Portola Valley City Council
June 14, 2023

TOWN OF PORTOLA VALLEY
Meeting of the Town Council
Wednesday, June 14, 2023
7:00 P.M.

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

REGULAR 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 their phone to "raise your hand" and *6 to mute/unmute themselves. 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.

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. Each speaker’s time is limited to three minutes.

3. CONSENT AGENDA
a. Approval of Minutes- 5.24.23
b. Approval of Warrant List –6.14.23
c. Adopt Resolution - Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project list
d. Approve a Summer Schedule Pilot
e. Approve Reclassification of Financial Analyst to Senior Accountant f. Appointment of Craig Heberer to the Emergency Preparedness Committee, Wesley Barrow to the Cultural Arts Committee, Jon Silver and Andrew Browne to the Race and Equity Committee
g. Adoption of a Resolution Allowing the Annual Cost of Living - Adjustment to the Maximum Rates Under the Franchise Agreement for Collection and Processing of Mixed Compostable Materials, Recyclables and Yard Trimmings between the Town of Portola Valley and GreenWaste Recovery, Inc.

VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
https://us06web.zoom.us/j/85068142992?pwd=dVY2QTl0bTNON00vZW9iQmhQcHVlQT09 Webinar ID: 850 6814 2992
Passcode: 953305
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
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Town of Portola Valley
June 14, 2023

4. REGULAR AGENDA
a. Review the Proposed Budget for FY2023-24

5. STUDY SESSIONS
a. Conduct Second Study Session on the upcoming Sheriff’s Contract negotiations. b. Conduct Study Session on Revenue Enhancement

6. 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.

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

8. ADJOURNMENT
The next Regular Town Council meeting will be held on June 28, 2023, at 7:00 p.m. *********************************************************************************************************************** Land Acknowledgement: The Town of Portola Valley acknowledges the colonial history of this land we dwell upon the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.
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TOWN OF PORTOLA VALLEY
Historic Schoolhouse
765 Portola Road
Portola Valley, CA 94028
Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
COUNCIL MINUTES – REGULAR MEETING
MAY 24, 2023

1. CALL TO ORDER – 7:05 P.M.

Present: Mayor Aalfs, Vice Mayor Wernikoff, and Councilmembers Hasko, Hufty, and Taylor

Absent: None

2. CLOSED SESSION REPORT - PUBLIC EMPLOYEE
Pursuant to Government Code Section 54957 Title: Interim Town Manager. This closed session took place during a special meeting that preceded the regular meeting. Mayor Aalfs stated there was no reportable action.

3. INTERIM CONTRACT WITH TOWN ATTORNEY
Interim Town Manager Howard Young summarized the proposed contract. • Rita Comes spoke
Motion: Councilmember Taylor made a motion, seconded by Vice Mayor Wernikoff to authorize the Mayor to execute an agreement between the Town of Portola Valley and Shute, Mihaly & Weinberger, LLP, to provide interim legal services for Town business. The motion carried unanimously.

Interim Town Attorney Catherine Engberg took her seat at the council table.

4. ORAL COMMUNICATIONS ON NON-AGENDA ITEMS
• Carolyn Vertongen
• Randy True
• Rita Comes
• Kristy Corley
• Danna Breen

5. CONSENT AGENDA
A. Approval of Minutes
May 10, 2023 – Regular Meeting
May 11, 2023 – Special Meeting
B. Approval of Warrant List - May 24, 2023
C. Proclamation designating June 2023 as Pride Month
D. Wildfire Preparedness Committee -
Approve changing the meeting time for the Wildfire Preparedness Committee from 7 pm on the 4th Thursday of each month, to 4 pm on the 3rd Wednesday of each month.

Public Comments
• Randy True
• Kristy Corley
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Minutes of the May 24, 2023, Town Council Meeting

Vice Mayor Wernikoff pulled item 5.A.1 from the Consent Calendar.

Motion: Vice Mayor Wernikoff made a motion, seconded by Councilmember Taylor to approve the Consent Calendar except for item 5.A.1 (Minutes of May 10, 2023). The motion carried unanimously.

Vice Mayor Wernikoff presented corrections to the Minutes of May 10, 2023. She stated that the first sentence on Item 5 says Councilmember Hasko recused. It was Councilmember Hufty. On the top of the following page (page 3), she seconded the motion and the vote was not unanimous; Councilmember Hasko abstained and Councilmember Hufty was recused.

Councilmember Hasko noted that AASC on page 1 should be ASCC.

Motion: Councilmember Taylor made a motion, seconded by Councilmember Hufty to approve the May 10, 2023, minutes as corrected. Unanimous.

6. REGULAR AGENDA
A. Interim Contract with Sheriff
Interim Town Manager Young presented this item and spoke of deadlines. Captain Myers answered questions.

Public comments:
• David Cardinal
• Carolyn Vertongen
Motion: Councilmember Hasko made a motion, seconded by Councilmember Taylor to adopt Resolution 2927-2023 Approving a Three-Month Contract Amendment Between the County of San Mateo and the Town of Portola Valley for Law Enforcement Services. Unanimous.

B. Housing Element Annual Report
Laura Russell, Director of Planning and Building, presented the Housing Element Annual Report for the calendar year 2022. She stated that unless the Council wants to add comments, she will send the 2022 Housing Element Annual Report to the Department of Housing and Community Development. No comments were added.

Public comments:
• David Cardinal
• Patty Dewes
• Carolyn Vertongen
• Kristy Corley

7. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS The Council discussed committee reports.

Public Comments
• David Cardinal
• Mary Jack
• Rita Comes

8. INTERIM TOWN MANAGER REPORT
Interim Town Manager Howard Young presented several items.

Public Comments:
• Rita Comes
• Kristy Corley
• Jim White
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Minutes of the May 24, 2023, Town Council Meeting

9. CLOSED SESSION -- CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION The Town Council will adjourn to a closed session due to significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of California Government Code Section 54956.9: One (1) Case:

PublicSafety4PVNow, Inc., a Delaware corporation.

Govt. Code § 54956.9(d)(2): “[a] point has been reached where, in the opinion of the legislative body of the local agency on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the local agency. The case was brought by Public Safety 4 PV Now.

Commenters:
• David Cardinal
• Jim White
At 8:41 p.m. the Mayor and Council adjourned to closed session.

10. ADJOURNMENT
The Regular Council Meeting reconvened and the Mayor adjourned the regular meeting at 9:30 PM The next regular Town Council meeting will be held on June 14, 2023, at 7:00 p.m. ******************************************************************************************************************* Land Acknowledgement:

The Town of Portola Valley acknowledges the colonial history of this land we dwell upon—the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair. 5 of 91
apachreg Town of Portola Valley hsingh 06/09/2023 09:57 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 3178 20 ALLIANT INSURANCE SERVICES 893.00 06/14/233179 21 ALMANAC 462.00 06/14/233180 44 BANK OF AMERICA 6,458.80 06/14/233181 46 BARB ECKSTEIN 1,271.09 06/14/233182 71 BW CONSTRUCTION 1,324.00 06/14/233183 80 CALPERS 8,943.33 06/14/233184 86 CARLA WRAY 1,000.00 06/14/233185 110 CITY OF FOSTER CITY 540.00 06/14/233186 176 EXCEL LD 33.14 06/14/233187 195 GOOD CITY COMPANY 38,622.50 06/14/233188 203 GREEN HALO SYSTEMS 114.00 06/14/233189 213 HILLYARD INC 534.18 06/14/233190 245 JEANNIE GOLDMAN 6,387.00 06/14/233191 247 JEFF MORGAN 1,000.00 06/14/233192 262 JORGENSON SIEGEL MCCLURE & FLE 24,880.00 06/14/233193 267 KARI CHINN 1,081.22 06/14/233194 269 KATHY WADDELL 1,536.00 06/14/233195 293 LYNGSO GARDEN MATERIALS INC 721.47 06/14/233196 295 LYNX TECHNOLOGIES INC 525.00 06/14/233197 324 MIRANDAS LANDSCAPE 4,815.00 06/14/233198 334 NOLTE ASSOCIATES INC 16,545.04 06/14/233199 364 PERS HEALTH 15,532.00 06/14/233200 367 PG&E 1,771.68 06/14/233201 380 PURCHASE POWER 559.98 06/14/233202 385 RAY ROTHROCK 1,200.00 06/14/233203 406 RR DONNELLEY 94.31 06/14/233204 428 SHARP BUSINESS SYSTEMS 320.10 06/14/233205 437 SMALL BUSINESS BENEFIT PLAN TR 2,944.50 06/14/233206 445 STANDARD INSURANCE CO. 572.52 06/14/233207 448 STATE COMP INSURANCE FUND 3,932.00 06/14/233208 489 VERIZON WIRELESS 489.76 06/14/233209 553 COUNTY OF SAN MATEO-PSC 17,539.00 06/14/233210 673 MUNICIPAL RESOURCE GROUP, LLC 5,800.00 06/14/233211 740 ALESSANDRO MORUZZI 380.00 06/14/233212 787 TMT ENTERPRISES, INC 1,993.09 06/14/233213 839 DAVID BARROW 1,200.00 06/14/233214 840 TODD JOHNSON 599.00 06/14/233215 843 KENNETH BROWNE 1,000.00 06/14/233216 850 ALEC LYTLE 800.00 06/14/233217 860 STEPFORD 1,210.00 06/14/233218 914 UNITED MECHANICAL INC 28,967.82 06/14/233219 946 JARVIS FAY LLP 912.00 06/14/233220 949 PINPOINT TALENT, LLC 11,624.00 06/14/233221 980 ADRIENNE SMITH 50.00 06/14/233222 992 PRECISION GRAPHICS 3,403.37 06/14/23 6 of 91
apachreg Town of Portola Valley hsingh 06/09/2023 09:57 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 3223 993 DAVID HOLLIS 1,200.00 06/14/233224 994 GINGER PISTILLI 1,000.00 06/14/233225 995 GRACE BERIKER 600.00 06/14/233226 996 GREGORY POSTEN 11,524.00 06/14/233227 997 JAMES WALL 1,000.00 06/14/233228 998 LISA M. THOMPSON 1,200.00 06/14/233229 999 PETER WESTON SMITH 1,000.00 06/14/233230 1000 SAMANTHA JANE MCKAIGE 600.00 06/14/233231 1001 SM RESOURCE CONSERVATION DIST 248.18 06/14/233232 1002 JIM WHITE 185,340.37 06/14/233233 1003 PATTI MICHELSEN 1,120.00 06/14/233234 1004 TIMOTHY SNOKE 2,000.00 06/14/233235 1005 KAREN ASKEY 1,822.91 06/14/23Check totals: 429,237.36ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 429,237.36Check totals: 429,237.36ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 429,237.36 7 of 91
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apapdinv2 hsingh Town of Portola Valley Page 1
10:02 06/09/23 Paid Invoices by Date
From: 06/14/2023 to 06/14/2023
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 20 ALLIANT INSURANCE SERVICES
06/14/23 3178 Premium PV Palooza Insurance 893.00 893.00 2317339 Vendor: 21 ALMANAC
3179 April Publishing 462.00 462.00 78569
Vendor: 44 BANK OF AMERICA
3180 March Statement 6,458.80 6,458.80 1388-MARCH23
Vendor: 46 BARB ECKSTEIN
3181 Reimbursement - 2023 Horse Fair 1,271.09 1,271.09 FRRC-23-5 Vendor: 71 BW CONSTRUCTION
3182 Reimbursement - Debris Boxes for Semiannual Road Cleanup 1,324.00 1,324.00 1083 Vendor: 80 CALPERS
3183 May Unfunded Liability 8,943.33 8,943.33 100000017155639 Vendor: 86 CARLA WRAY
3184 PV Palooza - Performance at Summer Music Festival 2023 1,000.00 1,000.00 06102023 Vendor: 110 CITY OF FOSTER CITY
3185 CalOpps One Job Posting - Town Clerk 540.00 540.00 15330 Vendor: 176 EXCEL LD
3186 May Telephone LD Service 33.14 33.14 1196539068
Vendor: 195 GOOD CITY COMPANY
3187 Planning Consultant Svcs - April 38,622.50 38,622.50 3108 Vendor: 203 GREEN HALO SYSTEMS
3188 May Hosting & Access 114.00 114.00 4264
Vendor: 213 HILLYARD INC
3189 Janitorial Supplies 534.18 449.78 605132931
Janitorial Supplies 84.40 605116686
Vendor: 245 JEANNIE GOLDMAN
3190 Spring 2023 Classes 6,387.00 6,387.00 SPRING-2023
Vendor: 247 JEFF MORGAN
3191 PV Palooza - Performance at Summer Music Festival 2023 1,000.00 1,000.00 06102023 Vendor: 262 JORGENSON SIEGEL MCCLURE & FLE
8 of 91
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apapdinv2 hsingh Town of Portola Valley Page 2
10:02 06/09/23 Paid Invoices by Date
From: 06/14/2023 to 06/14/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
06/14/23 3192 April Statement 24,880.00 24,880.00 APRIL-2023 Vendor: 267 KARI CHINN
3193 Reimbursement - Hotel for CAPIO Conference 1,081.22 840.24 FRRS-23-17 Reimbursement - Town Council Founders Awards, Engraving 158.56 FRRS-23-18Reimbursement - Food & Supplies for Council Founders Awards 82.42 FRRS-23-19 Vendor: 269 KATHY WADDELL
3194 Spring 2023 Classes 1,536.00 1,536.00 SPRING-2023
Vendor: 293 LYNGSO GARDEN MATERIALS INC
3195 Playground Sand - Town Center 721.47 721.47 22957
Vendor: 295 LYNX TECHNOLOGIES INC
3196 April Maintenance/GIS Services/Parcel Updates 525.00 525.00 9878 Vendor: 324 MIRANDAS LANDSCAPE
3197 Line trim & Fixed DG at Ford Field, Clearing Debris & Mow 4,815.00 2,181.00 3149 April & May Mowing 2,634.00 3137
Vendor: 334 NOLTE ASSOCIATES INC
3198 March Applicant Charges & PW Support 16,545.04 16,545.04 MARCH_2023 Vendor: 364 PERS HEALTH
3199 June Health 15,532.00 15,532.00 100000017174918
Vendor: 367 PG&E
3200 April Statements 1,771.68 1,771.68 APRIL-2023
Vendor: 380 PURCHASE POWER
3201 Postage Meter 559.98 559.98 7931-MAY23
Vendor: 385 RAY ROTHROCK
3202 PV Palooza - Performance at Summer Music Festival 2023 1,200.00 1,200.00 06102023 Vendor: 406 RR DONNELLEY
3203 Business Card 94.31 94.31 317295154
Vendor: 428 SHARP BUSINESS SYSTEMS
3204 March Copies 320.10 158.96 9004291936
April Copies 161.14 9004316582
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
3205 June Dental/Vision 2,944.50 2,944.50 JUNE-2023
9 of 91
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apapdinv2 hsingh Town of Portola Valley Page 3
10:02 06/09/23 Paid Invoices by Date
From: 06/14/2023 to 06/14/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 445 STANDARD INSURANCE CO.
3206 LTD/Life Premium 572.52 572.52 2023-MAY
Vendor: 448 STATE COMP INSURANCE FUND
3207 WC Premium, 05/19/2023-06/19/2023 3,932.00 3,932.00 1001375786 Vendor: 489 VERIZON WIRELESS
3208 April Cellular 489.76 489.76 9933386155
Vendor: 553 COUNTY OF SAN MATEO-PSC
3209 Public Safety Dispatch Svcs, April-June 2023 17,539.00 17,539.00 PVPD 23-04 Vendor: 673 MUNICIPAL RESOURCE GROUP, LLC
3210 Portola Valley - Policy Review & Compensation Analysis 5,800.00 5,800.00 03-23-328 Vendor: 740 ALESSANDRO MORUZZI
3211 Spring 2023 Classes 380.00 380.00 SPRING-2023-MAY
Vendor: 787 TMT ENTERPRISES, INC
3212 MATERIALS, PAC-BELL INFIELD MIX*15TN 1,993.09 1,993.09 16141 Vendor: 839 DAVID BARROW
3213 PV Palooza - Performance at Summer Music Festival 2023 1,200.00 1,200.00 06102023 Vendor: 840 TODD JOHNSON
3214 PV Palooza - Performance at Summer Music Festival 2023 599.00 599.00 06102023 Vendor: 843 KENNETH BROWNE
3215 PV Palooza - Performance at Summer Music Festival 2023 1,000.00 1,000.00 06102023 Vendor: 850 ALEC LYTLE
3216 PV Palooza - Performance at Summer Music Festival 2023 800.00 800.00 06102023 Vendor: 860 STEPFORD
3217 2 Hewlett Packard, HP Z27k G3 - LED Monitor 1,210.00 1,210.00 2301298 Vendor: 914 UNITED MECHANICAL INC
3218 Quarterly Inspection - Town Hall, Library & Community Hall 28,967.82 1,732.00 75419 Repair 2 Backflow Devices- Fields 3,255.00 77756Boiler Replacement- Community Hall 20,296.00 77350Circulation Pump Leaking & Failing - Town Hall 772.82 77349Replace Blower Assembly on Munchkin Boiler - Community Hall 2,912.00 77347 Vendor: 946 JARVIS FAY LLP
10 of 91
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apapdinv2 hsingh Town of Portola Valley Page 4
10:02 06/09/23 Paid Invoices by Date
From: 06/14/2023 to 06/14/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
06/14/23 3219 Legal Services-Housing Element April 912.00 912.00 17575 Vendor: 949 PINPOINT TALENT, LLC
3220 Temp Service, H. Singh 5/15/23 - 5/21/23 11,624.00 1,980.00 5987 Temp Service, S. Ahmad 5/15/23-5/21/23 3,040.00 5988Temp Service, H. Singh 5/22/23 - 5/28/23 1,980.00 6007Temp Service, S. Ahmad 5/22/23-5/28/23 3,040.00 6008Temp Service, H. Singh 5/29/23 - 6/04/23 1,584.00 6035 Vendor: 980 ADRIENNE SMITH
3221 Reimbursement - NOD Filing with San Mateo County 50.00 50.00 FRRS-23-15 Vendor: 992 PRECISION GRAPHICS
3222 PV Palooza Posters & Banners 3,403.37 3,403.37 18879 Vendor: 993 DAVID HOLLIS
3223 PV Palooza - Performance at Summer Music Festival 2023 1,200.00 1,200.00 06102023 Vendor: 994 GINGER PISTILLI
3224 PV Palooza - Performance at Summer Music Festival 2023 1,000.00 1,000.00 06102023 Vendor: 995 GRACE BERIKER
3225 PV Palooza - Performance at Summer Music Festival 2023 600.00 600.00 06102023 Vendor: 996 GREGORY POSTEN
3226 Stage Rental & Technician, PA Package, Engineer 11,524.00 11,524.00 1021 Vendor: 997 JAMES WALL
3227 PV Palooza - Performance at Summer Music Festival 2023 1,000.00 1,000.00 06102023 Vendor: 998 LISA M. THOMPSON
3228 PV Palooza - Performance at Summer Music Festival 2023 1,200.00 1,200.00 06102023 Vendor: 999 PETER WESTON SMITH
3229 PV Palooza - Performance at Summer Music Festival 2023 1,000.00 1,000.00 06102023 Vendor: 1000 SAMANTHA JANE MCKAIGE
3230 PV Palooza - Performance at Summer Music Festival 2023 600.00 600.00 06102023 Vendor: 1001 SM RESOURCE CONSERVATION DIST
3231 Administration, Personnel 248.18 23.56 1-CB-GEN
Equipment, Admin & Personnel 224.62 2-CB-GEN
Vendor: 1002 JIM WHITE
11 of 91
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apapdinv2 hsingh Town of Portola Valley Page 5
10:02 06/09/23 Paid Invoices by Date
From: 06/14/2023 to 06/14/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
06/14/23 3232 Reimbursement - Planning Fees Waiver, Willow Comm Housing 185,340.37 185,340.37 02022023 Vendor: 1003 PATTI MICHELSEN
3233 Spring 2023 Classes 1,120.00 1,120.00 SPRING-2023
Vendor: 1004 TIMOTHY SNOKE
3234 Summer Concert - Live Performance 2,000.00 2,000.00 07132023 Vendor: 1005 KAREN ASKEY
3235 Reimbursement - Trivia Night Expenses - Food, Banners, etc 1,822.91 1,822.91 FRRC-23-6 Check Date Totals 429,237.36
Grand Total 429,237.36
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TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
June 14, 2023
Claims totaling $429,237.36 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
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________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Howard Young, Public Works Director / Interim Town Manager DATE: June 14, 2023
RE: Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project list

RECOMMENDATION
Staff recommends that the Town Council adopt the attached resolution approving a project list to comply with SB-1 funding requirements as required annually.

BACKGROUND
On April 28, 2017, the Governor signed Senate Bill 1 (SB 1), Road Repair and Accountability Act of 2017, to address transportation funding shortfalls statewide.

SB 1 established a Road Maintenance and Rehabilitation Account (RMRA) in the State Transportation Fund. Beginning in January 2018, the State Controller deposited funds generated from increased fuel taxes and vehicle registration fees into the RMRA. A portion of the RMRA funds are distributed on a monthly basis to cities for basic road maintenance, rehabilitation and critical safety projects on local streets and road systems.

In Fiscal Year 2022-2023, the estimated amount the Town was to receive from the RMRA was $100,977.00. The Town has received distribution payments totaling approximately $72,710.88 to date for 2022-2023. A project list for 2022-2023 was approved by the Town Council on September 14, 2022.

In Fiscal Year 2022-2023, the Town is estimated to receive $107,564.00 from the RMRA. Estimates were provided by CaliforniaCityFinance.com.

DISCUSSION
SB 1 emphasizes the importance of accountability and transparency in the delivery of California's transportation programs. In order to be eligible for RMRA funding, cities must annually adopt a resolution with a list of projects they intent to fund with

TOWN OF PORTOLA VALLEY

STAFF REPORT
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Senate Bill 1 Road Maintenance and Rehabilitation Account Funding

June 14, 2023
SB1 funding in the upcoming fiscal year. The program this year allows submittal of the proposed project list until July 1, 2023.

Staff recommends that the funding be applied towards the Town’s Annual Street Resurfacing Project, which will be included in the Proposed Budget for Fiscal Year 2023-2024. The funds can be used on a previous or future submitted project.

The project list includes, project description, locations, completion schedule, anticipated useful life and other information required by the program. The project locations and dates are considered flexible, which allows for changes, substitutions, additions, or removal of roadways. This is helpful as staff will be in the process of developing the scope of the 2023-2024 street resurfacing project. The current project list (Attachment 1) is derived from the Towns Pavement Management System, based on a program that was developed by the Metropolitan Transportation Commission. This draft list was compiled in order to receive SB 1 funding, and does not represent the complete list or final list of street projects for the upcoming fiscal year.

FISCAL IMPACT
Funding from multiple sources, including SB1/RMRA funds of $107,564.00, for the construction of the Annual Street Resurfacing project will be considered in the Proposed Budget for Fiscal Year 2023-2024 under Capital Improvements. The funds are provided to the Town on a monthly basis.

ATTACHMENT

1. Project list

2. Resolution
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Attachment 1
PROPOSED SB-1 TRANSPORTATION FUNDING PROJECT LIST
Fiscal Year 2023/2024
Project Name: Street Resurfacing Project in the Town of Portola Valley

1. Project Description: As part of the Towns annual street resurfacing program, this proposed project consists of street resurfacing and rehabilitation work consisting of base repairs, crack sealing, and asphalt overlay or slurry/surface seals. The primary factor for choosing the roadway segments included is the Pavement Condition Index (PCI) of each roadway. PCI is a measurement of a street’s condition derived through field inspections that utilize scoring criteria developed by the Metropolitan Transportation Commission’s (MTC) pavement management program.

2. Location of the Project:
a. Westridge Drive: Cervantes Road (East) to Alpine Road b. Alpine Road: 1580’ S/O Westridge Drive to Los Trancos Road c. Alpine Road: Nyland Gate to 5500 Driveway

3. Schedule of Completion: Construction of the project is estimated to be complete by December 2025.

4. Estimated Useful Life:

Resurfacing and rehabilitation work will extend life expectancy of these streets as shown below:
• Slurry/Surface seals 4 – 6 years
• Asphalt Overlay 10-15 years
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Resolution no. ______-2023

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY ADOPTING A PROJECT LIST FOR FISCAL YEAR 2023-24 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our Town are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the Town must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1 by resolution, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the Town, will receive an estimated $107,564.00 in RMRA funding in Fiscal Year 2023-24 from SB 1; and
WHEREAS, this is the seventh year in which the Town is receiving SB 1 funding and will enable the Town to continue essential road maintenance and rehabilitation projects; and
WHEREAS, the Town used a Pavement Management System and onsite staff evaluation to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and
WHEREAS, the funding from SB 1 will help the Town maintain and rehabilitate the listed roads, and many similar projects into the future.

NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the Town Council of the Town of Portola Valley, State of California, as follows:

1. The foregoing recitals are true and correct.
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2. The fiscal year 2023-24 list of projects planned to be funded with Road Maintenance and Rehabilitation Account revenues include: See Attachment 1 for project list.

PASSED AND ADOPTED by the Town Council of the Town of Portola Valley, State of California this _______ day of _______, 2023.

Mayor
ATTEST:

Town Clerk
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker, Assistant Town Manager
Laura Russell, Planning and Building Director

DATE: June 14, 2023
RE: Summer Schedule Pilot

RECOMMENDATION
Approve the Summer Schedule Pilot from June 15th, 2023, to September 15th, 2023.

BACKGROUND
All Department Heads and many other staff members participate in 9/80 schedules. In a 9/80 schedule, employees work 80 hours over nine days instead of the usual 80 hours over ten days. In total, an employee works eight nine-hour days, one eight-hour day, and has one day off over the two workweeks. This is a common government employment practice, is attractive to potential employees, and allows for increased work-life balance. Currently the staff who work 9/80 schedules are split in half, with 50% off the first and third Fridays and the other 50% the second and fourth Fridays. All Department Heads participate in 9/80 schedules.

DISCUSSION
The Department Head team is requesting a pilot summer schedule to address current low staffing levels, summer vacations, and reintroduction of in-person offsite meetings. Staff proposes to physically close the doors of Town Hall every Friday from June 15th to September 15th. The only change to services would be the closure of the lobby. Town Hall staff will continue to provide all services five days a week during normal business hours. While the doors will be physically closed one day a week, staff’s work schedules will not change, and services will be available every day as always. During COVID many services were shifted to online and numerous of those are solely serviced online now; therefore staff is well equipped to provide services without the lobby being open.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
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Summer Schedule Pilot
June 14, 2023

Currently, the Department Heads provide daily managerial coverage for staff and services onsite at Town Center. Given the vacancy of the Town Manger position and the Town Clerk position there are two less Department Heads to assist with coverage on Fridays. At this point there are only two Department Heads to provide managerial support each Friday. With this current model if a Department Head is travelling, off or ill, on their working Friday, it leaves another there alone or requires an additional Department Head to work an extra day beyond their 80hrs in two weeks. Additionally, many meetings are returning to in-person, drawing many of our Department Heads offsite to attend meetings to represent the Town, thus leading to less Department Head coverage when Friday meetings occur.

As the Town Council is aware, many residents travel in the summer, resulting in less walk-in traffic in the lobby. With the increase in vacations/time off taken during the summer, a summer schedule pilot will allow for Department Heads to take time off or attend the scheduled offsite meetings without negatively impacting other Department Heads. Without proper Department Head coverage, our front desk staff and all other staff would be left handling decisions that are not within their job descriptions and scope of responsibility. It is recommended that the Council approve the temporary summer schedule pilot to alleviate the scheduling issues resulting from open positions at the managerial level

FISCAL IMPACT
There is no fiscal impact to this proposed schedule as all services will still be available as Town Hall services will not be interrupted.

ATTACHMENT
None
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker, Assistant Town Manager
Cindy Rodas, Finance Director

DATE: June 14, 2023
RE: Reclassification of Financial Analyst to Senior Accountant

RECOMMENDATION
Approve a reclassification of the Finance Analyst to a Senior Accountant position, in turn amending the Salary Schedule, and approving the proposed Senior Accountant job description/classification.

DISCUSSION
With the recent resignation of the Town’s Financial Analyst, the Finance Director and Assistant Town Manager have engaged in numerous conversations surrounding needs of the Finance Department. It was realized that the Analyst level was not providing the accounting experience or expertise required to properly support the Finance Department and the Town.

Many public agencies hire Senior Accountants as key positions in their Finance Departments.

For the Town of Portola Valley, the Senior Accountant would be an integral position to provide high level support for the Finance Director. Creation of a Senior Accountant position would permit the Finance Director to assign a wide range of complex duties and responsibilities to the Senior Accountant thereby freeing the Finance Director up to focus on higher level work and would provide a mid-management presence when the Finance Director is unavailable.

The Senior Accountant would be responsible for professional accounting work which would include but not be limited to audits, analysis and verification of financial records, preparation of financial reports and statements in accordance with Generally Accepted Accounting Principles (GAAP), providing financial and accounting information to other Town staff, reconciling general ledger accounts, and preparation of various budgets, year-end audit reports and schedules, and maintenance of the accounting database system in addition to other duties such as processing payroll, project management on the OpenGov financial software and supporting other Town financial priorities.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
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Financial Analyst Reclassification to Senior Accountant June 14, 2023

Currently, there is no classification in between Financial Analyst and the Finance Director, and the required knowledge gap between the two is vast. In addition, there is a need for a higher-level classification that could perform some of the work currently being performed by the Finance Director. This would then free up the Finance Director to focus on the higherlevel work resulting in the balance of appropriate levels of work and efficiencies throughout the Finance Department. Currently, the Finance Director must oversee, supervise and approve every function done in the Finance Department, due to the current levels of staffing approved. It is not the best use of the Director’s time. The classification of Senior Accountant, if approved by the Town Council, would have knowledge, skills, and abilities to perform at a higher level, after initial training on the Town’s financial software system, to step in for the Finance Director as needed and take over some of the duties and responsibilities currently being performed by both the Finance Director and lower-level staff in the Finance Department.

FISCAL IMPACT
The current 2022-2023 salary range for the Financial Analyst position is budgeted at $73,158-$99,142, with the highest point on the range within our allocated budget. The proposed Senior Accountant range is from $108,000-$130,000, slightly lower, but competitive with local jurisdictions that are used for comparisons. The fiscal impact at the highest point would be $30,858 for a base salary allocation.

ATTACHMENT

1. Financial Analyst Job Description

2. Senior Accountant Proposed Job Description
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1 TOWN OF PORTOLA VALLEY
Finance Analyst
Classification: Accounting Technician
FLSA Status: Non-exempt
Adopted: 12-09-2020
Classification specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

GENERAL DEFINITION
The Finance Analyst is an experienced journey-level accounting classification. The incumbents apply specialized knowledge in the performance of advanced level technical accounting and analytical work. Financial Analysts are responsible for a variety of financial tasks internally and externally. Under direction, performs tasks related to accounts payable/receivable and other fiscal maintenance operations such as payroll, general ledger, fixed assets, financial reporting, annual audit, purchasing, business registrations, involvement in the Town’s budget preparation, and related work as required.

Incumbents are normally expected to solve most work problems independently and to refer to supervisory personnel only those matters which involve policy decisions, technical questions and unusual problems, but do not have independent purchasing authority. This position receives direction and reports to the Finance Director.

TYPICAL DUTIES AND RESPONSIBILITIES
Duties may include, but are not limited to:
 Serves as the Town’s “Back Office” by integrating all the financial and accounting needs of Town departments by supporting, streamlining, and boosting productivity for essential services and systems.
 Performs responsible accounting clerical work involving the processing, maintenance and reconciliation of financial and statistical records in an accounting system  Posts, computes, compares and files a variety of routine and complex financial, accounting, payroll and statistical information utilizing manual and automated financial records and processing systems
 Makes recommendations for the adjustment of journals or transfer of entries to make revenue or expenditure corrections; enters data into automated financial system
 Utilizes the department’s budget system for preparation and analysis of budget reports. Data comparison and entry into the financial system based on numbers provided, and generates summary schedules
 Creates and manages the warrant list for review by the Finance Director  Searches records and provides factual data from information on file  Assist in the preparation for Town audits
 Researches and solves a variety of problems related to assigned activity  Provides information and assistance to Town staff and to the public regarding applicable departmental policies, rules and procedures
 Interprets financial policy, providing recommendations and works with operational 23 of 91
2 staff in solving financial problems of varied complexity  Maintains various Town databases and increases overall productivity  Processes accounts payable/accounts receivable and revenue  Reviews and prepares invoices for accuracy and appropriate authorization as necessary
 Reconciles accounts payable and purchasing records
 Prepares and maintains Purchase Order records
 Receives payment and prepares business license certificates  Maintenance and reconcilement of payments, refunds, etc. of Town’s recreation class program and preparation of the annual audit in conjunction with public-facing recreation services.
 Posts receipts, encumbrances and expenditures to various accounts  Reconciles accounts and prepares general ledger entries  Exhibits and encourages behavior that is consistent with the Town's risk management program and decreases risk of accident or injury to self, employees, residents, visitors and their property
 Performs general office support and other duties as assigned EXAMPLES OF MARGINAL DUTIES:
 Assist in a variety of department operations and perform special assignments as assigned  May participate in the preparation of special events, budget packet preparation, or other related duties as required
 Assist in preparation of requested documentation for occasional Public Records Request in accordance with the California Public Records Act.
 Respond to emergency situations as required
 Serve as back-up and support Finance Director role
 Attend and participate in group meetings; stay abreast of new developments within assigned area of responsibility

QUALIFICATIONS
Knowledge of:
 Practical knowledge of computerized accounting and budgeting systems  Proficiency in using computer systems and software applications associated with performance of assigned work is essential.
 Problem-solving skills associated with software applications used is expected.  Knowledge of budgetary principles and government finance  Understanding of the relationship between accounts payable and the Town’s budget  Principles and practices of customer service
 Principles and practices of financial administration, fund accounting and basic budgeting, including generally accepted accounting principles
 Application of data processing in accounting including data input and reporting  Methods and techniques of administrative analysis
 Pertinent Federal, State, Town and department guidelines and procedures  Standard office practices and procedures, including filing and the operation of standard office equipment, including a computer
 Computer applications involving word processing, spreadsheets, data entry, database access and/or standard report generation
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3  Business letter writing and the standard format for typed materials  Methods and techniques for basic report preparation and writing  Recordkeeping principles and practices
Ability to:
 Establish, maintain and foster cooperative working relations with others from diverse backgrounds, including elected officials, co-workers and the public effectively and with courtesy, in person, via e-mail and over the phone
 Follow written and oral instructions and procedures
 Communicate effectively, both orally and in writing, by using proper English grammar, spelling and punctuation
 Analyze, interpret, and explain financial policies and procedures  Prepare accurate and timely financial statements and reports  Conceive, propose, implement and maintain sound fiscal procedures and records  Compile, correlate and analyze a large volume of written and numerical data  Conceive and effectively propose solutions to problems  Acquire knowledge of, interpret and apply policies, procedures, codes, regulations and laws related to assignment, department, other functions of the city and other governmental agencies in a timely manner
 Ability to explain accounting processes to employees and vendors  Perform duties on a regular and consistent basis; meet critical deadlines  Acquire knowledge of applicable policies, codes and other functions of the city and other governmental agencies
 Process, input, compute and reconcile financial data
 Provide general clerical support
 Make adjustments to standard operating procedures as is appropriate  Prepare and maintain accurate documents, records and reports  Maintain accurate office files
 Operate basic office equipment (i.e. telephone, copier, calculator, etc.)  Respond to and interact with elected officials, co-workers and the public effectively and with courtesy, in person, via e-mail and over the phone

EDUCATION AND EXPERIENCE
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
 Education: Equivalent to a two-year degree in accounting, business, finance or closely related field. Bachelor’s degree is preferred
 Experience: Three to five years of progressively responsible accounting experience, preferably including at least two years of local government or non-profit agency experience.
 License or Certificate: Possession of, or ability to obtain, valid California Driver’s License. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. ICS 100, 200, and 700 certifications (can be acquired online before job begins).

FLSA STATUS
This classification is non-exempt from the Fair Labor Standards Act (FLSA). 25 of 91
4 PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Standard office setting. CONTINUOUS work indoors in close proximity to co-workers and members of the public. Work schedule is either a standard 40-hour work week during core business hours (8:00 am to 5:00 pm) or a 9/80 schedule within the core business hours. For the 9/80 schedule employees are required to work nine hours (for example from 7:30 a.m. to 5:30 p.m.) for eight workdays, eight hours on a ninth workday, with the tenth day off (alternate Fridays off). Work schedule also includes occasional after hours and weekend meetings/events. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms, occasional assignments outside and field visits in hilly terrain. Flexibility of changing work environments including working from home.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils.

FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

EMERGENCY/DISASTER SERVICE
All Town employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the Town requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. 26 of 91

TOWN OF PORTOLA VALLEY
Job Description
Classification Title: Senior Accountant
FLSA Status: Exempt
Department: Finance
Reports To: Finance Director
Adopted by Town Council:

Job descriptions are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under direction, manages, oversees, reviews, and performs complex professional accounting activities of the Town; plans, assigns and reviews the work and performance of other accounting staff; performs internal and external audits, special studies and analyses, assists in the development and maintenance of the Town’s annual budget; assists in the preparation and submission of financial reports requiring comprehensive knowledge of the Town’s financial functions, municipal accounting, and automated municipal accounting systems; acts as a resource for staff on accounting practices and procedures and the Town’s computer-based financial system; provides assistance and reports to Finance Director, and provides guidance and support to the Department Head Team in a variety of fiscal management assignments; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
This is the advanced journey-level class in professional accounting. Incumbents work under general/minimal direction and exercise a high level of discretion and independent judgment in performing the full range of routine to complex accounting and financial record-keeping functions.

Successful performance of the work requires extensive knowledge of governmental accounting practices and procedures, fund accounting, and fiscal management.

SUPERVISION RECEIVED/EXERCISED
The Senior Accountant reports to the Finance Director. Responsibilities may include direct and indirect supervision of technical and clerical staff as assigned, such as, but not limited to, the Finance Technician or Financial Analyst.

REPRESENTATIVE DUTIES
The Senior Accountant is responsible for, but not limited to the following duties:
• Provide complex professional and technical administration of the Town’s financial, auditing, and accounting programs, including financial report development, budget monitoring, forecasting, and collection of revenues.
• Participates in the posting, balancing and reconciliation of the General Ledger and subsidiary accounts and Town bank accounts.
• Controls budget for various Town departments and projects determining if funds are available and expenditures are properly classified; researches and analyzes transactions to resolve budget problems; provides analysis of available funds.
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Town of Portola Valley
Senior Accountant Job Description
Adopted by Town Council:

• Independently performs the accounting functions in accordance with Generally Accepted Accounting Principles (GAAP) and the Government Accounting Standards Board (GASB). • Prepares and reviews the Annual Comprehensive Financial Report and the Single Audit, including the financial and statistical reports, and works with the Town’s independent external auditors.
• Project management of the Town’s OpenGov Enterprise Resource Planning (ERP) software, Budget Stories and other OpenGov related modules and financial software. • Prepares work papers, financial statements, and various reports for internal accounting and for Federal, State, and other outside agencies.
• Prepares fund balance projections and review with operating departments. • Makes journal entries and keeps balance sheets on all transactions to ensure maintenance of accurate accounting records.
• Prepares bank reconciliation and assists with year-close of City books. Provides support documentation, schedules, and reports, and provides other assistance during annual audits. • Audits and processes payments for various contracts and miscellaneous expenses. • Monitors and reports on the status of State and Federal grants; reviews and audits grant contracts, amendments, and other documents to ensure grant compliance. • Performs fixed assets accounting, monitors, and maintains accurate and up-to-date records on City's fixed assets.
• Prepares investment activity summary and quarterly treasurer’s reports. • Assists departmental personnel with proper expenditure coding, document preparation and other accounting related activities.
• Participates in fiscal and accounting work in connection with budget preparation, purchasing activities, payroll analysis as assigned.
• Supervises the City’s payroll function.
• Keeps current on new regulations, develops effective procedures for financial operations and record keeping, and recommends or implements changes in accounting systems. • May delegate, plan, direct and assign accounting work to subordinate staff. May be required to train, coach, monitor and evaluate staff performance. • Maintains effective working relationships with all levels of staff and with the public.

QUALIFICATIONS
The following generally describes the knowledge, skills and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
• Generally Accepted Accounting Principles (GAAP) and Basic Principles of Accounting as applied to Governmental Accounting Standards (GASB).
• Principles, practices, methods, procedures, and techniques used in governmental accounting, financial administration, and budgeting.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to municipal financial operations
• Budget preparation and administration.
• Grant and fund accounting.
• Account analyses.
• Financial statement preparation.
• Auditing.
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Town of Portola Valley
Senior Accountant Job Description
Adopted by Town Council:

• Basic billing, and collection procedures
• Applicable federal, state, and local laws, codes, and regulations. • Modern office practices, methods, and equipment, including a computer and applicable software.
• Methods and techniques for record keeping and report preparation and writing. • Principles of supervision, training, and performance evaluation.

Skill to:
• Operate standard office equipment, including a computer and a variety of spreadsheet, word processing and software applications, including financial and accounting programs. • Examine and verify financial documents, reports, and transactions. • Prepare a variety of financial statements, reports, and analyses. • Analyze, post, balance, and reconcile financial data, ledgers, and accounts.

Ability to:
• Perform complex accounting transactions and analysis. • Analyze financial data and draw sound conclusions.
• Evaluate and develop improvements in operations, procedures, policies, or methods. • Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Interpret, apply, and ensure compliance with Federal, State, and local policies, procedures, laws, and regulations.
• Conduct research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Communicate clearly and concisely, both orally and in writing • Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Sufficient education and experience to satisfactorily perform the duties of this classification are required. Any combination of experience and training that would likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
• A Bachelor’s degree from an accredited college or university with major course work in finance, financial management, accounting or a related field. A Master's degree is highly desirable.
• A minimum of four (4) years of governmental accounting, finance or auditing experience which includes analysis or problem solving.; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above. • Possession of, or ability to obtain, a valid California Driver’s License; ICS 100, 200, and 700 certifications.
• CPA certification is highly desirable.
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Town of Portola Valley
Senior Accountant Job Description
Adopted by Town Council:

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Standard office setting. CONTINUOUS work indoors in close proximity to co-workers and members of the public; Work schedule is either a standard 40-hour work week during core business hours (8:00 am to 5:00 pm) or a 9/80 schedule. For the 9/80 schedule employees are required to work nine hours (for example from 7:30 a.m. to 5:30 p.m.) for eight work days, eight hours on a ninth work day, with the tenth day off (alternate Fridays off). Work schedule also includes frequent after-hours meetings and occasional weekend meetings/events. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure.

Work is performed indoors in office and in meeting rooms.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

EMERGENCY DISASTER SERVICE
All Town employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the Town requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. 30 of 91
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker, Assistant Town Manager
DATE: June 14, 2023
RE: Committee Applications

RECOMMENDATION
Staff recommends that the Town Council considers and/or appoints the following Committee applicants for appointments to the relevant committees.

DISCUSSION
The following members have submitted applications to join Town Committees. They are as follows:

Wesley Barrow: Cultural Arts Committee
Andrew Browne: Race and Equity Committee
Craig S. Heberer: Emergency Preparedness Committee
John C. Silver: Race and Equity Committee

FISCAL IMPACT
There is no fiscal impact associated.

ATTACHMENT

1. Wesley Barrow Committee Application

2. Andrew Browne Committee Application

3. Craig S. Heberer Committee Application

4. John C. Silver Committee Application

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
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6/7/23, 8:08 AM Manage Survey Statistics - Text Report
https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?page=7&size=30&formId=27&itemID=15979&id=7046 2/5 36 of 91
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https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?page=7&size=30&formId=27&itemID=15979&id=7046 3/5 JON C. SILVER 355 PORTOLA ROAD, PORTOLA VALLEY, CA 94028 CELL: 650/868-4310 EMAIL: [email protected]
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
May 31, 2023
(This is a follow-up to a letter application which I sent through regular email some weeks ago.) Dear Mayor Aalfs and Councilmembers,
I wish to apply to serve on our Town’s Racial Justice and Equity Committee. I have for some time been thinking about ways to enliven this committee’s contributions to our community. I will elaborate on this more below, but now I must say that I feel obligated to step forward because at (what I took to be) the founding meeting of Portola Valley’s first 501c PAC, one speaker said that Portola Valley had “always been welcoming to outsiders”, and those who were different.

I know from my own life experience that this statement could not have been more false. I personally witnessed efforts to resist the integration of housing and our schools. A classmate’s father even celebrated the assassination of Martin Luther King with a beer and a cigar, much to her shame.

There were good people and misguided villains in this time; we must remember them all. Some of them even lived in our Town.

It is a sin to abuse or oppress anyone, or any group of people, but one adds insult to injury by denying such shameful history. In addition, history denied is all too often history repeated.

It is particularly repellent when those who did not witness history invent a false version of it. (I do not know whether this is done out of an urge to inven a feel-good fantasy past, or to forge a false historical narrative which supports the reactionary policies that these people prefer in our current time.) To remember past wrongs is not to lack love for our Town or our country, it is rather to love them by working to perfect them. If a family member or other loved one makes a dreadful mistake, do you want to brush it under the rug, or to help this otherwise good person face and correct their mistake? If we can’t do this, why are we here on this beautiful planet? I believe that there are opportunities to commemorate both the injustices and righteous courage of our past in a way that could inspire us all to work for a better future.

Markers to past genocide and bigotry could be placed in prominent locations so that we cannot forget or deny our past.

The Racial Justice and Equity Committee could cosponsor events with the Library, Cultural Arts Committee, and local organizations, schools, and churches to make this past come alive again. There could be concerts, plays, book readings and author talks. Portola Valley residents who were heroes of our national and local fight for equal rights could speak and be commemorated.

Also, the Racial Justice and Equity Committee could cosponsor vital preservation and commemoration efforts with our Town’s Historical Archives 37 of 91
6/7/23, 8:08 AM Manage Survey Statistics - Text Report
https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?page=7&size=30&formId=27&itemID=15979&id=7046 4/5 Committee. Two obvious projects (there may be others) are:
1) The restoration of the Chilean Woodchoppers’ House located on the Jelich Ranch. If you do not know its history, you should learn it. This structure is the only remaining one of sixteen built during the Gold Rush to house would-be Chilean goldminers who discovered that it was not possible for them to remain both a.) in the gold fields and b.) alive, because they were not White.

Maximo Martinez (https://www.almanacnews.com/morgue/2003/2003_04_30.pvbook.html), whose Spanish land grant had not been confiscated by the early California greengos, offered them both housing and work on his land. The rest as the saying goes, is history. (The woodchoppers had been unable to return to Chile because San Francisco Bay was clogged with abandoned ships whose crews had absconded to the gold fields.) To allow this building to fall down or to be torn down would be a sin akin to destroying a house which had been a station on the Under Ground Railroad If the current owners of the Jelich Ranch were to agree, it could be restored at its current prominent location. If not, it should be moved to the Town Center.
2) California Governor “Sunny” Jim Rolfe had his “weekend house” in greater Portola Valley in Pony Tracks Ranch. The then Governor Rolfe successfully incited a mob to lynch two prisoners in the San Jose jail in 1933 (https://www.history.com/this-day-in-history/vigilantes-in-californialynch-two-suspected-murderers). (If there is a saving grace here it is that perhaps this atrocity didn’t involve race, religion, or national origin. We must be grateful for the smallest of blessings I suppose.) This historic instance of shameful governmentally sponsored extra-judicial killing championed by a prominent parttime Portola Valley resident should be commemorated for present and future generations.

I would be delighted to contribute to such efforts. We must remember our history, and not repeat the reprehensible parts of it. I hope to be able to go to my grave with the prospect of more justice, peace, and democracy than I see in our world—and even our wonderful Town—today.

Sincerely,
Jon C Silver
P.S. I should also say, while I am sure that our Portola Valley schools have improved since I matriculated there many years ago, the California history that I learned in Fourth Grade completely glossed over the genocide and racism that made our otherwise wonderful State what it is. (Our lovely state has a history of bigotry to rival even Mississippi; in the deep south Blacks were denied their human rights. In contrast, our state’s history of discrimination i far more nuanced in the color, religion, and national origin of the despised than was typical of the deep south.) In the Fifth and Eighth Grades (in our town) my classmates and I were taught falsely that Jim Crow in our good southland was the fault of Radical Republican Reconstruction policies enforcing racial equality in the insurrectionist states following our Civil War.

I learned differently at Woodside High School and in college.

We must correct this type of shameful and sad historical ignorance.

I want to do my part in this effort.

P.P.S. In my prior emailed application I made an important factual error, which I have corrected above. 38 of 91
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6/7/23, 8:09 AM Manage Survey Statistics - Text Report
https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?page=7&size=30&formId=27&itemID=15979&id=6930 2/3 I have an interest in joining this committee because, I'm a huge advocate of supporting the arts, and particularly interested in getting our local artists involved in art shows, art clubs for adults, and kids....

Forming community around what makes us happy. I'd like to encourage the local community to start shopping locally for their items (including food from the farmers market, which I love!).

I'm a jeweler, and have exhibited my work in art shows, galleries, and online for the past 30 years.

For the past 15+ years, the local juried art shows have become incredibly difficult to be part of. They require an extensive list of requirements, which one must meet to exhibit, and they are very expensive. Since having children, I've found it incredibly hard to stay on top of the art show circuit to sell my work. I love creating art. It's a big part of what makes me, the person I am. Finding time to do what people love, and to feel fulfilled, and valued is really important. I'd like to encourage people to come try something new, take an art workshop, get creative! I have several friends locally who create beautifu art. Many of them have kids that go to school at our Portola Valley schools. I think it would be wonderful to get to know our community, and support, help, and encourage them to create. Teach our kids, they can create, and share.

I contacted the committee before Christmas, about putting together a holiday art show, but there wasn't enough time for the planning.... I'd like to plan ahead for this year, and possibly coordinate a Spring show, and a pre- Christmas show annually. I did manage to coordinate two shows this past Christmas. One at my home, and the other at the Women's Club in Redwood City. Both were really successful! I encouraged my kids to create some art t sell, if they wanted to. My daughter sold $130.00 worth of her art, and couldn't have been more happy and proud! I also encouraged children artists, as well as the local artists (15 of us, plus 4 kids) to exhibit in Redwood City, and everyone did really well. In fact, all those artists want to participate again.

I'd be happy to hold some workshops on how to exhibit, how to price your work, how to sell.... for those interested. I was also thinking about developing an after school program to teach some art, and those skills to children, tweens, and teens. My art ideas are endless.....

I became familiar with the PVTC in 2003, when I moved to this area. Being an art advocate, and not knowing anyone, I volunteered with Jeannie Goldman for a while, just to be around art, and make some like minded friends. I'm happy to say, that my son is now taking her class for the first time.

My husband, David's family have lived behind the town center on El Mirador Farm, since the early 1970's. He attended the school that sat where the town center now sits. My in-laws still live up there, and I help them a couple times a week. I don't live in Portola Valley, but in Woodside. My kids do however, attend Ormondale Elementary, and I'm involved with the PTO, and the community. I hope you'll consider me for your committee. Please let me know if you have any questions.

Thanks so much,
Wesley Barrow
ph: 650-465-5003
Do you have any personal or financial interest that could be perceived by others as a conflict of interest relative to your service on the committee? If so, please describe.

The personal interest I have in becoming part of this committee, is to help create functions, community, meet people, and find more like minded artists that have interest in inspiring each other, and others. If we do end up planning some events, where artists will have a chance to sell their work, I'd like to get a booth and show my work, and have my children do the same.

TIME COMMITMENT: Generally committees meet monthly and require a significant time commitment and participation at regular meetings. Please consider this level of commitment when evaluating your interest in serving on one of the Town's Committees.
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Brandi de Garmeaux, Assistant to the Town Manager Corie Stocker, Assistant Town Manager
DATE: June 14, 2023
RE: Adoption of a Resolution Allowing the Annual Cost of Living Adjustment to the Maximum Rates Under the Franchise Agreement for Collection and Processing of Mixed Compostable Materials, Recyclables and Yard Trimmings between the Town of Portola Valley and GreenWaste Recovery, Inc.

RECOMMENDATION
Staff recommends that the Town Council adopt the attached Resolution (Attachment 1) allowing an adjustment to the maximum rates under the franchise agreement for collection and processing of mixed compostable materials, recyclables and yard trimmings between the Town of Portola Valley and GreenWaste Recovery, Inc. (GreenWaste).

BACKGROUND
On November 13, 2019, the Town Council adopted a Resolution approving a ten-year franchise agreement with GreenWaste for collection and processing of mixed compostable materials, recyclables and yard trimmings. The agreement allows for an annual adjustment to the maximum rates effective July 1st of each year.

Section 15.2 of the agreement states: “Contractor’s Rates to Services Recipients shall be adjusted annually to adjust for the increased or decreased cost of living, by 100% of the change in the ‘Consumer Price Index for All Urban Consumers for All Items’ for the area of San Francisco-Oakland-Hayward, CA. Rate of adjustment will be based on increases or decreases during the prior calendar year, but will apply to the following Town fiscal year (July 1 to June 30) to allow time to receive the indices, compute the necessary adjustment and have the Town Council approve the new rate prior to the billing cycle… Each base rate shall be adjusted based on the changes in the index from the prior December to the December of the current adjustment year and shall include any changes in the Franchise Fee pursuant to subject Article 14.1.”

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
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Mixed Compostables, Recyclables, and Yard Trimmings Franchise Annual Rate Adjustment Page 2 June 14, 2023

DISCUSSION
The Bureau of Labor Statistics’ Consumer Price Index (CPI) for All Urban Consumers for All Items for the area of San Francisco-Oakland-Hayward, CA (Attachment 2) provided the data for the CPI adjustment calculations for FY 2023-24 (Attachment 3) shown in Table 1, below.

Table 1: GreenWaste Recovery, Inc., Annual CPI Adjustment Calculation for Portola Valley Calendar Year Consumer Price Index (CPI)
December 2022 331.222
December 2021 315.805
Difference 15.417
Percentage Change 4.88%
The CPI increased by 15.417, from 315.805 in December 2021 to 331.222 in December 2022. In accordance with the franchise agreement, GreenWaste is requesting their maximum allowed rates increase by 4.88%, based upon the change in the CPI between calendar years 2021 and 2022 as calculated every year using the December CPI (15.417/315.805 = 4.88%). If approved by the Council, the maximum rate adjustment would go into effect on July 1, 2023. The proposed (Attachment 3) and current (Attachment 4) maximum rate schedules are provided for comparison purposes.

FISCAL IMPACT
There is no significant fiscal impact.

ATTACHMENTS

1. Resolution

2. Bureau of Labor Statistics – CPI Table

3. Consumer Price Index Adjustment Calculations

4. Exhibit “A” - Proposed 2023-24 GreenWaste Maximum Rate Schedule

5. 2022-23 GreenWaste Maximum Rate Schedule
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RESOLUTION NO. _____-2023

RESOLUTION OF THE TOWN COUNCIL OF THE

TOWN OF PORTOLA VALLEY ALLOWING THE ANNUAL COST OF LIVING

ADJUSTMENT TO THE MAXIMUM RATES UNDER THE FRANCHISE

AGREEMENT FOR COLLECTION AND PROCESSING OF MIXED

COMPOSTABLE MATERIALS, RECYCLABLES AND YARD TRIMMINGS

BETWEEN THE TOWN OF PORTOLA VALLEY AND
GREENWASTE RECOVERY, INC.

WHEREAS, the Town Council of the Town of Portola Valley has entered into a franchise agreement with GreenWaste Recovery, LLC (GreenWaste) for the provision of garbage, mixed compostables materials, recyclables and yard trimmings collection and processing services; and
WHEREAS, pursuant to section 15.2 of the Agreement, GreenWaste in entitled to adjust service rate annually to reflect the change in the Consumer Price Index.

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

1. Public interest and convenience require the Town of Portola Valley to increase the maximum service rates by 4.88%, as set forth in Exhibit “A”.

2. The Town of Portola Valley hereby approves the requested increase to the maximum rates described in Exhibit A, attached hereto and incorporated herein, and directs the new rates be implemented for the entirety of fiscal year 2023-2024, beginning with the 1st quarter billing cycle.

PASSED AND ADOPTED this 14th day of June, 2023.

By: __________________________
Mayor
ATTEST:
___________________________
Town Clerk
Attachment 1
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Attachment 2
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Town of Portola Valley
Annual CPI Calculation
CUURS49BSA0
December 2022 Index 331.222
December 2021 Index 315.805
Difference 15.417
Adjustment Percentage 4.88%%
Attachment 3
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Attachment 4 - Exhibit "A"
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Cart Size BASE SERVICES* Cart Size BLUE Cart Only
Service
GREEN Cart Only
Service
20-Gallon GRAY Cart $ 28.33 20-Gallon Cart n/a n/a
32-Gallon GRAY Cart $ 45.37 32-Gallon Cart n/a n/a
64-Gallon GRAY Cart $ 90.70 64-Gallon Cart $ 22.67 $ 68.02 96-Gallon GRAY Cart $ 136.09 96-Gallon Cart $ 34.03 $ 102.07 Cart Size GRAY Cart (Ea.) BLUE Cart (Ea.) GREEN Cart (Ea.) 20-Gallon Cart n/a n/a n/a
32-Gallon Cart $ 22.68 n/a n/a
64-Gallon Cart** $ 45.35 n/a n/a
96-Gallon Cart $ 68.05 $ 6.81 $ 34.03
≤ 3 Carts 4 - 5 Carts
11' - 100' $ 35.09 11' - 25' $ 46.78 $ 70.18 $ 23.39
101' - 200' $ 70.18 26' - 100' $ 93.57 $ 140.35 $ 46.78 201' - 300' $ 93.57 Each Add'l 100' $ 93.57 $ 140.35 $ 46.78 301' - 400' $ 116.96
401' - 500' $ 140.35
****Includes all GRAY Carts and BLUE Carts.
*****Includes Base Service Carts
*****Applicable for each additional GRAY or BLUE Cart
Material Type Per Each Set-out Set-out Equivalent Service Description Per Item Rate Excess GRAY Material $ 11.34 32-gallon Bulky Item Pick-up $ 53.16 Excess BLUE Material $ 0.56 32-gallon Bulky Item (w/ Freon) $ 58.48 Excess GREEN Material $ 2.84 32-gallon
Account RE-START Fee – Administrative Fee $ 10.63 Account Reinstatement Fee Cart RE-DELIVERY Fee – Delivery of Removed Cart(s) $ 31.90 Per Vehicle Trip Cart DELIVERY/SWAP Fee – Beyond 1x Per Year $ 31.90 Per Vehicle Trip Cart CLEANING/SWAP Fee $ 31.90 Per Vehicle Trip
Cart NON-SCHEDULED Collection Go-Back/Trip Fee $ 31.90 Per Vehicle Trip COLLECTION Fee - Excess Services $ 3.19 Per Cart
LATE Fee – Periodic monthly rate on past due balances of 30-days or more. 1.5% APR of 18%, minimum $2.00 fee Residential ENCLOSURE Fee (w/o lock) $ 5.32 Per Month, Per Enclosure Residential ENCLOSURE Fee (w/ lock) $ 7.97 Per Month, Per Enclosure Cart REPLACEMENT Fee – if damaged by customer. $ 63.80 Per Cart ON-PREMISES (DRIVE-ON Services)*** ON-PREMISE (WALK-ON Services)*** Town of Portola Valley
Rates effective 7/1/2022

RESIDENTIAL COLLECTION RATES - MONTHLY RECURRING SERVICES *BASE SERVICES include two (2) 96-gallon BLUE Carts and either up to three (3) GREEN Carts (CURBSIDE FULL ACCESSIBILITY) or up to two (2) additional GRAY Carts for no additional charge (CURBSIDE LIMITED ACCESSIBILITY or ON-PREMISES), depending on service location.

GREEN Carts must be placed CURBSIDE FULL ACCESSIBILITY for Collection. BASE SERVICE Rates for Eligible Lifeline/CARE Residential Service Recipients are charged at 85% and applicable to BASE SERVICES only.

ADDITIONAL SERVICES
**Manure Service is provided in 64-gallon GRAY

EXCESS SERVICES BULKY ITEM SERVICES
RESIDENTIAL - ADDITIONAL MISC. CHARGES
Distance DRIVE-ON
Charge****
BASE SERVICES***** EXTRA
CART******
***GREEN Carts cannot be collected CURBSIDE LIMITED
ACCESSIBILITY or ON-PREMISES

RESIDENTIAL COLLECTION RATES - MONTHLY NON-RECURRING SERVICES Attachment 5
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Container Size 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
32-Gallon $ 48.53 $ 97.05 $ 145.57 $ 194.09 $ 242.62 $ 291.14 $ 12.13 64-Gallon $ 97.02 $ 194.03 $ 291.05 $ 388.06 $ 485.08 $ 582.10 $ 24.26 96-Gallon $ 145.57 $ 291.14 $ 436.71 $ 582.29 $ 727.85 $ 873.43 $ 36.39 1-Cubic Yard Bin $ 214.84 $ 353.25 $ 497.81 $ 648.51 $ 805.47 $ 968.73 $ 53.71 2-Cubic Yard Bin $ 308.93 $ 515.55 $ 722.12 $ 928.73 $ 1,135.32 $ 1,341.91 $ 77.22 3-Cubic Yard Bin $ 412.23 $ 722.12 $ 1,031.98 $ 1,341.91 $ 1,651.81 $ 1,962.80 $ 103.06 4-Cubic Yard Bin $ 516.84 $ 930.06 $ 1,343.16 $ 1,756.38 $ 2,169.61 $ 2,582.86 $ 129.21 6-Cubic Yard Bin $ 601.16 $ 1,100.97 $ 1,608.23 $ 2,100.65 $ 2,600.48 $ 3,100.35 $ 150.30 8-Cubic Yard Bin $ 776.42 $ 1,442.84 $ 2,109.37 $ 2,781.04 $ 3,442.25 $ 4,108.66 $ 194.10 2 Cubic Yard Compactor $ 772.31 $ 1,288.87 $ 1,805.31 $ 2,321.82 $ 2,838.29 $ 3,354.77 $ 193.08 3 Cubic Yard Compactor $ 1,030.59 $ 1,805.31 $ 2,579.98 $ 3,354.77 $ 4,129.52 $ 4,907.00 $ 257.65 4 Cubic Yard Compactor $ 1,292.09 $ 2,325.17 $ 3,357.91 $ 4,390.94 $ 5,424.01 $ 6,457.16 $ 323.03 Container Size 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
96-Gallon $ 72.78 $ 145.57 $ 218.36 $ 291.14 $ 363.93 $ 436.71 $ 18.19 2-Cubic Yard Bin $ 154.46 $ 257.77 $ 361.06 $ 464.37 $ 567.66 $ 670.96 $ 38.62 Push/Pull Distance 1x/week 2x/week 3x/week 4x/week 5x/week 6x/week Additional Pick Up
Per Cart (10' - 25') $ 15.95 $ 31.90 $ 47.85 $ 63.80 $ 79.75 $ 95.70 $ 3.99 Per Cart (Ea. Add'l 25') $ 10.63 $ 21.27 $ 31.90 $ 42.53 $ 53.16 $ 63.80 $ 2.66 Per Bin (10' - 25') $ 47.85 $ 95.70 $ 143.54 $ 191.39 $ 239.24 $ 287.09 $ 11.97 Per Bin (Ea. Add'l 25') $ 31.90 $ 63.80 $ 95.70 $ 127.59 $ 159.49 $ 191.39 $ 7.97 Account RE-START Fee – Administrative Fee $ 10.63 Account Reinstatement Fee Cart RE-DELIVERY Fee – Delivery of Removed Cart(s) $ 42.53 Per Vehicle Trip Container DELIVERY/SWAP Fee – Beyond 1x Per Year $ 47.85 Per Vehicle Trip Cart CLEANING/SWAP Fee $ 47.85 Per Vehicle Trip
Bin CLEANING/SWAP Fee $ 47.85 Per Bin
Cart NON-SCHEDULED Collection Go-Back/Trip Fee $ 42.53 Per Vehicle Trip Bin NON-SCHEDULED Collection Go-Back/Trip Fee $ 42.53 Per Bin One-Time ADDITIONAL COLLECTION - Collection Charge $ 21.27 Per Collection One-Time ADDITIONAL COLLECTION - Processing Charge 25% of the 1x/week collection Non-Residential ENCLOSURE Fee (w/ Lock) $ 15.95 Per Collection Non-Residential ENCLOSURE Fee (w/o Lock) $ 10.63 Per Collection LOCKING BIN Installation Charge $ 53.16 Per Installation Cart REPLACEMENT Fee – if damaged by customer. $ 63.80 Per Cart Bin REPLACEMENT Fee – if damaged by customer. 25% - 50% of current cost of an equivalent Bin based on extent of the damage.

LATE Fee – Applies on past due balances of 30-days or more. 1.5% Periodic monthly rate (APR of 18%, minimum $2.00 fee) Non-Residential PUSH/PULL Monthly Collection Rates
NON-RESIDENTIAL - ADDITIONAL MISC. CHARGES
Town of Portola Valley
Rates effective 7/1/2022

NON-RESIDENTIAL COLLECTION RATES - MONTHLY RECURRING SERVICES Non-Residential MIXED COMPOSTABLES Monthly Collection Rates Non-Residential YARD TRIMMINGS Monthly Collection Rates 51 of 91
___________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Cindy Rodas, Finance Director
Starla Jerome-Robinson, Consultant
Jim Saco, Fiscal Consultant
DATE: June 14, 2023
RE: Proposed FY 2023-24 Budget

RECOMMENDATION
Staff recommends that the Town Council Review Proposed Budget for FY 2023-24 and set Public Hearing
LINK TO PROPOSED BUDGET:
https://stories.opengov.com/portolavalleyca/published/wmu5TIfZh

TOWN OF PORTOLA VALLEY

STAFF REPORT

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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Howard Young, Interim Town Manager / Public Works Director DATE: May 24, 2023
RE: Sheriff’s Contract – Second Study Session

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

BACKGROUND
The San Mateo County Sheriff’s Office has provided law enforcement services for the Town of Portola Valley since before its incorporation in 1964, and under contract since 1983. The terms of the agreements between the Town and Sheriff’s Office typically have been threeto-five-year terms. The current contract (Attachment 1), approved by the Town Council on July 11, 2018, is set to expire on June 30, 2023.

In early 2022, the Town Council appointed Mayor Aalfs and Vice Mayor Wernikoff to serve as the Sheriff Contract Subcommittee. Discussions with the Sheriff’s Office begun in March and are ongoing.

The Town Council held a study session at its April 26, 2023 regular meeting, with Sheriffs staff providing a presentation. The purpose of the study session was to provide background, information regarding the new proposed contract (Attachment 2), and direction to staff and the Subcommittee on any desired modifications to the proposed agreement with the Sheriff’s Office for police services. The proposed contract proposes an increase of $852,739 from the previous contract due to cost-of-living increases and operational costs that were not previously passed on to the Town. The contract does not include any change to the scope of services.

Considering the large cost increase, staff inquired about a potential contract extension to provide time to make decisions and properly determine additional funding sources. During the study session presentation, Sheriff staff offered a three-month extension of July 1, 2023 – September 30, 2023 at the current rates, in order to give the Council and community further

TOWN OF PORTOLA VALLEY

STAFF REPORT

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Sheriff Contract – Second Study Session Town Council 6/14/23

time to consider. Councilmembers indicated support for bringing a contract extension back to the Town Council to consider.

At its May 24, 2023 meeting, the Town Council considered and approved the contract amendment (Attachment 3). The contract amendment extended the existing contract by three additional months at the current rates, reducing the overall increase to the Town by $213,185.

The amendment was to provide the Town limited time to continue studying information regarding the new proposed Sheriff contract, fiscal impacts, and funding sources.

After further consideration, the three months will not be sufficient. The County requires 6-8 weeks lead time for the County to process and approve a contract. The Town would have had to respond by end of July to comply with the County standard contract approval process.

As a result, staff requested the Sheriff to consider another extension, to provide enough time for public discussion, contract analysis and exploring revenue enhancement options to pay for the substantial and ongoing cost increase.

DISCUSSION
Prior to this second study session, the Town scheduled and promoted a public Question and Answer Session for June 12, 2023 in the Old School House to provide the Community with an informal setting for public input, in addition to the Council study sessions. The event will be hosted by Captain Mark Myers and the Interim Town Manager, to answer questions from the community concerning the upcoming contract, scope, and cost increases of the proposed contract.

The purpose of this second study session is to debrief on the Question and Answer Session above, update the Council on the Towns request to the Sheriff for further extensions, for Captain Myers to present follow up information requested by the Council concerning the scope between the current and proposed contracts. The Council will continue to provide staff direction concerning progress regarding the new proposed contract, and direction to staff and the negotiating committee on any desired actions. It also provides continuing communication with the public concerning service levels and cost increases. Originally, further discussions were scheduled for July 12th, however this date may change until further information is available.

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 2023/24 Sheriff Contract. Although a contract is not finalized yet, it will be necessary to reflect the increase of this necessary public service in the proposed 2023/24 Town budget that will be considered by the Town Council before June 30, 2023. Therefore, the proposed budget contains $2,133,399 for Police Services. This figure represents the increase in the proposed contract for FY 23/24 Police Services and the savings from Amendment 1.

ATTACHMENTS

1. 2018 Sheriff Contract

2. Proposed Sheriff Contract

3. Amendment 1- Extension (unsigned copy)
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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. 68 of 91

AGREEMENT FOR LAW ENFORCEMENT SERVICES
Town of Portola Valley / San Mateo County Sheriff’s Office Page 2 of 12

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 69 of 91

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 70 of 91

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 74 of 91

AGREEMENT FOR LAW ENFORCEMENT SERVICES
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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AGREEMENT FOR LAW ENFORCEMENT SERVICES
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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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AMENDMENT NO. 1 | AGREEMENT FOR LAW ENFORCEMENT SERVICES San Mateo County Sheriff’s Office | Town of Portola Valley

AMENDMENT ONE

TO THE AGREEMENT FOR LAW ENFORCEMENT SERVICES BETWEEN THE

COUNTY OF SAN MATEO AND THE TOWN OF PORTOLA VALLEY
This FIRST AMENDMENT to the Agreement for Law Enforcement Services, dated for reference purposes only as of May 1, 2023, is made between the Town of Portola Valley, hereinafter referred to as “Town” and the County of San Mateo, State of California, hereinafter referred to as “County.”

W I T N E S S E T H
WHEREAS, on July 1, 2018, the Town and County entered into an Agreement (Resolution No. 076145) for the performance of the agreed upon law enforcement services within its boundaries by the County through the Sheriff; and
WHEREAS, Resolution No. 076145 authorizes the Sheriff or Sheriff’s designee to accept or execute notices, documents, and amendments associated with this Agreement; and WHEREAS, both parties wish to amend the Agreement to extend the term and increase the amount.

NOW, THEREFORE, IT IS HEREBY AGREED as follows:

1. Paragraph 3, Payments, of the Agreement is amended to read as follows:

3. Payments
In consideration of the services provided by County, Town shall make payments to County based on the rates and in the manner specified in Exhibit B. In no event shall the Town’s fiscal obligation to County under this Agreement exceed SIX MILLION SEVEN HUNDRED SIX THOUSAND NINE HUNDRED FORTY-SEVEN DOLLARS AND NO CENTS ($6,706,947.00).

2. Paragraph 4, Term, of the Agreement is amended to read as follows:

4. Term
This Agreement shall be in full force and effect from JULY 1, 2018 TO SEPTEMBER 30, 2023. 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, 2018 for purposes of costs, charges, and payments by Town.

Town shall notify County no later than June 15, 2023 of its desire for the Sheriff’s Office to continue to provide law enforcement services for and on behalf of Town within the territorial limits of Town, and the parties shall thereafter endeavor to reach a mutual agreement for said law enforcement services to take effect upon expiration of this Agreement.

3. “Exhibit B – Payments and Rates”, to the Agreement is hereby deleted in its entirety and replaced with “Exhibit B –Payments and Rates (Revised May 2023)”, attached hereto and incorporated by reference.

4. This Amendment One is hereby incorporated and made a part of the original Agreement and subject to all provisions therein. All other terms of the original Agreement not in conflict with Amendment One remain in effect and are incorporated by reference. 80 of 91
AMENDMENT NO. 1 | AGREEMENT FOR LAW ENFORCEMENT SERVICES San Mateo County Sheriff’s Office | Town of Portola Valley 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:

SHERIFF CHRISTINA CORPUS
DATE:

TOWN OF PORTOLA VALLEY
BY:

MAYOR
DATE:

ATTEST:

BY:

TOWN CLERK
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AMENDMENT NO. 1 | AGREEMENT FOR LAW ENFORCEMENT SERVICES San Mateo County Sheriff’s Office | Town of Portola Valley Exhibit B – Payments and Rates
(Revised May 2023)
In consideration of the services described in Exhibit A, Town shall pay County based on the following fee schedule (these rates do not include Town Requested Services, described in Exhibit A):

1. CHARGES FOR SERVICES
Town agrees to pay County for services set forth herein.

FY 2018-19 FY2019-20 FY 2020-21 FY 2021-22 FY 2022-23 FY 2023-24* (July 1, 2023 –
Sept 30, 2023)
TOTAL
Law
Enforcement
Services
$745,821 $830,130 $919,394 $1,019,037 $1,128,323 $282,081 $4,924,785 Supplemental
Law Enforcement
Services
$312,457 $323,393 $337,946 $351,464 $365,522 $91,380 $1,782,162 TOTAL $1,058,278 $1,153,523 $1,257,340 $1,370,500 $1,493,845 $373,461 $6,706,947 *Town will be charged 25% of the FY 2022-23 rate for the first quarter of FY 2023-24.

2. PAYMENTS
Total charges listed below are a combined total of Section 1 above, to be invoiced and paid quarterly.

3. INVOICING / BILLING
a. Invoicing
On a quarterly basis in accordance with Section 2 above, the Sheriff’s Office Fiscal Bureau shall submit an invoice to Town. Questions regarding invoicing shall be directed to the Sheriff’s Office Financial Services Manager Deniz Tunc at [email protected] or mailed to:

San Mateo County Sheriff’s Office
Attn. Fiscal Bureau
400 County Center, 3rd Flr
Redwood City, CA 94063
b. Payment Due
Payment from Town shall be made to County within 30 days of receipt of invoice.

Invoice Issued FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23 FY 2023-24
(July 1, 2023 –
Sept 30, 2023)
September 30 $264,569.50 $288,380.75 $314,335.00 $342,625.00 $373,461.25 Town will be
invoiced on
July 1, 2023
December 31 $264,569.50 $288,380.75 $314,335.00 $342,625.00 $373,461.25 March 31 $264,569.50 $288,380.75 $314,335.00 $342,625.00 $373,461.25 June 30 $264,569.50 $288,380.75 $314,335.00 $342,625.00 $373,461.25 TOTAL $1,058,278 $1,153,523 $1,257,340 $1,370,500 $1,493,845 $373,461 82 of 91
AMENDMENT NO. 1 | AGREEMENT FOR LAW ENFORCEMENT SERVICES San Mateo County Sheriff’s Office | Town of Portola Valley

4. FORENSIC LABORATORY FEES
If at any future date during the Agreement period, it is determined by the County that Town will be responsible for reimbursement of Forensic Laboratory Fees to the County, Town will be billed and responsible for payment of the prevailing rates for such services to County. Any said costs will be in addition to payments specified in Sections 1 and 2 above.
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker, Assistant Town Manager
Cindy Rodas, Finance Director

DATE: June 14, 2023
RE: Revenue Enhancement Study Session

RECOMMENDATION
Staff recommends that the Town Council holds a study session. First to hear a presentation from staff and afterward provide direction to staff on the proposed ideas for revenue enhancement.

DISCUSSION
Annually, the Town Council is presented the Town budget to review and adopt. With the recent increase of the San Mateo County Sheriff’s Office contract, general inflation and increases in costs, services, and to fund the Town Council’s general priorities, staff proactively researched revenue enhancement options.

To summarize what we will hear in the budget discussion, due to these increases in services, contracts, etc. we expect to have an approximate deficit of $1.6 million in the 2023/2024 fiscal year budget. One component that previously assisted with balancing our budget in recent years is the American Rescue Plan Act (ARPA) Funds. The Town expects to fully expend the ARPA funds by June 30, 2024. Without that funding source, the Town must be proactive in the search for other revenue sources.

Additionally, to recover funds for high cost initiatives in recent years, such as Housing Element related costs, fire mitigation costs, etc. and services, Attorney fees, for example, and to ensure that Town Council can carry out Town Priority projects, Capital Improvement Projects, general operations, and maintain a standard level of staffing to complete these projects, a focus on revenue enhancement is vital.

To offset costs, the Town must identify methods to increase revenue. The Town has limited revenue sources, with our one main source being Property Tax. Many cities within the

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
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Revenue Enhancement Study Session
June 14, 2023

surrounding county rely on a high combination of Transient Occupancy Tax (TOT), Sales Tax, Property Tax, Utility Users Tax (UUT), etc. Portola Valley relies almost 50% on property tax.

There are many options for revenue enhancement, however each has limits surrounding the amount of revenue created, cost of the enhancement process, and the amount of time they take to complete. The overall process differs for each enhancement idea, so a tactical approach is important.

In this study session staff will provide a selection of revenue enhancement ideas, the potential cost, and length of time before we can collect revenue.

FISCAL IMPACT
There is no fiscal impact associated with holding a study session on this topic or with this report. Should the Town Council direct staff to take actionable steps toward revenue enhancement there will be a fiscal impact related to the request(s).

ATTACHMENT
None
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: May 23,2023
RE: Conservation Committee
Agenda in green and comments in red:

CALL TO ORDER & ROLL CALL – N. Chiariello T. Coleman, P. Heiple, M. Plunder, C. Magill, J.

Murphy, M. Richards, J. Zimmermann, D. Walz
Also present: M. Hufty (Town Councilmember liaison)
Guests (via zoom): S. Gilbert, K. Guiliacci (WFPD), D. Bullard (WFPD) (joined at 7:53 pm) Guests (in-person): M. Jack, R. Jack, Constantine owner 880 Westridge April

4. SITE PERMITS:
a. 880 Westridge
b. 501 Wayside Rd. – revised landscape plan

5. TREE PERMITS:
a. 8 Ohlone – 2 Coast Live Oak

6. OLD BUSINESS:

1. Oversight of Town-owned properties - Updates (Committee) i. Frog pond (Zimmerman) heavy growth at the Frog Pond, Willow tree needs to be sorted out ii. Springdown (Murphy), iii. Town Center (Richards)

2. Committee / Town Cooperation i. Public Works (Magill)

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

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ii. WFPD / Town – Discuss CC guidance on Fire-prevention regulations, regarding habitat A subcommittee of the Conservation Committee was formed to dialogue with the WFPD on Conservation issues which are impacted in Fire Preparedness, fire Resilience, Fire Code and Fire Ordinances. It was made clear that no recommendations can be formulated without a publicly available document but that a sub-committee can assist in doing our best work for Mother Nature .

1. Discuss guidance on islands of vegetation/understory providing wildlife habitats to keep predators away from the house
Islands of vegetation are critical for meeting the needs of the flora and fauna of Portola Valley.Boundary hedges with open fences also assist wildlife and keep predators from the back door.

2. Discuss guidance on what to do with felled sudden oak trees iii. Open Space Committee (Chiariello)
iv. Wildfire Preparedness Committee (Chiariello)
Town of Portola Valley – Conservation Committee Agenda May 23, 2023

v. Trails and Paths (Coleman)
c. CC Routine Town Communications i. Kudos (Plunder) None decided on ii. Tip of the Month (Magill) Love these
iii. What’s Blooming Now? (Magill) iv. Backyard Habitat the best d. Consolidated plants lists – final discussion of new Town Approved Plant List (Richards) Done hooray

7. New Business
a. Review Conservation Committee Charter: consider adding the monitoring of conservation Easements

8. ADJOURNMENT
The next regularly scheduled meeting date is June 27, 2023, 7:00 PM.

The goal of the Conservation Committee is to conserve the rural quality of Portola Valley and to maintain the Town as an attractive, tranquil, family-oriented residential community for all generations, compatible with the many physical constraints and natural features of the area. The committee does this by promoting programs to enhance the environment through protection of native habitat and by helping to ensure that all land development respects and preserves the natural condition of the area. (from Conservation Committee webpage ‘About’ section)
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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 6/7/2023
RE: Bicycle, Pedestrian and Traffic Safety Committee
Agenda in green and comments in red:

Residents of Golden Oak drive, made it clear they have two main concerns, and have asked for action. They are frustrated that the situation has been ongoing for two years, without a satisfactory resolution. The concerns are headlined in bold below.:

Public safety associated with the Alpine Inn/Portola Valley sports field parking lot. • A single exit/entry is not sufficient were there to be an emergency • Parking is extremely dense at busy times, and this occurs many days of the week during the Spring, Summer and Autumn.
• There has been consultation with the Fire Marshall (Don Bullard) indicating there is no way for Fire appliances to attend an emergency on the site.
• They request that the Town makes changes at the site to create a second entrance/exit for evacuation and emergency vehicles.

Resident Safety Concerns Re Parking and traffic on Golden Oak Drive by Alpine Inn Customers • Parking and associated vehicle and pedestrian movement on Golden Oak drive is not safe at the location concerned.
• Pedestrians must cross Alpine Road where there is no crosswalk provided. • A request is made for temporary no parking signs on Golden Oak Drive, Number and extent TBD, but covering at least the steep section leading from the Northern inersection with Alpine RD. • Proposals are requested for traffic controls effective in deterring U turns in the above section of Golden Oak (By vehicles deterred from parking or finding no space available).

Several solutions were discussed and the committee will gather information for presentation to the Council for direction and possible involvement of Public Works and Planning.

The next regularly scheduled meeting date is July 5th 2023

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

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There are no written materials for
this item
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