Agenda packet — Portola Valley City Council, April 26, 2023

TOWN OF PORTOLA VALLEY
Meeting of the Town Council
Wednesday, April 26 2023
7:00 P.M.

Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember

VIRTUAL PARTICIPATION VIA ZOOM
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MEETING AGENDA
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, technology permitting, 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. Remote participation is provided as a supplemental way to provide public comment, but this method does not always work. The public is encouraged to attend in person to ensure full participation.

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.

To access the meeting by computer:
https://us06web.zoom.us/j/81454873185?pwd=Rnpya093M0tVY0prZnNTRUxWZTFtQT09 Webinar ID:

1. CALL TO ORDER

2. 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

3. PUBLIC HEARING
a. Hold a Public Hearing on the Annual Fee update
i. Adoption of a Resolution Approving a Revised Fee Schedule for the Town of Portola Valley’s Administrative, Building, Public Works/Engineering and Planning Departments

4. CONSENT AGENDA
a. Approval of Minutes – Action Minutes for April 12, 2023 b. Approval of Warrant List – April 26, 2023
c. Recommendation by Public Works Director – Annual Street Resurfacing Project FY 2023/2024 – Westridge Drive Rehabilitation Project No. 2023-PW01 i. Adoption of a Resolution of the Town Council of the Town of Portola Valley Approving Plans and Specifications and Calling for Bids for the Westridge Drive Rehabilitation Project No. 2023-PW01

5. REGULAR AGENDA
a. Discuss and Approve Annual CPI and Salary Schedule
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814 5487 3185
Town of Portola Valley – Council Agenda
April 26, 2023

Page 2 of 2 ends

i. Adoption of Resolution Of The Town Council Of The Town Of Portola Valley Modifying The Salary Schedule For Fiscal Year 2023-24

6. STUDY SESSION
a. Discuss and Hold Study Session on the Sheriff Contract

7. 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.

8. TOWN MANAGER REPORT
There are no written materials and the Town Council does not take action under this agenda item

9. ADJOURNMENT
The next Regular Town Council meeting will be held on May 10, 2023 at 7:00 p.m. ******************************************************************************************************************* Land Acknowledgement:

RECOMMENDATION
Staff recommends that the Town Council hold a public hearing to review proposed fee changes and adopt a resolution revising the Town’s Master Fee Schedule to adjust all fees for Consumer Price Index (CPI) increases.

BACKGROUND
In 2014, the Town Council authorized the annual increase of the fees included in the Master Fee Schedule to be adjusted annually on July 1 by the percentage increase or decrease in the CPI. Fees were not adjusted for CPI between 2015 and 2018. Since then, the Council has been adjusting the fees by CPI on an annual basis.

Typically, fees are increased by the CPI-U for the San Francisco-Oakland-Hayward area using the February 12 month index. For fiscal year 2022-23 the CPI calculation was adjusted to 5.2% per the U.S. Bureau of Labor and Statistics.

DISCUSSION
CPI Increase
This year, the February 12-month index is 5.3%. The CPI adjustment has been applied across all fees listed in the fee schedule with the exception of recreation classes (instructor/Town split). Additionally, the following adjustments were made:

1. The CPI increase was also applied to the Planning hourly fee bringing this rate from $221 to $233 per hour.

2. Increase to the Town Attorney’s planning entitlements/applicant deposit hourly rate from $325 to $375

3. The CPI increase was applied to facility rentals including the Community Hall/Kitchen, Activity Rooms, and fields as maintenance costs of these facilities continue to increase.

TOWN OF PORTOLA VALLEY

STAFF REPORT

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Page 2 ends

Revised Fee Schedule April 26, 2023

4. Additional language was included at the end of each department fee section for clarity as it relates to Supplemental Services, Deposit Accounts, and Calculating Hourly Rates for Staff, and Planning Entitlements.

Staff believes that this year’s increase is reasonable and appropriate and will ensure that the Town’s fees accommodate inflationary impacts.

The fee schedule will be implemented July 1, 2023.

Additional Fees for Review
Staff is performing in-house nexus studies for two additional fees:
• General Plan Maintenance Fee
• Technology Fee
Both fees will be based on a percentage of the total cost of the project.

One final fee under development is a construction impact fee that would support additional code enforcement at construction sites, road repair on streets affected by construction, and garbage collection along the Town’s right of way.

These fees have been previewed by the Town Council and are expected to be incorporated in the future final budget for FY 2023-24.

FISCAL IMPACT
By approving the attached resolution to revise the Fee Schedule, the Town will recover appropriate funds for the services they provide. Fees will be increased by 5.3%, with a modest fund recovery for all departments.

ATTACHMENTS

1. Resolution

2. Exhibit A – Revised Fee Schedule
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RESOLUTION NO. -2023

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF

PORTOLA VALLEY APPROVING A REVISED FEE SCHEDULE

FOR ITS ADMINISTRATIVE, BUILDING, PUBLIC

WORKS/ENGINEERING

AND PLANNING DEPARTMENTS
WHEREAS, Municipal Code Section 18.34.040 [Fees for applications-Collection] of Chapter18.34[Administration]ofTitle18[Zoning]authorizes theTownCouncilto establish,by resolution, the amounts of fees for applications andpermits under theZoning Ordinance and may, from time to time modify the resolution;and WHEREAS, Resolution 2619-2014 was adopted on May 14, 2014 and provided for a revision on an annual basis to the master fee schedule based on the increase in the Consumer Price Index; and
WHEREAS, Resolution 2619-2014 provides the fees and charges set forth in Exhibit A shall be adjusted annually on July 1st of every year by the percentage increase or decrease in the Consumer Price Index - All Items Index (San Francisco-Oakland Hayward). The calculation will be based upon the index from February of the prior year to the index for February of the current year; and
WHEREAS, the proposed fees are not a tax pursuant to State of California Proposition 26; and
WHEREAS, on April 14, 2023, the Town Clerk published notices in a newspaper of local distribution concerning the Town Council's intention to hold a public hearing to consider adoption of a new fee schedule and all documentation supporting the proposed fee schedule was made available to the public, beginning on April 16, 2023.

NOW, THEREFORE, the Town Council of the Town of Portola Valley does RESOLVE as follows:

Section 1. The fees set forth in the attached fee schedule (Exhibit A) are hereby established pursuant to the Town of Portola Valley Municipal Code and shall become part of the Master Fee Schedule. These fees shall be paid to or collected by the Town for each of the applications, permits, extensions, renewals, services or other matters enumerated therein. No application shall be deemed filed or complete until all required fees have been paid in full to the Town.

Section 2. Upon the effective date of this resolution, Resolution 2902-2022 is hereby replaced, it being the intent of the Town Council that the fee schedule adopted by this resolution shall supersede all prior schedules pertaining to the same subject matter.

Section 3. Annual Adjustment. The CPI adjustment calculation this year was based upon the index from February of the prior year to the index for February of the current year, as the February Consumer Price Index was used for the CPI adjustment in April 2022.

Section 4. The fees adopted by this resolution shall become effective on July 1, 2023.

PASSED AND ADOPTED this 26th day of April, 2023.
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By: ______________________________
Jeff Aalfs, Mayor
ATTEST:
_______________________
Corie Stocker, Town Clerk
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TOWN OF PORTOLA VALLEY
Proposed Update to
Fee Schedule
For Town Council Review
April 26, 2023
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2 Town of Portola Valley
Master Fee Schedule

TABLE OF CONTENTS
ADMINISTRATIVE FEES & PERMITS .......................................... 3 PLANNING FEES & PERMITS .................................................... 7 BUILDING FEES & PERMITS ................................................... 10 PUBLIC WORKS ENGINEERING & PERMIT FEES...................... 21 8 of 84
3 Administrative Fees & Permits
Activity Current Fee Proposed
Fee
Banner/Sign Fee $32 $34
Business License
a) Fixed place of business within Portola
Valley $127 $134
i) Employee Fee 30+ hours week $25 $27 each/per year
ii) Employee Fee 15-30 hours week $13 $13
b) Not Fixed place of business
i) General Contractor (3 or more
subcontractors) $508 $535
ii) General Contractor (less than 3
subcontractors) $127 $134
iii) Subcontractor $127 $134
iv) General License/Home Occupation $127 $134
$32 $34
Classes
a) Town registration fees 20% 20% of fees received
b) Insurance (if supplied by the Town)
i) Non-Sports Instruction Current
carrier rate
Current
carrier rate
ii) Sports Instruction Current
carrier rate
Current
carrier rate
Copying Fees
a) Compact Disc (CD)/Flash Drive Copying $13 $14 per CD b) Paper Documents $0.32 $0.34 per copy
Electric Vehicle Charging Station
a) First hour Free Free
b) Each additional hour (at cost, not to
exceed) $13 $14 per hour
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4 Facility Rental Fees/Deposits
a) Community Hall
i) Resident Only Fee $2,576 $2,712 per day
ii) Deposit $1,000 $1,000
b) Community Hall – Memorial Service
i) Current/Past Resident Only $1,056 $1,356 per day
ii) Deposit $500 $500
c) Community Hall – Local Non-profit
within Town limits
i) No Fundraiser No charge No charge
ii) No Fundraiser – Deposit $1,000 $1,000
iii) Fundraiser $948 $998
iv) Fundraiser – Deposit $1,000 $1,000
d) Alder or Buckeye Room minimum rental
= 2 hours meetings; 4 hours parties
i) Resident Fee $103 $108 per hour
ii) Deposit $250 $250
e) Kitchen (must rent with room)
i) Rented with Community Hall No charge No charge
ii) Rented with Alder or Buckeye Room --
Resident $103 $108 per event
iii) Deposit $100 $100
f) Redwood Grove (Weddings only)
i) Resident Fee $160 $168 per event
ii) Deposit $100 $100
g) Staff Time/Consultation for Rentals
i) First hour Free Free
ii) Each additional hour (fully burdened
staff hourly rate) $60 $63 per hour
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5 Horse Permit
a) New $63 $66 per horse/year
b) Renewal – Residential $19 $20 per horse/year
c) Renewal – Commercial $25 $26 per horse/year
d) Inspection Per hour as
billed
Per hour as
billed
Sport User Fees
a) Town Fields
i) Town Sponsored; Schools (Town
Council; Town Committees; PV School
District; Woodside Priory)
$0 $0 no fees/no
deposit
ii) Local Organized Youth Leagues
(Alpine/West Menlo Little League; AYSO;
Kidz Love Soccer)
$41 $43 per
person/season
iii) Local Organized Youth Clubs (Alpine
Strikers; CYSO) $62 $65 per person/season
iv) Local Organized Adult Leagues (PV
Adult Soccer League; PV Softball) $62 $65 per person/season v) Local Organized Adult Clubs (PV
Soccer Club) $93 $98 per person/season
vi) Deposit for ii. through v. above $500 $500
b) Private Parties, Picnics, Pick-up Games
i) Local Informal Groups $3 $3 per person/use
ii) Deposit - 50 or fewer $100 $100
iii) Deposit - greater than 50 $500 $500
c) Commercial Use (clinics and classes) 15% 15% of gross revenue i) Deposit $500 $500
Special Events Permit
a) Litter Deposit $121 $127
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6 Credit Card Fees
Fees paid by credit card or other payment platform may be subject to third party transaction or other fees.

The Town is adding options that allow users to make payments by credit card and other convenient payment platforms. People who elect to use these types of payment options will be responsible for paying any transaction fees or similar expenses incurred by the Town in connection with such payment.
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7 Planning Fees & Permits
Activity Current
Deposit
Proposed
Deposit
Current
Fee
Proposed
Fee
Pre-Application Meeting $1,000 $1,000 $768 $809
Architectural Review
a) New Residence $6,000 $6,000 $1,479 $1,557
b) Guest House/Addition $5,000 $5,000 $876 $922
c) Amendment $3,500 $3,500 $444 $468
Site Development Permit
a) 51-100 Cubic Yards $3,000 $3,000 $1,390 $1,464
b) 101-1,000 Cubic Yards $4,000 $4,000 $2,964 $3,121
c) Greater than 1,000 Cubic Yards $5,000 $5,000 $3,758 $3,957 Conditional Use Permit
a) Standard (New or Major Amendment) $9,000 $9,000 $5,269 $5,548 b) Planned Unit Development $6,000 $6,000 $7,909 $8,328 c) Amendment (Minor) $6,000 $6,000 $2,641 $2,781
d) Cannabis $6,000 $6,000 $872 $918
Variance $8,000 $8,000 $3,117 $3,282
Lot Line Adjustment $8,000 $8,000 $2,133 $2,246
Geology Review
a) Building Permit none none $330 $347
b) Map Modification $3,500 $3,500 $1,320 $1,390
c) Deviation $6,000 $6,000 $1,155 $1,216
Subdivision Preliminary Map $6,000 $6,000 $4,050 $4,265 Subdivision - Tentative Map $8,000 $8,000 $6,176 $6,503 Subdivision - Final Map $3,500 $3,500 $1,765 $1,859
Map Time Extension $1,000 $1,000 $495 $521
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8 Tentative Map Amendment $3,500 $3,500 $990 $1,042
Final Map Revision $6,000 $6,000 $990 $1,042
Certificate of Compliance $4,000 $4,000 $2,050 $2,159
Environmental - Initial Assessment $10,000 $10,000 $444 $468 Environmental - Negative Declaration $25,000 $25,000 $1,320 $1,390 General Plan Amendment $10,000 $10,000 $4,393 $4,626
Zoning Ordinance Amendment $10,000 $10,000 $2,196 $2,312 Fence Permit
a) Horse Fence $1,200 $1,200 $140 $147
b) All Other Fences $1,200 $1,200 $298 $314
Tree Removal Permit none none $89 $94
Residential Data Report none none $140 $147
Allowed Floor Area Calculation none none $140 $147
Temporary Occupancy Permit $10,000 $10,000 $1,638 $1,725 Appeal $7,500 $7,500 $6,824 $7,186
Photovoltaic System none none $63 $66
Temporary Gas or Electrical $500 $500
Additional Plan Review or Revision Per hour
as billed
Per hour
as billed
Planning Fee none none $149 $157
Zoning Permit/Fee
a) Permit $1,200 $1,200 $400 $421
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9 Supplemental Services
For services on the Fee Schedule involving a deposit account or requested of Town Staff for which no fee is listed in this Master Fee Schedule, or for projects of size and complexity not typically encountered by the Town, fees shall consist of the hourly rate for staff time (as described below), Town Attorney shall be charged at an hourly rate of $375, as updated from time to time, and consultant work shall be charged at the hourly rate contracted by the Town.

Deposit Accounts
For services not listed on the Fee Schedule or for projects of size and complexity not typically encountered by the Town, the Town Manager or designee shall determine the appropriate deposit amount. The Town will withdraw expenses from the deposit account until it is depleted. When the account is depleted Applicant shall replenish the account in an amount reasonably determined by the Town. Planning project applications shall be subject to Cost Recovery Reimbursement agreement in a form approved by the Town Attorney.

Calculating Hourly Rates for Staff
Hourly rates for Town Staff shall be calculated based on the employee’s fully burdened cost which includes salary and all benefit costs; except the planning hourly rate shall be $221 $233 and the Town Attorney’s hourly rate shall be $325 $375. 15 of 84
10 Building Fees & Permits
Activity Deposit Current Fee Proposed Fee
Construction & Demolition Recycling $50/estimated ton of construction and/or
demolition debris
and one-half percent
of total project
valuation for new
construction
projects, but not less
than $1,000
a) Demo Debris $235 $247
b) Construction Debris $235 $247
c) Demo & Construction Debris $470 $495
Commercial
Commercial without Interior Improvements
a) Less than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection
Deposit based
on valuation
Per hour as billed Per hour as
billed
b) Greater than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection
Deposit based
on valuation Per hour as billed Per hour as billed
Commercial with Interior Improvements
a) Less than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection
Deposit based
on valuation Per hour as billed Per hour as billed
b) Greater than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection
Deposit based
on valuation Per hour as billed Per hour as billed
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11 Commercial Tenant Improvements
a) Less than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $1,117 $1,176
b) Greater than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $1,917 $2,019
NOTE: An initial deposit would be assessed
based on valuation. If the deposit is
insufficient to fully cover cost of services, an
additional amount would be collected.

Commercial Repair
a) Less than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $635 $669
b) Greater than 1,000 square feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $1,282 $1,350
Commercial Barn/Stable
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $1,282 $1,350
Residential
Custom Residence Without Basement
a) 5,000 square Feet or Less
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $3,999 $4,211
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12 b) Greater than 5,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $4,793 $5,047
Custom Residence With Basement
a) 5,000 square Feet or Less
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $5,592 $5,888
b) Greater than 5,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $5,592 $5,888
Addition
a) 500 Square Feet or Less
i) Plan Check none $482 $508
ii) Inspection none $1,600 $1,685
b) 501-1,000 Square Feet
i) Plan Check none $952 $1,002
ii) Inspection none $2,234 $2,352
c) Greater than 1,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $2,882 $3,035
Accessory Dwelling Unit (ADU)
i) Plan Check none $1,282 $1,350
ii) Inspection none $2,234 $2,352
b) Accessory Building (e.g. Cabana)
i) Plan Check none $952 $1,002
ii) Inspection none $1,282 $1,350
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13 Detached Unit (Other)
a) Garage/Workshop - 1,000 Square Feet or Less
i) Plan Check none $952 $1,002
ii) Inspection none $1,117 $1,176
b) Carport
i) Plan Check none $635 $669
ii) Inspection none $800 $842
Detached Unit (Other) -- Cont.
c) Barn/Stable
i) Plan Check none $952 $1,002
ii) Inspection none $800 $842
Bathroom Remodel
a) Bathroom with Structural
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection $1,282 $1,350
b) Bathroom without Structural
i) Plan Check none $165 $174
ii) Inspection none $952 $1,002
Kitchen Remodel
a) Kitchen with Structural
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection $1,282 $1,350
b) Kitchen without Structural
i) Plan Check none $165 $174
ii) Inspection none $952 $1,002
Minor Repair (e.g. Deck)
a) Without Plan Check
i) Inspection none $317 $334
b) With Plan Check
i) Plan Check none $165 $174
ii) Inspection none $482 $508
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14 Remodel with Structural
a) 0-500 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour asbilled
ii) Inspection none $1,282 $1,350
b) 501-1,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $1,521 $3,201
c) 1001-1,500 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $1,917 $2,019
d) 1,501-2,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $2,552 $2,687
e) 2,001 - 3,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $2,882 $3,035
f) 3,001-4,000 Square Feet
i) Plan Check
Deposit based
on valuation Per hour as billed Per hour as billed
ii) Inspection none $3,199 $3,369
Remodel without Structural
a) 0-500 Square Feet
i) Plan Check none $317 $334
ii) Inspection none $952 $1,002
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15 b) 501-1,000 Square Feet
i) Plan Check none $635 $669
ii) Inspection none $1,282 $1,350
c) 1001-1,500 Square Feet
i) Plan Check none $952 $1,002
ii) Inspection none $1,600 $1,685
d) 1,501-2,000 Square Feet
i) Plan Check none $1,117 $1,176
ii) Inspection none $1,917 $2,019
e) 2,001-3,000 Square Feet
i) Plan Check none $1,282 $1,350
ii) Inspection none $2,234 $2,352
f) 3,001-4,000 Square Feet
i) Plan Check none $1,435 $1,511
ii) Inspection none $2,552 $2,687
Mobile Home Installation
a) With Foundation
i) Plan Check none $482 $508
ii) Inspection none $482 $508
b) Without Foundation
i) Plan Check none $165 $174
ii) Inspection none $317 $334
Foundation Repair
a) 35 Linear Feet or Less
i) Plan Check none $317 $334
ii) Inspection none $482 $508
b) Greater Than 35 Linear Feet
i) Plan Check none $635 $669
ii) Inspection none $800 $842
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16 Stucco/Siding
a) 500 Square Feet or Less
i) Plan Check none $165 $174
ii) Inspection none $317 $334
b) 501-1,000 Square Feet
i) Plan Check none $165 $174
ii) Inspection none $482 $508
c) Greater than 1,000 Square Feet
i) Plan Check none $317 $334
ii) Inspection none $635 $669
Re-Roofing
a) 1,000 Square Feet or Less
i) Plan Check none $114 $120
ii) Inspection none $482 $508
b) 1,001-3,000 Square Feet
i) Plan Check none $114 $120
ii) Inspection none $482 $508
Re-Roofing (cont.)
c) Greater than 3,000 Square Feet
i) Plan Check none $114 $120
ii) Inspection none $800 $842
Doors and Windows
a) Five or Less
i) Plan Check none $165 $174
ii) Inspection none $317 $334
b) More than Five
i) Plan Check none $165 $174
ii) Inspection none $482 $508
Swimming Pool (In Ground)
i) Plan Check none $952 $1,002
ii) Inspection none $800 $842
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17 Spa
a) In Ground
i) Plan Check none $482 $508
ii) Inspection none $635 $669
b) Above Ground (Prefabricated)
i) Plan Check none $317 $334
ii) Inspection none $349 $367
Demolition
i) Plan Check none $57 $60
ii) Inspection none $317 $334
Retaining Wall
a) Four Feet High or Less
i) Plan Check none $114 $120
ii) Inspection none $482 $508
b) Greater than Four Feet High
i) Plan Check none $235 $247
ii) Inspection none $800 $842
Permit Application Fee (applies to all building permits) a) For Initial Permit none $81 $85
b) For Each Additional Permit none $37 $39

ELECTRICAL, MECHANICAL AND PLUMBING PERMITS
(ASSOCIATED WITH NEW CONSTRUCTION PERMITS)
Plumbing (per s.f) none $0.57 $0.60
Mechanical (per s.f) none $0.51 $0.54
Electrical (per s.f) none $0.57 $0.60

ELECTRICAL, MECHANICAL AND PLUMBING PERMITS
(STAND-ALONE)
Permit Application Fee (stand-alone projects)
a) For Initial Permit none $32 $34
b) For Each Additional Permit none $32 $34
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18 Water Heater Permit Fee none $51 $54

PER UNIT FEES -- ELECTRICAL
Temporary Power Pole none $114 $120
Electrical Service
a) 100-400 Amps none $235 $247
b) Greater than 400 Amps none $349 $367
Subpanel/EV Charger none $57 $60
Electrical Associated with a Pool/Spa none $235 $247
Generator none $235 $247

PER UNIT FEES -- MECHANICAL
Furnace none $57 $60
Condensor (Evaporative Cooler) none $57 $60
Boiler none $57 $60
Exhaust Hood (Fan)
(Commercial or Heat Recovery Ventilator) none $114 $120

PER UNIT FEES -- PLUMBING
Water Service none $114 $120
Backflow Device none $57 $60
Water Piping none $114 $120
Sewer Line none $114 $120
Drain-Waste Vent (1-5 Fixtures) none $114 $120
Gas Piping (1-5 Outlets) none $114 $120
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19 Earthquake Shut-off Valve none $57 $60
Pool/Spa Plumbing none $235 $247
Additional Plan Check or Inspection none
Per hour as
billed
Per hour as
billed
Strong Motion Instrumentation & Seismic Hazard Mapping Fee a) Residential Per State Per State
i) Valuation over $3,850 none
.00013 x
valuation
.00013 x
valuation
ii) Valuation under $3,850 none $0.50 $0.50
b) Commercial Per State Per State
i) Valuation over $1,786
none
.00028 x
valuation
.00028 x
valuation
ii) Valuation under $1,786 none $0.50 $0.50
California Building Standards Commission
Fee Per State Per State
a) Every $25,000 or fraction thereof
none
$1 per $25,000
valuation
$1 per
$25,000
valuation
Supplemental Services
For services on the Fee Schedule involving a deposit account or requested of Town Staff for which no fee is listed in this Master Fee Schedule, or for projects of size and complexity not typically encountered by the Town, fees shall consist of the hourly rate for staff time (as described below), Town Attorney shall be charged at an hourly rate of $375, as updated from time to time, and consultant work shall be charged at the hourly rate contracted by the Town.

Planning Entitlements
In addition to the fixed administrative fees, planners’ time and Town attorney’s time spent on processing, planning entitlements shall be billed at an hourly rate of $221 $233 and $325 $375, respectively, and withdrawn from a deposit account held by the Town. In addition, consultants’ time shall also be billed at the rate contracted by the Town and withdrawn from the deposit account. In connection with a planning application, Applicant shall post an initial deposit amount as listed in this municipal fee schedule or as determined by the Town Manager or designee. 25 of 84
20 Deposit Accounts
For services not listed on the Fee Schedule or for projects of size and complexity not typically encountered by the Town, the Town Manager or designee shall determine the appropriate deposit amount. The Town will withdraw expenses from the deposit account until it is depleted. When the account is depleted Applicant shall replenish the account in an amount reasonably determined by the Town. Planning project applications shall be subject to Cost Recovery Reimbursement agreement in a form approved by the Town Attorney.

Calculating Hourly Rates for Staff
Hourly rates for Town Staff shall be calculated based on the employee’s fully burdened cost which includes salary and all benefit costs; except the planning hourly rate shall be $221 $233 and the Town Attorney’s hourly rate shall be $325 $375. 26 of 84
21 Public Works/Engineering & Permit Fees
Activity Deposit Current Fee Proposed Fee
Driveway Connection to Street
a) Application none $298 $314
b) Plan Review none $0 $0
b) Plan Review
$95 - $1,000
initial deposit* $0 $0
c) Inspection
Town Staff
$500-$1,000
initial deposit*
Per hour as
billed
Per hour as
billed
Contract Engineer
$500-$1,000
initial deposit*
Per hour as
billed
Per hour as
billed
Contract Inspector
$500-$1,000
initial deposit*
Per hour as
billed
Per hour as
billed
Utilities
Regular Utility Maintenance Connect / Disconnect
a) Application $298 $314
b) Plan Review $0 $0
b) Plan Review
$500 - $1,000
initial deposit* $0 $0
c) Inspection
Town Staff
$500-$1,000
initial deposit*
Per hour as
billed
Per hour as
billed
Contract Engineer
$500-$1,000
initial deposit*
Per hour as
billed
Per hour as
billed
Contract Inspector
$500-$1,000
initial deposit*
Per hour as
billed
Per hour as
billed
Utility Main / Capital Project
a) Application $299 $315
b) Plan Review
$95-$2,500 initial
deposit*
Per hour as
billed
Per hour as
billed
27 of 84
22 c) Inspection
Town Staff
$500-$2,000
initial deposit*
Per hour as
billed
Per hour as
billed
Contract Engineer
$500-$2,000
initial deposit*
Per hour as
billed
Per hour as
billed
Contract Inspector
$500-$2,000
initial deposit*
Per hour as
billed
Per hour as
billed
Other projects including without limitation:

Right-of-way, landscaping, fences, and investigations
a) Application none $294 $310
b) Plan Review none $0 $0
b) Plan Review
$95-$1000 initial
deposit* $91 $0
c) Inspection
Town Staff
$95-$1000 initial
deposit*
Per hour as
billed
Per hour as
billed
Contract Engineer
$95-$1000 initial
deposit*
Per hour as
billed
Per hour as
billed
Contract Inspector
$95-$1000 initial
deposit*
Per hour as
billed
Per hour as
billed
Additional Plan Review or Inspection
Town Staff
Actual cost Per hour as
billed
Contract Engineer
Per hour as
billed
Contract Inspector
Per hour as
billed
Clean Up or Repair to Town Property none Actual cost Actual cost Deposits
* Actual deposit amount will be determined by Town Staff on anticipated number of plan reviews / inspections required by staff/contract engineer/contract inspector and project timeline. 28 of 84
23 Supplemental Services
For services on the Fee Schedule involving a deposit account or requested of Town Staff for which no fee is listed in this Master Fee Schedule, or for projects of size and complexity not typically encountered by the Town, fees shall consist of the hourly rate for staff time (as described below), Town Attorney shall be charged at an hourly rate of $375, as updated from time to time, and consultant work shall be charged at the hourly rate contracted by the Town.

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, April 12, 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 –

Present: Mayor Aalfs, and Councilmembers Hasko and Taylor.

Absent: Vice Mayor Wernikoff and Councilmember Hufty

2. ORAL COMMUNICATIONS
The following members of the public spoke during Oral Communications:
• Dale Pfau
• Mary Hufty
• Rita Comes

3. CONSENT AGENDA
No members of the public spoke regarding the Consent Agenda:

Judith Hasko, Councilmember, requested to pull Items A and B of the Consent Agenda.

Judith Hasko, Councilmember, read a number of suggested edits to the meeting minutes.

M/S Taylor/Hasko to approve Item A, as amended. Motion carried 3-0-2 by roll call vote with Vice Mayor Wernikoff and Councilmember Hufty absent.

Judith Hasko, Councilmember, presented questions regarding the warrant list to staff.

The following members of the public spoke regarding Item B on the Consent Agenda. • Rita Comes
M/S Taylor/Hasko to approve Item B. Motion carried 3-0-2 by roll call vote with Vice Mayor Wernikoff and Councilmember Hufty absent.

4. REGULAR AGENDA
a. Interview and select Executive Search firm for Town Manager Recruitment Corie Stocker, Assistant Town Manager, provided the report with additional information from Councilmember Hasko, and introduced Maria Hurtado to present from Peckham and McKenney.

The following members of the public spoke regarding the item:
• Nan Shostak
• Betsy Morgenthaler
Motion:

M/S Taylor/Hasko to accept the contract with Peckham and McKenney, add on the public survey engagement, and evaluate the option of a community panel. b. Accept nomination of Gary Nielsen for the “Founders Award for Lifetime Contributions to the Town of Portola Valley”
Judith Hasko, Councilmember, presented on this topic and announced the nomination of Gary Nielsen with supporting documentation.

The following members of the public spoke regarding the item:
• Betsy Morgenthaler
30 of 84
Town of Portola Valley – Council Minutes
February 22, 2023

Page 2 of 2 ends

Motion:

M/S Taylor/Hasko to accept the Nomination of Gary Nielsen for the “Founders Award for Lifetime Contributions to the Town of Portola Valley”

5. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS There were no verbal reports provided for this item.

6. TOWN MANAGER UPDATE
Howard Young, Interim Town Manager, presented the report verbally.

The following members of the public spoke regarding the item:
• Jane Wilson

7. ADJOURNMENT – The meeting adjourned at 8:47pm
******************************************************************************************************************* 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.
31 of 84
apachreg Town of Portola Valley hsingh 04/20/2023 11:32 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 3070 20 ALLIANT INSURANCE SERVICES 175.00 04/26/233071 41 AT&T 332.74 04/26/233072 44 BANK OF AMERICA 3,423.72 04/26/233073 48 BARTLETT TREE EXPERTS 8,895.00 04/26/233074 75 CALIFORNIA BLDG STANDARDS COMM 1,019.70 04/26/233075 124 COMCAST 552.84 04/26/233076 156 DEPARTMENT OF CONSERVATION 2,018.54 04/26/233077 168 EK HEALTH 421.13 04/26/233078 176 EXCEL LD 33.89 04/26/233079 213 HILLYARD INC 588.27 04/26/233080 214 HINDERLITER DE LLAMAS & ASSOC 750.00 04/26/233081 275 KRUPKA CONSULTING 2,750.00 04/26/233082 295 LYNX TECHNOLOGIES INC 525.00 04/26/233083 324 MIRANDAS LANDSCAPE 16,809.64 04/26/233084 332 N.C.E. 6,826.30 04/26/233085 334 NOLTE ASSOCIATES INC 12,338.62 04/26/233086 337 O. NELSON & SON INC. 16,936.36 04/26/233087 340 OGRADY PAVING INC. 26,728.40 04/26/233088 403 RON RAMIES AUTOMOTIVE INC. 1,197.00 04/26/233089 437 SMALL BUSINESS BENEFIT PLAN TR 2,759.90 04/26/233090 441 SPARTAN ENGINEERING 387.54 04/26/233091 447 STAPLES CREDIT PLAN 819.84 04/26/233092 553 COUNTY OF SAN MATEO-PSC 17,539.00 04/26/233093 740 ALESSANDRO MORUZZI 360.00 04/26/233094 796 JEREMY DENNIS 1,427.70 04/26/233095 803 CODA TECHNOLOGY GROUP 195.00 04/26/233096 860 STEPFORD 6,389.40 04/26/233097 914 UNITED MECHANICAL INC 1,732.00 04/26/233098 941 YEE JIUN SONG 361.55 04/26/233099 947 ONCOURT OFFCOURT 1,996.96 04/26/233100 949 PINPOINT TALENT, LLC 5,940.00 04/26/233101 978 THOMAS COOPER 1,000.00 04/26/233102 979 MMANC 165.00 04/26/233103 980 ADRIENNE SMITH 3,383.52 04/26/233104 981 BERNARD LACROUTE 6,500.00 04/26/233105 982 DIVITA FAMILY TRUST 6,208.25 04/26/233106 983 STEVE GOLDBAND 2,924.00 04/26/233107 984 BPR BUILDERS 1,000.00 04/26/23 32 of 84
apachreg Town of Portola Valley hsingh 04/20/2023 11:32 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type Check totals: 163,411.81ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 163,411.81Check totals: 163,411.81ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 163,411.81 33 of 84
.
apapdinv2 hsingh Town of Portola Valley Page 1
11:34 04/20/23 Paid Invoices by Date
From: 04/26/2023 to 04/26/2023
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 20 ALLIANT INSURANCE SERVICES
04/26/23 3070 Qtrly Event Insurance 01/01/23 - 03/31/23 175.00 175.00 2023-Q1 Vendor: 41 AT&T
3071 March Statement 332.74 52.55 000019752424
March Statement 227.64 000019752425March Statement 52.55 000019752426 Vendor: 44 BANK OF AMERICA
3072 February Statement 3,423.72 3,423.72 1388-FEB23
Vendor: 48 BARTLETT TREE EXPERTS
3073 Storm Damage Cleanup- ROW, Fallen Tree & Remove Debris 8,895.00 1,890.00 40830214-0 Storm Damage - Tree Removal & Debris 3,900.00 40939020-0Remove the Coast Live Oak Tree From Front of Property 1,755.00 40830215-0Storm Damage- Tree Removal 1,350.00 40971130-0 Vendor: 75 CALIFORNIA BLDG STANDARDS COMM
3074 Building Standards Administration Fee Report 1,019.70 1,019.70 Q3/Q4_22- Q1_23 Vendor: 124 COMCAST
3075 WIFI-04.16.2023-05.15.2023 552.84 275.76 7290-APRIL23 WIFI 03.16.2023-04.15.2023 277.08 7290-MAR23
Vendor: 156 DEPARTMENT OF CONSERVATION
3076 Strong Motion Instrumentation and Seismic Hazard Mapping Fee 2,018.54 2,018.54 Q3/Q4_22- Q1_23 Vendor: 168 EK HEALTH
3077 Ergonomic Evaluation, Thomas Geisler. 421.13 116.25 CM1292 Ergonomic Evaluation, Corie Stocker. 116.25 CM1293Ergonomic Evaluation, CheyAnne Brown. 188.63 CM1321 Vendor: 176 EXCEL LD
3078 March Telephone LD Service 33.89 33.89 1196260649
Vendor: 213 HILLYARD INC
3079 Janitorial Supplies 588.27 588.27 605067404
Vendor: 214 HINDERLITER DE LLAMAS & ASSOC
3080 Sales Tax Audit Svcs - Q3 2022 750.00 750.00 SIN026480 Vendor: 275 KRUPKA CONSULTING
3081 On-Call Traffic & Transportation - January/March 2023 2,750.00 1,400.00 1354 On-Call Traffic & Transportation - January/February 2023 1,350.00 1350 34 of 84
.
apapdinv2 hsingh Town of Portola Valley Page 2
11:34 04/20/23 Paid Invoices by Date
From: 04/26/2023 to 04/26/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 295 LYNX TECHNOLOGIES INC
3082 March Maintenance/GIS Services/Parcel Updates 525.00 525.00 9851 Vendor: 324 MIRANDAS LANDSCAPE
3083 Fields Landscaping/Renovation 16,809.64 16,809.64 3034 Vendor: 332 N.C.E.
3084 2022/2023 Street Resurfacing Services Through 03/10/2023 6,826.30 6,826.30 424265502 Vendor: 334 NOLTE ASSOCIATES INC
3085 February Applicant Charges & PW Support 12,338.62 12,338.62 FEB_2023 Vendor: 337 O. NELSON & SON INC.
3086 Landscape Materials TC Delivery 16,936.36 785.76 246 Clean out Gutter, Mud, Culverts at various locations. 5,330.00 247Clean Up Mud on Alpine Road and Golden Hills 3,802.55 249Clean up Mud & Debris on Bear Gulch Portola Valley 3,365.95 250Clean-up Mud on Upper Alpine Rd Slides 3,652.10 251 Vendor: 340 OGRADY PAVING INC.
3087 2022/2023 Street Resurfacing Final Payment 26,728.40 26,728.40 6632 Vendor: 403 RON RAMIES AUTOMOTIVE INC.
3088 March Fuel Statement 1,197.00 1,197.00 G20230331-3 Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
3089 May Dental/Vision 2,759.90 2,759.90 MAY-2023
Vendor: 441 SPARTAN ENGINEERING
3090 Town Center - Fire Alarm Panel Troubleshoot 387.54 387.54 25042 Vendor: 447 STAPLES CREDIT PLAN
3091 March Statement 819.84 819.84 2814-MARCH23
Vendor: 553 COUNTY OF SAN MATEO-PSC
3092 Public Safety Dispatch Svcs, Jan-March 2023 17,539.00 17,539.00 PVPD 23-03 Vendor: 740 ALESSANDRO MORUZZI
3093 Spring 2023 Classes 360.00 360.00 SPRING-2023
Vendor: 796 JEREMY DENNIS
3094 Reimbursement for Macbook Purchase 1,427.70 1,427.70 08052020 Vendor: 803 CODA TECHNOLOGY GROUP
35 of 84
.
apapdinv2 hsingh Town of Portola Valley Page 3
11:34 04/20/23 Paid Invoices by Date
From: 04/26/2023 to 04/26/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
04/26/23 3095 Remote Support to Connect Chambers Zoom Webinar. 195.00 195.00 7200 Vendor: 860 STEPFORD
3096 April IT Support and Microsoft Office 365 Plan 6,389.40 3,948.00 2301122 Onsite Field Services - Extra Onsite Hours 1,012.50 2306144Barracuda Networks - Email & Impersonation Protection. 1,166.40 2301223Onsite Field Services - Extra Onsite Hours 262.50 2306087 Vendor: 914 UNITED MECHANICAL INC
3097 Inspection- Library, Comm Hall, Town Hall, and Sheriff Ofc 1,732.00 1,732.00 76337 Vendor: 941 YEE JIUN SONG
3098 Deposit Refund, 1 Veronica Place 361.55 361.55 BPLR0011-2020 Vendor: 947 ONCOURT OFFCOURT
3099 Pickle Ball Court Nets 1,996.96 1,996.96 194417
Vendor: 949 PINPOINT TALENT, LLC
3100 Temp Service, H. Singh 3/20/23 - 3/26/23 5,940.00 1,980.00 5795 Temp Service, H. Singh 3/27/23 - 4/02/23 1,980.00 5813Temp Service, H. Singh 4/03/23 - 4/09/23 1,980.00 5834 Vendor: 978 THOMAS COOPER
3101 Deposit Refund for Facility. Community Hall/Kitchen. 1,000.00 1,000.00 PRCH-23-2 Vendor: 979 MMANC
3102 Womens Leadership Summit - C.Rodas 165.00 165.00 7680 Vendor: 980 ADRIENNE SMITH
3103 Reimbursement- Notice of Determination filing with San Mateo 3,383.52 2,814.00 FRRS-23-11 Reimbursement - Urban Land Institute Member Dues 541.00 FRRS-23-12Reimbursement - Womens Dev Collab Forum Event 28.52 FRRS-23-13 Vendor: 981 BERNARD LACROUTE
3104 Deposit Refund, 300 Alamos 6,500.00 5,000.00 BLDM0007-2022 Deposit Refund, 300 Alamos Drive 1,500.00 BLDM0007-2022-2 Vendor: 982 DIVITA FAMILY TRUST
3105 Deposit Refund, 117 Pinon Drive 6,208.25 6,208.25 PLN_ARCH0020-20 Vendor: 983 STEVE GOLDBAND
3106 Deposit Refund, 187 Bolivar 2,924.00 2,924.00 14890 Vendor: 984 BPR BUILDERS
36 of 84
.
apapdinv2 hsingh Town of Portola Valley Page 4
11:34 04/20/23 Paid Invoices by Date
From: 04/26/2023 to 04/26/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
04/26/23 3107 Deposit Refund, 11 Valley Oak 1,000.00 1,000.00 BLDR0111-2021 Check Date Totals 163,411.81
Grand Total 163,411.81
37 of 84

TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
April 26, 2023
Claims totaling $163,411.81 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 _____________________________ ________________________________ Interim Town Manager
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Acting Town Clerk Mayor
38 of 84
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Howard Young, Public Works Director
DATE: April 26, 2023
RE: Annual Street Resurfacing Project FY 2023/2024– Westridge Drive Rehabilitation Project #2023-PW01

RECOMMENDATION
Staff recommends that the Town Council:

1. Adopt the attached resolution approving plans and specifications for the fiscal year 2023/2024 Street Resurfacing project known as the Westridge Drive Rehabilitation project and calling for sealed bids for this project.

2. Authorize the Town Manager to award the project to the lowest responsible bidder with a total contract and change order amount not to exceed $926,640. This would include authorization to add to (or subtract from) the project, additional work and as recommended by the Public Works Director if the allocated amount allows, in an effort to maximize paved areas and utilize the entire allocated amount.

3. Authorize the Town Manager to enter into and execute contracts related to construction management, inspection, testing, and support services related to the project within the amounts contained in the applicable fiscal year Town budget not to exceed $138,996.

BACKGROUND
Regular and strategic maintenance of the Town’s roads is a cost-effective way to provide greater safety and usability for road users and extend the life of the roadway system. Each year the Town completes a road maintenance project that incorporates treatments as appropriate.

DISCUSSION
The preparation of construction documents for this year’s street resurfacing program is

TOWN OF PORTOLA VALLEY

STAFF REPORT

39 of 84
Annual Street Resurfacing Project Town Council 4/26/23

Page 2 ends

completed. This project will include extensive repair and asphalt overlay to the roadway on: Westridge Drive from approximately Cervantes Road (East) to Alpine Road (Attachment 1: Project location map).

The street sections selected for treatment this year were based on the Town’s Pavement Management System and field surveys conducted in 2021/2022. A copy of the Plans and Specifications are available for review at Town Hall in the office of the Public Works Director.

The following is our anticipated project schedule for this project weather dependent:

Town publicly advertises for the project: Week of April 26, 2023 Bid Opening: Week of May 22, 2023
Town Manager awards contract: July 2023
Construction window begins: July/August 2023
Construction window completed: October 2023
This schedule, and the project, are contingent on market developments, and may need to be modified based on new information, market conditions, and fiscal considerations. In addition, due to the current economic and supply shortage environment, oil pricing is fluctuating and may reflect in higher contractor bids.

OBAG 2 Funding
The San Mateo County City/County Association of Governments (C/CAG) adopted the County’s One Bay Area Grant 2 (OBAG 2) program directing funds towards the preservation of local roads eligible for federal aid funding in San Mateo County. Streets eligible for federal aid are generally collector and arterial roads and do not include residential streets. Staff submitted an application for OBAG 2 funding and has been allocated $201,000 from the program on a per capita basis and has received approval for the funds to be used for this project (Federal Aid Project #STPL5390(006). OBAG funded projects are required to conform to Federal-aid project requirements, requiring more staff time because they require more administrative procedures. The process and approvals are handed through the California Department of Transportation (CalTrans). The process involves document submittals and approvals for each phase of the project from beginning to end which the Town must comply with. The Town received from CalTrans approval to advertise for public bids. Caltrans procedures requires the Town to be under contract with a contractor by July 20, 2023.

FISCAL IMPACT
The estimated cost of the base bid of this street resurfacing project is $926,640 including a 10% construction contingency. This amount will be funded by the OBAG grant of $201,000, and a variety of sources including SB1, Measure M, A, W, and required General Fund (Attachment 2-Estimated funding sources and costs). In addition, it is expected that additional construction management services and those services will be added through separate contracts. Those services are estimated to be approximately 40 of 84
Annual Street Resurfacing Project Town Council 4/26/23

Page 3 ends

$138,996 and will be funded through the same sources above. Estimated total cost including construction, construction management, inspection, and testing is $1,065,636.

The total General Fund reserve contribution is expected to be $94,077 including Maintenance of Effort requirements (Attachment 2: Estimated Funding Sources and Costs), which will draw down on the $1,491,000 unassigned general fund reserve (as projected in the 2022/2023 budget). Staff will include the appropriate amounts and estimates in the proposed fiscal year 2023/2024 budget. If the lowest bid exceeds the estimated base bid amount, staff will return to the Council for direction.

ATTACHMENT

1. Project location map

2. Estimated funding sources and costs

3. Resolution
41 of 84
Attachment 1- Project Location Map
42 of 84
Attachment 2: Estimated funding sources and costs
Funding source Estimated funding source amount
1 Measure M ‐ County vehicle registration for streets (reimbursement) $ 298,000 2 RMRA/SB1‐ State Road Repair Funding $ 109,733 3 Measure A ‐ County sales tax for transportation $ 298,935 4 Measure W‐ County sales tax for congestion relief $ 63,891 5 General Fund‐ Required Maintenance of Effort (MOE) $ 30,902 6 OBAG 2 ‐ Federal Grant Funds $ 201,000 7 Total estimated funding source amount: $ 1,002,461 Funding compared to project costs:
8 Estimated project Construction cost with 10% contingency: $ 926,640 9 Estimated construction management, inspection, testing cost: $ 138,996 10 Total estimated cost: $ 1,065,636 11 Estimated difference of funding and costs (line7‐line10): $ (63,175) 12 Estimated contribution from general fund or reserves including MOE (line 5): $ 94,077 43 of 84
RESOLUTION NO. 2023

A RESOLUTION OF THE TOWN COUNCIL OF THE

TOWN OF PORTOLA VALLEY

APPROVING PLANS AND SPECIFICATIONS AND

CALLING FOR BIDS FOR THE
WESTRIDGE DRIVE REHABILITATION Project No. 2023-PW01
The Town Council of the Town of Portola Valley does RESOLVE as follows:

Section 1. The Town Council hereby approves and adopts plans and specifications for the work in the Town of Portola Valley for the 2023/2024 Street Resurfacing Project known as the Westridge Drive Rehabilitation Project No. 2023-PW01.

Section 2. Due to public interest and convenience, the Town Council hereby orders that the work and improvements, as set forth and described in said plans and specifications, be advertised for bid and performed subject to an acceptable bid. The Town Council further orders that all of the work and improvements will be done under the direction of and to the satisfaction of the Public Works Director; and all of the work shall be done in accordance with the plans and specifications.

Section 4. The Town Clerk of the Town is hereby directed to post by two (2) successive postings in the three (3) public places that have been designated by ordinance as the places for posting public notices, there being no newspaper published in the Town, and not less than five (5) days apart, a notice inviting sealed proposals or bids for the construction of the work and improvements and referring to the plans and specifications on file in the Office of the Town Clerk, the first of which postings shall be at least ten (10) days prior to the time fixed for opening bids.

Section 5. All proposals or bids shall be accompanied by a certified check payable to the order of the Town, or cash, amounting to ten percent (10%) of the bid, or by a bond in said amount and payable to the Town, signed by a corporate surety or by the bidder and two sureties who shall justify before any officer competent to administer an oath, in double said amount and over and above all statutory exemptions. The check shall be forfeited, or the bond shall become payable to the Town, if the bidder does not, after the contract has been awarded, and within the time specified in the plans and specifications, enter into a contract with the Town, in the form set forth in the specifications. The faithful performance of the contract shall be assured by an undertaking in the amount of one hundred percent (100%) of the amount so bid, with sureties satisfactory to the Town, and which shall be accompanied by a payment bond (labor and materials) in a sum not less than one hundred percent (100%) of the amount of the bid. 44 of 84
Section 6. The sealed proposals or bids shall be delivered to the Public Works Director of the Town as stated on the Notice Inviting Bids, or other later date as directed by the Public Works Director, at the Office of the Town Clerk in the Town Hall, 765 Portola Road, in the Town, said time being not less than ten (10) days from the time of the first publication of said notice. Bids will be publicly opened, examined, and the Town Manager will take action awarding the contract or rejecting all bids not later than ninety (90) days after the expiration of the time prescribed for the receipt of bids; provided the award may be made after the expiration of the specified times, if the bidder shall not have given to the Town notice in writing of the withdrawal of such bid on proposal. The Public Works Director is authorized to add or subtract work to comply with budget requirements.

Section 7. The Town Council of the Town hereby reserves the right to reject any and all bids.

Section 8. The Town Manager is authorized to enter into and execute contracts related to construction management, inspection, testing, and support services related to the project within the amounts contained in the applicable fiscal year Town budget not to exceed $138,996.00.

PASSED AND ADOPTED this 26th day of April 2023.

Mayor
ATTEST:

Town Clerk
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Cindy Rodas, Finance Director
Howard Young, Interim Town Manager
DATE: April 26, 2023
RE: FY 2023-24 Annual Salary Schedule Update

RECOMMENDATION
Staff recommends adoption of the attached Resolution authorizing the annual Salary Schedule update in the Town’s Compensation Plan.

BACKGROUND
It has been the policy of the Town to maintain competitive salary rates for current and future positions to retain existing employees and to offer a competitive salary for current and future vacancies. These adjustments are based on the Annual Consumer Price Index (CPI) for the Bay Area market, and a comparison of similar positions in similar jurisdictions. In addition, as authorized positions are added or deleted, their salary ranges must also be approved by the Town Council.

DISCUSSION
Staff recommends adoption of a Resolution which authorizes an increase to all salary ranges by 5.3%, which is the annual CPI for the San Francisco Bay Area (February to February). Merit increases are handled separately, based on performance. The Town Manager’s salary is determined by the Town Council and is not impacted by this adjustment.

FISCAL IMPACT
There is no immediate fiscal impact with the adoption of this resolution. Salaries are granted either by the Town Manager or the Council (depending on the employee), and

TOWN OF PORTOLA VALLEY

STAFF REPORT

46 of 84
Annual Salary Schedule Update Town Council April 26, 2023

Page 2 ends

cost of living adjustments (COLAs) are typically recommended as part of the annual budget process.

ATTACHMENTS

1. Proposed FY 2023-24 Salary Schedule in the Compensation Plan

2. Resolution to Modify the Salary Schedule
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Bottom Top Bottom Top
Town Manager
Town Clerk $ 148,044 113,224 $
Assistant Town Manager $ 199,396 166,163 $ salary
Assistant to the Town Manager $ 166,163 127,392 $
Administrative Management Analyst $ 121,982 97,974 $ $47.10 $58.64 Administrative Assistant $ 88,475 72,996 $ $35.09 $42.54 Finance Director $ 174,892 122,643 $
Finance Analyst $ 104,397 77,036 $ $37.04 $50.19
Finance Technician $ 95,696 54,756 $ $26.33 $46.01
Planning and Building Director/Town Planner $ 243,637 194,883 $ Deputy Building Official $ 169,797 114,452 $ $55.02 $81.63 Senior Planner $ 162,949 115,643 $ $55.60 $78.34
Associate Planner $ 133,122 97,502 $ $46.88 $64.00
Assistant Planner $ 120,829 89,520 $ $43.04 $58.09
Senior Development Review Technician $ 105,237 83,082 $ 39.94 50.59 Development Review Technician II $ 94,365 78,752 $ $37.86 $45.37 Development Review Technician I $ 82,528 53,801 $ $25.87 $39.68 Public Works Director/Town Engineer $ 243,637 194,883 $ Recreational Facilities Coordinator $ 104,387 83,391 $ $40.09 $50.19 Maintenance Worker III $ 127,832 91,155 $ $43.82 $61.46 Maintenance Worker II $ 93,858 73,317 $ $35.25 $45.12
Maintenance Worker I $ 84,637 66,120 $ $31.79 $40.69

1. All hourly positions are based on a 40.0 hour work week (2,080 hours per year) unless noted otherwise.

2. Not all classifications detailed above are authorized to be filled, please refer to the Town's budget for authorizations.

Notes:

Public Works / Facilities Maintenance
salary
Planning & Building
salary
salary
set by contract salary
salary
salary
Finance
Town of Portola Valley
Salary Schedule
FY 2023-24 Proposed Salary Schedule:

Administration
Annual Range Hourly Range
48 of 84
RESOLUTION NO. ____

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY MODIFYING THE SALARY SCHEDULE FOR FISCAL YEAR 2023-24 WHEREAS, the Town Manager has recommended salaries for all classifications be adjusted for the 2023-24 Fiscal Year; and WHEREAS, on April 26 at a regular meeting, the Town Council of the Town of Portola Valley considered the recommended amendments to the low and high salary ranges for the majority of job classifications based on a market analysis of similar positions in neighboring municipalities; and
WHEREAS, the Town Council considered including as part of amendments to the salary ranges a 5.3% CPI adjustment.

NOW, THEREFORE, the Town Council of the Town of Portola Valley does RESOLVE that public interest and convenience require changes to the salary schedule and that the salary schedule attached as Exhibit A is adopted by the Town effective July 1, 2023.

PASSED AND ADOPTED this 26th day of April 2023
By: _________________________
Jeff Aalfs, Mayor
ATTEST:
___________________________
Corie Stocker, Assistant Town
Manager/Acting Town Clerk
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Howard Young, Interim Town Manager
Corie Stocker, Assistant Town Manager
DATE: April 26, 2022
RE: Sheriff’s Contract Study Session

RECOMMENDATION
Staff recommends that the Town Council hold a study session and provide direction to staff on the upcoming Sheriff’s Contract negotiations.

BACKGROUND
Since prior to incorporation, the Town’s public safety/police services have been provided by the San Mateo County Sheriff’s Office. These services are contractual. The terms of the agreements between the Town and Sheriff’s Office typically have been three-to-five-year terms. The current contract, negotiated in 2018, expires at the end of June 2023. Due to our long-standing relationship with the Sheriff’s Office, some of the language within the contract hasn’t been updated in many years.

In early 2022, the Town Council appointed Mayor Aalfs and Vice Mayor Wernikoff to serve as the negotiating subcommittee with the Sheriff’s Office. Discussions with the Sheriff’s Office have begun, with the most recent conversation on April 19, 2023.

DISCUSSION
The purpose of this study session is for the Council to provide background for new Councilmembers, information regarding the new proposed contract and direction to staff and the negotiating committee on any desired modifications to the proposed agreement with the Sheriff’s Office for police services. It also provides communication with the public concerning service levels and cost increases. The proposed contract lays out the service levels and budget for FY 23/24. The existing contract contains two exhibits that lay out services (Exhibit A) and payments and rates (Exhibit B). The Council may desire to expand or reduce services and/or opine on the rates paid for services.

TOWN OF PORTOLA VALLEY

STAFF REPORT
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Sheriff’s Contract Study Session Town Council April 26, 2023

Page 2 ends

The proposed contract has an approximate increase of $852,739, roughly 63%. The San Mateo County Sheriff’s Office is working to update their contracts and verbiage within them, since many of our costs were not properly outlined in our previous contract. Other reasons for the increase are related to Cost-of-Living increases within the different Sheriff’s Office Memorandums of Understandings and general cost of County services increasing.

FISCAL IMPACT
There is no fiscal impact associated with this report and holding a study session on this topic.

There will be a substantial fiscal impact with the potential increased cost of the FY 23/24 Sheriff Contract.

ATTACHMENTS

1. Proposed FY 23/24 Sheriff Contract

2. 2018 Sheriff Contract
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LAW ENFORCEMENT

SERVICES AGREEMENT
Between the County of San Mateo
and the Town of Portola Valley
July 1, 2023 through June 30, 2025
Version: April 17, 2023
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AGREEMENT FOR LAW ENFORCEMENT SERVICES
Town of Portola Valley / San Mateo County Sheriff’s Office Page 1 of 12

A G R E E M E N T

FOR LAW ENFORCEMENT SERVICES

BETWEEN THE COUNTY OF SAN MATEO AND

TOWN OF PORTOLA VALLEY
THIS AGREEMENT, entered into on the 1st day of July, 2023, by and between the TOWN OF PORTOLA VALLEY, a general law city in the County of San Mateo, State of California, hereinafter referred to as "Town" and the COUNTY OF SAN MATEO, a political subdivision of the State of California, hereinafter referred to as "County.”

W I T N E S S E T H
WHEREAS, pursuant to Government Code §§51300, et seq. County may contract with Town for the performance of Town functions by the appropriate officers and employees of County; and WHEREAS, Town is desirous of having the County provide law enforcement services through the Sheriff's Office, as hereinafter set forth, for and on behalf of Town, within the territorial limits of said Town, and the County is willing to perform such services as provided herein below:

NOW, THEREFORE, IT IS HEREBY AGREED as follows:

1. EXHIBITS AND ATTACHMENTS.

1.1 The following exhibits and attachments are included hereto and incorporated by reference herein:
▪ Exhibit A – Services
▪ Exhibit B - Rates / Payments

2. SERVICES TO BE PERFORMED BY COUNTY.

2.1 In consideration of the payments set forth herein and in Exhibit B, County shall provide law enforcement and police services within Town. Said services are described in Exhibit A.

2.2 The Town is not limited to the services indicated in Exhibit A, but the Town may request any additional services in the field of public safety, law enforcement or related fields within the legal power of the Sheriff to provide. 54 of 84

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3. PAYMENTS.

3.1 The Town shall pay the County for the services provided under the terms of this Agreement at the rates set forth in Exhibit B.

3.2 The rates set forth in Exhibit B shall be readjusted by the County annually effective July 1 of each year, and attached as an Amendment to this Agreement, to reflect the cost of such services as provided in Government Code Section 51350 and in accordance with the policies and procedures for the determination of such rates as approved by the County Board of Supervisors. County shall provide Town with the proposed rates for the following contract year on or before April 1 of each year.

3.3 The Town shall be billed based on the service level provided within the parameters of Exhibit A.

3.4 The cost of additional services, requested by Town, in the field of public safety, law or related fields within the legal power of the Sheriff to provide not set forth in Exhibit A shall be reflected in an amendment to Exhibits A and B.

4. TERM.

4.1 This Agreement shall be in full force and effect from JULY 1, 2023 to JUNE 30, 2025. If approval of this Agreement should be delayed past the commencement date due to extenuating circumstances, the Agreement shall be considered retroactive to July 1, 2023 for purposes of costs, charges, and payments by Town.

4.2 Town shall notify County no later than January 1, 2025 of its intent to continue services beyond June 30, 2025. The parties shall thereafter negotiate the terms, including the level of compensation, in an effort to reach agreement before the expiration of this Agreement.

5. RIGHT OF TERMINATION.

5.1 Either party may terminate this Agreement with or without cause effective as of the first day of July of the following year upon written notice to the other party of not less than twelve (12) months prior thereto.

5.2 In the event of termination, each party shall fully discharge all obligations owed to the other party accruing prior to the effective date of such termination, and, except as otherwise provided herein, each party shall be released from all obligations which would otherwise accrue subsequent to the date of termination.

5.3 The Town may terminate this Agreement or a portion of the services referenced in the Exhibits based upon Town’s unavailability of funds, by providing written notice to County as soon as is reasonably possible after the Town learns of said unavailability of funding.

5.4 If the Town terminates for non-appropriation it will be liable to pay County for: (1) the portion of the contract costs attributable to the all services performed, on or before the effective date of the termination; and (2) reasonable costs and expenses that County incurs as a result of early termination of the Agreement.

6. HOLD HARMLESS.

6.1 Town shall defend, hold harmless and indemnify County, its officers, agents, and/or employees from any and all claims which arise out of the terms and conditions of this 55 of 84

AGREEMENT FOR LAW ENFORCEMENT SERVICES
Town of Portola Valley / San Mateo County Sheriff’s Office Page 3 of 12 Agreement and which result from the acts or omissions of Town, its officers, agents and/or employees.

6.2 County shall defend, hold harmless and indemnify Town, its officers, agents and/or employees from any and all claims which arise out of the terms and conditions of this Agreement and which result from the acts or omissions of County, its officers, agents, and/or employees.

6.3 In the event of the concurrent negligence (or intentional or reckless acts) of Town, its officers, agents and/or employees, and County, its officers, agents and/or employees, then the liability for any and all claims which arise out of the terms and conditions of this Agreement shall be apportioned under California’s theory of comparative fault.

7. INSURANCE.

7.1 Both parties shall maintain sufficient insurance, self-insurance or a combination thereof to comply with the following requirements, and, if requested, each party shall furnish the other party with certificates of insurance evidencing the required coverage. Thirty (30) days' notice must be given, in writing, to County of any pending change in the limits of liability or of any cancellation or modification of the policy.

7.1.1 Worker's Compensation and Employer's Liability Insurance. Both parties shall have in effect during the entire life of this Agreement Worker’s Compensation and Employer's Liability Insurance, or an acceptable program of self-insurance providing full statutory coverage. In signing this Agreement, parties certify, as required by Section 1861 of the California Labor Code, that they are aware of the provisions of Section 3700 of the California Labor Code which requires every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of the Code, and parties will comply with such provisions before commencing the performance of the work of this Agreement.

7.1.2 Liability Insurance. Town and County shall take out and maintain during the life of this Agreement such Bodily Injury Liability and Property Damage Liability Insurance for services covered by this Agreement from any and all claims for damages for bodily injury, including accidental death, as well as any and all claims for property damage which may arise from Town’s and County’s operations under this Agreement, whether such operations be by themselves or by any sub-contractor or by anyone directly or indirectly employed by either of them. Such insurance shall be combined single limit bodily injury and property damage for each occurrence and shall be not less than the amount specified on the following page.

Such insurance shall include:
 Comprehensive General Liability $5,000,000
 Motor Vehicle Liability Insurance $5,000,000

8. NON-DISCRIMINATION AND OTHER REQUIREMENTS.

8.1 Section 504. Town and County shall comply with § 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, as amended, which provide that no otherwise qualified handicapped individual shall, solely by reason of a 56 of 84

AGREEMENT FOR LAW ENFORCEMENT SERVICES
Town of Portola Valley / San Mateo County Sheriff’s Office Page 4 of 12 disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination in the performance of this Agreement, and that reasonable and legally-specified accommodations will be made to serve individuals with disabilities.

8.2 General Non-discrimination. No person shall, on the grounds of race, color, religion, ancestry, gender, age (over 40), national origin, medical condition (cancer), physical or mental disability, sexual orientation, pregnancy, childbirth or related medical condition, marital status, or political affiliation be denied any benefits or subject to discrimination under this Agreement.

8.3 Equal Employment Opportunity. Town and County shall ensure equal employment opportunity based on objective standards of recruitment, classification, selection, promotion, compensation, performance evaluation, and management relations for all employees under this Agreement. Town’s and County’s equal employment policies shall be made available to either party upon request.

8.4 Violation of Non-discrimination Provisions. Violation of the non-discrimination provisions of this Agreement shall be considered a breach of this Agreement and may result in termination of this Agreement, and /or legal action to recover any Courtimposed damages incurred as a result of said violation(s). To effectuate the provisions of this section, the County Manager and Town Manager may request authorization to examine Town’s or County’s employment records relating to this Agreement, as the case may be with respect to compliance with this paragraph, and Town and County shall not unduly withhold authorization.

8.5 Compliance with Equal Benefits Ordinance. With respect to the provision of employee benefits, Town shall comply with the County Ordinance which prohibits contractors from discriminating in the provision of employee benefits between an employee with a domestic partner and an employee with a spouse.

8.6 Other Statutory Compliance. Town and County shall comply fully with the nondiscrimination requirements required by 41 CFR 60-741.5 (a), which is incorporated herein as if fully, set forth. All services to be performed pursuant to this Agreement shall be performed in accordance with all applicable Federal, State, County, and municipal laws, including, but not limited to, Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all Federal regulations promulgated thereunder, as amended.

8.7 Compliance with Contractor Employee Jury Service Ordinance. Town and County shall comply with the County Ordinance with respect to provision of jury duty pay to employees and have and adhere to a written policy that provides that its employees shall receive from the Town, on an annual basis, no less than five days of regular pay for actual jury service in San Mateo County. The policy may provide that employees deposit any fees received for such jury service with the Town or that the Town deduct from the employees regular pay the fees received for jury service.

9. RETENTION OF RECORDS.

9.1 Each party agrees to provide to the other party, to any federal or state department having monitoring or reviewing authority, to County’s or Town’s authorized representatives and/or their appropriate audit agencies upon reasonable notice, access to and the right to examine and audit records and documents necessary to determine compliance with relevant federal, state, and local statutes, rules, and regulations, and this Agreement, and to evaluate the quality, appropriateness and timeliness of services performed.
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9.2 Town and County shall maintain and preserve all financial records relating to this Agreement for a period of four (4) years from the termination date of this Agreement, or until audit findings are resolved, whichever is greater.

10. MERGER CLAUSE.

10.1 This Agreement and the Transfer Agreement including the Exhibits attached to each constitutes the sole Agreement of the parties hereto and correctly states the rights, duties, and obligations of each party as of this document's date. Any prior agreement, promises, negotiations, or representations between the parties not expressly stated in this document are not binding. All subsequent modifications to either Agreement shall be in writing and signed by the parties.

11. CONTROLLING LAW.

11.1 The validity of this Agreement and of its terms or provisions, as well as the rights and duties of the parties hereunder, the interpretation, and performance of this Agreement shall be governed by the laws of the State of California.

12. DISPUTE RESOLUTION.

12.1 Should any dispute arise out of this Agreement, the parties shall first meet and confer in an attempt to resolve the dispute. Should such efforts fail to resolve the dispute within twenty (20) days, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Neither party shall file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs.

13. FINES AND FORFEITURES.

13.1 Town shall be entitled to the fines and forfeitures to which Town would otherwise be entitled pursuant to Penal Code Section 1463.001, et seq.

14. NOTICES.

14.1 Any notice, request, demand, or other communication required or permitted hereunder shall be deemed to be properly given when deposited in the United State mail, postage prepaid, or when deposited with a public telegraph company for transmittal, charges prepaid, addressed to:

In the case of County, to:

San Mateo County Sheriff’s Office
ATTN: Sheriff
400 County Center, 3rd Floor
Redwood City, CA 94063
In the case of Town, to:

Town of Portola Valley
ATTN: Town Manager
765 Portola Road
Portola Valley, CA 94028
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AGREEMENT FOR LAW ENFORCEMENT SERVICES
Town of Portola Valley / San Mateo County Sheriff’s Office Page 6 of 12 IN WITNESS WHEREOF, the parties hereto, by their duly authorized representatives, have affixed their hands.

COUNTY OF SAN MATEO
A Political Sub-division of the
State of California
BY:

President, Board of Supervisors
DATE:

ATTEST:

BY:

Clerk of Said Board

TOWN OF PORTOLA VALLEY
BY:

Mayor, Town of Portola Valley
DATE:

ATTEST:

BY:

Clerk, Town of Portola Valley
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AGREEMENT FOR LAW ENFORCEMENT SERVICES
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EXHIBIT A

SERVICES
Agreement for Law Enforcement Services between the
County of San Mateo and Town of Portola Valley
In consideration of the payments set forth in Exhibit B, County shall provide Town with the following services:

1. DESCRIPTION OF SERVICES PROVIDED BY COUNTY.

1.1 LAW ENFORCEMENT SERVICES.

1.1.1 The County agrees, through the Sheriff of the County of San Mateo (hereinafter referred to as “Sheriff”), to provide general law enforcement services within the corporate limits of the Town to the extent and in the manner hereinafter set forth in this Agreement.

1.1.2 Except as otherwise specifically set forth in this Agreement, such services shall only encompass duties and functions of the type coming within the jurisdiction of and customarily rendered by the Sheriff under the County Charter, the statutes of the State of California, and under the Town municipal codes.

1.1.3 General law enforcement services performed hereunder may include, if requested, by the Town, supplemental security support, supplemental sworn officer support, and supplemental professional civilian support staff.

1.2 SUPPORT SERVICES.

1.2.1 Alarm Permit & Response Fees. Town shall remain responsible for the actual billing and collection of Alarms Permit and Response revenue. Administrative staff will maintain and forward the necessary information to Town’s Finance Department for the billing and collection of said revenue upon request of Town.

1.2.2 Records Fees. County’s Sheriff’s Records Bureau will perform the services necessary and collect fees on behalf of Town for the following:
• Vehicle Release Fee
• Accident Reports
• Crime Reports
• Good Conduct Letter

2. ADMINISTRATION OF PERSONNEL.

2.1 The rendition of the services performed by the Sheriff’s Office, the standards of performance, the discipline of personnel, and other matters incident to the performance of such services and the control of personnel so employed shall remain with the County.

2.2 In the event of a dispute between the parties to this Agreement as to the extent of the duties and functions to be rendered hereunder, or level of services or manner of performance of such services, the Sheriff and the Town shall meet and confer to resolve such disputes.

2.3 All Town employees who work in conjunction with the Sheriff’s Office pursuant to this Agreement shall remain employees of the Town and shall not have any claim or right to employment, civil service protection, salary, or benefits or claims of any kind from the County based on this Agreement.

2.4 The Town shall not be called upon to assume any liability for the direct payment of any Sheriff’s Office salaries, wages, or other compensation to any County personnel performing services hereunder for said Town. Except as herein otherwise specified, the Town shall not 60 of 84

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Town of Portola Valley / San Mateo County Sheriff’s Office Page 8 of 12 be liable for compensation or indemnity to any County employee or agent of the County for injury, disability or illness arising out of services provided under this Agreement.

3. DEPLOYMENT OF PERSONNEL.

3.1 Services performed hereunder shall be developed in conjunction with the Sheriff and detailed in Exhibit A, Section 8 - Assignment / Selection of Personnel.

4. REPORTS.

4.1 The Sheriff or Sheriff’s designee shall report periodically to the Town Council, at the Town Manager’s discretion, all violations of law within its borders coming to the Sheriff’s attention. Quarterly statistical reports will be provided to Town by the Sheriff upon request.

5. UNIFORMS & INSIGNIA.

5.1 Personnel performing such law enforcement services as herein provided shall be in the prescribed uniform of the San Mateo County Sheriff’s Office during the performance of their duties.

5.2 Similarly, patrol vehicles used by deputies assigned to provision of services under this Agreement shall bear the markings and insignia of the Sheriff’s Office.

5.3 If the Town should desire any customization of uniforms or insignia relative to services provided, the Town shall notify Sheriff of same, and the Sheriff in their sole discretion may decide whether it is feasible and agreeable to do so. In that case, the cost of modification to uniforms and/or insignia shall be borne by the Town.

6. TOWN OBLIGATIONS.

6.1 Town shall furnish at its own cost and expense all necessary office space, furniture and furnishings, office supplies, janitorial service, telephone, light, water and other utilities, in order for the Sheriff to maintain a substation office in the Town. The area to be utilized for the substation includes the following areas:

6.1.1 Ground floor, which supports the Patrol function of the department, will be used in its entirety by the Sheriff’s Office and includes the following:
• Report writing room
• Gender-neutral restroom

6.2 It is expressly further understood that such areas may be used by the Sheriff or the County of San Mateo in connection with the performance of duties in territory outside of Town and adjacent thereto.

6.3 Notwithstanding the foregoing, it is agreed that in all instances where special supplies, stationery, notices, forms, and the like must be issued in the name of Town, the same shall be supplied by said Town at its own cost and expense.

7. PERFORMANCE OF AGREEMENT.

7.1 For the purpose of performing said general law enforcement services, County shall furnish and supply all necessary labor, equipment and supplies necessary to maintain the agreed level of services to be rendered hereunder.

7.2 Notwithstanding the foregoing, the Town may provide additional resources for the County to utilize in performance of the services.
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8. ASSIGNMENT/SELECTION OF PERSONNEL.

8.1 FY 2023-24 Assigned Personnel.

POSITION # of FTE
Captain .25
Sergeant - Day 0
Sergeant - Night 0
Sergeant - Administrative .5
Deputy - Day 2
Deputy - Night 2
Deputy - Motorcycle 0
Deputy - Canine 0
Deputy - Detective Services .5
TOTAL # FTE 5.25
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EXHIBIT B

RATES / PAYMENTS
Agreement for Law Enforcement Services between the County of San Mateo and Town of Portola Valley In consideration of the services described in Exhibit A, Town shall pay County based on the following fee schedule:

1. CHARGES FOR SERVICES.

1.1 Town shall pay County for services described in this Agreement as calculated based on the formulas set forth in Section 5, Calculated Rates, attached hereto and incorporated by reference herein.

1.2 Section 5, Calculated Rates, shall be readjusted by the County annually effective July 1 of each year and attached hereto as an updated / revised Section 5.

2. INVOICING / BILLING.

2.1 On a semi-annual basis in accordance with Section 3 below, Sheriff’s Office Fiscal Services Bureau shall submit an invoice to the Town.

2.2 Payments and questions regarding invoicing shall be directed to the Sheriff’s Office Financial Services Manager at [email protected] or be mailed to:

San Mateo County Sheriff’s Office
Fiscal Services Bureau
400 County Center, 3rd Flr
Redwood City, CA 94063

3. PAYMENTS.

3.1 Total charges for the period of July 1, 2023 through June 30, 2024 are $2,346,584.

Invoices will be issued according to the following schedule:

Invoice Issued Amount
July 1, 2023 $1,173,292
January 1, 2024 $1,173,292

3.2 Future Fiscal Year payments will be in accordance with the revised Calculated Rates effective July 1 of each year. Payments will be due semi-annually on July 1st and January 1st for each subsequent year of this Agreement.

4. BOOKING / MESSAGE SWITCH /FORENSIC LABORATORY FEES.

4.1 Town shall not be responsible for paying Jail Access Fees, Booking Fees, Message Switch Fees or forensic laboratory fees to the County.
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5. CALCULATED RATES

5.1 Rates for FY 2023-24
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5.2 Overtime Rates - the estimated overtime hourly rates for supplemental services described in Exhibit A (Section 1.1.3) are as follows:

San Mateo County Sheriff's Office FY 2023-24 Hourly Rates

POSITION OVERTIME RATE
Admin Sergeant (Day) $222.05
Sergeant (84 Plan Day) $222.13
Sergeant (84 Plan Night) $233.15
Detective Sergeant (Day) $232.54
Deputy Sheriff (84 Plan Day) $179.16
Deputy Sheriff (84 Plan Night) $188.29
K-9 Deputy Sheriff (84 Plan Day) $188.29
K-9 Deputy Sheriff (84 Plan Night) $197.42
Motorcycle Deputy $188.29
Detective Deputy Sheriff $188.02
Community Services Officer II $64.06
Community Services Officer II (Extra-Help) $62.19
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TOWN OF PORTOLA VALLEY
Council Liaison Report
TO: Portola Valley Town Council
FROM: Jeff Aalfs, Mayor
DATE: 13 April 2023
RE: C/CAG meeting report
The C/CAG Board of Directors met on April 13th. The following items were on the agenda:

Presentations:

1. A presentation on Federal funding advocacy efforts from Ken Brown Consultants

2. A presentation on county-wide trip-reduction efforts by Commute.org a. Note that Portola Valley has an open seat on the Commute.org board. This seat must be filled by a Council Member.

3. A presentation on the Cordilleras Bridge Replacement project on Interstate 101 in Redwood City by CalTrans.

Regular Agenda:

1. Updated roster and meeting schedule for the Administrator’s Advisory Committee (Approved)

2. Initial recommendations on the Congestion Relief Plan reauthorization

3. Legislative update:
a. The Board voted to support SB537 (Becker) modifying the Brown Act with regards to remote meetings of non-legislative bodies.
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Sarah Wernikoff
DATE: Wednesday, April 26, 2023
RE: Parks & Rec Meeting 4.18.23
OVERVIEW:

1. Court maintenance discussion: Crack repairs and re-lining all sports court, etc.

2. New member discussion: open to Ladera residents joining the committee.

3. 2023-24 budget discussion: Committee will request $30K ($3K increase over last year due to increased parking fees, inflation).

4. Court usage policy: Voted to approve court policy as written (attached), 3 month trial starting May 15th.

5. Trivia night: Sat, May 13th 6pm, 6 registrations, discussion of promotion

6. Committee structure discussion: Preference for non-Brown Act committee.

TOWN OF PORTOLA VALLEY
Liaison Memo

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Note: This policy will take effect May 15 and will be revisited 3 months from the start date for evaluation of any changes.
**PROPOSAL** PV Town Center Court Usage Recommendation
Town Center Courts are meant to be used primarily by our residents. We strive to balance the needs of Tennis, Pickleball and other user of our courts so that there is equity in the availability and usage of the courts.

We believe reservations should be kept to a minimum, so courts are more available to all.

In order to establish priority and manage reservations, the courts will be assigned priority groups:

Court #1 – Priority Group Pickleball
(unless otherwise noted)
Court #2 – Priority Group Tennis
(unless otherwise noted)
Sunday 8:00 a.m. to 1:00 p.m. – Priority Pickleball
1:00 p.m. to Dark – Priority Tennis
8:00 a.m. – 1:00 p.m. – Priority Pickleball
1:00 p.m. to Dark – Priority Tennis
Monday
Tuesday
Wednesday
Thursday
Friday
Courts A&B (closest to Softball Field):

Reservations allowed from 11:00 a.m. to 1:00
p.m. Open play at all other times
Courts C&D (closest to parking lot): Open Play
at all times, reservations not allowed
Full Court: Open Play when not reserved.

Saturday 8:00 a.m. to 1:00 p.m. – Priority Tennis
1:00 p.m. to Dark – Priority Pickleball
8:00 a.m. to 1:00 p.m. – Priority Tennis
1:00 p.m. to Dark – Priority Pickleball
Any court may be used by a non-priority group UNTIL someone from the priority group shows up to play or has a reservation. Non-priority groups must vacate the court within 10 minutes to priority group. Court #2 may only be reserved for tennis
Non-residents may ONLY make “same” day reservations, and they will have court usage visibility on Skedda. (Residents are defined as living within the boundaries of Portola Valley, non-residents include Los Trancos/Vista Verde and Ladera).

Pickleball players will be responsible for developing and managing governance regarding open play. Please reference the PVPickleball web pages for more information Reservations:
• Reservations will open on the 15th of the month for the following month (i.e. open on February 15 for March reservations)
• A resident may only make 2 reservations per week.
• Recurring reservations will not be allowed.
• Groups may request from the Parks and Recreations Chairperson (the Skedda System Administrator) an extended reservation for a specific purpose (i.e., special event, league/match play). Requests must be made within a reasonable time frame. Approval is at the discretion of the System Administrator. • PV Parks and Recreations Classes/Clinics, CMS and any other Town approved uses have priority and will be scheduled by the System Administrator.
• Court availability may NOT be posted on social media at any time.

Rolling Pickleball Nets: Must be properly returned to storage area when no longer needed (i.e. no players waiting).
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Report on the April 19th Trails and Pathsmeeting
Judith Hasko
Update on Old Business
The committee reported on various maintenance efforts for the Town Trails and Paths. Some mowing and weed removal efforts will be undertaken now that the rains have stopped. There was some discussion of engaging people in Town to supplement some of these efforts if they wanted to volunteer to help on trails near their homes. Some tools could be made available by the Town, such as weed removers, provided that these volunteers sign a standard waiver and do work only on Town rights of way.

Howard reported that the maintenance budget would essentially be spent by the end of the fiscal year given repairs and tree work necessitated by storms.

Efforts to develop a Trails and Paths Archival system were discussed. The subcommittee undertaking the work said they are evaluating software to use, including potentially that made available by Good to be Green. There will be future reports on the system selected and how best to populate the database, which will serve as an ongoing repository of Trails and Pathsrelated information, records and history.

An update on MROSD plans for the Hawthornes property was given, with the Town representative attending noting Town potential concerns regarding trails and parking. Further reports will be made to the committee as the planning evolves.

New Business
Last the committee discussed its extensive efforts to create an updated map of Town Trails and Paths. The committee worked very hard to compare old trail maps with existing trail usage, and noted in the proposed new map changes needed to reflect new trails, updated uses consistent with easements, and indications of where the Town trail system interacts with trails maintained by WASC, and trails in various open spaces and neighboring jurisdictional spaces. The committee will work with Cara and Howard to refine a proposed resolution for adoption of the updated map by the Town Council, and to understand any legal analyses that may be needed to be done before submitting the package for consideration by the Town Council. This will be the first update to the Trails and Paths map since 2007, and constitutes an enormous amount of work by the committee.

Continued Item
The committee ran out of time for the Town Council priorities presentation, and agreed to continue it to a future meeting.
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In the course of the latter item, a member noted that on PV Forum residents want to understand the proposed usage of trails along Alpine, in particular for Safe Routes to School purposes. The committee wants to agendize a more fulsome discussion with public participation of their concerns related to the Safe Routes to School recommended usage, and more general usage, including in light of the Hawthorns project which may upgrade the trail on the south side of Alpine and provide better alternatives in the future. The committee liaison suggests that the Town Council consider convening an ad hoc committee or other mechanism to facilitate a broader discussion of this issue, which has been noted for years, given the interest expressed.
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Judith Hasko - Report from 4-5-23 meeting of SFO Roundtable Report given on navigational systems for aircraft approach location monitoring at SFO (GBAS: a new ground-based augmentation system vs. ILS: an instrument landing system), benefits of the former and the goals of this new system. The GBAS is being phased in; the ILS is an older system; it works but has certain limitations. The GBAS adoption/optimization is a multi-year process, currently at the innovation and improvement stage.

GBAS was installed at SFO a year ago. In US, Newark, Houston, SFO. Kennedy and LaGuardia will follow (total of 5). Internationally 100s in use. Each airport must purchase and operate themselves in US so it is less common here. Currently, 30% of planes landing at SFO use this GBAS system.

Reviewed 3 particular proposals and their status for updating flight procedures to approach SFO.

Vote to pursue 2 of the 3 proposals with FAA even if outside GBAS purview, to continue to seek lower noise in the area.

Received report on other roundtable efforts at other major airports.

Report on SFO trends: Level of air traffic: 80% relative to pre-traffic levels. Expect upward trend.

New air lines and routes were reported. 1 runway closed on March 27 for construction; will reopen near Memorial Day or so. 1 am to 5 am departures now are directed more to overwater area, to decrease noise. EIR for sea level rise: Due to be published in the fall responding to public comment; some concerns are noise related to construction of sea level rise-related structures.

A noise insulation program update was given, Satisfaction rates are rising, On-line access to noise information reporting is increasingly available.
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There are no written materials for
Item 8
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Portola Valley City CouncilApril 26, 2023

Portola Valley City Council
April 26, 2023