Portola Valley City Council
December 13, 2023

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, December 13, 2023
7:00 PM
Jeff Aalfs, Mayor
Sarah Wernikoff, Vice Mayor
Judith Hasko, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember

HYBRID MEETING
HISTORIC SCHOOLHOUSE- 765 Portola Road, Portola Valley, CA 94028 Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your comments using this online form by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to Council, Commission, or Committee members for consideration during the meeting and included in the public record. Additionally, 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- REGULAR SESSION

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

4. CONSENT AGENDA
a. Approval of Minutes - Meeting Minutes of November 8, 2023 b. Approval of Warrant List- 11/22/23 and 12/13/23

VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
https://us06web.zoom.us/j/81054515491?pwd=7pEIduOoGT6dDZX_d2OzHQiBpIen5A.bKtd3wjKycy4TPJ6 Webinar ID: 810 5451 5491
Passcode: 413392
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

Town of Portola Valley – Council Agenda
December 13, 2023

c. Approval of Woodside Highlands Road Maintenance District (WHRMD) Budget d. Authorize the Town Manager to Amend the Budget for Fiscal Year 2023-24 to allocate additional funds for legal services associated with the Housing Element Update e. Appointments to Conservation and Nature and Science Committee’ to fill unscheduled vacancies

5. REGULAR AGENDA-PUBLIC HEARING
a. Town Council selection of Mayor and Vice Mayor
b. Adoption of Affordable Housing Fund Policy
c. Review and discuss the (Draft) Joint Work Plan with the Woodside Fire Protection District and Consider Providing Direction to Staff

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. ADJOURNMENT
The next Regular Town Council meeting will be held on January 10, 2024, at 7:00 PM ***************************************************************************************************************** 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 (mahWEK-mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.

TOWN OF PORTOLA VALLEY
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- CLOSED SESSION AND REGULAR MEETING
WEDNESDAY- NOVEMBER 8, 2023

1. CALL TO ORDER- CLOSED SESSION 5:30 PM
Closed Session Roll Call

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

2. ORAL COMMUNICATIONS
• None

3. CLOSED SESSION
At 5:30 PM, the Mayor and Council adjourned for closed session for the following:
a. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of California Government Code section 54956.9: 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.
b. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957) Interim Town Attorney Catherine Engberg
Adjourned Closed Session
At approximately 6:53 PM, the Mayor and Council adjourned the closed sessions and moved into regular session

4. CALL TO ORDER- REGULAR SESSION
The Wednesday, November 8, 2023, Regular Meeting of the Mayor and Council of the Town of Portola Valley reconvened at 7:04 PM
Regular Session Roll Call

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

5. ORAL COMMUNICATIONS
The following spoke during oral communications:
• Rita Comes

6. REPORT OUT OF CLOSED SESSION
Interim Town Attorney, Catherine Engberg, announced there was nothing to report out reported out from closed session meeting

Minutes of the November 8, 2023, Regular Town Council Meeting

7. TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
• No public comment for Item 7- Town Manager Report

8. CONSENT AGENDA
The following spoke in public comments:
• Caroline Vertongen
Mayor Aalfs pulled item 8 c. and Councilmember Hasko pulled item 8 a. a. Approval of Minutes- Regular Meeting Minutes of October 25, 2023 Mayor Aalfs asked for a motion to approve item 8 a. as written Councilmember Hasko made a motion, seconded by Councilmember Taylor, to approve item 8 a. of the consent agenda. The motion passed by the following vote:

Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hufty, Hasko, and Taylor Nays: None
b. Approval of Warrant List- 11/08/2023
Mayor Aalfs asked for a motion to approve item 8 b.

Councilmember Taylor made a motion, seconded by Vice Mayor Wernikoff, to approve item 8 b. of the consent agenda. The motion passed by the following vote:

Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hufty, Hasko, and Taylor Nays: None
c. Appointments to Geologic Safety and Trails and Paths Committee’ to fill unscheduled vacancies Mayor Aalfs pointed out that although the Trails and Paths committee was selected on the application by Nancy Freier, it was mentioned in the background field that she was interested in the Conservation Committee. Mayor Aalfs decided to pull the application to get clarification from applicant and bring it back to the December council meeting for approval.

Mayor Aalfs asked for a motion to approve the Geologic Safety application for Troy Douthit.

Councilmember Taylor made a motion, seconded by Councilmember Hufty to approve item 8 c. of the consent agenda. The motion passed by the following vote:

Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hufty, Hasko, and Taylor Nays: None

9. REGULAR AGENDA-PUBLIC HEARING
a. Town Manager Update and State of the Town
Presentation by Town Manager, Sharif Etman
• Council requested for PowerPoint used during presentation to be posted on website for public access and review

Minutes of the November 8, 2023, Regular Town Council Meeting

The following spoke in public comments:
• David Cardinal
• Betsy Morgenthaler
• Kristi Corley
• Rusty Day
• Alyson Wood-Illich
• Caroline Vertongen
• Rita Comes
Mayor Aalfs asked for a motion to approve item 9 a.- approval of $135,000 for Krisch & Co. to assist the finance department with audits
Councilmember Taylor made a motion, seconded by Councilmember Hufty to approve item 9 a. of the regular agenda. The motion passed by the following vote:

Ayes: Mayor Aalfs, Vice Mayor Wernikoff, Councilmembers Hufty, Hasko, and Taylor Nays: None
b. Review and discuss the (Draft) Affordable Housing Fund Policy Colleagues Memo The following spoke in public comments:
• David Cardinal
• Alyson Wood-Illich
• Judith (no last name provided)
• Rita Comes

10. 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.

The following spoke in public comments:
• Caroline Vertongen
• Kristi Corley

11. ADJOURNMENT
At 8:32 PM, the Mayor adjourned the November 8, 2023 meeting. The next Regular Town Council meeting will be held on December 13, 2023, at 7:00 p.m.

apachreg Town of Portola Valley mmagahiz 11/22/2023 13:01 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 3666 11 ADOBE INC. 182.32 11/22/233667 44 BANK OF AMERICA 5,392.51 11/22/23 EFTPS3668 71 BW CONSTRUCTION 7,818.00 11/22/233669 78 CALIFORNIA WATER SERVICE CO 5,870.54 11/22/233670 120 CLEAN ROOFING 1,000.00 11/22/233671 121 SCA OF CA, LLC 1,782.06 11/22/233672 162 DLT SOLUTIONS LLC 1,728.85 11/22/233673 195 GOOD CITY COMPANY 46,066.25 11/22/233674 203 GREEN HALO SYSTEMS 114.00 11/22/233675 208 HARRELL REMODELING 2,000.00 11/22/233676 213 HILLYARD INC 1,647.36 11/22/233677 267 KARI CHINN 211.66 11/22/233678 295 LYNX TECHNOLOGIES INC 675.00 11/22/233679 324 MIRANDAS LANDSCAPE 6,867.00 11/22/233680 334 NOLTE ASSOCIATES INC 26,230.83 11/22/233681 367 PG&E 686.20 11/22/23 EFTPS3682 373 PITNEY BOWES INC. 512.66 11/22/233683 375 PLATINUM FACILITY SERVICES 4,936.68 11/22/233684 376 PORTOLA VALLEY HARDWARE 372.75 11/22/233685 403 RON RAMIES AUTOMOTIVE INC. 636.86 11/22/233686 407 SABER ROOFING INC 1,000.00 11/22/233687 431 SIERRA PACIFIC TURF SUPPLY INC 7,034.88 11/22/233688 437 SMALL BUSINESS BENEFIT PLAN TR 2,758.90 11/22/233689 482 TURF & INDUSTRIAL EQUIPMENT CO 586.84 11/22/233690 489 VERIZON WIRELESS 490.73 11/22/23 EFTPS3691 505 WOODSIDE FIRE PROTECTION DISTR 1,803.01 11/22/233692 553 COUNTY OF SAN MATEO-PSC 18,240.75 11/22/233693 591 MICHAEL ODONNELL 633.75 11/22/23 3694 690 CRUZ STRATEGIES 625.00 11/22/233695 703 LEGACY ROOFING & WATERPROOFING 1,000.00 11/22/233696 713 COSMOS ROOFING 1,000.00 11/22/233697 860 STEPFORD 9,439.50 11/22/233698 932 MARY HUFTY 909.39 11/22/233699 946 JARVIS FAY LLP 2,394.00 11/22/233700 949 PORTER CAPITAL CORPORATION 5,940.00 11/22/233701 1056 ZENITH ROOFERS 1,000.00 11/22/233702 1067 KRISCH & COMPANY 6,160.94 11/22/233703 1068 WESTBAY ROOFING 1,000.00 11/22/233704 1069 LAN PHAM 1,000.00 11/22/233705 1070 ALISON GRAHAM 2,500.00 11/22/233706 1071 BAY WEST ENTERPRISES BUILDERS 2,000.00 11/22/233707 1072 CHARLES ATKINS 1,000.00 11/22/233708 1073 CHRISTOPHER POULIOT 5,000.00 11/22/233709 1074 SEREDA DEVELOPMENT GROUP 1,000.00 11/22/23

apachreg Town of Portola Valley mmagahiz 11/22/2023 13:01 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type Check totals: 182,679.78ACH totals:EFTPS totals: 6,569.44Wire transfer totals:Payment Manager totals:GRAND TOTALS 189,249.22Check totals: 182,679.78ACH totals:EFTPS totals: 6,569.44Wire transfer totals:Payment Manager totals:GRAND TOTALS 189,249.22

.
apapdinv2 mmagahiz Town of Portola Valley Page 1
13:02 11/22/23 Paid Invoices by Date
From: 11/22/2023 to 11/22/2023
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 11 ADOBE INC.
11/22/23 3666 Acrobat Pro Subscription 11/1/2023 - 06/30/2024 182.32 182.32 2600904891 Vendor: 44 BANK OF AMERICA
3667 October Statement 5,392.51 5,392.51 1388-OCT23
Vendor: 71 BW CONSTRUCTION
3668 Reimbursement - Debris Boxes, Fall Cleanup 7,818.00 1,324.00 1102 Reimbursement - Concrete Repair 951.00 1103Reimbursement - Repair Drainage Swale 5,543.00 1104 Vendor: 78 CALIFORNIA WATER SERVICE CO
3669 Water Service 10/12/23 - 11/08/23 5,870.54 5,870.54 OCT-2023 Vendor: 120 CLEAN ROOFING
3670 Deposit Refund, 105 Ramoso 1,000.00 1,000.00 BLDR0128-2023 Vendor: 121 SCA OF CA, LLC
3671 October Litter/Street Clean 1,782.06 1,782.06 107402CS Vendor: 162 DLT SOLUTIONS LLC
3672 AUTOCAD Annual Renewal Subscription 09/28/2023 to 09/27/2024 1,728.85 1,728.85 SI630315 Vendor: 195 GOOD CITY COMPANY
3673 Planning Consultant Services - October 2023 46,066.25 46,066.25 3353 Vendor: 203 GREEN HALO SYSTEMS
3674 November Hosting & Access 114.00 114.00 4594
Vendor: 208 HARRELL REMODELING
3675 Deposit Refund, 171 Degas 2,000.00 1,000.00 BLDR0060-2023 Deposit Refund, 40 Buckeye 1,000.00 BLDR0032-2022
Vendor: 213 HILLYARD INC
3676 Janitorial Supplies 1,647.36 577.18 605289093
Janitorial Supplies 578.78 605288050Janitorial Supplies 491.40 605304003 Vendor: 267 KARI CHINN
3677 CheyAnne going away event, Coffee with Town Manager 211.66 211.66 FRRS-23-26 Vendor: 295 LYNX TECHNOLOGIES INC
3678 GIS Professional Services in October 675.00 675.00 10023

.
apapdinv2 mmagahiz Town of Portola Valley Page 2
13:02 11/22/23 Paid Invoices by Date
From: 11/22/2023 to 11/22/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 324 MIRANDAS LANDSCAPE
3679 July Landscape Maintenance Services 6,867.00 2,763.00 3325 October Landscape Maintenance Services 4,104.00 3499
Vendor: 334 NOLTE ASSOCIATES INC
3680 September Applicant Charges & PW Support 26,230.83 26,230.83 SEPT-2023 Vendor: 367 PG&E
3681 October & November Statements 686.20 686.20 NOV-2023 Vendor: 373 PITNEY BOWES INC.
3682 Postage Meter Rental, Equipment & Svc 11/29/22 - 11/28/2023 512.66 512.66 1024207378 Vendor: 375 PLATINUM FACILITY SERVICES
3683 Janitorial Services - October 2023 4,936.68 4,488.67 47477 Janitorial Services - Oct 2023. Fridays disinfection svcs 448.01 47478 Vendor: 376 PORTOLA VALLEY HARDWARE
3684 September Statement 372.75 227.34 193-SEPT23
October Statement 145.41 193-OCT23
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
3685 October Fuel Statement 636.86 636.86 G20231031-2
Vendor: 407 SABER ROOFING INC
3686 Deposit Refund, 140 Solana 1,000.00 1,000.00 BLDR0175-2023 Vendor: 431 SIERRA PACIFIC TURF SUPPLY INC
3687 Fields Fertilizer 7,034.88 7,034.88 0654274_IN
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
3688 December Dental/Vision 2,758.90 2,758.90 DEC-2023
Vendor: 482 TURF & INDUSTRIAL EQUIPMENT CO
3689 Vehicles Repair/Maintenance 586.84 586.84 R031586A Vendor: 489 VERIZON WIRELESS
3690 October Cellular 490.73 490.73 9947736840
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
3691 10/01/23-10/31/23 Fire Mitigation Crew Support 1,803.01 1,803.01 WFPD CREW-1022 Vendor: 553 COUNTY OF SAN MATEO-PSC
3692 Public Safety Dispatch Svcs, Oct-Dec 2023 18,240.75 18,240.75 PVPD 24-02

.
apapdinv2 mmagahiz Town of Portola Valley Page 3
13:02 11/22/23 Paid Invoices by Date
From: 11/22/2023 to 11/22/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 591 MICHAEL ODONNELL
3693 Refund Deposit, 70 Stonegate 633.75 633.75 PLN_EX0001-2019 Vendor: 690 CRUZ STRATEGIES
3694 Government Relations Work - November 2023 625.00 625.00 2948 Vendor: 703 LEGACY ROOFING & WATERPROOFING
3695 Deposit Refund, 180 Willowbrook 1,000.00 1,000.00 BLDR0174-2023 Vendor: 713 COSMOS ROOFING
3696 Deposit Refund, 617 Westridge 1,000.00 1,000.00 BLDR0181-2023 Vendor: 860 STEPFORD
3697 Onsite & Remote Field Services - October 9,439.50 637.50 2306598 Monthly Service Charges 11/01/2023 THRU 11/30/2023 3,920.00 2301607Veeam Backup & Replication Disaster Recovery - Nov 23 481.00 2301609Monthly Service Charges 10/01/2023 THRU 10/30/2023 3,920.00 2301688Veeam Backup & Replication Disaster Recovery - Oct 23 481.00 2301689 Vendor: 932 MARY HUFTY
3698 2023 Annual Conference & Expo - M.Hufty 909.39 909.39 04326-G0R8S5 Vendor: 946 JARVIS FAY LLP
3699 Legal Services - Housing Element October 2,394.00 2,394.00 18183 Vendor: 949 PORTER CAPITAL CORPORATION
3700 Temp Service, Michelle Magahiz 11/13/23-11/19/23 5,940.00 1,980.00 7441 Temp Service, Michelle Magahiz 10/30/23-11/05/23 1,980.00 7401Temp Service, Michelle Magahiz 11/06/23-11/12/23 1,980.00 7416 Vendor: 1056 ZENITH ROOFERS
3701 Deposit Refund, 1 Creek Park 1,000.00 1,000.00 BLDR0166-2023 Vendor: 1067 KRISCH & COMPANY
3702 October Advisory Services 6,160.94 5,007.93 51592
Professional Services 1,153.01 51593
Vendor: 1068 WESTBAY ROOFING
3703 Deposit Refund, 25 Bow 1,000.00 1,000.00 BLDR0173-2023 Vendor: 1069 LAN PHAM
3704 Deposit Refund - 24 Hillbrook 1,000.00 1,000.00 BLDR0176-2023 Vendor: 1070 ALISON GRAHAM

.
apapdinv2 mmagahiz Town of Portola Valley Page 4
13:02 11/22/23 Paid Invoices by Date
From: 11/22/2023 to 11/22/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
11/22/23 3705 Deposit Refund, 700 Westridge 2,500.00 2,500.00 PLNOTH0001-2023 Vendor: 1071 BAY WEST ENTERPRISES BUILDERS
3706 Deposit Refund, 96 Hillbrook 2,000.00 1,000.00 BLDR0001-2022 Deposit Refund, 96 Hillbrook 1,000.00 BLDR0002-2022
Vendor: 1072 CHARLES ATKINS
3707 Deposit Refund, 2 Wyndham 1,000.00 1,000.00 BLDM0006-2022 Vendor: 1073 CHRISTOPHER POULIOT
3708 Deposit Refund, 96 Hillbrook 5,000.00 5,000.00 BLDR0070-2020 Vendor: 1074 SEREDA DEVELOPMENT GROUP
3709 Deposit Refund, 846 Portola 1,000.00 1,000.00 BLDR0030-2021 Check Date Totals 189,249.22
Grand Total 189,249.22

TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
November 22, 2023
Claims totaling $189,249.22 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 _____________________________ ________________________________ Sharif Etman, Town Manager
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Jennifer Torres, Town Clerk Mayor

apachreg Town of Portola Valley mmagahiz 12/06/2023 15:24 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 3710 31 ANNA DOBRENSKI 1,085.58 12/13/233711 55 BILL HAMILTON ROOFING 2,000.00 12/13/233712 80 CALPERS 7,814.08 12/13/23 EFTPS3713 124 COMCAST 679.91 12/13/233714 125 CONNIE STACK 1,484.80 12/13/233715 129 COTTON SHIRES & ASSOC. INC. 9,392.75 12/13/23 3716 135 CSG CONSULTANTS INC 52,982.00 12/13/233717 176 EXCEL LD 10.36 12/13/233718 218 MISSIONSQUARE RETIREMENT 7,066.50 12/13/23 EFTPS3719 233 IZMIRIAN ROOFING 1,000.00 12/13/233720 234 J. W. ENTERPRISES 546.88 12/13/233721 245 JEANNIE GOLDMAN 8,320.00 12/13/233722 269 KATHY WADDELL 3,920.00 12/13/233723 295 LYNX TECHNOLOGIES INC 525.00 12/13/233724 324 MIRANDAS LANDSCAPE 1,368.00 12/13/233725 334 NOLTE ASSOCIATES INC 25,150.41 12/13/233726 337 O. NELSON & SON INC. 4,739.93 12/13/233727 364 PERS HEALTH 19,643.03 12/13/23 EFTPS3728 367 PG&E 2,502.75 12/13/23 EFTPS3729 375 PLATINUM FACILITY SERVICES 4,936.68 12/13/233730 380 PURCHASE POWER 965.01 12/13/233731 413 SANGINI MAJMUDAR BEDNER 2,792.00 12/13/233732 421 SCOTT WEBER 127.23 12/13/233733 428 SHARP BUSINESS SYSTEMS 155.86 12/13/233734 429 SHELLY SWEENEY 1,420.00 12/13/233735 431 SIERRA PACIFIC TURF SUPPLY INC 262.50 12/13/233736 445 STANDARD INSURANCE CO. 1,209.30 12/13/233737 448 STATE COMP INSURANCE FUND 6,685.84 12/13/23 EFTPS3738 459 SWRCB - STATE WATER RESOURCES 7,067.00 12/13/233739 489 VERIZON WIRELESS 490.73 12/13/23 EFTPS3740 518 GOT GOPHERS? 2,100.00 12/13/233741 673 MUNICIPAL RESOURCE GROUP, LLC 800.00 12/13/233742 697 CYNTHIA ROWE 1,920.00 12/13/233743 740 ALESSANDRO MORUZZI 600.00 12/13/233744 847 LISA WISE CONSULTING 18,640.00 12/13/233745 860 STEPFORD 11,601.00 12/13/233746 949 PORTER CAPITAL CORPORATION 3,069.00 12/13/233747 991 LAND ECON GROUP 12,100.00 12/13/233748 992 PRECISION GRAPHICS 313.88 12/13/233749 1003 PATTI MICHELSEN 1,440.00 12/13/233750 1016 SHUTE, MIHALY & WEINBERGER LLP 66,958.31 12/13/233751 1075 CAMERON JOHN 1,000.00 12/13/233752 1076 KRISTY MODING 100.00 12/13/233753 1077 PAUL HEALD 37.00 12/13/233754 1078 JOAN WOLLENBERGER 1,000.00 12/13/23

apachreg Town of Portola Valley mmagahiz 12/06/2023 15:24 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 3755 1079 MCLAINS ROOFING 912.27 12/13/23
3756 1080 637 WESTRIDGE LLC 600.00 12/13/233757 1081 KNIGHT ROOFING 1,000.00 12/13/23Check totals: 256,332.66ACH totals:EFTPS totals: 44,202.93Wire transfer totals:Payment Manager totals:GRAND TOTALS 300,535.59Check totals: 256,332.66ACH totals:EFTPS totals: 44,202.93Wire transfer totals:Payment Manager totals:GRAND TOTALS 300,535.59

.
apapdinv2 mmagahiz Town of Portola Valley Page 1
15:25 12/06/23 Paid Invoices by Date
From: 12/13/2023 to 12/13/2023
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 31 ANNA DOBRENSKI
12/13/23 3710 Deposit Refund, 175 Fawn 1,085.58 1,085.58 BLDR0026-2020 Vendor: 55 BILL HAMILTON ROOFING
3711 Deposit Refund, 7 Bayberry 2,000.00 1,000.00 BLDR0192-2023 Deposit Refund, 1125 Westridge 1,000.00 BLDR0190-2023
Vendor: 80 CALPERS
3712 November Unfunded Liability 7,814.08 7,814.08 100000017334815 Vendor: 124 COMCAST
3713 WIFI-11.21.2023-12.20.2023 679.91 186.47 1945-NOV23 WIFI-11.16.2023-12.15.2023 493.44 7290-NOV
Vendor: 125 CONNIE STACK
3714 Fall 2023 Classes 1,484.80 1,484.80 FALL-2023
Vendor: 129 COTTON SHIRES & ASSOC. INC.
3715 August 2023 Applicant Charges 9,392.75 9,392.75 2023-AUGUST Vendor: 135 CSG CONSULTANTS INC
3716 July Stormwater C4 Inspection, Program Mgmt. 52,982.00 4,365.00 52625 August Senior Bldg Inspector, Inhouse plan review 13,468.00 53161Sept Code Enforcement, Bldg Svcs, Stormwater C4 Inspection 18,631.00 SEPT-2023Oct Code Enforcement, Bldg Svcs, In house plan review 16,518.00 OCT-2023 Vendor: 176 EXCEL LD
3717 November Telephone LD Services 10.36 10.36 1197360211 Vendor: 218 MISSIONSQUARE RETIREMENT
3718 Deferred Comp - November 15, 2023 7,066.50 3,533.25 NOVEMBER-202315 Deferred Comp - November 30, 2023 3,533.25 NOVEMBER-202330 Vendor: 233 IZMIRIAN ROOFING
3719 Deposit Refund, 1 Indian Crossing 1,000.00 1,000.00 BLDC0007-2023 Vendor: 234 J. W. ENTERPRISES
3720 Handicap Unit Rental & Services 546.88 315.44 254821 Handicap Unit Rental & Services 231.44 254822
Vendor: 245 JEANNIE GOLDMAN
3721 Fall 2023 Classes 8,320.00 8,320.00 FALL-2023
Vendor: 269 KATHY WADDELL

.
apapdinv2 mmagahiz Town of Portola Valley Page 2
15:25 12/06/23 Paid Invoices by Date
From: 12/13/2023 to 12/13/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
12/13/23 3722 FALL 2023 Classes 3,920.00 3,920.00 FALL-2023 Vendor: 295 LYNX TECHNOLOGIES INC
3723 GIS Professional Services in November 525.00 525.00 10044 Vendor: 324 MIRANDAS LANDSCAPE
3724 November Landscape Maintenance Services 1,368.00 1,368.00 3542 Vendor: 334 NOLTE ASSOCIATES INC
3725 October Applicant Charges & PW Support 25,150.41 25,150.41 OCT-2023 Vendor: 337 O. NELSON & SON INC.
3726 Sand Delivered 4,739.93 993.25 261
Off-haul of Logs/Green Waste at Town center 11/17/23 1,006.68 263Street Repairs Westridge Dr at Mapache 2,740.00 262 Vendor: 364 PERS HEALTH
3727 December Health 19,643.03 19,643.03 100000017354493 Vendor: 367 PG&E
3728 November- December Statements 2,502.75 2,502.75 DEC-2023 Vendor: 375 PLATINUM FACILITY SERVICES
3729 Janitorial Services - November 2023 4,936.68 4,488.67 47655 Janitorial Services - Nov 2023. Fridays disinfection svcs 448.01 47656 Vendor: 380 PURCHASE POWER
3730 Postage Meter 965.01 965.01 7931-OCT23
Vendor: 413 SANGINI MAJMUDAR BEDNER
3731 FALL 2023 Classes 2,792.00 2,792.00 FALL-2023
Vendor: 421 SCOTT WEBER
3732 Reimbursement - Work Boots 127.23 127.23 FRRS-23-27 Vendor: 428 SHARP BUSINESS SYSTEMS
3733 July Copies 155.86 155.86 9004442218
Vendor: 429 SHELLY SWEENEY
3734 FALL 2023 Classes 1,420.00 1,420.00 FALL-2023
Vendor: 431 SIERRA PACIFIC TURF SUPPLY INC
3735 Fields Fertilizer 262.50 262.50 0655505-IN

.
apapdinv2 mmagahiz Town of Portola Valley Page 3
15:25 12/06/23 Paid Invoices by Date
From: 12/13/2023 to 12/13/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 445 STANDARD INSURANCE CO.
3736 LTD/Life Premium 1,209.30 1,209.30 2023-NOV
Vendor: 448 STATE COMP INSURANCE FUND
3737 WC Premium, 10/06/2023-10/06/2024 6,685.84 6,685.84 1001907261 Vendor: 459 SWRCB - STATE WATER RESOURCES
3738 Annual Permit Fees FY23 - 24 7,067.00 7,067.00 SW-0268407 Vendor: 489 VERIZON WIRELESS
3739 November Cellular 490.73 490.73 9950175269
Vendor: 518 GOT GOPHERS?
3740 Town Fields Gopher Trapping- October 2023 2,100.00 1,050.00 53930 Town Fields Gopher Trapping- November 2023 1,050.00 55514 Vendor: 673 MUNICIPAL RESOURCE GROUP, LLC
3741 Personnel Policy Manual Updated 800.00 800.00 03-23-1069 Vendor: 697 CYNTHIA ROWE
3742 Fall 2023 Classes 1,920.00 1,920.00 FALL-2023
Vendor: 740 ALESSANDRO MORUZZI
3743 Fall 2023 Classes 600.00 600.00 FALL-2023
Vendor: 847 LISA WISE CONSULTING
3744 Professional Services: August 2023 18,640.00 14,958.75 4638 Professional Services: October 2023 3,681.25 4704
Vendor: 860 STEPFORD
3745 Onsite Installation 2 Technical Staff- November 11,601.00 7,200.00 2301715 Monthly Service Charges 12/01/2023 THRU 12/31/2023 3,920.00 2301749Veeam Backup & Replication Disaster Recovery - Dec 23 481.00 2301750 Vendor: 949 PORTER CAPITAL CORPORATION
3746 Temp Service, Michelle Magahiz 11/20/23-11/26/23 3,069.00 1,089.00 7456 Temp Service, Michelle Magahiz 11/27/23-12/03/23 1,980.00 7485 Vendor: 991 LAND ECON GROUP
3747 Final Fiscal Report for Stanford Wedge/Portola Terrace 12,100.00 12,100.00 2 Vendor: 992 PRECISION GRAPHICS
3748 PV Cultural Arts Print 313.88 313.88 18948

.
apapdinv2 mmagahiz Town of Portola Valley Page 4
15:25 12/06/23 Paid Invoices by Date
From: 12/13/2023 to 12/13/2023
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1003 PATTI MICHELSEN
3749 FALL 2023 Classes 1,440.00 1,440.00 FALL-2023
Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
3750 October Legal Service 66,958.31 66,958.31 OCT-23-SMW Vendor: 1075 CAMERON JOHN
3751 Deposit Refund, 24 Hillbrook 1,000.00 1,000.00 BLDR0176-2023 Vendor: 1076 KRISTY MODING
3752 Picnic Table Deposit Refund 100.00 100.00 PROF-23-37 Vendor: 1077 PAUL HEALD
3753 Deposit Refund, 160 Sausal 37.00 37.00 BLDR0021-2023 Vendor: 1078 JOAN WOLLENBERGER
3754 Deposit Refund, 20 Bear Paw 1,000.00 1,000.00 BLDR0196-2023 Vendor: 1079 MCLAINS ROOFING
3755 Deposit Refund, 450 Golden Oak 912.27 912.27 BLDR0152-2023 Vendor: 1080 637 WESTRIDGE LLC
3756 Deposit Refund, 637 Westridge 600.00 600.00 PLNPAR0017-2021 Vendor: 1081 KNIGHT ROOFING
3757 Deposit Refund, 3338 Apline 1,000.00 1,000.00 BLDR0197-2023 Check Date Totals 300,535.59
Grand Total 300,535.59

TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
December 13, 2023
Claims totaling $300,535.59 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 _____________________________ ________________________________ Sharif Etman, Town Manager
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Jennifer Torres, Town Clerk Mayor

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Woodside Highlands Road Maintenance District Residents’ Advisory Committee
DATE: December 13, 2023
RE: FY 2023-24 Budget

RECOMMENDATION
The Residents’ Advisory Committee of the Woodside Highlands Road Maintenance District recommends that the Town Council adopt the FY 2023-24 Budget.

BACKGROUND
The Woodside Highlands Road Maintenance District (WHRMD) has existed since the early 1970’s. The District was created to support road maintenance for the residents who live along Santa Maria Avenue and its connected roads. The County collects, and the Town holds, taxes from two sources (routine real estate taxes and a Special Assessment) on behalf of the District and reimburses road maintenance costs based on the approved annual budget for the district.

In 2021 the Town Council (in its role as the Woodside Highlands Road Maintenance District Board) reconstituted the Citizen’s Advisory Board of the Woodside Highlands Road Maintenance District (WHRMD) as the Residents’ Advisory Committee (RAC). The Council adopted its mission statement, and included the RAC into the Town’s formal committee process.

The WHRMD RAC held a meeting on July 31, 2023 and approved the district budget for FY 2023-24.

DISCUSSION
Attachment 1 shows the FY 2023-24 budget for the WHRMD. All work funded in this budget is derived from the District itself, with no fiscal support from the Town. The work is conducted and managed by the RAC. The primary expenditure for this year of $137,500 is intended to support continued work (PCI Phase III) of a significant repaving project that began in FY 2021-22 for the majority of the District’s roads. The RAC recommends that the Town Council, as the WHRMD Board, adopt the FY 2023-24 budget.

FISCAL IMPACT

TOWN OF PORTOLA VALLEY

STAFF REPORT

WHRMD – RAC FY 2023-24 Budget December 13, 2023
There is no fiscal impact for the Town associated with adopting the WHRMD budget.

ATTACHMENT

1. FY 2023-24 Budget
Approved by: Cindy Rodas, Finance Director Page 21 of 62 Approved by: Sharif Etman, Town Manager BEGINNING BALANCE ** 339,205
ESTIMATED REVENUE 65,000
PROPOSED EXPENSES (149,500)
a PCI Phase III work (estimate) (125,000)
b Phase I contingency (10%) (12,500)
c Dumpsters – road cleanup (3,000)
d Miscellaneous road repair (5,500)
e Miscellaneous purchases (tools, etc.) (1,000)
f Administrator discretionary fund (2,500)
ENDING BALANCE 254,705
Notes
* Approved by the WHRMD-RAC in the July 31, 2023 meeting ** Estimated. Balance reconciliation with the Town accounting team is ongoing.

WOODSIDE HIGHLANDS ROAD MAINTENANCE DISTRICT

RESIDENTS' ADVISORY COMMITTEE
BUDGET 2023-2024 (FY24) *
ATTACHMENT 1 Page 22 of 62
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Interim Town Attorney
DATE: December 13, 2023
RE: Authorize the Town Manager to Amend the Budget for Fiscal Year 2023-24 to allocate additional funds for legal services associated with the Housing Element Update

RECOMMENDATION
Staff recommends that the Town Council authorize the following budget amendment for fiscal year 2023-24:

1. Add $50,000 to the Jarvis Fay LLP Legal Services Agreement for legal advice on the California Environmental Quality Act (CEQA) issues related to the Housing Element Update and related documents.

BACKGROUND
The Housing Element is part of Portola Valley’s General Plan and identifies policies and programs to meet the housing needs of the Town’s current and future residents. State law requires that every city/town and county in California adopt a Housing Element approximately every eight years.

At its March 29, 2023 meeting, the Town Council adopted the Housing and Safety Elements Initial Study/Mitigated Negative Declaration (IS/MND) and Mitigation Monitoring and Reporting Program (MMRP). On May 10, 2023 Town Council adopted the draft Housing Element and conforming General Plan amendments. Town staff submitted the Adopted Housing Element for HCD Review on May 25, 2023. On July 25, 2023, the Town received HCD’s comments on the May 25 draft and has been subsequently working with HCD staff to address the comments. Staff has released an updated draft Housing Element for public review on December 1, 2023, and anticipates certification by HCD in early 2024.

Given the large number of public comments on the Housing Element and IS/MND and challenges related to timing, the prior Town Attorney retained the services of an attorney

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

Approved by: Cindy Rodas, Finance Director Approved by: Sharif Etman, Town Manager Rick Jarvis of Jarvis Fay LLP specializing in CEQA law. To date, the Town has approved $50,000 in funding with Jarvis Fay for work on CEQA issues relating to the Housing Element and post-approval environmental process and other related initiatives. The Jarvis firm has also advised the Town on matters that overlap with the draft Safety Element.

DISCUSSION
On May 4, 2023, the Town received a threat of litigation related to the Town’s CEQA compliance for the Housing Element update. The Jarvis Fay firm has been representing the Town in discussions that would potentially resolve the matter without litigation. Those discussions are ongoing, but the budget has been expended.

The Town Attorney and Town Manager are now recommending $50,000 in additional funding for Jarvis Fay to continue their current efforts related to the Housing Element and the Safety Element.

FISCAL IMPACT
This general fund expenditure will be allocated in the FY 2023-24 Budget Revision.

ATTACHMENT

1. Legal Services Agreement

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jennifer Torres, Town Clerk
DATE: December 13, 2023
RE: Appointment to Conservation Committee
RECOMMENDATION:

Town Council appointment of a new member to the Conservation Committee to fill an unscheduled vacancy.

BACKGROUND:

Only one member application was received and is included as Attachment 1, along with Statement of Interest as Attachment 2.

The appointee will complete the term of appointment, concluding at the end of 2024.

FISCAL IMPACT:

None
ATTACHMENT:

Member Application
Approved by: Sharif Etman, Town Manager

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

ATTACHMENT 1

ATTACHMENT 1 Page 27 of 62
From: Nancy Freire
To: Jennifer Torres
Cc: Catherine Magill
Subject: Re: Committee Application for Conservation Committee Date: Wednesday, November 15, 2023 9:45:15 AM
Attachments: image003.png
image002.png
Ok here is my statement of interest in the conservation committee.

I’ve been a long time admirer of Portola Valley’s peaceful beauty and open spaces. I love the oak studded hills and the traditional horse stables and farming that makes up our rich history. I’ve had the opportunity to tour some of Stanford University’s neighboring properties (Jasper Ridge, Webb Ranch, the dish and SLAC) and understand the interdependence and tension between Portola Valley and Stanford University.

I wholly support and wish to preserve nature, the native plants and the wildlife habitat of our community for everyone to enjoy. Walking on the trails is very important to me.

I have lived on the peninsula since 1979 (except for 4 years in college) and reside in Portola Valley since 2012. As a dedicated home gardener and professional wine grower I feel my skills and knowledge would benefit the conservation committee as well. Before 2002 I spent more than 20 years working as an electrical engineer and understand some of the high tech personalities that make up a large share of the residents.

I believe that residents interested in maintaining our high quality of life should be involved in serving their community through volunteerism in the various committees. Working together to educate and guide we ensure our shared habitat is protected for future generations to come. I look forward to donating my time to this important committee.

On Wed, Nov 8, 2023 at 9:48 PM Jennifer Torres <[email protected]> wrote:

I will let Kari know about the option not being available on the website. It should be… As for the statement- it is for the committee chair and council. 3 Thank you,
ATTACHMENT 2 Page 28 of 62
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jennifer Torres, Town Clerk
DATE: December 13, 2023
RE: Appointments to Nature and Science Committee
RECOMMENDATION:

Town Council appointment of two new members to the Nature and Science Committee to fill unscheduled vacancies.

BACKGROUND:

Committee member applications are included as Attachment 1 and Attachment 2.

The appointees will complete the term of appointment, concluding at the end of 2024.

FISCAL IMPACT:

None
ATTACHMENT:

Member Application
Approved by: Sharif Etman, Town Manager

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

ATTACHMENT 1 Page 30 of 62
ATTACHMENT 1 Page 31 of 62
ATTACHMENT 2 Page 32 of 62
ATTACHMENT 2

There are no written materials for Item 5a

______________________________________________________________________________________ TO: Honorable Mayor and Members of the Town Council
FROM: Jon Biggs, Interim Planning and Building Director DATE: December 13, 2023
RE: Affordable Housing Fund Policy Draft
RECOMMENDATION:

Adopt the attached resolution establishing an affordable housing fund and policies that guide the use of monies in the fund.

BACKGROUND
Over the past several months, the Town Council Subcommittee consisting of Council Members Mary Hufty and Judith Hasko have been working on a draft policy to guide the use of the Town’s “in-lieu” funds that were collected from a developer as part of the Blue Oaks subdivision in 2013. The development of this policy is in line with Action T6 of the Post-Adoption Housing Element Plan. In developing a draft of the policy, the subcommittee engaged the Finance Committee, Open Space Committee and Race and Equity Committees to discuss components of policy. Their combined work was very useful in the drafting of the policy.

At its meeting on November 11, 2023, the subcommittee presented to the Town Council a draft of the policy and sought feedback so that a final form of the policy could be crafted and presented for adoption. Key comments on the draft policy from the Town Council at its November 8, 2023, meeting include:
▪ No cap on use of funds – may be applied to one or multiple projects. ▪ Funding should be for projects providing low and very low-income units. ▪ Support for rental housing at the low and very-low income levels.

TOWN OF PORTOLA VALLEY

TOWN OF PORTOLA VALLEY

▪ ADU’s of JADU’s receiving funding need to be for low or very low-income households and deed restricted for 55 years.
▪ Consolidate the Eligible fund expenses section and the Use of affordable housing fund money sections.
▪ Include authority to waive town’s application fees or pay from general funds.

DISCUSSION
The draft policy being presented for Town Council for adoption reflects the input provided at the November 8 Town Council meeting, the work of the Finance Committee, Open Space Committee and Race and Equity Committee and the evaluation of policies from other agencies. Although it is ultimately a Town Council decision, the suggestion to include in this policy a section that authorizes the waiver of the town’s application fees or pay for them from the general fund was not included because it was felt this went beyond the scope of a policy intended to guide the distribution of affordable housing funds.

The draft policy is attached with this agenda report as is a draft resolution, which if approved, adopts the policy. The policy itself has seven (7) sections, which include:

The affordable housing fund and on-going funding
This establishes a fund into which all monies intended to further affordable housing in Portola Valley can be accounted for. Currently, there is an in-lieu housing fund, which now holds approximately $4,599,000; however, there may be other funding sources such as grant monies, money from agreements, or program income (principal and interest on loan payments) that can be tracked or accounted for under the umbrella designation. This section also provides that money deposited into the fund needs to earn returns at the same rate as other pooled investments managed by the Town.

Fund use location.

This is intended to clarify that these funds are to be used for affordable housing within the town limits of Portola Valley. Areas within the town’s spere of influence (County Lands) would not be eligible to receive money from this fund.

Administration.

The administration section provides that the Town Manager shall administer the fund unless the Town Council selects an outside entity or nonprofit agency to administer the Fund – in line with this policy. This is consistent with how other agencies manage their affordable housing fund.

Eligible fund expenses.

This is a list of the affordable housing projects that the Fund can be used for. Note however, this is not a priority listing of project types. It is also worth noting that the list does

provide for “other” affordable housing opportunities as they may arise. This provides the Town Council with the discretion to evaluate a project that may not cleanly fall into one of the listed projects.

This section also provides that reasonable administrative expenses may be covered by the fund and that these funds cannot be loaned to another fund in the Town.

Funding priorities.

The priority listing is to assist the Town Council in its consideration of funding requests.

First in the list of priorities are those projects that directly result in the production of affordable housing units. This priority also provides the Town Council with the support to identify sites that are an alternative to the opportunity sites listed in the Housing Element that is currently under review.

Expenditure from fund.

This section clarifies that expenditures need to be in line with the Town’s budgetary policies. It also provides that the recipient of monies from this fund enter into a written agreement with the Town, which will specify the terms for use of any funds allocated. This is a key element and one that will provide the Town with a check point in the future where it can verify that all appropriate conditions tied to the allocation of monies are adequately covered.

Accounting of fund.

This section is intended to make it clear that expenditures and revenues of the fund are appropriately accounted for in the Town’s annual audit.

ANALYSIS
The draft policy provides guidance to the Town Council on funding opportunities that further affordable housing projects as they come forward. It is not a prescriptive set of standards and has been drafted in a manner which, although it gives guidance, still allows the Council the ability to exercise its discretion and efficiently act on affordable housing opportunities.

Affordable housing opportunities can take many forms, including opportunities to purchase suitable sites, partnering with an affordable housing provider to build affordable units, or grant opportunity windows that can allow the Town to leverage its affordable housing funds into additional funding. The variety of opportunities are numerous and it would be difficult to lay out a plan of action that could guide the steps to be taken in each; however, staff believes that the flexibility afforded to the Town Council by this policy will allow it to act swiftly and pursue affordable housing opportunities as the make themselves available.

For these reasons, staff recommends approval of the attached resolution, which adopts this draft policy and makes it available to guide the Town Council as affordable housing opportunities are identified.

Approved by: Cindy Rodas, Finance Director Approved by: Sharif Etman, Town Manager

FISCAL IMPACT
Other than the assistance staff provided for this effort, no other significant fiscal impact is anticipated by the Town Council’s adoption of this policy.

ATTACHMENTS

1. Draft Affordable Housing Fund Policy

2. Draft Town Council Resolution Adopting Affordable Housing Fund Policy

3. Affordable Housing Policy with Changes Tracked

DRAFT

AFFORDABLE HOUSING FUND POLICY
The affordable housing fund and on-going funding.

1. There is hereby established by the town council an affordable housing fund (Fund). All fees collected pursuant to inclusionary housing in-lieu fee regulations and other monies controlled by the town for affordable housing shall be deposited in the Fund.

2. Principal and interest from loan repayments, proceeds from grant repayments, forfeitures, reimbursements, and all other income from Fund activities shall be deposited into the Fund. All monies in the account shall earn interest at least at the same rate as pooled investments managed by the Town. All interest earnings from the Fund shall be reinvested and dedicated to the Fund. Transferred monies shall accrue interest from the time of transfer.

Fund use location.

The Fund shall serve to increase the supply of affordable housing within the limits of the Town of Portola Valley.

Administration.

The Fund shall be administered by the town manager or an outside entity/nonprofit agency selected by the Town Council, subject to an executed agreement between any such outside entity, and the Town and in each case, such administration shall be consistent with this policy.

Eligible fund expenses.

Moneys in the Fund may be used to:

1. Increase and improve the supply of affordable housing through the following means:
a. Provide funding for pre-development and construction expenses necessary to create new affordable housing.
b. Purchase land directly (land banking) or provide funding to affordable housing developers or community land trusts to purchase suitable sites to build affordable housing.
c. Engage experts, consultants, or advisors with demonstrated experience in the development of affordable housing projects to evaluate the feasibility of potential affordable housing sites, projects, or funding programs and/or develop site and building designs that reflect an appropriate affordable housing project on such sites. d. Provide funding for purchase and/or rehabilitation of existing multi-family housing for conversion to deed restricted affordable housing.
e. Support the development and construction of accessory dwelling units and junior accessory dwelling units for low or very low-income households with a recorded deed restriction of 55 years.

ATTACHMENT 1 Page 39 of 62
f. Fund efforts to streamline affordable housing processes in Portola Valley. g. Provide funding assistance to other agencies or housing development corporations, through loans including, equity participation loans, grants, pre-home ownership coinvestment, participation leases, or other public/private partnership arrangements. h. Other affordable housing opportunities as they may arise that the Town Council deems appropriate.

2. Cover reasonable administrative expenses not reimbursed through processing or other fees, including:
a. Reasonable consultant and legal expenses related to the establishment and/or administration of the Fund,
b. Reasonable expenses for administering the process of calculating, collecting, and accounting for in-lieu and housing impact fees, and
c. Town administrative costs for the development, permitting, and the on-going monitoring of affordable housing projects constructed with monies from the Fund.

3. No portion of the Fund may be diverted for other purposes by way of an intra-agency loan or otherwise.

Funding priorities.

Funding requests shall be considered, giving priority to the following:

1. Identifying, funding the acquisition of, and funding the construction of affordable units on Housing Element Opportunity Sites, or alternative sites that contribute to meeting the RHNA obligations of the Housing Element on an equivalent basis, with input from the Planning Commission and the Architectural and Site Control Commission or other boards or commissions the Town Council deems appropriate.

2. Projects that would enable developers to support or increase the percentage of units in a project that are for very low- and low-income households.

3. Other projects for which the Town Council determines will have the greatest impact in addressing the Town’s affordable housing needs, consistent with the Town’s General Plan.

Expenditure from fund.

1. Expenditures from the Fund shall be controlled, authorized, and paid in accordance with the town’s general budgetary policies. For all funding opportunities, an application shall be submitted to the Town, reviewed by town staff, and a report prepared with input from the Planning Commission and the Architectural and Site Control Commission or other boards or commissions the Town Council deems appropriate, for approval by the Town Council. The report should contain a summary of the current Fund status, assessment of project consistency with this policy, and a review of project ATTACHMENT 1 Page 40 of 62
documentation, pro forma, and other reports demonstrating project and applicant readiness and capability.

2. Every recipient shall enter into a written agreement with the town which sets forth the terms and conditions of the grant or loan. At a minimum, the agreement shall describe the allowable uses of the grant or loan funds, the dollar amount and disbursement method, compliance with the applicable town standards and policies for affordable housing and periodic reporting to assist the town in the monitoring of compliance with the agreement.

Accounting of fund.

The Fund shall be accounted for in the town’s annual financial audit.

ATTACHMENT 1 Page 41 of 62
WHEREAS, The adoption and implementation of this policy does not, in and of ATTACHMENT 2
RESOLUTION NO. ______-2023

RESOLUTION OF THE TOWN COUNCIL OF THE

TOWN OF PORTOLA VALLEY ESTABLISHING AN AFFORDABLE HOUSING

FUND AND ADOPTING POLICIES THAT GUIDE THE USE OF AFFORDABLE

HOUSING FUNDS
WHEREAS, Goal 1 of the Housing Element adopted in May of 2023 by the Town Council and under review by the State of California Department of Housing and Community Development states – “Expand the types of housing allowed in the community. Facilitate the development of a range of housing types to meet the Town’s fair share of regional housing needs and accommodate current and new Portola Valley residents of diverse ages, races, and socioeconomic backgrounds”; and WHEREAS, Pursuant to its inclusionary housing requirements (PV Muni Code

17.20.215) the Town has collected and has on account “in lieu” housing funds designated for affordable housing purposes; and
WHEREAS, Action T6 of the Post-Adoption Housing Element Plan states that a policy be developed for use of inclusionary funds, which are funds available for affordable housing in Town; and
WHEREAS, A subcommittee of the Town Council was established and was charged with developing a policy consistent with Action T6 of the Post-Adoption Housing Element Plan; and
WHEREAS, The subcommittee, in collaboration with the Finance Committee, Open Space Committee and Race and Equity Committees, has completed its draft of this policy and recommends its adoption to the Town Council, and WHEREAS, The recommended Affordable Housing Fund Policy formally establishes the fund and includes policies that guide the use of the affordable housing funds; and
WHEREAS, This project has been found consistent with California Environmental Quality Act (CEQA) Guidelines § 15061(b)(3), the “General Rule” exemption which means that CEQA only applies to projects which have the potential for causing a significant impact and if there is no possibility that the activity in question may have a significant impact, the activity is not covered by CEQA; and

Jeff Aalfs, Mayor
ATTEST
Jennifer Torres, Town Clerk
itself, have the possibility of causing a significant impact as it is policy document that provides guidance on the use of funds for affordable housing purposes.

NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Portola Valley hereby adopts the Affordable Housing Fund Policy included as Attachment ‘A” to this resolution.

REGULARLY PASSED AND ADOPTED this _____ day of December, 2023.

DRAFT

AFFORDABLE HOUSING FUND POLICY
TEstablishment of the affordable housing fund and on-going funding.

1.There is hereby established by the town council an affordable housing fund (Fund). Such fund shall receive aAll fees collected pursuant to inclusionary housing in-lieu fee regulations and, any other appropriations as determined from time to time by the Town, and all other moneys received by the affordable housing fund either from special funds or general fund appropriations, or from other sources. other monies controlled by the town for affordable housing shall be deposited in the Fund. Separate accounts within the affordable housing fund may be created from time to time to avoid commingling if required by law or as deemed appropriate to further the purposes of the fund.

1. 2.Principal and interest from loan repayments, proceeds from grant repayments, forfeitures, reimbursements, and all other income from affordable housing fundFund activities, plus all income from the activities of the fund's separate accounts, shall be deposited into the affordable housing fFund. All monies funds in the account shall earn interest at least at the same rate as pooled investments managed by the Town. All interest earnings from the Fund account shall be shall be reinvested and dedicated to the accountFund. The transfer of interest earnings shall be made quarterly or upon direction of the town manager. Transferred moniesfunds shall accrue interest from the time of transfer.

Fund use location.

The Fund Affordable housing funds shall serve to increase the supply of affordable housing that is located within the limits of the Town of Portola Valley.

Administration.

The affordable housing fFund and all accounts within the affordable housing fund shall be administered by the town manager or an outside entity/nonprofit agency selected by the Town Council, subject to an executed agreement between any such outside the entity, and the Town and in each case, such administration shall be consistent with this policy. who shall have the authority to govern the fund consistent with this policy, the appropriate ordinances, and applicable town policies. In instances where direction for the administration of the fund is needed but lacking, the town manager shall develop appropriate procedures, subject to approval by the town council. The town has the option to select and contract with an outside entity/nonprofit agency to administer a portion or all the affordable housing fund. The responsibilities, tasks, and performance standards to be assumed by the entity shall be described in an executed agreement between the entity and the town.

Eligible fund expenses.

Formatted: Font: 14 pt
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: No bullets or numbering
Formatted: Indent: Left: 0"
Formatted: No bullets or numbering
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
ATTACHMENT 3

Moneys deposited in the affordable housing fund in of the Fund along with any interest earnings on such moneys shall may be used to:

1. Increase and improve the supply of affordable housing affordable to workforce, moderate, low, and very low-income households through the following means:

1. a. experts, or advisors Provide funding for pre-development and construction expenses necessary to create new affordable housing.
b. Purchase land directly (land banking) or provide funding to affordable housing developers or community land trusts to purchase suitable sites to build affordable housing.
b.c.Engage experts, consultants or advisors with demonstrated experience in the development of affordable housing projects to evaluate the feasibility of potential affordable housing sites, projects, or funding programs and/or develop site and building designs that reflect an appropriate affordable housing project on such sites. d. Provide funding for purchase and/or rehabilitation of existing multi-family housing for conversion to deed restricted affordable housing.
e. Supporting the development and construction of accessory dwelling units and junior accessory dwelling units for low or very low-income households with a recorded deed restriction of 55 years.
f. Fund efforts to streamline affordable housing processes in Portola Valley. c.g. Provide funding assistance to other agencies or housing development corporations, through loans including, equity participation loans, grants, prehome ownership co-investment, participation leases, or other public/private partnership arrangements.
d.h. Other affordable housing opportunities as they may arise that are fully consistent with this policythe Town Council deems appropriate.

2. Cover reasonable administrative expenses not reimbursed through processing or other fees, including:
a. Reasonable consultant and legal expenses related to the establishment and/or administration of the Fundaffordable housing fund,
b. Reasonable expenses for administering the process of calculating, collecting, and accounting for in-lieu and housing impact fees, and
c. Town administrative costs for the development, permitting, and the on-going monitoring of affordable housing projects constructed with monies from the Fundaffordable housing fund moneys.

3. No portion of the affordable housing fund Fund may be diverted forto other purposes by way of an intra-agency loan or otherwise.

Funding priorities.

Funding requests shall be considered, giving priority to the following:

Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Normal, Indent: Left: 0.25", No bullets or
numbering
Formatted: Indent: Left: 0.5"
Formatted: Indent: Left: 0.5"
Formatted: Font: (Default) +Body (Calibri)
Formatted: Font: (Default) +Body (Calibri)
Formatted: Font: (Default) Calibri, Ligatures: None
Formatted: Indent: Left: 0.5"
Formatted: Indent: Left: 0.25"
Formatted: Indent: Left: 0.5"
Formatted: Indent: Left: 0.25"
ATTACHMENT 3

1. Identifying, funding the acquisition of, and funding the construction of affordable units on Housing Element Opportunity Sites, or alternative sites that contribute to meeting the RHNA obligations of the Housing Element on an equivalent basis, with input from the Planning Commission and the Architectural and Site Control Commission or other boards or commissions the Town Council deems appropriate.

2. Projects that would enable developers to support or increase the percentage of units in a project that are for very low-, and low-income households.

3. Supporting the development and construction of accessory dwelling units and junior accessory dwelling units.

4. Streamlining affordable housing processes in Portola Valley, monitoring compliance with deed restrictions or other requirements based on which funds are provided, and monitoring results of the Town’s affordable housing efforts and programs.

5.3. Other Supporting projects for which the Town Council determines such funds will have the greatest impact in addressing the Town’s affordable housing needs, consistent with the Town’s General Plan.

Use of the affordable housing fund money.

Moneys in the affordable housing fund, subject to the discretion of the Town Council, may be used for any or all the following:

1. Construct, rehabilitate, preserve, or subsidize very low, low, moderate income and workforce housing.

2. Assist other governmental entities, private organizations or individuals in the construction, rehabilitation or subsidy of very low, low, moderate income and workforce housing.

3. Hire or engage consultants with demonstrated experience in the development of affordable housing projects to evaluate the feasibility of potential affordable housing sites or projects and/or develop site and building designs that reflect an appropriate affordable housing project on such sites.

4. Purchase or contribute to the purchase of land in Portola Valley for use in constructing affordable housing.

Formatted: Indent: Left: -0.06", Tab stops: 0.69", Left Formatted: Indent: Left: 0.19", Tab stops: 0.69", Left
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Normal, Indent: Left: 0.19", No bullets or
numbering, Tab stops: 0.69", Left
Formatted: Indent: Left: 0.19", Tab stops: 0.69", Left
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Font: (Default) Calibri, 12 pt, Ligatures:

None
Formatted: Normal, No bullets or numbering
ATTACHMENT 3 Page 46 of 62

5.1. If affordable housing funds are approved to fund construction, they shall only be used to construct affordable housing units identified by the Town Council.

6. Assist housing development corporations, through loans including, equity participation loans, grants, pre-home ownership co-investment, participation leases, or other public/private partnership arrangements.

7. Affordable housing funds may be disbursed, hypothecated, collateralized, or otherwise employed for these purposes from time to time as the Town Council deems appropriate to accomplish the purposes of the affordable housing fund.

Expenditure from fund.

Expenditures from the affordable housing fundFund shall be controlled, authorized, and paid in accordance with the town’s general budgetary policies. For all funding opportunities, an application shall be submitted to the Town, reviewed by town staff, and a report prepared fo with input from the Planning Commission and the Architectural and Site Control Commission or other boards or commissions the Town Council deems appropriate, for r approval by the Town Council consideration. The report should contain a summary of the current Fund affordable housing fund status, assessment of project consistency with this policy, an analysis of project eligibility, and a review of project documentation, pro forma, and other reports demonstrating project and applicant readiness and capability.

Every recipient shall enter into a written agreement with the town which sets forth the terms and conditions of the grant or loan. At a minimum, the agreement shall describe the allowable uses of the grant or loan funds, the dollar amount and disbursement method, compliance with the applicable town standards and policies for affordable housing and periodic reporting to assist the town in the monitoring of compliance with the agreement.

Accounting of ffund.

The Funds shall be accounted for in the town’s annual financial audit.

Formatted: Font: 12 pt
ATTACHMENT 3

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Interim Town Attorney
DATE: December 13, 2023
RE: Draft Joint Work Plan with the Woodside Fire Protection District

RECOMMENDATION
Receive a Report on the Draft “7+13” Joint Work Plan with the Woodside Fire Protection District and Consider Providing Direction to Staff

DISCUSSION
A draft work plan has been jointly prepared by staff of the Town of Portola Valley and the Woodside Fire Protection District, a copy of which is attached to this staff report. The Town and the District have collaborated to release this work plan in light of their mutual interest in fire protection and emergency preparedness. The draft work plan indicates the responsible party, the implementation strategy, and the timing for each proposed policy or action.

The work plan is intended to implement the seven mitigation requests from the Woodside Fire Protection District attached as Exhibit A to Town Resolution 2922-2023, as well as the 13 “Key Approaches” to fire safety, which were previously presented to the Portola Valley Planning Commission. Implementation of specific work plan items will require formal action by the Town Council or Woodside Fire Protection District Board of Directors.

At the November 28, 2023 WFPD Board meeting, Fire District staff presented the Draft Work Plan to the Board and the community.
1 Board members provided feedback in
support of the Work Plan and overall collaboration between the two agencies.

Town staff will provide an overview of the draft Work Plan at the Council meeting. Fire District staff will be in attendance and available for technical questions. 1 A copy of the presentation is available on the District’s website at:
https://www.woodsidefire.org/board/meetingagendas/file/Board%20Reports%202023/BOD%20Report%20November%2028%202023.pdf.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

Approved by: Cindy Rodas, Finance Director Approved by: Sharif Etman, Town Manager

FISCAL IMPACT
There is no fiscal impact associated with this item.

ATTACHMENT

1. Draft “7+13” Joint Work Plan

Town of Portola Valley and Woodside Fire Protection District Work Plan 13 Key Approaches to Fire Safety + 7 Requested Mitigations KA = Key Approaches to Fire Safety presented to Planning Commission Page 1 of 6 MR = Mitigation Request- received March 29, 2023 and letter received July 6, 2023 11/28/23
Reference
(Not
Priority)
Source Proposed Policy or Action Responsible Party Implementation Strategy Status and Timing 1 MR #1 Establish a map designating the Wildland
Urban Interface (WUI) including designation
of Fire Hazard Severity Zones
WFPD with Town
Collaboration
WFPD will participate in Cal Fire public
review and amendment process.

WFPD Board will consider adoption at
completion of that process.

Draft Cal Fire map for public review
expected in 2024 WFPD is waiting for Cal
Fire to release the Local Responsibility Area
(LRA) Fire and Resource Assessment
Program (FRAP) maps.
2 KA #11 Adopt WUI map indicating the High and Very
High Fire Hazard Severity Zones
WFPD with Town
Collaboration
Adoption by WFPD when CalFire map
is available. State law requires
adoption of CalFire Map or local map
that exceeds the same standards. See
Housing Element Program 6-4.
3 KA #12
and MR
#5
Revisit the Accessory Dwelling Unit (ADU)
and SB9 Fire Safety Checklist and consider
adoption of appropriate ordinances(s)
Town with WFPD
collaboration
Fire Safety Checklist currently in effect.

See Housing Element Program 6-5.

Revisit checklist and Code and
evaluate need for changes when new
fire hazard/WUI map is available.

Update, as necessary, to comply with
State ADU law.

Begin when new fire hazard map/WUI map
is adopted.
4 KA #4,
MR #3
and MR
#4
Meet Cal Fire Minimum Fire Safe
Regulations
WFPD with Town
collaboration
Implement regulations In Very High
Fire Hazard Severity Zones and
potentially in the High Fire Hazard
Severity Zones dependent on the
CalFire Maps and the District’s intent to
adopt a WUI Fire Area that includes the
High Fire Hazard Severity Zones.

Cal Fire amendments to Minimum Fire Safe
Regulations operative on April 1, 2023.

The CalFire Minimum Fire Safe regulations
currently apply in the Very High Fire Hazard
Severity Zones (VHFHSZ) identified on the
2007 CalFire Maps.

WFPD cannot determine where in the
district, the Cal Fire Min. Fire Safe Regs.

ATTACHMENT 1 Page 50 of 62
Town of Portola Valley and Woodside Fire Protection District Work Plan 13 Key Approaches to Fire Safety + 7 Requested Mitigations KA = Key Approaches to Fire Safety presented to Planning Commission Page 2 of 6 MR = Mitigation Request- received March 29, 2023 and letter received July 6, 2023 11/28/23
Reference
(Not
Priority)
Source Proposed Policy or Action Responsible Party Implementation Strategy Status and Timing may apply beyond the 2007 CalFire Maps
until the new maps show us where the
VHFHSZ’s are located within the LRA.
5 July 6th
Letter
Text
Continue to Implement the Current (2010)
Safety Element, including use of Moritz Map,
to interpret and implement policies.

Town 2010 Safety Element will be in effect
until adoption of revised Safety
Element.

In effect
6 KA #1
and MR
#2
Keep and expand progressive fire prevention
policies included in the 2010 Safety Element.

Coordinate this with the WFPD
establishment of the WUI. Establish
enforceable fire prevention policies regarding
development in Very High and High Fire
Hazard Severity Zones.

Town Incorporate into Safety Element In progress. Fire Marshal to review next draft prior to public review.

ATTACHMENT 1 Page 51 of 62
Town of Portola Valley and Woodside Fire Protection District Work Plan 13 Key Approaches to Fire Safety + 7 Requested Mitigations KA = Key Approaches to Fire Safety presented to Planning Commission Page 3 of 6 MR = Mitigation Request- received March 29, 2023 and letter received July 6, 2023 11/28/23
Reference
(Not
Priority)
Source Proposed Policy or Action Responsible Party Implementation Strategy Status and Timing 7 MR #7 As the Town updates the Safety Element,
consider specific topic areas of particular
concern to WFPD. Those include:
environmental impact of planned
development on wildfire risk and public
safety once WFPD hazard and risk
assessment is completed; enhancing zoning,
subdivision, and building codes to mitigate
risk of fire spread between combustible
structures and vehicles; and enhance safety
and reliability of power and communications
utilities.

Town with specific
comments from
WFPD
Implement as part of Safety Element
Update. Use resources from CalFire as
well as National Institute of Standards
and Technology (NIST) and Insurance
Institute for Business and Home Safety
(IBHS).

Underway, Fire Marshal to review next draft
prior to public review.
8 MR #6 Implement the Town-Wide Emergency
Evacuation Plan prepared through the
Emergency Preparedness Committee in
collaboration with multiple agencies.

Multiple agencies
and jurisdictions
Town Council review and consider
implementation of areas within Town’s
authority.

As requested in Mitigation Request #6
the District would like to see the Town
adopt and implement the Emergency
Evacuation Plan as other
municipalities throughout California
have done.

Underway
9 KA #2
and MR
#7
Consider expanding and improving existing
evacuation routes. Pursue widening roads.

Town Incorporate into Safety Element In progress. For evacuation routes, road widening strategies will be specified in
Safety Element.

ATTACHMENT 1 Page 52 of 62
Town of Portola Valley and Woodside Fire Protection District Work Plan 13 Key Approaches to Fire Safety + 7 Requested Mitigations KA = Key Approaches to Fire Safety presented to Planning Commission Page 4 of 6 MR = Mitigation Request- received March 29, 2023 and letter received July 6, 2023 11/28/23
Reference
(Not
Priority)
Source Proposed Policy or Action Responsible Party Implementation Strategy Status and Timing WFPD Implement Minimum Fire Safe
Regulations
Private street widening regulations to occur
in Very High Fire Hazard Zones with
implementation of Minimum Fire Safe
Regulations in new developments and
subdivisions consistent with the Minimum
Fire Safe Regulations
10 KA #3 Establish multiple access and egress routes WFPD WFPD has access keys/agreements with private land owners
Ongoing
WFPD will enforce Minimum Fire Safe
Regulations
With implementation of Minimum Fire Safe
Regulations
Town Continue to speak to adjacent
landowners to add additional access.

Include as Safety Element Program
With transition of staff, ensure
communications continue with land owners.

Include with next draft of Safety Element.
11 KA #5
and KA
#8
Conduct site specific individuated Wildfire
Hazard Assessment Plans
WFPD and Town WFPD and Town to work together to
develop process
Preliminary conversations. Expect to start
implementation work after fire hazard map is
adopted and Minimum Fire Safe Regulations
in place.

Limit exposure to flammable materials WFPD WFPD will implement and/or make recommendations for Town to consider
This would be part of the individuated
assessments discussed below in number 16.

ATTACHMENT 1 Page 53 of 62
Town of Portola Valley and Woodside Fire Protection District Work Plan 13 Key Approaches to Fire Safety + 7 Requested Mitigations KA = Key Approaches to Fire Safety presented to Planning Commission Page 5 of 6 MR = Mitigation Request- received March 29, 2023 and letter received July 6, 2023 11/28/23
Reference
(Not
Priority)
Source Proposed Policy or Action Responsible Party Implementation Strategy Status and Timing 12 KA #6 Build to Chapter 7A of the California Building Code (and 337 Residential Code) with local
amendments
Town See Housing Element Program 6-1.

Adopt local amendments to Building
Code. Housing Element Program to
review codes every three years for
opportunities to improve
Chapter 7A applies to whole Town. Most
recent update completed in 2022. Ongoing
every three years. Town leads amendments
in consultation with WFPD.
13 KA #7 Enhance construction methods and
materials to be noncombustible
Town and WFPD Building Code already requires
noncombustible exterior materials. Also
see Housing Element Program 6-1.

Consider creating authority to require
noncombustible building assemblies if
buildings are constructed close
together.

Building Code update completed in 2022.

WFPD will make recommendations to the
Town to consider.
14 KA #13 Educate the public on key fire safety issues WFPD/ Town Wildfire
Preparedness
Committee
See Housing Element Program 6-6.

Range of community outreach tools.

Ongoing
15 MR #5 Establish procedures and standards for
evaluation of development projects under
certain State laws:
• Housing Accountability Act (Government
Code Section 65589.5)
• Density Bonus Law (Government Code
Sections 65915-65918)
Town Town staff/attorney review applicable
case law and best practices for review
and determination of impact of
proposed development projects on
public health and safety. Receive
feedback from WFPD. Present options
for Town Council consideration.

WFPD acknowledges that the Town must
prioritize other requests over this one.

Proposed timing is after adoption of fire
maps.

ATTACHMENT 1 Page 54 of 62
Town of Portola Valley and Woodside Fire Protection District Work Plan 13 Key Approaches to Fire Safety + 7 Requested Mitigations KA = Key Approaches to Fire Safety presented to Planning Commission Page 6 of 6 MR = Mitigation Request- received March 29, 2023 and letter received July 6, 2023 11/28/23
Reference
(Not
Priority)
Source Proposed Policy or Action Responsible Party Implementation Strategy Status and Timing 16 MR #7
last
bullet
Consider implementation of individuated
wildfire risk assessment and abatement
procedures as described in National Fire
Protection Association (NFPA) 1140 or
similar approach.

Town with specific
recommendations
from WFPD
WFPD provide specific
recommendations for Town
consideration. May be part of Safety
Element update process or stand alone
initiative.

Again, timing for this item would be
somewhat consistent with getting the new
CALFIRE FRAP maps and seeing what the
designated Fire Severity Areas are within
the district. However, the district will start
working on a policy and procedure that the
district feels will fit the purpose of
individuated assessments and share the
content with the Town as we move forward
into 2024.
17 KA #9 Increase defensible space standards around
structures
WFPD WFPD Ordinance Adopt standards consistent with State model defensible space program. WFPD is
currently working on a Fuel Mitigation and
Exterior Hazard Abatement Ordinance.
18 KA #10 Adopt new requirements for fuel breaks in
parcels in the State Responsibility Area
(SRA) and Local Responsibility Area (LRA)
areas within the District
WFPD WFPD Ordinance WFPD will assess later.

ATTACHMENT 1 Page 55 of 62
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Sarah Wernikoff
DATE: Wednesday, December 13th 2023
RE: PVSD Monthly Meeting 11.9.23
OVERVIEW:
1) Overview of successful campus ribbon cutting event
2) Review of new on campus dog policy: Due to safety concerns following recent incidents, PVSD has decided to implement a revised policy to ensure the well-being and security of all individuals utilizing our school facilities. Beginning December 1, 2023, dogs will be permitted on each school campus only on the weekends (Saturdays and Sundays).
a) Dogs will ONLY be allowed during these specific days and times. b) Dogs are NOT allowed on school district/ campus grounds, playgrounds or sports fields at any other time throughout the calendar year.
c) We are implementing these changes to protect the health and safety of our students and staff members.
d) We kindly request your cooperation with the following guidelines:
i) Leash Requirement: Dogs must be on a leash at all times, except when on the field and in close proximity to their owner.
ii) Field Use: When dogs are on the field, they must be under the close supervision of their owner to prevent any potential incidents.
iii) Clean-Up Policy: It is imperative that all dog owners pick up after their pets. Please carry waste disposal bags and carry the waste off campus (do not deposit in our trash bins). 3) Update on campus arborist report: 5 cherished heritage oak trees need to be removed for student and staff safety
4) Discussion regarding community use ot PVSD campuses: currently campuses are open to the community after 4:00pm, PVSD undergoing a campus security analysis and this may impact access in the future

TOWN OF PORTOLA VALLEY
Liaison Memo

TOWN OF PORTOLA VALLEY

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 11/1/2023
RE: Planning Commission
Minutes approved from the last meeting 9/6/2023
Enthusiasm for the restoration of the collegiality of gathering to serve the town was celebrated.

An exception to undergrounding the line for an upgrade of the electric line to 480 Amp at 450 Golden Oak was granted. The expense of the undergrounding was more than half of the overall project. As undergrounding wires for remodels is very costly and disturbs costly and significant trees and landscaping, the undergrounding of power wires is not making the timely adjustments needed ,in some neighborhoods, that are the aim of this policy.

THE TOWN’S UNDERGROUNDING REQUIREMENTS FOR UTILITIES as a policy has caused many exceptions and resolutions.

Staff time would be needed to review and correct the policy for efficiency of obtaining the goal of undergrounding electric upgrades. It is possible that there is another mechanism for supporting neighborhoods towards undergrounding projects that would be more cost effective. As this is a policy discussion and decision it was deferred.

There was consideration of placing this question on a future agenda for discussion.

The staff report from John Biggs was given, He will be through his work here 1/2024, for now he has been a wonderful asset and he is planning to reach out to each Commissioner.

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

TOWN OF PORTOLA VALLEY

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 11/13/2023
RE: Geological Safety Committee

CALL TO ORDER & WELCOME TO NEW MEMBER- TROY DOUTHIT
Public comments: Nan Shostak reported on Sharif’s meeting with Emergency Preparedness, geologic Safety, Bicycle Ped traffic safety, They very much appreciate his interest and attention to their work.

Pat reported on a simulation done by USGS on the order of response and effect of an earthquake event of a 6.5 earthquake followed by a 7.5 event in 5 minutes. USGS reviewed the responses that occur and the effects of quakes- specifically, broken lines and pipes producing fire and flood, disruption of traffic with buckling of bridges, liquefication in riparian zones, and disruption of culverts.

ROLL CALL: ALL 7 MEMBERS PRESENT
OLD BUSINESS: Review of the evacuation subcommittee report for earthquaketriggered cascade effects. A terrific map and document is now in draft form. It is reviewed today as part of the packet. Suggestions to incorporate in the document and ways of making the maps more readable and focused on the areas of concern. We discussed that this product might be shown to the Evacuation Subcommittee of Emergency Preparedness, the Planning Director, the Manager, and the Fire Department for feedback. Then will be brought back to the entire committee for their finalized vote of approval.

ADJOURNMENT: The next meeting will be held on December 11, 2023 at 10:00 AM. I cannot attend this meeting. I will ask for a sub. I have been remiss in several instances

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

TOWN OF PORTOLA VALLEY

where I was not in attendance and would appreciate a minute at the end of the council meetings to assure that we are aware of upcoming meetings and responsibilities and a moment to be sure that we are backing each other up, particularly at quarterly changes.

My apologies.

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Sarah Wernikoff
DATE: Wednesday, Dec 13th
RE: Nov 13thth San Mateo County JPA Library Governing Board Meeting OVERVIEW:

1. Review and Approval of Policies:
a. Conflict of Interest
b. Guidelines for Addressing the Library JPA, including decorum rules

2. Approval of 2024 Meeting Schedule

3. Director’s Report:
a. Suicide prevention workshops
b. Flu vaccine administration
c. Launch of “Maker Mobile”
d. Diaper distribution events
e. Web-based access – expansion of “eBooks Stops” to include eAudiobooks, more Spanish tiles and The Financial Times
f. Opioid overdoes prevention project update
g. Power Up afterschool program offered 2 hours/weekday now includes access to supplies and academic support in addition to laptops
h. Strategic Plan RFP; plan will replace 2021 plan
i. East PA Library: update on short-term renovations, and RFP and capital campaign for the new library
j. Library Infrastructure Grants: EPA and Pacifica grant applications were denied k. Employee Service Awards and recognition of 14 Mentor Program graduates

TOWN OF PORTOLA VALLEY
SMC Library JPA Liaison Memo

TOWN OF PORTOLA VALLEY

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: November 14, 2023
RE: Race and Equity

1. Discussed possibility of developing a Town program to record historic genocide and bigotry in our town, begin a document and working with the historic resource committee– Pomponio Dr in the Ranch, Chilean woodcutters house 16 previous similar structure were scattered throughout the town.

We are not sure how long has it been in this current spot, The structure tells a story of the genocide and resilience, They are discussing a sort of people’s history of Portola Valley.

2. Discussed possibility of cosponsor events with the Library, Cultural Arts Committee, and local organizations, schools, and churches. Christ Church peace work.

3. Discussed possibility of co-sponsoring vital preservation and commemoration efforts with our Town’s Historical Archives Committee Restoring the Chilean woodcutters house could tell

4. Discussed December’s meeting they will meet, I cannot attend on 12/14/2023. There was time discrepancy for the beginning of the meeting.

5. No Update on Oscar Martinez letter to editor

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

TOWN OF PORTOLA VALLEY

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 11/28/2023
RE: Conservation Committee
Attendance: 6 members present, 5 from the public including Serena Simons chair Sequoias landscape committee

1. Oversight of Town-owned properties - Updates (Committee) a. Town Center
b. Springdown
c. Frog Pond

2. Corte Madera School oak trees

3. Update on advice to ASCC on adding Dittrichia removal to conditions of approval

4. Wildfire Preparedness Committee (Chiariello)

5. Open Space Committee (Chiariello) Update on joint sub-committee regarding OS Maintenance budget (Chiariello) Appendix A.

Trails and Paths (Coleman) Update on private trail building guidance

6. Website sub-committee (Magill) will be reinvigorated; a new member of the subcommittee was recruited.

7. Fence ordinance review (Plunder). The recommendation is that all fence applications go to ASCC for review. Each new fence can disrupt an animal Corridor, forcing animals on roads and creating accidents. Respect our fence ordinances. Conservation plans to create a subcommittee to look at the current ordinance and review the most glaring violations possibly with the goal of explaining the purpose of the fence ordinance to the town residents.

8. Previously they have wanted ASCC and the Building Department to be aware that building projects clear the lot of Stinkwort so it does not spread and become established.

9. They are working on a Bilingual flyers on invasives (Plunder)

10. 2023 SOD Blitz summary (Magill) No new SOD in JR or PV per Nona

11. CC Routine Town Communications
i. Kudos (Plunder)
ii. Backyard Habitat (Plunder)
iii. Tip of the Month (Magill) Toyon tassel plant, plant wildflower iv. Wildflower fund to bring back wildflowers to our Town, the Kabcenell Demonstration Garden needs a refresh – Conservation could work on a small fund to support a small (PV Cares type) fund

12. Next meeting 1/20/2024 Ms McGill will continue as chair

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

TOWN OF PORTOLA VALLEY