steps on the adopting of the Town’s Draft Housing Element.
The Council provided direction to staff that zoning updates to support the draft element may be bifurcated from the adoption of the plan and associated general plan conformity work. Additional direction included that staff should continue to work diligently to complete this work as quickly as possible and complete work in approximately the next sixty days (work must be completed no later than 120 days after the January 31 deadline to not trigger additional penalties). If special meetings are necessary, staff will provide a timeline to accommodate them • Accepted the FY 19-20 audit. The FY 20-21 and 21-22 audits are expected to be completed before staff presents the FY 2023-24 draft budget
• Created a council subcommittee of Vice Mayor Wernikoff and Councilmember Taylor to undertake a thorough review of the Handbook with the objectives of: 1) assuring the Handbook fully supports current needs of the Town’s volunteers, and volunteer bodies, including the Council, Town commissions and Town committees, and staff; 2) clarifying/refining, modernizing, and augmenting policies and procedures as appropriate; and 3) identifying opportunities for improved operational efficiency. The review will require input and guidance from the Town attorney, and other staff, as well as input from commission and committee volunteers. The goal of the subcommittee is to return to Council with proposed updates to the Handbook for discussion and consideration by the Council. • Created an ad hoc subcommittee of Vice Mayor Wernikoff and Councilmember Hasko to work on the establishment of a lifetime contributions award that would recognize the cumulative civic engagement and leadership of longstanding volunteers in the Town of Portola Valley to be awarded based on a nominating process and clear criteria for recipients • Created an ad hoc subcommittee of Councilmembers Hufty and Taylor to create a Code of Ethics for the Town Council, Commissions/Committee members, and staff • Support a General Plan Discussion Group that will utilize Town resources to provide educational opportunities and increase awareness and inclusiveness for residents to learn more about the General Plan
• Appointed Terry Hicks to the Historic Resources Committee – congratulations Terry! • Appointed Betsy Morgenthaler to the Open Space Acquisition Advisory Committee – congratulations Betsy!
• Approved changes to the charter for the Wildfire Preparedness Committee amending its meeting time to the 4th Thursday of each month (still at 7:00 P.M.) • Authorized the Mayor to enter into a contract with LandEcon Group for the preparation of a fiscal impact analysis and report for the Stanford “Wedge” housing project, and approve a budget for the analysis in the amount of $33,750 (paid by the applicant)
• Tabled charter changes to the Open Space Acquisition Advisory Committee until a later date. • Tabled a colleagues memo to February 8 to discuss a proposed Process for Implementation of Sunrise Provision of Housing Element
2. Future Council meetings will include the following agenda items (schedule is subject to change):
• February
o Draft Housing Element Discussions
o Quarter Two update on FY 2022-23 Town Council Priorities o FY 2023-24 Council Priority Discussion (one of two discussions) o Mid-Year Budget Report
o Study session with Town Lobbyist
o State updates with Senator Josh Becker
o County updates with new County Supervisor Ray Mueller • March
o Draft Housing Element Adoption
o FY 2023-24 Council Priority Discussion (second of two discussions) o ADU Survey Results
• Future meetings
o Housing Element Adoption
o Fire Code Ratification
o Climate Action Plan
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeremy Dennis, Town Manager
Corie Stocker, Interim Assistant Town Manager
DATE: February 8, 2023
RE: Council Priority Study Session (FY 2022-23 Council Priority Update and FY 2023-24 Council Priorities Development Discussion)
RECOMMENDATION
Staff recommends that the Town Council hold their first of two study sessions on the FY 2023-24 Council Priorities, and review progress on the FY 2022-23 Council Priorities by accepting the 2nd Quarter report.
BACKGROUND
Since Fiscal Year 2015-16, the Town Council has undertaken a priority-setting process that consists of the Council identifying high-level Town priorities with specific efforts that support those priorities over the fiscal year. This selection of top priorities has been an effective way of directing resources, aligning staff efforts, and communicating clearly about the Town’s areas of focus. Council priorities guide the Town’s budget development and Town Council’s appropriation of budget resources.
Council priorities, as informed by committee and commission input, form the basis for the development of the annual budget. Council priorities are typically distinct from the actions, projects and/or programs that support the implementation of Council priorities. Actions, projects, and/or programs may change over the course of the fiscal year as new ways are found to support the council priority; any significant additions or deletions from that list mustbe agreed to by the Town Council.
Fiscal Year 2023-24 Budget Process
As with previous years, the formal kickoff of the annual budget process begins with a workshop between the Town Council and committees/commissions. This year’s workshop was held on January 25, 2023. This February 8, 2023, Council Priority Study Session is the second step in the Town’s annual budget process.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
The planned Fiscal Year 2023-24 budget process includes the following public meetings:
• January 25, 2023, Annual Council/Committee and Commission Workshop • February 8, 2023, Fiscal Year 2023-24 Council Priority Study Session One • March 8, 2023, Fiscal Year 2023-24 Council Priority Study Session Two • May 10, 2023, Not for Profit Agency Funding Requests
• June 14, 2023, Proposed Fiscal Year 2023-24 Budget Hearing • June 28, 2023, Fiscal Year 2023-24 Budget Adoption
DISCUSSION
1. Fiscal Year 2022-23 Council Priorities Update – Quarter Two In March 2022, the Town Council adopted five Fiscal Year 2022-23 Council Priorities:
• 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 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 was provided to the Town Council November 9, 2022.
This report covers the quarter two (July 1, 2022 through December 31, 2022) update on the Council Priorities (Attachment 1). 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.
Table 1: Summary of
Project Status
Count
Projects Completed 3
Projects in Progress 28
Projects Not Started 3
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. Received comments from 3
committees.
• Home Hardening/Defensible Space Code Updates:
Adopted.
• 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: Planning Commission review of Safety
Element.
• Adopt the updated Fire Codes: Fire code updates
expected.
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.
• 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 or contract employees
to fill these positions.
• 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: Green building
ordinance adopted.
• Adoption of Sustainability Committee
Recommendations: Monthly Sustainability Public
Service Announcements, building electrification
ordinance recommendations, drought preparation
activities.
In April, staff will present the 3rd Quarter Council Priority Update report. If the Town Council wishes to alter the current years’ priorities, refocus staff/committees on different projects or actions that support the current council priorities, or make any other changes, this study session is an appropriate time to have that discussion
2. Council Discussion of Potential Fiscal Year 2023-24 Priorities Staff recommends a robust Council discussion on potential priorities for the coming fiscal year. With the election of three new councilmembers, staff recommends that the Council hold
their discussion without additional staff-generated ideas at this time. Should the Council wish to hear from staff on other potential priorities and projects, staff can bring them to the March 8 council meeting.
Annual Council and Committee/Commission Workshop
At the January 25, 2023 Town Council meeting, committee/commission representatives shared their ideas for FY 2023-24 activities and budget needs. Of the Town’s nineteen committees/commissions, nine participated in the meeting, collectively making $56,250 in budget requests. Committee/Commission proposed activities and budget requests are summarized in Table 1, below.
BPTS, Conservation and Emergency Preparedness Committees will share additional ideas before the final Council Priority study session on March 8. Staff will also reach out the Cultural Arts Committee
Table 1: Committee/Commission Proposed Activities and Budget Requests Committee/Commission Proposed Activities Budget Request Emergency Preparedness
Committee
Will finalize discussion of committee priorities
on February 2; Evacuation study support (in
conjunction with WFPD, Sheriff’s Office and
County Department of Emergency
Management; communication infrastructure to
support CERT integration; Safety Element
support; mailings to all residents with
emergency/Zonehaven information
No specific
request,
anticipated
between $10-
$15,000
Geologic Safety
Committee
Continue review of Safety Element; will finalize
discussion of committee priorities in early
February; mapping historical fault structures;
utility resiliency;
Under $5,000
suggested
Historic Resources Scanning and uploading archive materials No specific request
Nature and Science
Committee
Host four events: 1) Star Party, 2) Soil
Health/Compost Day (and considering other
events)
$2,500
Open Space Acquisition
Advisory Committee
Community engagement on open space and
defining current protections; outreach and
communications (signage for current open
space); determining maintenance of open
space with available funds
No specific
request
Parks and Recreation
Committee
Pickleball support (new nets and storage);
reviewing court usage; new scheduling system
for All Sports Court; long-term dog park location;
game/teen night at Town Center
No specific
request
Sustainability Committee
Continued review of the Safety Element;
Increased education and outreach; working on
smart water meter implementation; loaner
devices for checking out of library; Climate
Approximately
$10,000
Next Steps
Town staff will evaluate the workload impacts and resource needs of proposed priority efforts and recommend Fiscal Year 2023-24 Council Priorities and priority efforts at the March 23, 2023 Council Priority Study Session Two based on this study session.
FISCAL IMPACT
There is no fiscal impact associated with acceptance of this report and holding a study session on this topic. Staff will submit budget appropriation requests to the Town Council for approved priority efforts at the June 8, 2023 Town Council meeting when the proposed Fiscal Year 2023-24 budget hearing will be held.
ATTACHMENTS
1. FY 2022-23 2nd Quarter Council Priorities Update
2. Wildfire Preparedness Committee funding sheet
Action Plan; water efficiency landscape
ordinance update
Trails and Paths
Committee
New Trail map and reviewing easements to
support general trail use and Safe Routes for
Schools; working with Public Works on annual
trails improvements (including Safe Routes for
Schools)
No specific
request
Wildfire Preparedness
Committee
Wildfire Preparedness Fair support; Firewise
Community support; grant writer support; 10
year fire mitigation planning
See Attachment
2
TOWN of PORTOLA VALLEY
Town Hall: 765 Portola Road, Portola Valley, CA 94028 ~ Tel: (650) 851-1700 Fax: (650) 851-4677 Town Council Meeting Summary – February 8, 2023
1. The Town Council took the following actions at their February 8th meeting:
• Discussed a Colleagues Memo from Councilmembers Hasko and Taylor entitled “Proposed Process for Implementation of Sunrise Provision of Housing Element”. The Council authorized Councilmembers Hasko and Taylor to refine the provision with additional detail to be reviewed by the Council. Under this item, the Council also reviewed the current timeline to adopt the Housing Element by the end of March, with two meetings of the Planning Commission on February 15 (mitigated negative declaration response to comments and Fire Marshal comments) and March 1 (formal recommendation to Town Council), and at least two Council meeting on March 22 (review full scope of work) and March 29 (continued discussion of all Housing Element-related items). The Council also agreed that March 15 should be available for a meeting as necessary The Council agreed to remove the inclusionary housing fund work from this particular process; work on the fund is currently slated to be completed by the end of this fiscal year. The Council created a subcommittee of Councilmembers Hasko and Hufty to oversee the development of the fund’s policies
• Approval of the Whites’ request for waiver of planning fees in the amount of $186,890.37 to support the Willow Commons Supportive Housing project to be supported by the General Fund. Vice Mayor Wernikoff and Councilmember Hasko were recused from the discussion • Held the first of two study sessions on the FY 2023-24 Council Priorities, and reviewed progress on the FY 2022-23 Council Priorities by accepting the 2nd Quarter report. The Council agreed to a framework that would include priorities such as safety, fiscal responsibility and effective governance, revenue enhancement, land use and planning, ensuring a relationship to the Town’s General Plan.
The Council also discussed multi-year strategic planning efforts around staffing, revenue and campus planning
• Added $25,000 to the Jarvis Fay LLP Legal Services Agreement for legal advice on the California Environmental Quality Act (CEQA) issues related to the Housing Element Update and associated documents
• Appointed Ivy Margolis to the Cultural Arts Committee. Congratulations Ivy! • Appointed Linda Millard to the Nature and Science Committee. Congratulations Linda! • Appointed Randy True to the Emergency Preparedness Committee. Congratulations Randy! • Appointed Robert Wrucke to the Geologic Safety Committee. Congratulations Robert! • Appointment of Maryann Berkowitz to the Parks and Recreation Committee was continued to a future meeting
2. Items mentioned during the Council Liaison/Town Manager reports (note that Councilmembers are providing written materials for their liaison reports in the packet):
• The Town is working with the Sheriff’s Office to schedule a public safety towards the end of February.
Stay tuned for details!
3. Future Council meetings will include the following agenda items (schedule is subject to change):
• February
o Draft Housing Element Discussions
o Mid-Year Budget Report
o Study session with Town Lobbyist
o State updates with Senator Josh Becker
o County updates with new County Supervisor Ray Mueller • March
o Draft Housing Element Adoption
o FY 2023-24 Council Priority Adoption (second of two discussions) o ADU Survey Results
• Future meetings
o Housing Element Adoption
o Fire Code Ratification
o Climate Action Plan
o Annual Housing Element Update (for the 2015-2023, or 5th, Cycle) o Annual Report for the Farmers Market
o Updates on Evacuation Planning Efforts
o State updates with Assemblyman Mark Berman
o 2022 Annual Reports from Committees
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A Sustainable &
Resilient Town Safety
Fiscal Responsibility
and Effective,
Accountable
Governance
Town of Portola Valley Council Priorities FY 2023-2024
Revenue Enhancement
Timely Fiscal Reporting
Operational Efficiencies
Transparency
Long Term Planning
Continue to Lead in
Sustainability
Land Use/General Plan
Update
Town Center Master
Planning
Community Engagement
Emergency Preparedness
Public Safety
Public Preparedness and
Awareness
The Town of Portola Valley is committed to being a leader in demonstrating the importance of Diversity, Equity, and Inclusion in all Town initiatives. The General Plan supports and informs development and implementation of the Council Priorities.
While change may be required, ensuring that any
change in the community is balanced, tempered,
and minimized by thoughtful analysis and
programming to continue to protect the best of
Portola Valley.
The Town plans to focus on minimizing and
mitigating safety risks while maximizing resident
and visitor safety to support an aware and
prepared community.
The Town Council’s commitment to accountability
and transparency continues with this priority,
ensuring long term fiscal health, information
availability and accountability of government.