Portola Valley City Council
April 10, 2024

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TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, April 10, 2024
REGULAR SESSION 7:00 PM

REGUAR SESSION HYBRID MEETING
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Jeff Aalfs, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
HISTORICSCHOOLHOUSE-765PortolaRoad,PortolaValley,CA94028 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.

Sarah Wernikoff will be attending the meeting remotely at the following public location:

Hotel June, Room 225
8639 Lincoln Blvd
Los Angeles, CA 90045

1. CALL TO ORDER

2. PRESENTATIONS/PROCLAMATIONS

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

4. 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.

Town of Portola Valley – Council Agenda
April 10, 2024

5. CONSENT AGENDA
a. Approval of Minutes for the Regular Meeting of March 27, 2024 b. Approval of Warrant List for April 10, 2024
c. Approval of Town Manager Claims Authority
d. Approval of Pinpoint Contract
e. Approval of Purchasing and Inventory Control Policy Modifications f. Approval of Consumer Price / Cost of Living for Town Staff

6. REGULAR AGENDA
a. Approve Annual Housing Element Progress Report for 2023 b. Discuss and Approve Subcommittee Report; Remaining Post-Adoption Plan Activities

7. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS Oral and written reports arising out of Council subcommittee and liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item.

8. ADJOURNMENT
The next Regular Town Council meeting will be held on April 24, 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.

Item 2
There are no written materials for this Item.

Item 3
There are no written materials for this Item.

TOWN OF PORTOLA VALLEY
Historic Schoolhouse
765 Portola Road
Portola Valley, CA 94028

COUNCIL MINUTES- REGULAR MEETING
WEDNESDAY- March 27, 2024
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Mary Hufty, Councilmember
Craig Taylor, Councilmember
Jeff Aalfs, Councilmember

1. CALL TO ORDER- REGULAR SESSION
The Wednesday, March 27, 2024, Regular Meeting of the Mayor and Council of the Town of Portola Valley convened at approximately 7:00 PM.

Regular Session Roll Call

Present: Vice Mayor Hasko, and Councilmembers Aalfs, Hufty, and Taylor Mayor Sarah Wernikoff was Absent.

2. PRESENTATIONS
• Farmers Market Good Roots
• All Town Councilmembers commented and asked questions after presentation. • Sequioa Health Care District 10
• All Town Councilmembers commented and asked questions after presentation.

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

Public Comment: None

4. ORAL COMMUNICATIONS
The following spoke during oral communications:
• Rita Comes
• Kristi C

5. CONSENT AGENDA
Item 5a was pulled by Councilmember Hufty
Item 5b was pulled by Town Manager Etman from the agenda for missing attachments.

The following spoke during public comment for items on the consent agenda:
• Rita Comes
Vice Mayor Hasko asked for a motion to approve Items 5 c., and 5 d.

Councilmember Taylor made a motion, seconded by Hufty. Motion passed by the following.

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

Councilmember Hufty pulled Item 5 a. Warrant list for discussion.

Vice Mayor Hasko asked for a motion to approve Items 5 a.

Councilmember Taylor made a motion, seconded by Aalfs. Motion passed by the following vote

Minutes of the March 27, 2024, Regular Town Council Meeting

Ayes: Councilmember Aalfs, Hufty, Taylor, and Vice Mayor Hasko Nays: None.

6. REGULAR AGENDA
• Maze & associates agreements for FY 2021-22 & 2022-23 Town Manager, Sharif Etman introduced the item. Councilmember Hufty asked questions about audits.

The following spoke in public comments:
• Rita Comes
Vice Mayor Hasko asked for a motion to approve Items 6 a.

Councilmember Hufty made a motion, seconded by Councilmember Taylor, to approve Item 6 a. on the regular agenda. The motion passed by the following vote:

Ayes: Aalfs, Hufty, Taylor, Hasko
Nays: None

7. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Oral and written reports arising out of liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item.

The following spoke in public comments:
• Kristi C

8. ADJOURNMENT
At 8:29 PM, the Vice Mayor adjourned the March 27, 2024 meeting. The next Regular Town Council meeting will be held on January 24, 2024, at 7:00 PM

TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
April 10, 2024
Claims totaling $123,064.73 having been duly examined by me and found to be correct are hereby approved and verified by me as due bills against the Town of Portola Valley.

Date _____________________________ ________________________________ 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) _____________________
_______________________________ _________________________________ Corie Stocker, Assistant Town Manager Mayor

apachreg Town of Portola Valley mmagahiz 04/04/2024 08:46 Page 1 Check Register
Check Vendor Vendor Name Check Check BW Check
Number Number Amount Date Type
Checks for Cash Account: 910-11011-000
4061 39 ASCAP 436.33 04/10/24
4062 75 CALIFORNIA BLDG STANDARDS COMM 459.90 04/10/24
4063 156 DEPARTMENT OF CONSERVATION 1,593.81 04/10/24
4064 168 EK HEALTH 1,049.92 04/10/24
4065 208 HARRELL REMODELING 1,000.00 04/10/24
4066 213 HILLYARD INC 444.23 04/10/24
4067 218 MISSIONSQUARE RETIREMENT 5,588.84 04/10/24 EFTPS 4068 227 INTERSTATE TRAFFIC CNTRL 254.28 04/10/24
4069 251 JETMULCH INC 4,005.56 04/10/24
4070 276 KUTZMANN & ASSOCIATES 10,371.10 04/10/24
4071 278 LAMPHIER GREGORY 2,040.00 04/10/24
4072 307 MAZE & ASSOCIATES 28,885.00 04/10/24
4073 375 PLATINUM FACILITY SERVICES 4,488.67 04/10/24
4074 380 PURCHASE POWER 439.26 04/10/24
4075 445 STANDARD INSURANCE CO. 529.68 04/10/24
4076 518 GOT GOPHERS? 1,050.00 04/10/24
4077 532 SAN MATEO COUNTY MANAGERS OFF 19,638.00 04/10/24 4078 730 URBAN PLANNING PARTNERS INC 3,607.50 04/10/24
4079 789 CESAR DONOFRIO 1,000.00 04/10/24
4080 795 SEQUOIA LIVING 760.16 04/10/24
4081 847 LISA WISE CONSULTING 5,772.50 04/10/24
4082 860 STEPFORD 4,513.50 04/10/24
4083 914 UNITED MECHANICAL INC 3,442.50 04/10/24
4084 949 PORTER CAPITAL CORPORATION 3,960.00 04/10/24
4085 980 ADRIENNE SMITH 50.00 04/10/24
4086 1001 SM RESOURCE CONSERVATION DIST 812.74 04/10/24 4087 1036 BAKER TILLY US, LLP 7,450.00 04/10/24
4088 1123 SOD BUILDERS INC 1,000.00 04/10/24
4089 1126 NELSON T. LEWIS CONSTRUCTION 1,000.00 04/10/24 4090 1127 MINTON DOOR COMPANY 492.00 04/10/24
4091 1128 ALBERT BOWER 4,929.25 04/10/24
4092 1129 SUE TEN 1,000.00 04/10/24
4093 1130 COAST LIVE MUSIC INC 1,000.00 04/10/24
Check totals: 117,475.89
ACH totals:

EFTPS totals: 5,588.84
Wire transfer totals:

Payment Manager totals:

GRAND TOTALS 123,064.73

Check totals: 117,475.89
ACH totals:

EFTPS totals: 5,588.84
Wire transfer totals:

Payment Manager totals:

GRAND TOTALS 123,064.73

.
apapdinv2 mmagahiz
08:47 04/04/24
Town of Portola Valley
Paid Invoices by Date
From: 04/10/2024 to 04/10/2024

Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 39 ASCAP
04/10/24 4061 Music License 2024 436.33 436.33 2024_LICENSE FE Vendor: 75 CALIFORNIA BLDG STANDARDS COMM
4062 Building Standards Administration Fee Report 459.90 459.90 Q1_2024 Vendor: 156 DEPARTMENT OF CONSERVATION
4063 Strong Motion Instrumentation and Seismic Hazard Mapping Fee 1,593.81 1,593.81 Q1_2024 Vendor: 168 EK HEALTH
4064 Ergonomic Evaluation 1,049.92 290.50 CM28711
Ergonomic Evaluation 116.25 CM29256
Ergonomic Evaluation 116.25 CM29257
Ergonomic Evaluation 116.25 CM29258
Ergonomic Evaluation 213.00 CM29259
Ergonomic Evaluation 197.67 CM30191
Vendor: 208 HARRELL REMODELING
4065 Deposit Refund, 30 Coyote Hill 1,000.00 1,000.00 BLDR0204-2023 Vendor: 213 HILLYARD INC
4066 Janitorial Supplies 444.23 444.23 605430839
Vendor: 218 MISSIONSQUARE RETIREMENT
4067 Deferred Comp - March 29, 2024 5,588.84 5,588.84 MARCH-202429 Vendor: 227 INTERSTATE TRAFFIC CNTRL
4068 Various Road and Traffic Signs 254.28 254.28 262298 Vendor: 251 JETMULCH INC
4069 4,005.56 4,005.56 23706-OL
Vendor: 276 KUTZMANN & ASSOCIATES
4070 February Plan Checks 10,371.10 10,371.10 274985
Vendor: 278 LAMPHIER GREGORY
4071 Planning Consultant 12/9/23 - 3/1/24 Stanford Wedge 2,040.00 2,040.00 2024-1493 Vendor: 307 MAZE & ASSOCIATES
4072 Audit Svcs - March YRE 6/30/21 28,885.00 28,885.00 53120 Vendor: 375 PLATINUM FACILITY SERVICES
4073 Janitorial Services - March 2024 4,488.67 4,488.67 48357

.
apapdinv2 mmagahiz
08:47 04/04/24
Town of Portola Valley
Paid Invoices by Date
From: 04/10/2024 to 04/10/2024

Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 380 PURCHASE POWER
4074 Postage Meter 439.26 439.26 7931-MAR24
Vendor: 445 STANDARD INSURANCE CO.
4075 LTD/Life Premium 529.68 529.68 2024-MAR
Vendor: 518 GOT GOPHERS?
4076 Town Fields Gopher Trapping- March 2024 1,050.00 1,050.00 61160 Vendor: 532 SAN MATEO COUNTY MANAGERS OFF
4077 FY 2023-24 Animal Control Costs 19,638.00 19,638.00 AC2324-PORTOLA Vendor: 730 URBAN PLANNING PARTNERS INC
4078 PV Housing Element Update- Feb 3,607.50 3,607.50 21029-240229 Vendor: 789 CESAR DONOFRIO
4079 Deposit Refund - 20 Sioux 1,000.00 1,000.00 BLDR0109-2022 Vendor: 795 SEQUOIA LIVING
4080 Lunch 760.16 760.16 MAR.18.24
Vendor: 847 LISA WISE CONSULTING
4081 Professional Services: February 2024 5,772.50 5,772.50 4779 Vendor: 860 STEPFORD
4082 Monthly Service Charges 04/01/2024 THRU 04/30/2024 4,513.50 3,920.00 2401196 Veeam Backup & Disaster Recovery & License April 24 593.50 2401197 Vendor: 914 UNITED MECHANICAL INC
4083 Town Hall Boiler 3,442.50 1,385.25 88208
Community Hall HVAC Maintenance 2,057.25 88209
Vendor: 949 PORTER CAPITAL CORPORATION
4084 Temp Service, Michelle Magahiz 03/18/24-03/24/24 3,960.00 1,980.00 7802 Temp Service, Michelle Magahiz 03/25/24-03/31/24 1,980.00 7823 Vendor: 980 ADRIENNE SMITH
4085 Reimbursement - NOD Filing with San Mateo County 50.00 50.00 FRRS-24-2 Vendor: 1001 SM RESOURCE CONSERVATION DIST
4086 San Mateo Resource Conservation District 812.74 812.74 6-CB-GEN Vendor: 1036 BAKER TILLY US, LLP
4087 Council Goal Setting Facilitation of Town Council Workshop 7,450.00 7,450.00 BT2715063

.
apapdinv2 mmagahiz
08:47 04/04/24
Town of Portola Valley
Paid Invoices by Date
From: 04/10/2024 to 04/10/2024

Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 1123 SOD BUILDERS INC
4088 Deposit Refund - 20 Sioux 1,000.00 1,000.00 BLDR0093-2020 Vendor: 1126 NELSON T. LEWIS CONSTRUCTION
4089 Deposit Refund - 501 Portola 1,000.00 1,000.00 BLDC0006-2023 Vendor: 1127 MINTON DOOR COMPANY
4090 Town Hall Maintenance 492.00 492.00 9917.1
Vendor: 1128 ALBERT BOWER
4091 Deposit Refund - 166 Corte Madera 4,929.25 418.75 PLNPAR0025-2022 Deposit Refund - 166 Corte Madera 982.50 PLNARCH00012023 Deposit Refund - 166 Corte Madera 3,528.00 BLDR0194-2023 Vendor: 1129 SUE TEN
4092 Deposit Refund - 3 Horsehoe Bend 1,000.00 1,000.00 BLDR0179-2023 Vendor: 1130 COAST LIVE MUSIC INC
4093 Deposit - Refund Community Hall Main Room 1,000.00 1,000.00 PRCH-23-18 Check Date Totals 123,064.73
Grand Total 123,064.73

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO:  Mayor and Members of the Town Council
FROM: Catherine Engberg, Town Attorney
Sharif Etman, Town Manager
DATE: April 10, 2024
RE: Resolution Establishing a Policy Which Delegates Basic Claim Handling of Minor Claims to the Town Manager

RECOMMENDATION
Adopt a resolution delegating basic claim handling claims up to $25,000 to the Town Manager as authorized by Government Code Section 935.4.

BACKGROUND
The Portola Valley Municipal Code Chapter 3.40 establishes claims procedures for claims for money or damages against the Town. State law allows public entities the ability to authorize staff to handle claims up to $50,000 (Government Code section 935.4).

The Town of Portola Valley obtains liability insurance coverage from the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA). The PLAN JPA was established to manage the existing and future risk management and coverage needs of the members of the JPA. The JPA recommends member agencies establish limits of liability for rejection and approval of claims within the Memorandum of Understanding. The PLAN’s MOU further provides that each participant’s settlement authority may not exceed 100% of the participant’s retained limit. The Town of Portola Valley’s retention limit is currently $25,000.

PLAN JPA’s insurance adjuster investigates all claims submitted to the Town. The insurance adjuster provides a recommendation to either reject or approve the claim. It is currently unclear whether the recommendation must be taken to Council.

RECOMMENDATION
In the interest of efficiency, staff recommends that the Town Manager be authorized to approve and reject claims up to $25,000. This clarification should improve the Town’s ability to review and resolve claims at a lower level; thereby reducing administrative costs and

streamlining the process. In adopting the attached resolution, the Town Council would authorize the Town Manager to approve claims up to $25,000, and to reject claims valued up to $25,000. Claims that exceed $25,000 would be brought before the Council as provided in Chapter 3.40 of the Town’s Municipal Code, with the recommendation from the insurance adjuster, for consideration and action.

FISCAL IMPACT
There is no direct fiscal impact with this action.

ATTACHMENTS

1. Resolution delegating to the Town Manager Authority to Administer and Manage Claims
1763793.1
Cindy Rodas, Admin. Svcs. Manager Sharif Etman, Town Manager

RESOLUTION NO. XX-2024

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY

DELEGATING TO THE TOWN MANAGER AUTHORITY TO ADMINISTER AND

MANAGE CLAIMS
WHEREAS, the Town of Portola Valley is a member of the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA), which was established to manage existing and future risk management and coverage needs of the members of the JPA;
WHEREAS, PLAN JPA recommends member agencies establish limits of liability for rejection and approval of claims as authorized by Government Code Section 935.4; and
WHEREAS, staff recommends the Town Manager be granted authority to settle claims against the City up to $25,000, which is the amount of the Town’s retained limit (self-insured retention).

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

I. The Town Manager will have authority to settle claims against the Town up to $25,000.

II. The Town Manager will have authority to reject claims against the Town up to $25,000; and
III. Claims that exceed $25,000 would be brought before the Town Council as provided in Chapter 3.40 of the Town’s Municipal Code, with the recommendation from the insurance adjuster, for consideration and action.

PASSED AND ADOPTED this 10th day of April, 2024.

By: __________________________
Sarah Wernikoff, Mayor
ATTEST:
_________________________
Diego Ramirez, Interim Town Clerk
1764489.1

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO:

FROM:

DATE:

RE:

Mayor and Members of the Town Council
Cindy Rodas, Administrative Services Manager
April 10, 2024
Approval and Extension of the Professional Services Agreement with Porter Capital Corporation dba Pinpoint Talent, LLC

RECOMMENDATION
Staff recommends the Town Council approve and extend of the Professional Services Agreement with Porter Capital Corporation dba Pinpoint Talent, LLC

BACKGROUND
Over recent years recruiting and retaining of staff has proven to be a challenge within the public sector and specifically in Finance. Due to this challenge staff sought out the support of specialized accounting consultants with Pinpoint Talent to assist with the overdue backlog of the Town’s finances as well as increasing demands within the Finance Department. At the June 27, 2023 meeting the Town Council approved the Professional Services Agreement with Pinpoint Talent.

The original services agreement was intended to retain the services of a Senior Accountant level position to fill the vacancy of the permanent Finance Analyst since the end of April 2023. In July and October 2023, the Town successfully filled two Senior Account positions (one permanent and one three-year term position). Additionally, at the June 27, 2023 meeting, staff indicated for the need to permanently fill the Finance Technician position in fiscal year 2023-24.

DISCUSSION
Staff re-engaged with Pinpoint Talent to fill the necessary role of a Finance Technician to complete general administrative and finance related work such as; accounts payable, accounts receivable, entry-level accounting work, etc. The recruitment team at Pinpoint gathered qualified candidates for interviews and through this process a candidate was selected and has filled the technician role since October 2023. Staff is currently bringing forth the agreement to the Town Council to ratify since the cost of the services have exceeded the Town Managers signing authority of $25,000.

Approval and Extension of Professional Services Agreement

April 10, 2024
To date the total expenditures incurred to fill the Finance Technician position through Pinpoint is just under $42,000. Staff intends to permanently fill the Finance Technician position before the end of the 2023-24 fiscal year.

FISCAL IMPACT
There is no additional fiscal impact for the Town associated with the approval of the professional services agreement as the expenditure will be allocated to salary savings from multiple staff vacancies for budgeted positions as adopted by the annual budget.

ATTACHMENT

1. Short-form agreement for Porter Capital Corporation dba Pinpoint Talent, LLC.

2. Exhibit A - Professional Services Agreement

1 AGREEMENT
THIS AGREEMENT is made and entered into on the ___ day of____________ , 2024, by and between the TOWN OF PORTOLA VALLEY ("Town") and Porter Capital Corporation dba Pinpoint Talent, LLC ("Contractor"). In consideration of their mutual covenants, the parties hereto agree as follows:

1. SCOPE. Contractor shall provide or furnish the following specified services and/or materials: Recruiting Firm will recruit and refer qualified candidate(s) as available and as needed for temporary or contract work by Town as outlined in Exhibit A

2. EXHIBITS. The following attached exhibits hereby are made part of this Agreement: Exhibit A – Proposal dated 09/20/2023

3. TERMS. The services and/or materials furnished under this Agreement shall be completed before June 30, 2024.

4. COMPENSATION. After full performance of this Agreement:

Town shall pay Contractor: not to exceed $60,000
Contractor shall pay Town:

5. GENERAL TERMS AND CONDITIONS.

5.1 DEPARTMENT OF INDUSTRIAL RELATIONS. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

5.2HOLD HARMLESS. Contractor agrees to indemnify, defend and hold harmless the Town, its officers, agents and employees from any and all demands, claims or liability of any nature, caused by or arising out of the performance of Contractor under this Agreement.

5.3 INSURANCE. Contractor shall file with the Town a certificate of insurance before commencing any services under this Agreement meeting minimum coverage requirements established by the Town Manager.

5.4 NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person.

5.5INDEPENDENT CONTRACTOR. At all times Contractor shall be a wholly independent contractor and not an agent or employee of the Town. Contractor is not authorized to bind the Town to any contracts or other obligations. In executing this Agreement, Contractor certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of Town.

X

2 5.6 CHANGES. This Agreement shall not be assigned or transferred without the written consent of the Town. No changes or variations of any kind are authorized without the written consent of the Town Manager.

5.7 TERMINATION. This Agreement may be terminated immediately, with or without cause, by Town upon written notice to Contractor. Monies then owing based upon work satisfactorily accomplished shall be paid to Contractor.

5.8 INVOICING. All invoices shall be sent to the Town Manager at the address below.

This Agreement shall become effective upon its approval and execution by Town. In witness whereof, the parties have executed this Agreement the day and year first written above.

TOWN MANAGER: CONTRACTOR:

Town of Portola Valley By ___________________________
765 Portola Road
Portola Valley, CA 94028 Title:__________________________ (650)851-1700
Address:

City, State, Zip:

Contact number:

Social Security or I.R.S. Number

TOWN OF PORTOLA VALLEY
By:
____________________
Town Manager

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PROFESSIONAL SERVICES AGREEMENT
Thank you for the opportunity to partner with you to provide recruiting and staffing solutions.

This Professional Services Agreement (the “Agreement”) is made and entered into as of 9/20/2023 (the “Effective Date”), by and between Town of Portola Valley (“Client”), with a principal place of business at 765 Portola Road, Portola Valley, CA 94028, and Pinpoint Talent, LLC, a California limited liability company (“Recruiting Firm”), with a principal place of business at 2570 North 1st Street, Suite 200, San Jose, CA 95131.

RECRUITING FEE AGREEMENT

1. Recruiting Firm’s Duties and Responsibilities. Recruiting Firm shall:

1.1. Recruit, screen, interview, and assign Assigned Employees (as later defined) to perform services/duties as requested in writing by Client and under Client’s supervision at the locations specified by Client;

1.2. Pay Assigned Employees’ wages and provide them with the benefits that Recruiting Firm offers to them;

1.3. Pay, withhold, and transmit payroll taxes; provide unemployment insurance and workers’ compensation benefits; and handle unemployment and workers’ compensation claims involving Assigned Employees with respect to compensation that Recruiting Firm has agreed to pay;

1.4. Ensure compliance with legally required pre-employment obligations for all Assigned Employees, prior to assigning Assigned Employees to Client;

1.5. Ensure Assigned Employees are informed that they are not in any way entitled to participate in any Client employee benefit plans, including holidays, vacations, vacation pay, sick time, sick pay, disability, insurance, profit sharing, deferred compensation, welfare, bonus, severance pay, pensions or retirement plans, or any other similar benefits, plans, programs, or agreements; and

1.6. Perform all hiring, counseling, disciplining, and discharging of Assigned Employees.

2. Client’s Duties and Responsibilities. Client shall:

2.1. Properly supervise Assigned Employees performing Client work and be responsible for Client’s business operations, products, services, and intellectual property;

2.2. Properly supervise, control, and safeguard its premises, processes, or systems, and not permit Assigned Employees to operate any vehicle or mobile equipment, or handle or transport and/or convey cash, checks, keys, credit cards, merchandise, negotiable instruments, or other valuables without (i) Recruiting Firm’s express written approval or as strictly required by the job description provided to Recruiting Firm in writing and (ii) Client’s direct supervision;

2.3. Not change Assigned Employees’ job duties without Recruiting Firm’s express written approval;

2.4. Exclude Assigned Employees from Client’s benefit plans, policies, and practices, and not make any offer or promise relating to Assigned Employees’ compensation or benefits;

2.5. Immediately notify Recruiting Firm of any injury or claim for workers’ compensation benefits involving Assigned Employees working for Client;

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2.6. Fully cooperate with Recruiting Firm regarding any investigation related to complaints of harassment, discrimination, or retaliation, unemployment claims, workers’ compensation claims, or other situations which may require full cooperation from Client’s employees that worked with or supervised Assigned Employees or witnessed certain events that may be related to the complaint or claim; and

2.7. Pay invoices and other payments in accordance with this Agreement.

3. Temporary Placement Terms. Recruiting Firm will recruit and refer qualified candidate(s) as available and as needed for temporary or contract work by Client (“Assigned Employees”) under the following terms and conditions:

3.1. Conversion Term. In the event Client, or any employee, agent, or affiliated entity of Client, directly or indirectly hires an Assigned Employee during the Assigned Employee’s assignment or within one year from the end date of Assigned Employee’s assignment on a full-time, part-time, or temporary basis (including assignments through another consulting firm), Client agrees to pay Recruiting Firm a fee (the “Conversion Fee”) based on a percentage of the first year's annual compensation of the Assigned Employee based on the following scale:

Contractor Conversion (Hours worked by Contractor):
0 - 320 Hours = 25% of annual compensation
321 - 640 Hours = 20% of annual compensation
641 - 800 Hours = 15% of annual compensation
801 - 960 Hours = 10% of annual compensation
961+ Hours = 05% of annual compensation

3.2. Bill Rates. Hourly bill rates will be determined at the time of placement for an Assigned Employee. Bill rates will be listed on the Client Confirmation, incorporated by reference hereto as an Addendum. Hourly bill rates may vary between Assigned Employees.

3.3. Overtime. Depending on the position, overtime will be billed according to state and federal law where the Assigned Employee will be working. For example, for Assigned Employees working in California, overtime will be billed at 1.5 times bill rate for work over eight hours per day, or 40 hours per week, or for the first eight hours of work on the seventh consecutive day in the same workweek, or two times bill rate for work over 12 hours per day, or for over eight hours on the seventh consecutive day in the same workweek.

3.4. Expenses. In accordance with California law, all Assigned Employees placed by Recruiting Firm in California are entitled to reimbursement for all reasonable and necessary business expenses incurred in connection with the performance of the candidates’ job duties, including but not limited to, cell phone, Internet service, and office supplies. Reimbursement of expenses for Assigned Employees working in other states will be determined by state and local law. Recruiting Firm will charge the actual cost of the Assigned Employees’ expenses to Client.

3.5. Time Approval. Assigned Employees will submit their online time records weekly to SpringAhead, the online time record system, for weekly approval by the Monday following the week worked. The Timecard Approver that Client assigns will receive an email from SpringAhead for approval of the Assigned Employee’s time record; the Timecard Approver must approve the Assigned Employee’s time record no later than Wednesday at noon, Pacific Time, the week after the hours are worked. If approval is not received in time, the timecard will be approved on behalf of the Timecard Approver by Pinpoint Talent to ensure timely payroll processing for the Assigned Employees. Should Client dispute the recorded hours or expenses, Client must submit written notification to Recruiting Firm within 30 calendar days of the end of the pay period setting forth the grounds for the dispute and any evidence to support that Client should not have to pay for the

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hours recorded. Failure to timely dispute or approve the online time record will be deemed approval of the hours and expenses recorded on the online time record.

3.6. Invoices. Recruiting Firm invoices Client for all hours worked and reimbursable expenses and/or Conversion Fees. All payments of invoiced charges, fees, and expense reimbursements are due from Client and payable to Recruiting Firm within 10 calendar days after Client’s receipt of Recruiting Firm’s invoice.

4. Direct Placement Terms. Recruiting Firm will recruit and refer qualified candidate(s) as available and as needed for direct hire by Client under the following terms and conditions:

4.1. The Placement Fee. A search may entail weeks or even months of work. Therefore, Client agrees that if a candidate submitted to Client by Recruiting Firm is hired, either directly or indirectly, as an employee, consultant, or independent contractor, by Client, or an affiliated or any other entity, within 365 calendar days from the last discussion concerning such candidate, it would be a result of Recruiting Firm’s efforts on behalf of Client and Client agrees to pay to Recruiting Firm a Placement Fee (as defined below).

4.2. References. Recruiting Firm will confirm candidate references upon Client request to the extent such references are willing to discuss with Recruiting Firm, and will transmit such information to Client, where appropriate and where permitted by law. Recruiting Firm does not conduct any criminal background check, nor does Recruiting Firm conduct any sort of drug use screening or medical examination of any kind.

4.3. Placement Fee and Terms. As consideration for the service provided, Client owes Recruiting Firm a placement fee in the amount equal to 25% of the candidate’s base salary. The fee is calculated based on the placed candidate’s first year's base salary, excluding sign-on bonus, for each placement (the “Placement Fee”).

Client will be invoiced upon the employee's first day of employment. Invoiced amounts are due and payable to Recruiting Firm within 15 calendar days of the employee’s first day of employment.

4.4. Guarantee. In the event that the candidate resigns or is terminated within the first 90 calendar days from date of hire, for only lack or non-performance and/or disciplinary reasoning, which Client has properly documented, Recruiting Firm will refund the Placement Fee pro-rated on a daily calendar basis. For example, if the candidate leaves on the 60th calendar day from the start date, Client will be refunded for the last 30 calendar days, or 1/3, of the Placement Fee.

5. Other Terms.

5.1. Term and Termination. This Agreement shall remain in effect until five years from the Effective Date, unless terminated sooner by either party for any reason. However, any actual, non-mitigatable sums due and owing to Recruiting Firm by Client at the time of such termination shall not be affected by such termination.

This Agreement or any Client Confirmation hereunder may be terminated with or without cause by Client at any time during the term of this Agreement on 30 days prior written notice to Recruiting Firm. Either party may terminate this Agreement for a material breach by the other party that is not cured within 30 days of that party’s receipt of written notice of the breach. If this Agreement is terminated, Recruiting Firm shall, upon Client’s request and as directed, either (i) cease all services or (ii) complete some or all services already commenced. Upon the expiration or termination of this Agreement, or as directed by Client, Recruiting Firm and Assigned Employees shall deliver to Client or destroy promptly upon the request and at the sole discretion of Client, all Client proprietary or confidential information and any Client materials including whole or partial copies, embodiments or derivatives thereof obtained at any time, including all data generated or created by Recruiting Firm or Assigned Employees under this Agreement, in compliance with applicable law and regulatory requirements.

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5.2. Notices. All notices and other communications given in connection with this Agreement shall be in writing and shall be deemed to be properly given only when sent via email, the United States Postal Service, or a nationally recognized courier, addressed as shown on the first page of this Agreement.

5.3. Compliance. The parties affirm and agree that they are equal employment opportunity employers and are in full compliance with any and all applicable anti-discrimination laws, rules, and regulations. The parties agree not to harass, discriminate against, or retaliate against any employee of the other because of race, color, national origin, ancestry, age, sex (including pregnancy, childbirth, chestfeeding, and related medical conditions), sexual orientation, gender (including gender expression and gender identity), creed, religion (all aspects of religious beliefs, observances, or practices, including religious dress or grooming practices), physical or mental disability, genetic information, medical condition (including cancer or a record or history of cancer and genetic characteristics), marital status, registered domestic partnership status, military or veteran status, or other category protected by federal, state, or local laws or ordinances; nor shall any party cause or request the other party to engage in such discrimination, harassment, or retaliation; nor shall either party tolerate or permit any of their respective personnel, independent contractors, vendors, suppliers, partners, customers, or clients to engage in such discrimination, harassment, or retaliation by any Assigned Employee.

In the event of any complaint of unlawful discrimination, harassment, or retaliation, the parties agree to cooperate in the prompt investigation and resolution of such complaint and shall indemnify each other with respect to any violation. In addition, the parties agree that for the purpose of statutory and regulatory requirements for employee leaves of absence, including the Family and Medical Leave Act and any similar state or local law, the parties shall cooperate in compliance with any such requirements.

5.4. OSHA Compliance. Because Client controls the facility/work site in which Assigned Employees work, it is agreed that Client is primarily responsible for compliance with the Occupational Safety and Health Act and comparable state laws and regulations thereunder, to the extent those laws apply to Assigned Employees assigned to Client facility/work site, except as may be otherwise agreed in writing signed by parties hereto.

Any such agreement shall be included as an addendum to this Agreement.

5.5. No Partnership. Neither this Agreement nor the services to be provided hereunder shall be construed to create any relationship of employment, agency, partnership, or joint venture between the parties. No employer-employee relationship exists between Recruiting Firm and Client. Each entity shall operate as distinct, separate entities.

5.6. Confidential Information. Both parties may receive information that is proprietary or confidential to the other party or its affiliated companies and their clients. Confidential Information may include information that the disclosing party is under an obligation to a third party to maintain as confidential. Any and all such information obtained by Recruiting Firm and its Assigned Employees, on the one hand, or Client, on the other hand, shall be deemed confidential and proprietary information. Both parties agree to hold such information in strict confidence and not to disclose such information to third parties or to use such information for any purpose whatsoever other than performing under this Agreement or as required by law.

5.6.1. Both during the term of this Agreement and thereafter, the parties shall use reasonable care to prevent the unauthorized use or dissemination of confidential or proprietary information. Reasonable care means at least the same degree of care Recruiting Firm and/or Client uses to protect its own confidential or proprietary information from unauthorized disclosure. Recruiting Firm also agrees to direct Assigned Employees to keep such information confidential, and to require Assigned Employees to enter into Confidentiality Agreements, upon request by Client.

5.6.2. As used herein, Recruiting Firm proprietary or confidential information means: all information regarding Recruiting Firm’s Assigned Employees or other employees, including but not limited to their

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names, home addresses, telephone numbers, skills, qualifications, evaluations, availability, record of assignments, and related information.

5.6.3. Client confidential or proprietary information is limited to information clearly marked as confidential or proprietary, or disclosed orally and summarized and identified as confidential in a writing delivered to Recruiting Firm or an Assigned Employee within 15 days of disclosure. Notwithstanding the foregoing, any Client confidential information not so marked or identified which a reasonable recipient under like circumstances would understand to be proprietary shall be deemed Client confidential information.

5.6.4. Proprietary or confidential information does not include the following: information that Recruiting Firm or Client knew before disclosure by the other party as evidenced by written records; information that is or becomes public knowledge through no fault of Recruiting Firm or Client; or information obtained from sources other than Recruiting Firm or Client who owe no duty of confidentiality to Client or Recruiting Firm.

5.6.5. The confidentiality obligations set forth herein shall survive the termination of this Agreement.

5.7. Indemnity. To the extent permitted by law, Client agrees to defend, indemnify, and hold Recruiting Firm, and its parent, subsidiaries, directors, officers, managers, agents, representatives, and employees, harmless for any and all claims, losses, and liabilities (including reasonable attorneys’ fees), to the extent caused by Client’s breach of this Agreement; its failure to discharge its duties and responsibilities set forth in this Agreement; the negligence, gross negligence, or willful misconduct of Client or Client’s officers, employees, or authorized agents in the discharge of those duties and responsibilities; its violation of any statute or common law protecting employees from harassment, discrimination, retaliation and repetitive stress injury; or other claims which arise out of the assignment by Recruiting Firm to Client or the Assigned Employee’s work environment. Client agrees to immediately inform Recruiting Firm of any claims, complaints, or incidents involving or relating to claims including but not limited to claims of sexual harassment, repetitive stress injury, or other claims which arise out of the assignment of Recruiting Firm’s Assigned Employees to Client.

5.8. Severability. Should it be determined that any term of this Agreement is unenforceable, that term shall be deemed deleted. The validity of the remaining terms shall not be affected by the deletion of the unenforceable term.

5.9. No Warranty. Recruiting Firm assumes no liability whatsoever for any acts or omissions of any candidate.

Recruiting Firm assumes no liability for any failure of or default by any candidate. Client’s decision to hire any candidate is made in Client’s sole and absolute discretion, and Recruiting Firm offers no warranty or guarantee as to a candidate’s qualifications, or lack thereof.

5.10. Late Payment. Placement Fees, Conversion Fees, or Refund Amounts not paid when due will bear interest at

1.5% per month or the maximum amount allowed by applicable law, whichever is less, calculated from the date originally due to the date fully paid. In addition, Client (in the case of late Placement or Conversion Fees) or Recruiting Firm (in the case of late Refund Amounts) will pay all fees and costs, including but not limited to collection agency fees and reasonable attorneys’ and professionals’ fees, associated with any legal or collection actions instituted to recover unpaid amounts due under this Agreement.

5.11. Attorneys’ Fees. In any litigation, or other proceeding by which one party either seeks to enforce its rights under this Agreement or seeks a declaration of any rights or obligations under this Agreement, the prevailing party shall be awarded reasonable attorneys’ fees, together with any costs and expenses, to resolve the dispute and to enforce the final judgment.

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_______ ___________

5.12. Modifications. This Agreement may not be amended, except by writing or an additional Addendum executed between the parties.

5.13. Assignment. This Agreement may not be transferred by operation of law or otherwise or assigned without the written consent of the other party; provided, however, without such consent, either party may assign this Agreement to an affiliate or a successor in interest by reason of merger, acquisition, or sale of substantially all of the business to which this Agreement relates.

5.14. Entire Agreement. This Agreement, and accompanying Addenda, sets forth the entire agreement of the parties and supersedes all other prior negotiations, proposals, discussions, agreements, whether oral or written, between the parties.

5.15. Governing Law. This Agreement and services rendered with regard to the Agreement shall be deemed to have been entered into and performed at Recruiting Firm’s company headquarters in the State of California, and all questions concerning the validity, interpretation, or performance of any of its terms or provisions, or any rights, or obligations of the parties hereto, shall be governed by and resolved in accordance with the laws of the State of California, without reference to any conflicts of law principles thereof.

If this agreement is agreeable to you, please sign, date, and return to my attention at your earliest convenience.

Thank you for your business.

Sincerely,
Pinpoint Talent, LLC
Sign:

Agreed and Accepted,
Town of Portola Valley
Sign:

Print Name:Jonathan Jair
Title: Managing Partner
Date: 09 / 20 / 2023
Print Name: Sharif Etman
Title: Town Manager
Date: 09 / 21 / 2023

Pinpoint Talent and Town of Portola Valley Service Agreement Pinpoint Talent &...greement 2023.pdf
141f410fd75c9081f00e0c7ba7888ba4fa2dcff3

MM / DD / YYYY
Signed
09 / 20 / 2023
23:03:29 UTC
Sent for signature to Jonathan Jair
([email protected]) and Sharif Etman
([email protected]) from [email protected] IP: 67.143.208.150
09 / 20 / 2023
23:04:53 UTC
Viewed by Jonathan Jair ([email protected])
IP: 104.50.142.34
09 / 20 / 2023
23:05:20 UTC
Signed by Jonathan Jair ([email protected])
IP: 104.50.142.34
09 / 21 / 2023
20:11:00 UTC
Viewed by Sharif Etman ([email protected])
IP: 24.75.244.242
09 / 21 / 2023
20:14:33 UTC
09 / 21 / 2023
20:14:33 UTC
Signed by Sharif Etman ([email protected])
IP: 174.194.196.65
The document has been completed.

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Assistant Town Manager
Sharif Etman, Town Manager
DATE: April 10, 2024
RE: Purchasing and Inventory Control Policy Modification

RECOMMENDATION
Staff recommends the Town Council adopt a resolution approving modifications to the Town of Portola Valley Purchasing and Inventory Control Policy

BACKGROUND
The purchasing procedures of the Town are regulated by the Town’s Purchasing and Inventory Control Policy. Califiornia Government Codes Sections 54201 et seq., requires that local agencies adopt policies and procedures related to purchases, bidding, and equipment.

To continue compliance, in 2021 the Town Council approved a modification to the Purchasing and Inventory Control Policy as it relates to inventory control but did not evaluate the Town Manager purchasing authority portion of the policy. The Town Manager purchasing authority was most recently updated in 2010, placing the authority at $25,000, and Department Heads at $2,500 at the discretion of the Town Manager.

DISCUSSION
All jurisdictions in California have a policy regarding purchasing as it relates to their respective municipal code. The Town/City Managers consistently have authority to approve contracts, purchases, and expenditures within a certain threshold as goods and services rise in price, while being mindful of the budget. An additional benefit is to prevent cumbersome processes for annual routine costs, contracts, and actions. The increases in spending discretion will improve the efficiency and timeliness in managing and overseeing departmental purchases.

Purchasing and Inventory Control Policy Modification

The recommendation is to increase the Town Manager’s authority to $45,000, and his ability to designate up to $20,000 if necessary for staff. All purchases are still to be finalized by a Town Manager review process, with internal control by the Finance Department reviewing the cost to ensure it fits within budgetary parameters.

City/Town City/Town Manager Authority
San Carlos $75,000
Los Altos Hills $60,000
Belmont $50,000
Millbrae $50,000
Woodside $35,000
Portola Valley $25,000
Increasing the purchasing authority limits to align with other San Mateo County agencies will reduce administrative overhead and enhance service delivery. Additionally, in the Town Manager’s absence it allows projects to begin or move along as necessary if spending is required.

This update can streamline processes but will still retain appropriate controls and accountability. Increasing the threshold does not limit the Town Manager or staff from placing an item on a Town Council agenda that is below the approved authority. Depending on the nature of an item, even if it is under the purchasing authority, staff can still present it to the Town Council or place it on a Consent Agenda.

Staff recommend a routine review of these limits approximately every few years given the increased cost of services and supplies. It is important for grants and purchases made under emergencies that the policy is up to date to receive timely and accurate reimbursements from the State or Federal Government entities.

FISCAL IMPACT:

There is no fiscal impact with modifying the Purchasing and Inventory Control Policy.

ATTACHMENT

1. Resolution Approving Modifications to the to the Town of Portola Valley Purchasing and Inventory Control Policy.

RESOLUTION NO. -2024

RESOLUTION APPROVING MODIFICATIONS TO THE TOWN OF PORTOLA

VALLEY PURCHASING AND INVENTORY CONTROL POLICY
WHEREAS, the current purchasing authorization limit for the Town Manager is $25,000 and designation is $2,500, which was most recently updated in 2010; and WHEREAS, Town business can be more efficiently conducted by reducing administrative time spent in preparing staff reports for the purchase of routine goods and services and to closer match the thresholds of other local municipalities; WHEREAS, the Town Council of the Town of Portola Valley reviewed modifications to the Town Purchasing and Inventory Control Policy as it relates to Town Manager purchasing and designation; and
NOW THEREFORE, the Town Council of the Town of Portola Valley does hereby RESOLVE as follows:

I. A purchasing authorization limit of $45,000 for the Town Manager and designation of up to $20,000
PASSED AND ADOPTED this 10th day of April, 2024.

By: __________________________
Sarah Wernikoff, Mayor
ATTEST:
_________________________
Diego Ramirez, Interim Town Clerk

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Sharif Etman, Town Manager
Corie Stocker-Pedalino, Assistant Town Manager
DATE: April 10, 2024
RE: Consumer Price Index / Cost of Living Adjustment

RECOMMENDATION
Staff recommends the Town Council adopt a resolution approving the Consumer Price Index / Cost of Living Adjustment for Town staff.

BACKGROUND
It has been the policy of the Town to maintain competitive salary rates for positions to retain current employees and encourage future interest from potential employees.

Each year the Town staff receive a Cost-of-Living Adjustment (COLA) based on the February-to-February annual Consumer Price Index (CPI) for the Bay Area market, with an eye on the COLAs of similar sized jurisdictions. This is in lieu of a typical practice that other municipalities have of union negotiations with groups of employees that are represented. The Town does not have any unions, so a practice was created of utilizing the annual February Bay Area CPI. Every municipality offers an annual Cost of Living Adjustment to staff.

DISCUSSION
The Bay Area market CPI posted February of 2024 is 2.4%.

That CPI is lower than the average of the previous 4 years which would be 3.75%.

Year Consumer Price Index (%)
2024 2.4
2023 5.3
2022 5.2
2021 1.6
2020 2.9

Consumer Price Index/Cost of Living Adjustment

This year, the Bay Area CPI is almost 1% lower than the national CPI. The national CPI posted in February is 3.2%.

The recommendation is to grant staff a CPI increase of 3.0%. It is .6% higher than the Bay Area CPI, but lower by .4% than the national CPI. Given the increasing rate of goods and services and a review of what similar local cities are providing, it is a midpoint to offer staff.

This increase would go into effect for the pay period ending April 30th, 2024. It is the intent of the Town Manager’s Office to introduce a cap and a floor (i.e. 3% and 5%) in the future when recommending the cost-of-living adjustments. The Town Staff do not intend to return with an additional CPI / COLA increase in June 2024 with the new budget, this will be the increase included.

FISCAL IMPACT
The estimated impact for this fiscal year is $10,000. The ongoing costs for salaries and benefits will be updated and included in the upcoming FY 2024-25 budget.

ATTACHMENT

1. Resolution Approving the Consumer Price Index / Cost of Living Adjustment for Town Staff.

RESOLUTION NO. -2024

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY

APPROVING THE CONSUMER PRICE INDEX / COST OF LIVING FOR TOWN STAFF
WHEREAS, the Town Manager has recommended the annual adjustment for salaries; and
WHEREAS, at the April 10th meeting the Town Council of the Town of Portola Valley considered the recommendation to provide staff with their annual Consumer Price Index / Cost of Living Adjustment, based on past practice and consistent with practices in other municipalities; and
WHEREAS, the Town Council considered the amendment to be included on the salary ranges a 3% CPI / COLA effective the pay period ending April 30th to be prepared in the budget additionally for FY 24/25; and
NOW THEREFORE, the Town Council of the Town of Portola Valley does hereby RESOLVE as follows that public interest and convenience require the update to the salaries and schedule.

PASSED AND ADOPTED this 10th day of April, 2024.

By: __________________________
Sarah Wernikoff, Mayor
ATTEST:
_________________________
Diego Ramirez, Interim Town Clerk

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Adrienne Smith, Senior Planner
DATE: April 10, 2024
RE: Annual Housing Element Progress Report for 2023

RECOMMENDATION
Staff recommends receiving the report and providing any comments to staff for inclusion in the submittal to the State Department of Housing and Community Development (HCD).

BACKGROUND
On January 24, 2024, the Town of Portola Valley’s City Council adopted the 2023-2031 Portola Valley Housing Element Update. The Housing Element examines the success of past housing efforts, evaluates the need for and status of housing in the town, considers constraints to expanding the housing supply, and identifies sites available for housing. The Housing Element also responds to requirements set forward in the California Government Code.

State law requires that the Town submit a Housing Element Annual Progress Report (APR) to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Planning and Research (OPR). State law also requires that the governing body consider the APR at a public meeting where members of the public are invited to comment. This report must be provided annually on forms developed by HCD and completed by Town staff. The information collected for the report covers activity during one calendar year. The Town’s progress towards meeting its goals is tracked primarily through issued building permits during the reporting year. The Town’s APR for Calendar Year 2023 is the first reporting year for the 2023-2031 Housing Element, also called the 6th Cycle.

DISCUSSION
The Town of Portola Valley’s Regional Housing Needs Allocation (RHNA) for the 6th Cycle increased the amount required during the 5th Cycle (2015-2022 Housing Element) from 64

Housing Element Annual Report April 10, 2024
net new units to 253 units. Since the Town began the 6th Cycle in 2023, the number of net new units permitted by the Town starts from zero.

The Association of Bay Area Governments (ABAG) is responsible for allocating the RHNA goals for each jurisdiction in the San Francisco Bay Area by income level. The following table identifies the Town’s RHNA Goals and the progress the Town has made in meeting these goals over the past year and in total for the 6th Cycle. In most cases, the Town uses affordability assumptions for ADUs. This methodology was developed by ABAG and agreed upon by HCD. The allocation is 30% very low income, 30% low income, 30% moderate income and 10% above moderate income.

Total net new units are distributed across income categories as shown in the table below and are from HCD’s Annual Progress Reporting Form (see Attachment 1 - Table B). The total number of net new units during this RHNA cycle is 24.

Town’s Progress in Meeting RHNA Goals
Income
Category
RHNA
Allocation
Projection
Period
Total Units
2023
Total
Units
to
Date
Remaining
RHNA
Very Low 73 4 3 7 66
Low 42 0 12 12 30
Moderate 39 1 1 2 37
Above
Moderate
99 0 1 1 98
Total 253 5 17 22 231
Income
Category
RHNA
Allocation
Projection
Period*
Total Units
2023
Total
Units
to
Date
Remaining
RHNA
Extremely-Low 37 2 2 35
In addition to reporting on the Town’s progress towards meeting RHNA Goals, the Housing Element Annual Progress Report (APR) also requires an update on the Town’s Housing Element programs. Below is a table identifying programs that were completed in 2022 or 2023, are planned to be ongoing throughout the 6th Cycle, are in progress in 2024, or will begin later in 2024. There are additional programs that begin in 2025 or later which are included in the APR and are further detailed in Attachment 1 to this staff report.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation
1-1a: Create a new “Gateway” land
use classification in the General Plan
that allows affordable housing,
recreation, and open space.
2023 Complete. Amended Land
Use Element.
1-1b: Create two new zoning districts
that allow for multi-family housing at
2 to 4 du/acre and 20 to 23 du/acre to
provide for development of housing
at lower-income levels.

March 2024 Rezone and amend Zoning
Code.

In progress - draft zoning
code and zoning map
amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.
1-2b: Create Objective Design
Standards for the new mixed-use
zoning district to regulate building
form and architectural details to
create greater certainty in the design
review process.

March 2024 Adopt design standards.

In progress - draft zoning
code amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.
1-4: The Municipal Code will be
updated to further incentivize use of
this program to provide affordable
workforce housing and to establish
the parameters and process for the
Affiliated Housing Program, including
objective development standards,
objective findings for approval, and
affordability requirements.

March 2024
2027
Amend Zoning Code to
codify program.

In progress - draft zoning
code amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.

Conduct mid-cycle review.
1-5: Participate in HIP Housing’s
“Home Sharing Program” as a way to
improve housing opportunities for
lower-income seniors and lowincome Portola Valley residents.

December 2024
June 2025
Connect with HIP Housing.

Develop outreach program.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation
1-6: Rezone sites as identified within
Section 6, Adequate Sites to
accommodate 272 residential units,
representing the Town’s RHNA of
253 units and an 8 percent buffer to
allow for compliance with No Net
Loss Provisions of SB 166.

March 2024 In progress - draft zoning
map amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.
2-2: Develop a program to manage
new affordable housing units in the
town.

September 2024 Implement inclusionary
housing requirements.
2-3: Establish a more proactive and
continual evaluation of housing
needs beyond what is required for
Housing Element certification.

December 2024
May 2026
Develop repository in 2024.

Create working group in
2026.
3-1: Initiate a site planning process
for the sites in the new “Gateway”
land use classification to make the
most efficient use of the property and
preserve open space.

June 2024
May 2025
January 2026
Hold discussions with
Ladera Church, site plan,
and issue RFP.

Site planning/outreach to
affordable housing
developers.

Issue RFP.
3-2: Provide technical assistance to
nonprofits/religious institutions to
develop their sites with affordable
housing.

September 2024 Initiate meetings.
4-1: Create new parking
requirements for multi-family housing
based on best practices, local
conditions, and number of bedrooms
per unit
March 2024 Amend Zoning Code. In
progress - draft zoning code
amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation

4.-2: Provide additional flexibility on
development standards for affordable
housing through State Density Bonus
Law or the Affiliated Housing
Program.

January 2024
June 2025
Adopt zoning code changes
as necessary to support
density bonus law. Review
complete. No amendments
required.

Include Affiliated Housing
Program in zoning code as
overlay zone. In progress -
draft zoning map
amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May, 2024.
4-4: Establish and implement an
Affordable Housing Fund Policy.

December 2023 Complete. Policy
established by Town
Council.
4-5: The Town will ensure ongoing
compliance with transparency laws
by listing all fees
August 2024 Update website.
5-1: Review Municipal Code
standards and procedure documents
and update as necessary
December 2024
and then triannually
Evaluate applications and
site development permits.
5-2: Review use of consultants,
staffing pattern, and fee schedules
for ways to improve efficiency.

Annually Annual review linked to
budget process.
5-3: Facilitate and support pipeline
projects during the planning period by
working with applicants.

Ongoing Develop 50 units by
January 2031. In progress -
Willow Commons project
(11 units) currently under
construction.
5-4: The Town shall initiate a
standard operating procedure
wherein the Planning & Building
Director determines if a project is
exempt from CEQA within 30 days
after deeming a development
application complete.

Ongoing Ongoing. Planning
Departments determine if a
project is CEQA-exempt
within 30 days of
submission. If so, project is
subject to permit
streamlining per SB330.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation
6-1: As part of the regular three-year
cycle to update the building code,
evaluate the code and include latest
best practices for fire resiliency in
collaboration with Woodside Fire
Protection District.

Tri-annually Evaluate code and
incorporate best practices.
6-2: Evaluate the Town’s landscaping
regulations and guidelines and
update with science-based
best practices
December 2024 Evaluate and adopt
6-3 Develop wildfire resilience and
programs in collaboration with the
Woodside Fire Protection District.

June 2023
Annually
Established regular
meetings between
Woodside Fire and Town
staff.

Fire Marshall to prepare a
report on vegetation
management efforts for the
Town Council on an annual
basis.
6-4: Adopt fire hazard maps
developed by the Woodside Fire
Protection District and/or CalFire
once they are available.
2024 Adopt Safety Element
policies.
6-5: Evaluate ADU and Senate Bill 9
ordinances
2024 Perform analysis once new
fire hazard maps are
available and adopt
amendments 3 months
thereafter.
6-6: Work with local fire officials to
educate homeowners and landlords
through community
meetings, mailers, and participation
in community events.
2024 Initiate program.
6-7: Continue polices and regulations
that encourage energy conservation.

Ongoing Continue polices and
regulations that encourage
energy conservation.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation
7-1: Improve public information on
the ADU application and permit
process so it is clear and
comprehensive.

October 2024
Ongoing
Make information packets
available.

Track ADU/JADU
production.
7-2: Create an amnesty program for
existing, unpermitted ADUs to obtain
permits to legalize the ADUs during
the 2023-2031 planning period.

May 2025 Establish the program.
7-3: Provide direct assistance from
the Building Division for property
owners interested in making minor
changes to accommodate a JADU.

June 2024 Initiate office hours.
7-4: Establish staff and consultant
ADU office hours so that applicants
can ask questions of subject
matter experts.

September 2024 Initiate office hours.
7-6: Develop an affordable ADU
rental program.

September 2024 Develop the program, and
then assess the program on
an annual basis 2026-2028
and 2030
7-7: Prepare pre-approved
preliminary plans for ADUs and
JADUs that are made available to
property owners.

October 2024 Develop the program, and
then assess the program on
an annual basis.
8-1: Review approval findings for
objectivity and make any necessary
revisions with other zoning code
amendments and rezonings in March
2024
March 2024
Tri-annually
Review and revise approval
findings.

Evaluate regulations on a
regular basis.
8-2: Amend municipal code to be
compliant with State law.
2022 Complete. Completed in
December 2022, in advance
of Housing Element
adoption.
8-3: Amend municipal code to be
consistent with AB 2339.

March 2024 In progress - draft zoning
code amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation
8-5: Rezone properties in Town to
allow multi-family housing with a
range of affordability levels and deed
restrictions to ensure affordability
over time.
2024 In progress - draft zoning
code and zoning map
amendments currently
being reviewed by the
Planning Commission. The
Town Council anticipated to
adopt in May 2024.

Once projects are under
construction, affirmatively
market to underrepresented households.
8-6: Through collaboration with local
service providers, convene a
discussion of populations that are
experiencing comparatively high
rates of cost burden to discuss
solutions for relief.

March 2024
December 2024
Convene discussion.

Consider program.
8-7: Collaborate with other
cities/towns and Project Sentinel, or
another similar organization, to
perform fair housing training for
property owners, real estate agents,
and tenants across the region.

May 2024
December 2026
May 2030
Establish list of trainees.

Hold training workshop.

Hold training workshop.
8-8: Create a webpage specific to fair
housing including resources for
residents who feel they have
experienced discrimination,
information about filing fair housing
complaints with HCD or HUD, and
information about protected classes
under the Fair Housing Act.

May 2024 Create webpage.
8-10: Update the Municipal Code to
comply with State law and the HCD
Group Home Technical Advisory
(December 2022)
March 2024 Amend code. In progress -
draft zoning code
amendments currently
being reviewed by the
Planning Commission.

Town Council anticipated to
adopt in May 2024.

Housing Element Annual Report April 10, 2024
Name of Program Timeframe in
Housing Element
Status of Program
Implementation
9-1: Work with owners of 4394 Alpine
or supportive housing nonprofits to
support the development of housing
that serves developmentally disabled
persons.

June 2023
June 2024
Initiate.

Adopt policy.

ATTACHMENT

1. EXCERPT: Annual Housing Element Progress Report for Calendar Year 2023

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Table A
Housing Development Applications Submitted
Project Identifier Unit Types
Date
Application
Submitted
Proposed Units - Affordability by Household Incomes
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining
Density Bonus Law
Applications
Application
Status
Project Type Notes
1 2 3 4 5 6 7 8 9 10 11 12 13
Prior APN+ Current APN Street Address Project Name+
Local
Jurisdiction
Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Date
Application
Submitted
(see
instructions)
Very LowIncome
Deed
Restricted
Very LowIncome Non
Deed
Restricted
LowIncome
Deed
Restricted
Low-Income
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome
Non Deed
Restricted
Above
ModerateIncome
Total PROPOSED
Units by Project
Total

APPROVED
Units by
project
Total

DISAPPROVED
Units by Project
Please select
streamlining
provision/s the
application was
submitted
pursuant to.

Did the housing
development
application seek
incentives or
concessions
pursuant to
Government
Code section
65915?
Were incentives
or concessions
reqested
pursuant to
Government
Code section
65915
approved?
Please indicate
the status of the
application.

Is the project
considered a
ministerial
project or
discretionary
project?
Notes
+
Summary Row: Start Data Entry Below 0 3 0 3 0 4 3 13 5 0 N/A 079-030-170 3 Grove BLDR0051-
2023
ADU R
4/28/2023
1 1 1 NONE No No Approved Discretionary
N/A 079-151-490 151 Brookside PLN_ARCH001
0-2022
SFD O
5/2/2022
1 1 1 NONE No No Approved Discretionary
N/A 079-151-490 151 Brookside BLDR0138-
2023
ADU R
8/3/2023
1 1 NONE No No Pending Ministerial
N/A 079-020-030 315 Grove BLDR0104-
2023
ADU R
7/7/2023
1 1 1 NONE No No Approved Ministerial
N/A 076-182-020 501 Wayside PLN_ARCH002
1-2022
SFD O
10/27/2022
1 1 1 NONE No No Approved Discretionary
N/A 079-011-180 41 Stonegate PLN_ARCH000
3-2022
SFD O
2/23/2022
1 1 1 NONE No No Approved Discretionary
N/A 077-012-030 127 Ramoso PLN_ARCH001
5-2022
SFD O
7/18/2022
1 1 1 NONE No No Approved Discretionary
N/A 077-012-030 127 Ramoso BLDR0064-
2023
ADU R
5/10/2023
1 1 NONE No No Pending Ministerial
N/A 077-012-030
127 Ramoso BLDR0066-
2023
ADU R
5/10/2023
1 1 SB 9 (2021) -
Duplex in SF
Zone
No No Pending Ministerial
N/A 079-073-210 3 Hillbrook PLN_ARCH002
2-2022
SFD O
11/16/2022
1 1 1 NONE No No Approved Discretionary
N/A 079-073-210 3 Hillbrook BLDR0090-
2023
ADU R
6/20/2023
1 1 NONE No No Pending Ministerial
N/A 080-480-010 10 Sandstone BLDR0025-
2023
ADU R
3/10/2023
1 1 1 NONE No No Approved Ministerial
N/A 079-054-020 241 Georgia BLDR0028-
2023
ADU R
3/20/2023
1 1 1 NONE No No Approved Ministerial
N/A 079-221-020 305 Cervantes BLDR0078-
2023
ADU R
5/30/2023
1 1 NONE No No Pending Ministerial
N/A 079-130-150 4678 Alpine BLDR0146-
2023
ADU R
8/8/2023
1 1 1 NONE No No Approved Ministerial
N/A 079-021-020 350 Grove PLN_ARCH001
9-2022
SFD O
10/17/2022
1 1 1 NONE No No Approved Discretionary
N/A 079-101-240 390 Golden Oak BLDR0201-
2023
ADU R
11/7/2023
1 1 NONE No No Pending Ministerial
N/A 077-070-240 880 Westridge PLN_ARCH000
4-2023
SFD O
4/17/2023
1 1 NONE No No Pending Discretionary
N/A 077-090-220 857 Westridge PLN_ARCH000
7-2023
SFD O
11/3/2023
1 1 NONE No No Pending Discretionary
Jurisdiction Portola Valley
Reporting Year 2023 (Jan. 1 - Dec. 31)
Planning Period 6th Cycle 01/31/2023 - 01/31/2031
Note: "+" indicates an optional field
Cells in grey contain auto-calculation formulas

A2_10_LowDee A2_10_LowNon A2_10_ModDee
A2_1_Prior A2_1_Current A2_1_Address A2_1_Name A2_1_ID A2_2_Unit A2_3_Tenure A2_4_vLowDeed A2_4_vLowNone A2_4_LowDeed A2_4_LowNone A2_4_ModDeed A2_4_ModNone A2_4_Above A2_5_Date A2_6_Units A2_7_vLowDeed A2_7_vLowNone A2_7_LowDeed A2_7_LowNone A2_7_ModDeed A2_7_ModNone A2_7_Above A2_8_Date A2_9_Units A2_10_vLowDeed A2_10_vLowNone d e d A2_10_ModNone A2_10_Above A2_10_Date A2_10_Units A2_13_xLow A2_14_Stream A2_15_Infill A2_16_Assist A2_17_Deed A2_18_Affordable A2_19_Terms A2_20_Units A2_20_Dest A2_20_Demo A2_22_DB A2_23_DB A2_24_DB A2_25_DB A2_21_Notes Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certificates of Occupancy Streamlining Infill Housing with Financial Assistance
and/or Deed Restrictions
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction
Demolished/Destroyed Units Density Bonus Notes
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Entitlement
Date Approved # of Units issued
Entitlements
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
ModerateIncome Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Building Permits
Date Issued
# of Units Issued
Building Permits
Very LowIncome Deed
Restricted
Very LowIncome Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
ModerateIncome
Deed
Restricted
ModerateIncome Non
Deed
Restricted
Above
ModerateIncome
Certificates of
Occupancy or other
forms ofreadiness
(see instructions)
Date Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of
the units were
Extremely Low
Income?
Please select the
streamlining
provision the
project was

APPROVED
pursuant to. (may
select multiple)
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select
multiple - see
instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)
+
Number of
Demolished/Destroyed
Units
Demolished or
Destroyed Units
Demolished/De
stroyed Units
Owner or
Renter
Total Density Bonus Applied
to the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Summary Row: Start Data Entry Below 0 1 0 0 0 0 0 1 0 4 9 3 0 2 1 19 0 0 0 0 0 3 2 5 2 0 N/A 079-08-030 40 Firethorn BLDR0079-2018 ADU R
0 0 1 3/27/2023 1 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 077-300-130 4 Navajo BLDR0144-2021 ADU R
0 0 1 1/4/2023 1 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-192-090 391 Canyon BLDR0055-2022 ADU R
0 0 1 6/7/2023 1 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-011-080 155 Grove BLDR0110-2021 ADU R 0 0 1 11/15/2023 1 NONE Y N/A 080-241-130 17 Redberry Ridge BLDR011-2023 SFD O 0 0 1 1/25/2023 1 NONE Y N/A 079-131-140 325 Willowbrook BLDR0139-2022 ADU R
0 1 1/27/2023 1 0 0 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-130-150 4678 Alpine BLDR0146-2023 ADU R
0 1 11/27/2023 1 0 0 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-020-030 315 Grove BLDR0104-2023 ADU R
0 1 10/24/2023 1 0 1 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-030-170 BLDR0051-2023 ADU R 1 2/13/2023
1 1 10/18/2023 1 0 1 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-054-020 241 Georgia BLDR0028-2023 ADU R
0 1 7/10/2023 1 0 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 080-480-010 10 Sandstone BLDR0025-2023 ADU R
0 1 10/24/2023 1 0 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 077-261-140 121 Ash BLDR0164-2022 ADU R
0 1 6/23/2023 1 0 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 077-331-110 20 Shoshone BLDR0161-2022 ADU R
0 1 1/30/2023 1 0 NONE Y
Utilized ADU affordability
assumptions from ABAG’s ADU
affordability methodology for the
Annual Progress Reports
covering calendar year 2023 and
2024
N/A 079-072-120 4388 Alpine Building B BLDR0043-2022 2 to 4 R 0 3 7/17/2023 3 0 SB 35 (2017) Y Other DB 55 100.0%
2 Development
Standards
Modification
Yes
Public funding includes:

Property Tax Welfare
Exemption
N/A 079-072-120 4388 Alpine Building C BLDR0044-2022 2 to 4 R 0 3 7/17/2023 3 0 SB 35 (2017) Y Other DB 55 100.0%
2 Development
Standards
Modification
Yes
Public funding includes:

Property Tax Welfare
Exemption
N/A 079-072-120 4388 Alpine Building D BLDR0045-2022 2 to 4 R 0 3 7/17/2023 3 0 SB 35 (2017) Y Other DB 55 100.0%
2 Development
Standards
Modification
Yes
Public funding includes:

Property Tax Welfare
Exemption and Social
Security Income (SSI)
N/A 079-072-120 4388 Alpine Building E BLDR0046-2022 ADU R 0 1 7/17/2023 1 0 NONE Y
Public funding includes:

Property Tax Welfare
Exemption and Social
Security Income (SSI)
N/A 079-072-120 4388 Alpine Building F BLDR0047-2022 ADU R 0 1 7/17/2023 1 0 NONE Y
Public funding includes:

Property Tax Welfare
Exemption and Social
Security Income (SSI)
Jurisdiction Portola Valley
Reporting Year 2023 (Jan. 1 - Dec. 31)
Planning Period 6th Cycle 01/31/2023 - 01/31/2031

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Note: "+" indicates an optional field
Cells in grey contain auto-calculation formulas

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
1 2 3 4
Income Level RHNA Allocation by
Income Level
Projection Period -
06/30/2022-
01/30/2023
2023 2024 2025 2026 2027 2028 2029 2030 2031
Total Units to
Date (all years)
Total Remaining
RHNA by Income
Level
Very Low
Deed Restricted 73 1 - - - - - - - - -
7 66
Non-Deed Restricted 3 3 - - - - - - - -
Low
Deed Restricted 42 - 9 - - - - - - - -
12 30
Non-Deed Restricted - 3 - - - - - - - -
Moderate
Deed Restricted 39 - - - - - - - - - -
2 37
Non-Deed Restricted 1 1 - - - - - - - -
Above Moderate 99 - 1 - - - - - - - - 1 98
Total RHNA 253
Total Units 5 17 - - - - - - - - 22 231
Progress toward extremely low-income housing need, as determined pursuant to Government Code 65583(a)(1). 5 6 7
Extremely low-Income
Need 2023 2024 2025 2026 2027 2028 2029 2030 2031
Total Units to Total Units
Date Remaining
Extremely Low-Income Units* 37 2 - - - - - - - - 2 35
*Extremely low-income houisng need determined pursuant to Government Code 65583(a)(1). Value in Section 5 is default value, assumed to be half of the very low-income RHNA. May be overwritten.

Please Note: Table B does not currently contain data from Table F or Table F2 for prior years. You may login to the APR system to see Table B that contains this data.

Note: units serving extremely low-income households are included in the very low-income RHNA progress and must be reported as very low-income units in section 7 of Table A2. They must also be reported in the extremely low-income category (section 13) in Table A2 to be counted as progress toward meeting the extremely low-income housing need determined pursuant to Government Code 65583(a)(1).

Please note: For the last year of the 5th cycle, Table B will only include units that were permitted during the portion of the year that was in the 5th cycle. For the first year of the 6th cycle, Table B will only include units that were permitted since the start of the planning period. Projection Period units are in a separate column.

Please note: The APR form can only display data for one planning period. To view progress for a different planning period, you may login to HCD's online APR system, or contact HCD staff at [email protected].

This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs.

Please contact HCD if your data is different than the material supplied here Jurisdiction Portola Valley
Reporting Year 2023 (Jan. 1 - Dec. 31)
Planning Period 6th Cycle 01/31/2023 - 01/31/2031

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Jurisdiction Portola Valley
Reporting Year 2023 (Jan. 1 - Dec. 31)
Table D
Program Implementation Status pursuant to GC Section 65583 Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
1 2 3 4
Name of Program Objective Timeframe in H.E Status of Program Implementation 1-1a: Create a new
“Gateway” land use
classification in the
General Plan that allows
affordable housing,
recreation and open
space.

This program helps to address fair
housing contributing factors relating to
a lack of affordable housing.
2023 Complete. Amended Land Use Element.
1-1b: Create two new
zoning districts that allow
for multi-family housing at
2 to 4 du/acre and 20 to 23
du/acre to provide for
development of housing at
lower-income levels.

Create multi-family development
standards in the new zoning district to
allow for greater intensity, including
floor area, height limits, minimum lot or
unit sizes, and allowable dwelling units
per acre.

Mar-24
Rezone and amend Zoning Code.

In progress - draft zoning code and zoning map amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024.
1-2b: Create Objective
Design Standards for the
new mixed-use zoning
district to regulate
building
form and architectural
details to create greater
certainty in the design
review process.

Addresses fair housing contributing
factors relating to a lack of moderateand high-density development.Mar-24 Adopt design standards.

In progress - draft zoning code amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024. 1-3: Create a new Opt-In
Housing Diversification
Program that allows
property owners with sites
1 acre or greater to
develop up to six dwelling
units per lot
The Town will establish objective
development and design standards that
will encourage and facilitate the
development of up to 6 units per lot and
ensure that these standards do not
preclude an eligible project from
achieving the allowed number of units.

Jun-25
Once adopted, annual
program
Adopt design and development standards.

Annually evaluate program effectiveness.
1-4: The Municipal Code
will be updated to further
incentivize use of this
program to provide
affordable workforce
housing and to establish
the parameters and
process for the Affiliated
Housing Program,
including objective
development standards,
objective findings for
approval, and affordability
requirements.

Facilitate development under the
Affiliated Housing Program
Mar-24
2027
Amend Zoning Code to codify program.

In progress - draft zoning code amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024.

Conduct mid-cycle review.
1-5: Participate in HIP
Housing’s “Home Sharing
Program” as a way to
improve housing
opportunities for lowerincome seniors and lowincome Portola Valley residents.

Implementing this program will support
the Town’s housing mobility efforts to
increase access to high-resource
neighborhoods in Portola Valley for lowincome households in Portola Valley and from other areas of San Mateo
County that otherwise could not afford
to live in Portola Valley, for example
seniors on fixed incomes or persons
with physical or developmental
disabilities.

Dec-24
June-25
Connect with HIP Housing.

Develop outreach program.
1-6: Rezone sites as
identified within Section 6,
Adequate Sites to
accommodate 272
residential units,
representing the Town’s
RHNA of 253 units and an
8 percent buffer to allow
for compliance with No
Net Loss Provisions of SB
166.

The rezonings will support housing
development Mar-24 In progress - draft zoning map amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024. 2-1: Amend the Municipal
Code to establish
inclusionary housing
requirements for new
multi- family housing
developments to
complement existing
inclusionary requirements
for projects with
subdivisions.

Addresses fair housing contributing
factors relating to a lack of affordable
housing.

Sep-26 Adopt amendments.
2-2: Develop a program to
manage new affordable
housing units in the town.

Addresses fair housing contributing
factors relating to a lack of affordable
housing.

Sep-24 Implement inclusionary housing requirements.
2-3: Establish a more
proactive and continual
evaluation of housing
needs beyond what is
required for Housing
Element certification.

To the extent additional housing
opportunity sites are identified through
this program, the development of such
sites should be prioritized above the
use of the Dorothy Ford Park and Open
Space site.

Dec-24
May-26
Develop repository in 2024.

Ceate working group in 2026.
2-4: The Town
understands the need to
encourage and facilitate
housing development for
households earning 30%
or less of the median
family income.

Encourage development of housing for
extremely low-income households Jun-26 Outreach to affordable housing developers.

2-5: The Town will seek
funding sources every 2
years and provide
information regarding the
availability of
rehabilitation programs
Share information on the Town’s Home
Sharing Program
2025 and biannually
thereafter Assess funding sources.
3-1: Initiate a site planning
process for the sites in the
new “Gateway” land use
classification to make the
most efficient use of the
property and preserve
open space.

Pursue an affordable housing project on
the Dorothy Ford Park and Open Space
site in partnership with an affordable
housing developer.

Jun-24
May-25
Jan-26
Hold discussions with Ladera Church, site plan, and issue RFP.

Site planning/outreach to affordable housing developers.

Issue RFP.
3-2: Provide technical
assistance to
nonprofits/religious
institutions to develop
their sites with affordable
housing.

Support development of housing on
non-profit owned parcels. Sep-24 Initiate meetings.
4-1: Create new parking
requirements for multifamily housing based on
best practices, local
conditions, and number of
bedrooms per unit
The Town will ensure new parking
requirements will not act as a
potential constraint to new
development.

Mar-24
Amend Zoning Code. In progress - draft zoning code amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024.

4.-2: Provide additional
flexibility on development
standards for affordable
housing through State
Density Bonus Law or the
Affiliated Housing
Program.

Provide a process for applicants to
request flexibility on development
standards without requiring a variance.

Jan-24
Jun-25
Adopt zoning code changes as neccessary to support density bonus law.

Review complete. No amendments required.

Include Affiliated Housing Program in zoning code as overlay zone. In progress - draft zoning map amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024. 4-3: Ensure the permitting
process for modular and
manufactured homes is
clear and does not include
any disincentives to using
these building methods.

Develop informational materials to
assist applicants with zoning and
building requirements.

Jan-27
Sep-27
Begin evaluation.

Process and adopt amendments if necessary.
4-4: Establish and
implement an Affordable
Housing Fund Policy.

Moneys in the Fund may be used to: 1)
Increase and improve the supply of
affordable housing, or 2) Cover
reasonable administrative
expenses not reimbursed through
processing or other fees.

Dec-23 Complete. Policy established by Town Council.
4-5: The Town will ensure
ongoing compliance with
transparency laws by
listing all fees
Promote transparency Aug-24 Update website.
5-1: Review Municipal
Code standards and
procedure documents and
update as necessary
Make applicable Municipal Code
sections more understandable
Dec-24 and then triannually Evaluate applications and site development permits. 5-2: Review use of
consultants, staffing
pattern, and fee schedules
for ways to improve
efficiency.

Improve development review process Annually Annual review linked to budget process. 5-3: Facilitate and support
pipeline projects during
the planning period by
working with applicants.

Ensure reviews are done in a timely
manner and technical assistance is
provided as needed and public
meetings limitations are followed
Ongoing Develop 50 units by January, 2031. In progress - Willow Commons project (11 units) currently under construction.
5-4: The Town shall
initiate a standard
operating procedure
wherein the Planning &
Building Director
determines if a project is
exempt from CEQA within
30 days after deeming a
development application
complete.

Streamline projects where possible Ongoing Ongoing. Planning Departments determines if a project is CEQA-exempt within 30 days of submission. If so, project is subject to permit streamling per SB330. 6-1: As part of the regular
three-year cycle to update
the building code,
evaluate the code and
include latest best
practices for fire resiliency
in collaboration with
Woodside Fire Protection
District.

Refine fire resistant building standards Tri-annually Evaluate code and incorporate best practices. 6-2: Evaluate the Town’s
landscaping regulations
and guidelines and update
with science-based
best practices
Incorporate fire safety into landscaping
regulations and meld with landscaping
practices
Dec-24 Evaluate and adopt
6-3 Develop wildfire
resiliance and programs in
collaboration with the
Woodside Fire Protection
District.

Prioritize vegetation management
Jun-23
Annually
Establsihed regular meetings between Woodside Fire and Town staff. Fire Marshall to prepare a report on vegetation management efforts for the Town Council on an annual basis.
6-4: Adopt fire hazard
maps developed by the
Woodside Fire Protection
District and/or CalFire
once they are available.

Determine if any new/replacement sites
are needed or if
additional fire prevention measures are
needed.
2024 Adopt Safety Element policies.
6-5: Evaluate ADU and
Senate Bill 9 ordinances
Determine if any new fire prevention
measures are needed. 2024 Perform analysis once new fire hazard maps are available and adoptamendments 3 months thereafter. 6-6: Work with local fire
officials to educate
homeowners and
landlords through
community
meetings, mailers, and
participation in community
events.

Education community on how to reduce
fire risk to structures and landscaping
as wildfire risk continues to increase
due to climate change.
2024 Initiate program.
6-7: Continue polices and
regulations that
encourage energy
conservation.

Support energy practices and energy
conservation that is less reliant on an
electrical grid.

Ongoing Continue polices and regulations that encourage energy conservation.

7-1: Improve public
information on the ADU
application and permit
process so it is clear and
comprehensive.

Create informational materials.

Oct-24
Ongoing
Make information packets available.

Track ADU/JADU production.
7-2: Create an amnesty
program for existing,
unpermitted ADUs to
obtain permits to legalize
the ADUs during the 2023-
2031 planning period.

The amnesty program would provide
property owners the opportunity to
formally legalize existing unpermitted
ADUs and thereafter draw
building permits for improvements to
legalized ADUs.

May-25 Establish the program.
7-3: Provide direct
assistance from the
Building Division for
property owners
interested in making minor
changes to accommodate
a JADU.

Addresses fair housing contributing
factors relating to a lack of affordable
housing.

Jun-24 Initiate office hours.
7-4: Establish staff and
consultant ADU office
hours so that applicants
can ask questions of
subject
matter experts.

Addresses fair housing contributing
factors relating to a lack of affordable
housing.

Sep-24 Initiate office hours.
7-5: Develop and run a
survey of ADU owners in
Portola Valley
Determine how ADUs are being used in
the community and how much they are
contributing to the housing stock and
affordable
housing.
2026
2030
Initiate survey.

Re-run survey.
7-6: Develop an affordable
ADU rental program.

Matches low-income tenants who have
experienced displacement from areas
outside of Portola Valley due to
increasing rents with Portola Valley
ADU owners willing to rent ADUs at
below market rates
Sep-24 Develop the program, and then assess the program on an annual basis 2026- 2028 and 2030
7-7: Prepare pre-approved
preliminary plans for
ADUs and JADUs that are
made available to property
owners.

Decrease the level of effort required of
property owners in designing and
permitting a JADU or ADU
Oct-24 Develop the program, and then assess the program on an annual basis. 7-8: Update Town’s ADU
ordinance regularly to
comply with State law.

Promote ADU/JADU construction and
affordability and encourage programs
that would increase the diversity of ADU
occupants
2027
First update 6 months after receiving HCD’s ADU findings; review annually thereafter and update within 6 months of review
8-1: Review approval
findings for objectivity
and make any necessary
revisions with other
zoning code amendments
and rezonings in March
2024
Revise the zoning code to remove
approval finding #5 and #6, related to
impacts on surrounding uses,
neighbors and the Townvise the zoning
code to remove approval finding #5 and
#6, related to impacts on surrounding
uses, neighbors and the Town
Mar-24
Tri-annually
Review and revise approval findings.

Evaluate regulations on a regular basis.
8-2: Amend municipal
code to be compliant with
State law.

Update sections of code related to
transitional and supportive housing. 2022 Complete. Completed in December 2022, in advance of Housing Element adoption. 8-3: Amend municipal
code to be consistent with
AB 2339.

Revise definition of emergency shelters
to include navigation centers, bridge
housing, and respite and recuperative
care.

Mar-24 In progress - draft zoning code amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024. 8-4: Incentivize developers
through development
standards concessions or
fee waivers/reductions to
increase the number of
accessible units
Increase the number of accessible units
beyond the federal requirement of 5%
for subsidized
developments.

May-26 Develop incentives.
8-5: Rezone properties in
Town to allow multi-family
housing with a range of
affordability levels and
deed restrictions to
ensure affordability over
time.

Address fair housing contributing
factors relating to a lack of affordable
housing, and a lack of moderate- and
high-density development.
2024
In progress - draft zoning code and zoning map amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024.

Once projects are are under construction, affirmatively market to underrepresented households. 8-6: Through collaboration
with local service
providers, convene a
discussion of populations
that are experiencing
comparatively high rates
of cost burden to discuss
solutions for relief.

Addresses fair housing contributing
factors relating to a lack of affordable
housing.

Jun-24
Dec-24
Convene discussion.

Consider program.
8-7: Collaborate with other
cities/towns and Project
Sentinel, or another
similar organization, to
perform fair housing
training for property
owners, real estate
agents, and tenants
across the region.

Addresses fair housing contributing
factors related to existing patterns of
higher loan denial rates for people of
color, and a lack of knowledge of fair
housing laws and rights in tenants and
owners.

May-24
Dec-26
May-30
Establish list of trainees.

Hold training workshop.

Hold training workshop.
8-8: Create a webpage
specific to fair housing
including resources for
residents who feel they
have experienced
discrimination,
information about filing
fair housing complaints
with HCD or HUD, and
information about
protected classes under
the Fair Housing Act.

Addresses fair housing contributing
factors related to a lack of knowledge of
fair housing laws and rights in tenants
and
owners.
24-May Create webpage.
8-9: Conduct a
comprehensive analysis of
the Municipal Code to
ensure there are no
regulatory constraints
(actual or perceived) to
reasonable
accommodation and
providing housing for
persons with disabilities.

Addresses fair housing contributing
factors related to a lack of knowledge of
fair housing laws and rights in tenants
and owners.

Jan-27
Dec-27
Conduct analysis.

Amend code as necessary.

8-10: Update the Municipal
Code to comply with State
law and the HCD Group
Home Technical Advisory
(December 2022)
Remove constraints on housing for
persons with disabilities, affirmatively
support it, and prevent
discrimination against it.

Mar-24
Amend code. In progress - draft zoning code amendments currently being reviewed by the Planning Commission. Town Council anticipated to adopt in May, 2024.
9-1: Work with owners of
4394 Alpine or supportive
housing nonprofits to
support the development
of housing that serves
developmentally disabled
persons.

Support the development of housing
that serves developmentally disabled
persons
Jun-23
Jun-24
Initiate.

Adopt policy.

Certificate of Occupancy Issued by Affordability Summary Jurisdiction Portola Valley
Reporting Year 2023 (Jan. 1 - Dec. 31)

ANNUAL ELEMENT PROGRESS REPORT
Local Early Action Planning (LEAP) Reporting
(CCR Title 25 §6202)
Please update the status of the proposed uses listed in the entity’s application for funding and the corresponding impact on housing within the region or jurisdiction, as applicable, categorized based on the eligible uses specified in Section 50515.02 or 50515.03, as applicable.

Total Award Amount $ 65,000.00 Total award amount is auto-populated based on amounts entered in rows 15-26.

Task $ Amount Awarded $ Cumulative Reimbursement
Requested Task Status OtherFunding
Notes
Develop Strategies to Expand
Site Capacity $9,000.00 $9,000.00 Completed
Local
General
Fund Town has notsubmitted for LEAP reimbursement
Define Update Work Plan to
evaluate the existing Housing
Element and then update it.
$7,000.00 $7,000.00 Completed
Local
General
Fund Town has notsubmitted for LEAP reimbursement
Rezone Land and/or Change
Development Standards to Meet
RHNA
$19,000.00 $19,000.00 Completed Other
Funded in part through SB2. Town has not
submitted for LEAP reimbursement
Complete Housing Element
Update $30,000.00 $30,000.00 Completed
Local
General
Fund Town has notsubmitted for LEAP reimbursement
Summary of entitlements, building permits, and certificates of occupancy (auto-populated from Table A2) Completed Entitlement Issued by Affordability Summary
Income Level Current Year
Very Low
Deed Restricted 0
Non-Deed Restricted 1
Low
Deed Restricted 0
Non-Deed Restricted 0
Moderate
Deed Restricted 0
Non-Deed Restricted 0
Above Moderate 0
Total Units 1
Building Permits Issued by Affordability Summary
Income Level Current Year
Very Low
Deed Restricted 0
Non-Deed Restricted 4
Low
Deed Restricted 9
Non-Deed Restricted 3
Moderate
Deed Restricted 0
Non-Deed Restricted 2
Above Moderate 1
Total Units 19

Income Level Current Year
Very Low
Deed Restricted
0 Non-Deed Restricted
0 Low
Deed Restricted
0 Non-Deed Restricted
0 Moderate
Deed Restricted
0 Non-Deed Restricted
3 Above Moderate2
Total Units
5

TOWN OF PORTOLA VALLEY

SUBCOMMITTEE REPORT
TO: Mayor and Members of the Town Council
FROM: Judith Hasko and Craig Taylor
DATE: April 10, 2024
RE: Remaining Post-Adoption Plan Activities

RECOMMENDATION
The Town Council should review the enclosed materials, discuss the proposed budgets for those items in the Post-Adoption Plan adopted in 2023 that were held for further discussion in September 2023 due to lack of budget information at such time, and consider approving such remaining items and the related budget.

BACKGROUND
In March 2023, the Town Council reviewed and approved, in conjunction with its adoption of the March 2023 proposed Housing Element, a Post-Adoption Plan attached as Attachment 1 (the “Initial Post-Adoption Plan”). At such time, Craig Taylor and Judith Hasko agreed to serve as a subcommittee for the Post-Adoption Plan implementation. In particular, this subcommittee agreed to further refine and add further timing and implementation details to the Initial Post-Adoption Plan for discussion and approval by the Town Council. The subcommittee brought forward a more detailed Post-Adoption Plan in September 2023, attached as Attachment 2 (the “Detailed Post-Adoption Plan”).

The Town Council recognized that certain of the activities included in the Detailed PostAdoption Plan required Town funding, and at such time no estimates of the required funding were available. Accordingly in September 2023, the Town Council adopted Topics T1 (in part), T2, T3.1, T6, and T8 of the Detailed Post-Adoption Plan because they were either completed, already under way or did not require additional Town funding. The Town Council postponed adoption of Topics 1 (in part), T3.2, T4, T5 and T7 until it could consider estimated budgets for these activities. See Attachment 3 for the summary of items that were approved in September 2023 and those items that are now proposed to be

discussed by the Town Council and considered for approval (the “Post Adoption Housing Element Actions Summary”).

DISCUSSION
The Initial Post-Adoption Plan adopted in March 2023 was drafted at a high level and, given the timing constraints faced by the Town at such time, necessarily omitted details important to assure effective implementation of the Housing Element while reflecting our General Plan, community values, history and environment. Since March 2023, the Town has made significant efforts to comply with State requirements to implement our 2023-2031 Housing Element, including by adopting certain items in the Detailed Post-Adoption Plan in September 2023. Moving forward to adopt the remaining items in the Detailed PostAdoption Plan in a timely manner will further facilitate these efforts.

FISCAL IMPACT
See Attachment 3 for budgets for items proposed for approval by the Town Council, as set forth in the Post Adoption Housing Element Actions Summary. To summarize, over the course of fiscal years 2024, 2025, and 2026 the estimated cost to implement and execute the proposed Post Adoption Housing Element Plan is projected to be $233K. In June 2023, the Town Council approved through the annual budget process an initial budget of $130K to be funded by the General Fund.

ATTACHMENTS

1. Initial Post-Adoption Plan

2. Detailed Post-Adoption Plan

3. Post Adoption Housing Element Actions Summary

Portola Valley Town Council Subcommittee
Post-Adoption Implementation Plan
for 8
th Cycle Housing Element
March 29, 2023
Appendix 1

Definitions
GP = General Plan
HE = Housing Element
MMRP = Mitigation monitoring and reporting program, part of the IS/MND PC = Planning Commission
PCCM = Planning Commission Colleagues Memo dated February 8, 2023 Post HE Plan = Post-Adoption Housing Element Plan
TC = Town Council
TC HE Subcommittee = Town Council Post HE Plan Subcommittee

Overview: We summarize steps proposed to be taken concurrently with or after adoption of the Town’s updated HE.

Goal: Support and enhance the Town’s ability to accommodate additional housing in accordance with our General Plan.

Sources: Discussions during meetings of various committees and commissions and the Town Council in connection with the HE, as well as initiatives that the TC HE Subcommittee suggests be included in the Post HE Plan.

NOTE: This is not intended to be the Post HE Plan; it merely summarizes topics that the Post HE Plan and other documents (HE, MMRP, Safety Element) will address.

Next steps on Post HE Plan: We envision the full Post HE Plan as being defined concurrently with, or immediately after (within 30 days) the HE adoption by the Town.

Goal:

Discuss and align on which of the actions proposed by the PCCM and the TC HE Subcommittee to take, in which document, and by which means.

Topics:

1. Housing Site Inventory Follow up

2. Zoning, Design Review Actions and Related General Plan Updates

3. CEQA Guidelines/Local Guidelines and Thresholds

4. Supplemental Safety Measures for HE

5. Impact of HE on Services and Infrastructure

6. Housing Funds Develop Policy for Use of Inclusionary Funds

7. Encourage Community and Civic Engagement

8. Develop Housing Element Information Repository

Topic 1: Housing Site Inventory Follow up
Action 1. Evaluate and propose Sunrise opportunity sites.

2. Initiate longer term planning efforts for future housing cycles.

Placement HE for Sunrise duration and intent to identify substitute sites for Dorothy Ford Park and Open Space (before an RFP process commences), and Post HE Plan for details on further timing for specific Sunrise efforts, committee composition and processes, and ADU/JADU efforts described below.

Process On item 1 under this topic, within 3 months after the HE adoption, a TC subcommittee would be formed to oversee preliminary work, with planning staff support, to identify potential alternative sites and/or other programs that may address our RHNA requirements currently addressed with Dorothy Ford Park and Open Space. Such subcommittee would conduct initial outreach to the community (through public meetings) and to owners of properties that may serve as alternative sites.

No later than 9 months after adoption of HE, establish an ad hoc committee consisting of Town committee, commission and council members along with Town residents, which would work with staff and consultants, to discuss, evaluate and prioritize all opportunities, and gather financial, property rights and other relevant information to guide discussions of alternative sites in light of the Town ethos and the General Plan. This ad hoc committee would also evaluate opportunities to reconfigure Dorothy Ford Park and Open Space, if alternative sites are not identified, and understand the potential costs of doing so. The Post HE Plan would outline these activities in more detail.

Topic 1: Housing Site Inventory Follow up (cont’d)
Process On item 2 under this topic, within 2-3 years after adoption of HE, form a working group or ad hoc committee to focus on conducting community discussions of longer term Town housing needs outside of current HE efforts and RHNA requirements, to focus proactively and with deliberation on longer term Town housing needs. These efforts would be integrated with efforts by the ADU Working Group to engage in further phases of understanding community interest in ADUs and JADUs, including amnesty programs. This effort would also develop policies and approaches to consider to support ADU, JADU and amnesty programs, including fee waivers or reductions, incentives to rent at affordable rates, and tracking information useful to demonstrate that some portion of Town ADU and JADU units are eligible to be designated as very low and low income category units (e.g., through short term deed restrictions, voluntary tracking and reporting, etc.).

Further efforts would include tracking, on a quarterly basis, each existing site or newly identified available sites as the Sunrise effort evolves, noting any legal or other impediments to including such sites in the Housing Element, and the rationale for why such sites were selected or omitted from the Housing Element.

Comments The intent of this effort isto maximize success of Sunrise provision to identify alternatives to development of Dorothy Ford Park and Open Space, to retain as much as possible the aesthetic, recreational and natural attributes of these sites while complying with our HE commitments, to the maximum extent possible. This effort would also entail understanding the costs of such efforts. Furthermore, the Post HE Plan would include an approach for a more continual evaluation of housing needs in Town to avoid time-constrained, rushed analyses in future HE cycles.

Topic 2: Zoning, Design Review Actions and Related General Plan Updates Action Within 6 months after adoption of HE, review, discuss and adopt zoning changes needed to ensure further consistency and fidelity of HE with GP, and develop objective design criteria consistent with Town design guidelines for use in complying with state requirements for certain future development projects in a manner consistent with the GP.

Placement HE (already recited in Program 1-1c for objective criteria) and Post HE Plan Process Planning Staff and consultants with relevant expertise relating to necessary zoning changes and objective design criteria would develop proposal. The proposal would be submitted to PC and TC for recommendation and adoption. One or two public awareness, education and comment meetings should be considered after the initial PC study session, conducted with support by the staff and consultants.

Comments In the course of implementing the new HE, the Town will need to adopt zoning changes and objective design review guidelines. The timelines and sequence of activities will be set out in the Post HE Plan. In the unlikely event that General Plan updates are needed in light of these changes, they could be adopted as part of longer term effort to update General Plan, unless required to be adopted earlier under law. Objective design standards would be developed as soon as practical given that they are a critical means of requiring new project development to be consistent with the Town’s General Plan and ethos.

Topic 3: CEQA Guidelines/Local Guidelines and Thresholds Action 1. Within 6 months after HE adoption, establish CEQA guidelines per 14 CCR Section 15022.

2. Within 8-12 months after HE adoption, establish local thresholds where reasonably feasible, per 14 ] Section 15064.7(b), concerning topics such as aesthetics, parks and recreation, public services, traffic and wildfire safety to guide future development, with reference, where available, to approaches taken by jurisdictions that have adopted similar measures (such as Gilroy, Los Angeles, San Diego, Oakland and Laguna Niguel).

Placement MMRP
Process Planning Staff and CEQA expert to address item 1 under this topic, and submit for TC approval. Planning Staff with CEQA and other consultants to develop framework for item 2 under this topic based on references to other jurisdictions adopting similar local parameters, then submit for discussion and input by the Planning Commission to review to refine to tailor to community values and the Town’s General Plan and eventual submission for adoption by the Town Council. One or more public awareness, education and comment meetings would be conducted after the initial PC study session.

Topic 3: CEQA Guidelines/Local Guidelines and Thresholds (cont’d) Comments The intent of item 1 under this topic is to comply with state requirements in adopting local CEQA guidelines, and the intent of item 2 under this topic is to clarify and standardize analysis and decision making in the environmental review process for future development projects in Town, with the intent to enhance the measures included in the IS/MND as appropriate to reflect our Town’s ethos, and increase consistency and efficiency.

Guidelines and thresholds could be derived from existing examples taken from other jurisdictions and would serve to frame the analyses of future project-level environmental impacts and mitigation measures for projects that are not exempt from CEQA, and be informed by public input.

Any required General Plan amendments that may be identified in the initial process as being required to effect these actions could be implemented in the next update of the General Plan unless legally required to be adopted earlier.

Topic 4: Supplemental Safety Measures for HE
Action Coordinate and ensure that the Town’s ongoing safety-related activities also consider the cumulative projected increase, in Town population and housing units arising out of HE adoption, and adopt mechanisms to coordinate with neighboring jurisdictions with respect to safety measures such as the evacuation plan.

Placement Safety Element/HE (see policy 6)/MMRP
Process Staff and consultants would reach out to committees involved in the Safety Element process to confirm that such committees assessed and make recommendations to the Planning Commission and Town Council with respect to adjustments to evacuation routes and planning, building codes, and other safety measures (to address fire, geologic, flooding and other risks), specifically arising from the cumulative increase in population and housing units in the HE, adopted fire maps, other elements of the GP, and best practices.

These efforts would be made in conjunction with the ongoing Safety Element update and adoption of evacuation plan, which will be completed to the extent feasible within 6-9 months after the HE adoption.

The Post HE Plan will outline details of conducting assessments of safety measures periodically in light of actual and projected housing growth to enable methodical and proactive approach.

Comments The goal of this effort is to optimize consistency, beyond what is required by CEQA, across the Safety Element, HE, and GP with respect to safety in light of the increase in the Town’s population under the new HE, complementing ongoing efforts already in process.

Topic 5: Impact of HE on Services and Infrastructure
Action Understand projected growth in demand on services and infrastructure resulting from increased population and housing units in Town under the HE, and potential impact on Town budget, and develop strategy for maintaining or improving current service levels. Understand and gather information on housing insurance challenges in Town, focusing in particular on how additional housing units to be built in the course of implementing our HE will impact existing insurance programs residents use, and the availability and costs of insuring new housing units.

Placement HE/Post HE Plan
Process Within 4-6 months after HE adoption, staff working with one or more Town Council members would conduct supplemental outreach to confirm public services and infrastructure (e.g., public utilities, public services such as hospitals, fire protection services, police services, safety services, parks and recreation) continue to be available appropriate for Town population in terms of an appropriate service level, quality, capacity and location, including an assessment of costs to the Town, and if necessary identify any adjustments that are identified in such process.

Topic 5: Impact of HE on Services and Infrastructure (cont’d) Process Within 18 months after HE adoption, form a committee of committees including members of the planning commission to assess more detailed and longer term qualitative and quantitative implications of increasing the Town population and housing units as a result of HE adoption on services and infrastructure, and understand and monitor issues and developments that may impact the availability of insurance for new and existing housing units in Town.

The group or committee’s goal would be to advise the PC and TC on mechanisms recommended to make sure that public services and infrastructure (e.g., public utilities, public services such as hospitals, fire protection services, police services, safety services, parks and recreation) continue to be available appropriate for Town population in terms of an appropriate service level, quality, capacity and location, including an assessment of costs to the Town.

Community outreach sessions would be conducted to allow the public to understand and comment on the committee’s efforts.

Comments Increased demand on services and infrastructure merits special monitoring and planning for increased demand, while maintaining level of services and resources. This effort would complement the efforts staff routinely makes with respect to services and infrastructure to focus on longer term implications of HE adoption.

Topic 6: Housing Funds Develop Policy for Use of Inclusionary Funds Action Within 6 months after adoption of the HE, define an Inclusionary Funds Use Policy to guide the Town’s use of funds arising from this HE program.

Placement Post HE Plan
Process Town Council subcommittee already appointed will work with Town committees to gather input on priorities and considerations that will inform an Inclusionary Funds Use Policy. Such subcommittee, with staff support, will develop a proposal for consideration by the Town Council for adoption.

Comments This effort will complement the Town’s general efforts to identify incentives and support for expanding housing options as part of the HE. As the Town assesses its financial resources to accommodate the HE, this effort could also extend to use of other funds that may become available for housing-related purposes.

Topic 7: Encourage Community and Civic Engagement
Action Engage community organizations in discussion of community housing needs and potential resources.

Placement Post HE Plan
Process Form working group including Town committee and commission members to conduct outreach to civic organizations located or operating in Town (e.g., HOAs, medical support services, religious organizations) who are positioned to understand the needs of the most vulnerable in the local community, and assist in understanding existing impediments to development of new housing, identifying and creating opportunities for housing and developing policies to support housing needs for these populations. This would not entail formal meetings unless the Town Council later found it necessary to conduct them. However, the working group would report its findings to the Town Council.

Comments The intent of this activity is to engage organizations that have special insight into the housing needs of vulnerable populations in Town, and to engage them in defining Town strategies to meet these needs on an ongoing basis.

Topic 8: Develop Housing Element Information Repository Action Create accessible repository of HE-related information, including information about RHNA requirements (general and Town-specific), analyses of available sites, processes and discussions of the Ad Hoc Housing Element Committee, and other items.

Placement Post HE Plan
Process To be determined after Housing Element adoption. This would not entail material staff time unless the Town Council approves such work.

Comments Recognizing the extensive efforts of the Town to consider public comment and gather information on potential housing sites, the Town Council wishes to create an easily accessible repository that would be available for the Sunrise-related activities and other Town housing-related activities and otherwise for public understanding and awareness.

Proposed
Portola Valley Town Council
Post-Adoption Implementation Plan for
6th Cycle Housing Element
September 13, 2023
Goal of Post Housing Element Plan: Support and enhance the Town’s ability to accommodate additional housing in accordance with our General Plan, with specific actions to be taken within defined time frames.

Topics:

1. Housing Site Inventory Follow up

2. Zoning, Design Review Actions and Related GP Updates

3. CEQAGuidelines/Local Guidelines and Thresholds

4. Supplemental Safety Measures for HE*

5. Impact of HE on Services and Infrastructure

6. Housing Funds Develop Policy for Use of Inclusionary Funds

7. Encourage Community and Civic Engagement

8. Develop Housing Element Information Repository
*Note: Coordination with Woodside Fire Protection District on Key Approaches is subject to separate discussion
Appendix 2

Definitions:

GP=GENERAL PLAN
HE=HOUSING ELEMENT
IS/MND=INITIAL STUDY/MITIGATED NEGATIVE DECLARATION
MMRP=MITIGATION MONITORING AND REPORTING PROGRAM, PART OF THE IS/MND PC = PLANNING COMMISSION
PCCM= PLANNING COMMISSION COLLEAGUES MEMO DATED FEBRUARY 8,2023 POST HE PLAN = POST-ADOPTION HOUSING ELEMENT PLAN
SE=SAFETY ELEMENT
TC = TOWN COUNCIL
ADOPTION DATE =DATE THE HEDRAFT WAS SUBMITTED TO HCD,MAY 25,2023

Actions
Topic 1
Housing Site Inventory Follow up

1. Evaluate and propose Sunrise opportunity sites.

2. Initiate longer term planning efforts for future housing cycles.

Generally, the goal isto conduct continual evaluation of housing needs and potential housing sites in Town to avoid time-constrained, rushed analyses in future HE cycles and to address community housing needs.

Timing
Initiate item 1 actions in September 2023 and continue through 2-year Sunrise period. Initiate item 2 actions by June 2024 and continue indefinitely. Information described in Topic 8 will be useful for, and should be coordinated with, efforts under this Topic 1.

By May 2024, appoint and develop timelines for work product of a new ad hoc committee suitable to implement intent of the Sunrise provision; initial list of viable housing site alternatives should be completed no later than August 2024, and updated as needed thereafter.

If necessary, between August and October 2024, evaluate options for reconfiguring Dorothy Ford Park and Open Space and related costs, with final report submitted to the TC no later than the date that is 3 months prior to expiration of the Sunrise period.

Process
On item 1, form TC subcommittee to oversee preliminary work, with planning consultant/staff support, to identify potential alternative

sites and/or other programs that may address our RHNA
requirements currently addressed with Dorothy Ford Park and Open Space. Such subcommittee would (i) develop a comprehensive list of all sites in Town leveraging work done by the Ad Hoc Housing Element Committee, (ii) conduct initial outreach to the community generally (through public meetings) to inform the public of the need for alternative sites and gain public input on potential alternative sites, and directly to owners of properties that could feasibly serve as alternative sites, (iii) maintain a list of activities conducted and feedback received per site, and (iv) continuously monitor potential sites as new information becomes available.

Once site listings are prepared, only minimal staff time expected to be needed to support the subcommittee.

The TC would establish an ad hoc committee consisting of Town committee, commission and council members along with Town residents, which would work with staff and consultants to discuss, evaluate and prioritize all alternative Sunrise site opportunities, considering financial, property rights and other relevant information in light of the Town ethos and the GP.

This ad hoc committee would work with input from the TC subcommittee acting under item 1 to (i) develop a process for recording the status of sites in Town for potential housing (e.g., whether it was assessed in the past housing efforts, what impediments or issues were identified), and monitoring any changesin status of these sites, (ii) conduct outreach to have a comprehensive effort to facilitate identification of alternative sites, (iii) establish a framework for understanding costs of developing various sites and (iv) consider developing a rank ordering system for any suitable sites.

This ad hoc committee would also evaluate opportunitiesto

reconfigure Dorothy Ford Park and Open Space, if alternative sites are not identified prior to August 2024 and develop an understanding of the potential costs of doing so.

Meetings would be monthly or otherwise as needed to identify sites early enough in the Sunrise period to provide workable alternatives, starting no later than January 2024. Moderate to significant staff and consultant support would be needed as the process develops.

Comments
The intent of this effort is to maximize success of Sunrise provision to identify alternatives to development of Dorothy Ford Park and Open Space, to retain the aesthetic, recreational and natural attributes of these sites while complying with our HE commitments, to the maximum extent possible

Action
Topic 2
Zoning, DesignReview Actions
and Related GP Updates
Review, discuss and adopt zoning changes needed to ensure consistency between the HE, zoning code, and the remaining elements of the GP, and develop objective design criteria that builds on Town design guidelines for use in complying with state requirements for certain future development projects in a manner consistent with the GP. In the unlikely event that GP updates are needed in light of these changes, they could be adopted as part of longer-term effort to update GP, unless required to be adopted earlier under law.

Timing
Currently underway. Adopt by January 2024 as required by state law.

Process
The Town has retained consultants with relevant expertise relating to necessary zoning changes and objective design criteria. A draft of proposed code amendments is expected to be released in August 2023 with PC consideration beginning in September.

A public awareness and education meeting should be conducted after the initial PC study session, with support by the staff and consultants to allow full participation by residents.

Efforts under this topic require moderate to significant staff and consultant support.

Comments
In the course of implementing the new HE, the Town will need to adopt zoning changes and objective design review guidelines.

Objective design standards would be developed as soon as practical given that they are a critical means of requiring new project development to be consistent with the Town’s GP and ethos. The goal of actions under this topic is to provide further local control of development to the extent allowed under law.

Topic 3
CEQAGuidelines/LocalGuidelines andThresholds
[From MMRP]
Actions

1. Establish local CEQAguidelines per 14 CCR Section 15022.

2. Establish local thresholds, per 14 CCR Section 15064.7(b), concerning key topics that may include certain aspects such as aesthetics, parks and recreation, public services, traffic and wildfire safety to guide future development, with reference, where available, to approaches taken by jurisdictions that have adopted similar measures.

Timing
For item 1, prior to January 2024
For item 2, between March and May 2024
Process
Planning Staff and Town Attorney to addressitem 1 under this topic and submit for PC and then TC approval.

Planning consultants with Town Attorney to develop framework for item 2 under this topic based on references to other jurisdictions adopting similar local parameters, then submit for discussion and input by the PC to review to refine to tailor to community values and the Town’s GP and eventual submission for adoption by the TC. Item 2 is not intended to be a comprehensive analysis, but a limited set of parameters for use in guiding new developments in a manner consistent with the Town’s ethos and values.

Conduct a public awareness, education and comment meeting after the initial PC study session.

Comments
The intent of item 1 under this topic is to comply with state requirements in adopting local CEQA guidelines, and the intent of item 2 under this topic is to clarify and standardize analysis and decision making in the environmental review process for future development projects in Town, with the intent to enhance the measures included in the IS/MND as appropriate to reflect our Town’s ethos, and increase consistency and efficiency.

Guidelines and thresholds are intended to be derived from existing examples taken from other jurisdictions as adjusted to reflect the Town’s situation and would serve to frame the analyses of future project-level environmental impacts and mitigation measures for projects that are not exempt from CEQA and be informed by public input.

Any required GP amendments that may be identified in the initial process as being required to effect these actions could be implemented in the next update of the GP unless legally required to be adopted earlier.

Topic 4
Supplemental Safety Measures for HE
[From MMRP]
Action
Coordinate and ensure that the Town’s ongoing SE-related activities also consider the cumulative projected increase in Town population and housing units arising out of HE adoption and adopt mechanisms to coordinate with neighboring jurisdictions with respect to safety measures such as the evacuation plan.

Timing
Initiate in January 2024 to the extent feasible. Yearly and ad hoc follow-up activities.

Process
Staff and consultants would reach out to committees involved in the SE update process to confirm that such committees assessed and made recommendations to the PC and TC with respect to adjustments to evacuation routes and planning, building codes, and other safety measures (to address fire, geologic, flooding and other risks), specifically arising from the cumulative increase in population and housing units in the HE, adopted fire maps, other elements of the GP, and best practices.

These efforts would be made in conjunction with the ongoing SE update and discussion of evacuation plan.

TC would establish process and timing for regular periodic and ad hoc assessments of any appropriate updates to the SE and evacuation plan as best practices evolve, and as HE plan actions are carried out, to

enable methodical and proactive approach.

Comments
The goal of this effort is to optimize consistency, beyond what is required by state law, across the SE, HE, and remainder of the GP with respect to safety in light of the increase in the Town’s population under the new HE, complementing ongoing efforts already in process.

Topic 5
Impact of HE on Services and Infrastructure;
Insurance Availability
Actions

1. Understand projected growth in demand on services and infrastructure resulting from increased population and housing units in Town under the HE, and potential impact on Town budget, and develop strategy for maintaining or improving current service levels.

2. Understand and gather information on housing insurance challenges in Town, focusing on how additional housing units to be built in the course of implementing our HE will impact existing insurance programs residents use, and the availability and costs of insuring new housing units.

Timing
Item 1 activities would start November 2023 through TC
subcommittee and staff.

For items 1 and 2 activities, start in March 2024 through a working group and staff.

Process
For item 1, consultants/staff working with one or more Town Council members would conduct supplemental outreach to confirm public services and infrastructure (e.g., public utilities, public services such as hospitals, fire protection services, police services, safety services, parks and recreation) will continue to be available at an appropriate level for the Town under the updated HE in terms of an current and

desired future service level, quality, capacity and location, including an assessment of costs to the Town.

Additionally for item 1, the TC later would form a new working group including members of the planning commission to assess more detailed and longer term qualitative and quantitative implications of increasing the Town population and housing units as a result of HE adoption on services and infrastructure.

The group’s goal would be to advise the PC and TC on mechanisms recommended to make sure that public services and infrastructure (e.g., public utilities, public services such as hospitals, fire protection services, police services, safety services, parks and recreation) continue to be available appropriate for Town population in terms of an appropriate service level, quality, capacity and location, including an assessment of costs to the Town.

Community outreach sessions would be conducted from April through June 2024 to allow the public to understand and comment on the group’s efforts.

For item 2, the TC recognizes evolving challenges in insurance in WUI areas. While the initial focus on insurance in the Post HE Plan was to be insurability of new housing units, we propose that we consult with our Town lobbyist, neighboring jurisdictions and San Mateo County on current challenges in local housing insurance on a broader level. This could occur through a TC subcommittee working with staff to gain a broader understanding of the political issues and pragmatic approaches that should be considered for all Town residents, including those new units resulting from the updated HE. The group would also seek to understand and monitor issues and developments that may impact the availability of insurance for new and existing housing units in Town.

Comments
Increased demand for services and infrastructure merits special monitoring and planning for increased demand, while maintaining the level of services and resources. This effort would complement the efforts staff otherwise may make with respect to services and infrastructure to focus on longer term implications of HE adoption.

Topic 6

Action
Housing Funds Develop Policy for Use of
Inclusionary Funds
Define an Inclusionary Funds Use Policy to guide the Town’s use of funds arising from this HE program.

Timing
Policy development and adoption by October 2023.

Process
The Town Council subcommittee, already appointed, will work with Town committees to gather input on priorities and considerations that will inform an Inclusionary Funds Use Policy. The subcommittee, with staff support, will develop a proposal for consideration by the TC for adoption.

Comments
This effort will complement the Town’s general efforts to identify incentives and support for expanding housing options as part of the HE. Asthe Town assesses its financial resources to accommodate the HE, this effort could also extend to the use of other funds that may become available for housing-related purposes.

Topic 7

Encourage Community and Civic Engagement
Action
Engage community organizations in discussion of community housing needs and potential resources.

Timing
Form working group in April 2024; report on work in July 2024.

Process
Form working group including Town committee and commission members to conduct outreach to civic organizations located or operating in Town (e.g., HOAs, medical support services, religious organizations) who are positioned to understand the needs of the most vulnerable in the local community, and assist in understanding existing impediments to development of new housing, identifying and creating opportunities for housing and developing policies to support housing needs for these populations.

This would not entail formal meetings unless the Town Council later found it necessary to conduct them. However, the working group would report its findings to the Town Council in July 2024.

Comments
The intent of this activity is to engage organizations that have special insight into the housing needs of vulnerable populations in Town, and to engage them in defining Town strategies to meet these needs on an ongoing basis.

Topic 8

Develop Housing ElementInformation Repository
Action
Create an accessible repository of HE-related information, including information about RHNA requirements (general and Town-specific), analyses of available sites, processes and discussions of the Ad Hoc Housing Element Committee, and other items.

Timing
Initiate September 2023
Process
Organize a small group of volunteers to organize material and possibly upgrade search technology.

Comments
Recognizing the extensive efforts of the Town to consider public comment and gather information on potential housing sites, the Town Council wishes to create an easily accessible repository that would be available for the Sunrise-related activities and other Town housingrelated activities and otherwise for public understanding and awareness. This information will be useful for, and should be coordinated with, efforts under Topic 1.

POST HE Summary v2 4-2-2024
Post Adoption Housing Element Actions Summary
Timing and Cost Estimates
Adoption Date: Jan 2024
Establish an RFP process and solicit developers by January 2026 * = months after Adoption Date
** = scope of task is based on the Detailed Post Adoption Plan Green = items previously approved
Ref Timing* Staff Needs FY 24 FY 25 FY 26+ Scope of task** T1 Housing Site Inventory Follow up
T1.1 $5,000 $5,000 $1,000 Evaluate and propose Sunrise opportunity sites 0 (This should largely be done by early 2026)
Form TC subcommittee
12 Yes
Yes
Maybe
(i) develop a comprehensive list of sites in Town leveraging previous work (ii) conduct initial outreach to the community (through public meetings) (iii) maintain a list of activities conducted and feedback received per site (iv) continuously monitor potential sites as new information becomes available develop timelines for work product of a new ad hoc committee 15 Initial list of viable housing site alternatives
15 Mod/Sig Establish an ad hoc committee, meet monthly or otherwise as needed Evaluate and prioritize all alternative Sunrise site opportunities (i) develop a process for recording the status of sites (ii) conduct outreach to have a comprehensive effort
(iii) establish a framework for understanding costs of developing various sites (iv) consider developing a rank ordering system
15-18 If necessary, evaluate options for reconfiguring Dorothy Ford Park and Open Space T1.2
18-21
$15,000 $10,000
Final report submitted to the TC
Initiate longer term planning efforts for future housing cycles 36-72 Yes Ongoing
T2
-- $0 $0 $0
Zoning, Design Review Actions and Related GP Updates
This effort is currently underway, $192,243 has already been allocated Appendix 3

POST HE Summary v2 4-2-2024
T3
T3.1 6 $25,000 $10,000 $0
CEQA Guidelines/Local Guidelines and Thresholds
Establish local CEQA guidelines
T3.2 8-15 $25,000 $45,000 $10,000 Establish local thresholds (see footnotes 1, 2, and 3) T4
9-12 Yes
$10,000 $10,000 $5,000 Supplemental Safety Measures for HE Staff and consultants would reach out to committees involved in the SE update TC would establish process and timing for regular periodic and ad hoc assessments T5
T5.1
Yes
$10,000 $5,000 $5,000
Impact of HE on Services and Infrastructure; Insurance Availability Impact of HE on Services and Infrastructure
6 12
Yes
Yes
Create TC subcommittee
Understand projected growth in demand on services and infrastructure Create working group
T5.2 $5,000 $5,000 $1,000
Understand projected growth in demand on services and infrastructure Impact on Insurance Availability
12 Understand and gather information on housing insurance challenges in Town T6
-- $0 $0 $0
Housing Funds Develop Policy for Use of Inclusionary Funds Approved
T7
12 $5,000 $5,000 $3,000 Encourage Community and Civic Engagement Create working group
18 Working group reports its findings to the Town Council T8
3 $5,000 $5,000 $3,000 Develop Housing Element Information Repository Organize a small group of volunteers to organize material 9 Create an accessible repository of HE-related information $90,000 $105,000 $38,000
FY's Total $233,000
Footnotes:

1. FY 24 - Staff cost for collecting thresholds used in the environment review of past projects

2. FY 25 - Evaluating collected thresholds and developing new or updated thresholds as appropriate

3. FY 26 - Adoption and finalizing thresholds document

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report
TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: March 20.2024
RE: Resource Management and Climate Protection Committee (RMCPC)

1.Roll Call- I have attended this meeting regularly for 1 year.

2. Public Comments on items not on the agenda. Environmental water issues are regularly commented on.

4. Information only: BAWSCA Water Supply report. Water supply and reservoirs are full. The Hetch Hetchy tunnels have been refurbished. (Provided by BAWSCA, Tom Francis) question of infrastructure and delivery of water in Portola Valley is under the jurisdiction of our local agency. Bear Gulch and Hetchy Hetchy water are available to cover our needs.

5. Presentation on a CalNEXT study completed for investor-owned utilities on all-electric commercial kitchen electrical requirements. All electric kitchens provide a healthier environment for works and for customers. However, restaurants have a very narrow profit margins if any and cannot absorb the initial input and the increased operating costs. This group is struggling to find solutions. Outreach and studies are being performed.

6. Presentation on development of commercial kitchen electrification pilot for San Mateo County. (Laura Wong, County OOS) Information/Discussion

7. Presentation on Bay Area Regional Area Network single family energy program and redesign.

This is a small program reaching out to about 200 families in need directly if possible. (Alero Moju, County OOS) Information/Discussion
Next Scheduled Meeting Date: April 17, 2024 I will bring up the topic of wetland restoration for CP per discussion with Conservation Committee.

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report
TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: April 2,2024
RE: Bicycle, Pedestrian and Traffic Safety Committee
The Sheriff Patrick gave his report and questions were answered about Alpine Inn. No citations there this week. The Sheriff’s office is able to cite autos without front license plates.

Rebecca Flynn requested and received feedback from the committee on the bicycle, pedestrian and traffic implications. The committee had a consensus on the reluctance to make secure bike parking a mandate because of the likely hood that active bike users secure their bikes inside their homes and these become unsightly storage units which entail management expenses.

Conversation included need for recognition of safe evacuation, fire and geologic safety. Thank you Rebecca.

Hawthorne MROSD is considering decreasing the parking spaces to 20 which this committee would support. Public Access Advisory Committee have been involved. The public input process has been extremely thorough with careful listening from Board and staff. They also support the west exit near Robert’s if the Los Trancos entrance can not be considered.

Angela Hey attends the San Mateo County CCAG bicycle committee. We have a plan but it does not usually not give us access to grants because of the nature of the town. The 2019 study has been updated and we could do a plan including that data. We are not a metropolitan area so it is difficult for our town to check all the boxes. We are a recreational area. She suggests a written plan with our

updated data. This can be done by this committee quickly. Howard does not have the resources to be actively involved. A local plan will give us the flexibility to incorporate new housing etc. A subcommittee to write that plan has already been formed.

Since 2011 this committee have been committed to bicycle safety in the context of our recreational area defining aspects.

Vision Zero was again discussed. Street lights at night are not part of our ethosInfrastructure improvements for urban areas do not always fit ie we support street shoulders not bike lanes, unlighted streets, wildlife and animals are at risk. We provide a “destination” bike ride.

Recruitment of people for service on this committee would support town staff.

High visibility flags are needed. Student street crossings flags need to be updated Money could be raised by donation. Is the town ready to handle donations to this cause? Volunteers to buy new flags were recognized.