VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
https://us06web.zoom.us/j/88517013902?pwd=sFQZgwjCbTWVNTdaRQgTaApO2ZdfP7.1 Webinar ID: 88517013902
Passcode: 9 1 5 8 51
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9
TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, April 24, 2024
SPECIAL STUDY SESSION 5:30PM
REGULAR SESSION 7:00 PM
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Jeff Aalfs, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
SPECIAL STUDY SESSION AND REGUAR SESSION HYBRID MEETING 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.
1. CALL TO ORDER – STUDY SESSION
2. STUDY SESSION
a. State of the Town and the Financial Outlook
3. CALL TO ORDER – REGULAR SESSION
4. PRESENTATIONS/PROCLAMATIONS
5. TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
6. ORAL COMMUNICATIONS
Persons wishing to address the Town Council on any subject may do so now. Please note,
Town of Portola Valley – Council Agenda
April 24, 2024
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.
7. CONSENT AGENDA
a. Approval of Minutes for the Regular Meeting of April 10,2024 b. Approval of Warrant List for April 10, 2024
8. REGULAR AGENDA
a. Accept Town Council Priorities
b. Adopt a Resolution Clarifying the Policy regarding the Procedures for Councilmembers to Request Future Council Agenda Items
9. 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.
10. ADJOURNMENT
11. The next Regular Town Council meeting will be held on May 8, 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 (mah-WEKmah) 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 4
There are no written materials for this Item.
/ƚĞŵ5
dŚĞƌĞĂƌĞŶŽǁƌŝƚƚĞŶŵĂƚĞƌŝĂůƐĨŽƌƚŚŝƐ/ƚĞŵ͘
TOWN OF PORTOLA VALLEY
Historic Schoolhouse
765 Portola Road
Portola Valley, CA 94028
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Mary Hufty, Councilmember
Craig Taylor, Councilmember
Jeff Aalfs, Councilmember
COUNCIL MINUTES- REGULAR MEETING
WEDNESDAY- March 27, 2024
1. CALL TO ORDER- REGULAR SESSION
The Wednesday, April 10th, 2024, Regular Meeting of the Mayor and Council of the Town of Portola Valley convened at approximately 7:01pm.
Regular Session Roll Call
Present: Vice Mayor Hasko, and Councilmembers Aalfs, Hufty, and Taylor Mayor Sarah Wernikoff was remote.
2. PRESENTATIONS
None
3. TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
4. ORAL COMMUNICATIONS
The following spoke during oral communications:
• Dale Pfau
• Caroline Vertongen
5. CONSENT AGENDA
Item 5f was pulled by Councilmember Taylor, Item 5b was pulled by Councilmember Hufty, and Item 5c was pulled by Vice Mayor Hasko.
The following spoke during public comment for items on the consent agenda:
• Rita Comes
Mayor Wernikoff asked for a motion to approve Items 5a, 5d, and 5e.
Councilmember Aalfs made a motion, seconded by Taylor. Motion passed by the following vote.
Ayes: Councilmembers. Aalfs, Hufty, Taylor, Vice Mayor Hasko and Mayor Wernikoff Nays: None.
Mayor Wernikoff asked for a motion to approve Items 5b.
Vice Mayor Hasko made a motion, seconded by Taylor. Motion passed by the following vote.
Ayes: Councilmembers. Aalfs, Hufty, Taylor, Vice Mayor Hasko and Mayor Wernikoff Nays: None.
Mayor Wernikoff asked for a motion to approve Items 5c.
Councilmember Aalfs made a motion, seconded by Hufty. Motion passed by the following vote.
Ayes: Councilmember Aalfs, Hufty, Taylor, Vice Mayor Hasko, Mayor Wernikoff
Minutes of the March 27, 2024, Regular Town Council Meeting
Nays: None.
Mayor Wernikoff asked for a motion to approve Items 5f.
Councilmember Aalfs made a motion, seconded by Hufty. Motion passed by the following vote.
Ayes: Councilmembers. Aalfs, Hufty, Taylor, Vice Mayor Hasko and Mayor Wernikoff Nays: None.
6. REGULAR AGENDA
• Item 6a Annual Housing Element Progress Report for 2023 The following spoke in public comments:
• David Cardinal
• Rita Comes
• Carolina Vertongen
• Jim White
Mayor Wernikoff asked for a motion to approve to receive report Items 6 a.
Councilmember Hufty made a motion, seconded by Councilmember Hasko, to approve to receive Item 6 a. on the regular agenda. The motion passed by the following vote:
Ayes: Councilmember Aalfs, Hufty, Taylor, Vice Mayor Hasko, Mayor Wernikoff Nays: None
Back in Session after 10-minute break at 8:54 PM
• Item 6b Subcommittee Report, Remaining Post-Adoption Plan Activities The following spoke in public comments:
• Rita Comes
Mayor Wernikoff asked for a motion to approve Items 6 b.
Councilmember Aalfs made a motion, seconded by Councilmember Hufty, to approve Item 6 a. on the regular agenda. The motion passed by the following vote:
Ayes: Councilmember Aalfs, Hufty, Taylor, Vice Mayor Hasko, Mayor Wernikoff 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:
• Caroline Vertongen
8. ADJOURNMENT
At 9:47 PM, the Vice Mayor adjourned the April 10, 2024 meeting. The next Regular Town Council meeting will be held on April 24, 2024, at 5:30 PM
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
April 24, 2024
Claims totaling $317,363.82 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 04/17/2024 15:49 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4094 3 A-A LOCK & ALARM INC 1,247.65 04/24/244095 41 AT&T 457.11 04/24/244096 44 BANK OF AMERICA 5,853.31 04/24/24 EFTPS4097 55 BILL HAMILTON ROOFING 1,000.00 04/24/244098 78 CALIFORNIA WATER SERVICE CO 3,510.41 04/24/244099 80 CALPERS 7,814.08 04/24/24 EFTPS4100 121 SCA OF CA, LLC 1,990.56 04/24/244101 124 COMCAST 496.75 04/24/244102 129 COTTON SHIRES & ASSOC. INC. 17,569.90 04/24/244103 167 ECS IMAGING 4,850.00 04/24/244104 168 EK HEALTH 429.50 04/24/244105 176 EXCEL LD 18.60 04/24/244106 195 GOOD CITY COMPANY 107,970.00 04/24/244107 203 GREEN HALO SYSTEMS 228.00 04/24/244108 206 HAMID MOGHADAM 9,789.50 04/24/244109 213 HILLYARD INC 21.80 04/24/244110 214 HINDERLITER DE LLAMAS & ASSOC 750.00 04/24/244111 215 HORIZON 431.54 04/24/244112 218 MISSIONSQUARE RETIREMENT 5,588.84 04/24/24 EFTPS4113 234 J. W. ENTERPRISES 546.88 04/24/244114 245 JEANNIE GOLDMAN 5,440.00 04/24/244115 269 KATHY WADDELL 2,800.00 04/24/244116 278 LAMPHIER GREGORY 2,505.00 04/24/244117 330 NAVIA BENEFIT SOLUTIONS 200.00 04/24/244118 334 NOLTE ASSOCIATES INC 17,701.50 04/24/244119 339 OCCUSCREEN LLC 53.00 04/24/244120 364 PERS HEALTH 12,944.74 04/24/24 EFTPS4121 367 PG&E 2,781.28 04/24/24 EFTPS4122 374 PLAN JPA 1,912.50 04/24/244123 375 PLATINUM FACILITY SERVICES 448.01 04/24/244124 376 PORTOLA VALLEY HARDWARE 299.17 04/24/244125 403 RON RAMIES AUTOMOTIVE INC. 610.72 04/24/244126 413 SANGINI MAJMUDAR BEDNER 2,454.40 04/24/244127 428 SHARP BUSINESS SYSTEMS 116.66 04/24/244128 429 SHELLY SWEENEY 1,104.00 04/24/244129 430 SHELTON ROOFING 1,000.00 04/24/244130 437 SMALL BUSINESS BENEFIT PLAN TR 2,746.80 04/24/244131 448 STATE COMP INSURANCE FUND 6,005.67 04/24/24 EFTPS4132 489 VERIZON WIRELESS 566.90 04/24/24 EFTPS4133 505 WOODSIDE FIRE PROTECTION DISTR 33,245.41 04/24/244134 531 BAIRD + DRISKELL 1,950.00 04/24/244135 536 S. H. ROOFING & CONSTRUCTION 1,000.00 04/24/244136 740 ALESSANDRO MORUZZI 440.00 04/24/244137 914 UNITED MECHANICAL INC 2,140.00 04/24/244138 949 PORTER CAPITAL CORPORATION 3,168.00 04/24/24
apachreg Town of Portola Valley mmagahiz 04/17/2024 15:49 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 4139 1012 NETFILE, INC. 1,200.00 04/24/244140 1016 SHUTE, MIHALY & WEINBERGER LLP 33,137.80 04/24/244141 1112 NIKOLAUS LEIST 1,000.00 04/24/244142 1116 EMBARCADERO MEDIA FOUNDATION 1,890.00 04/24/244143 1118 STERICYCLE, LNC. DBA SHRED-LT 255.33 04/24/244144 1131 STAPRANS DESIGN 2,280.00 04/24/244145 1132 SMP CONSTRUCTION 528.00 04/24/244146 1133 IRENE RUIZ 1,022.50 04/24/244147 1134 WILLIAM DARLING 1,000.00 04/24/244148 1135 GOVERNMENTJOBS.COM DBA NEOGOV 852.00 04/24/24Check totals: 275,809.00ACH totals:EFTPS totals: 41,554.82Wire transfer totals:Payment Manager totals:GRAND TOTALS 317,363.82Check totals: 275,809.00ACH totals:EFTPS totals: 41,554.82Wire transfer totals:Payment Manager totals:GRAND TOTALS 317,363.82
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
15:51 04/17/24 Paid Invoices by Date
From: 04/24/2024 to 04/24/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 3 A-A LOCK & ALARM INC
04/24/24 4094 Operating Key Replacement 1,247.65 664.06 311918 Locksmith Service 583.59 311923
Vendor: 41 AT&T
4095 December Statement 457.11 57.13 000021072518
December Statement 56.96 000021072520January Statement 57.21 000021219763January Statement 57.21 000021219765February Statement 57.15 000021372282February Statement 57.15 000021372284March Statement 57.15 000021519649March Statement 57.15 000021519651 Vendor: 44 BANK OF AMERICA
4096 March Statement 5,853.31 5,853.31 1388-MAR24
Vendor: 55 BILL HAMILTON ROOFING
4097 Deposit Refund, 1 Bayberry 1,000.00 1,000.00 BLDR0007-2024 Vendor: 78 CALIFORNIA WATER SERVICE CO
4098 Water Service 3/14/24 - 4/11/24 3,510.41 3,510.41 MAR-2024 Vendor: 80 CALPERS
4099 April Unfunded Liability 7,814.08 7,814.08 100000017497767 Vendor: 121 SCA OF CA, LLC
4100 March Litter/Street Clean 1,990.56 1,990.56 108530CS Vendor: 124 COMCAST
4101 WIFI-04.16.2024-05.15.2024 496.75 496.75 7290-APR24 Vendor: 129 COTTON SHIRES & ASSOC. INC.
4102 Feb 24- Mar 24 Applicant Charges 17,569.90 15,089.00 2024-MAR Public Works Town Hall Sheriffs Office Evaluations Feb 24 2,480.90 424020 Vendor: 167 ECS IMAGING
4103 Cloud Site License - Annual Renewal 4,850.00 4,850.00 18634 Vendor: 168 EK HEALTH
4104 Ergonomic Evaluation 429.50 116.25 CM30949
Ergonomic Evaluation 197.00 CM32312Ergonomic Evaluation 116.25 CM32313
.
apapdinv2 mmagahiz Town of Portola Valley Page 2
15:51 04/17/24 Paid Invoices by Date
From: 04/24/2024 to 04/24/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 176 EXCEL LD
4105 March Telephone LD Services 18.60 18.60 1197894591 Vendor: 195 GOOD CITY COMPANY
4106 Planning Consultant Services - March 2024 107,970.00 59,307.50 3547 Planning Consultant Services - February 2024 48,662.50 3511 Vendor: 203 GREEN HALO SYSTEMS
4107 August Hosting & Access 228.00 114.00 4431
April Hosting & Access 114.00 4885
Vendor: 206 HAMID MOGHADAM
4108 Deposit Refund - 1 Grove Ct 9,789.50 5,896.25 BLDR0123-2023 Deposit Refund - 1 Grove Ct 3,893.25 PLNSITE00032023
Vendor: 213 HILLYARD INC
4109 Janitorial Supplies 21.80 21.80 605445756
Vendor: 214 HINDERLITER DE LLAMAS & ASSOC
4110 Contract Services Sales Tax Jan-Mar 2024 750.00 750.00 SIN036493 Vendor: 215 HORIZON
4111 Quick Coupler Lock Cover and maintenance 431.54 431.54 1N583254 Vendor: 218 MISSIONSQUARE RETIREMENT
4112 Deferred Comp - April 15, 2024 5,588.84 5,588.84 APRIL-202415 Vendor: 234 J. W. ENTERPRISES
4113 Handicap Unit Rental & Services 546.88 315.44 257685 Handicap Unit Rental & Services 231.44 257686
Vendor: 245 JEANNIE GOLDMAN
4114 Winter 2023-24 Classes 5,440.00 5,440.00 WINTER 2023-24 Vendor: 269 KATHY WADDELL
4115 Winter 2023-24 Classes 2,800.00 2,800.00 WINTER 2023-24 Vendor: 278 LAMPHIER GREGORY
4116 Planning Consultant 3/2/24 -3/29/24 Stanford Wedge 2,505.00 2,505.00 2024-1511 Vendor: 330 NAVIA BENEFIT SOLUTIONS
4117 Mar 2024 Monthly Fee 200.00 200.00 10833890
Vendor: 334 NOLTE ASSOCIATES INC
.
apapdinv2 mmagahiz Town of Portola Valley Page 3
15:51 04/17/24 Paid Invoices by Date
From: 04/24/2024 to 04/24/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
04/24/24 4118 February Applicant Charges & PW Support 17,701.50 17,701.50 FEB-2024 Vendor: 339 OCCUSCREEN LLC
4119 Recruitment 53.00 53.00 228536
Vendor: 364 PERS HEALTH
4120 April Health 12,944.74 12,944.74 100000017487041
Vendor: 367 PG&E
4121 April Statement 2,781.28 2,781.28 APR-2024
Vendor: 374 PLAN JPA
4122 General Liability Claims- March 2024 1,912.50 1,912.50 PLAN-2024-0206 Vendor: 375 PLATINUM FACILITY SERVICES
4123 Janitorial Services - Mar 2024. Fridays disinfection svcs 448.01 448.01 48358 Vendor: 376 PORTOLA VALLEY HARDWARE
4124 March Statement 299.17 299.17 193-MAR24
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
4125 March Fuel Statement 610.72 610.72 G20240331-2
Vendor: 413 SANGINI MAJMUDAR BEDNER
4126 Winter 2023-24 Classes 2,454.40 2,454.40 WINTER 2023-24 Vendor: 428 SHARP BUSINESS SYSTEMS
4127 Mar Copies 116.66 116.66 9004802684
Vendor: 429 SHELLY SWEENEY
4128 Winter 2023-24 Classes 1,104.00 1,104.00 WINTER 2023-24 Vendor: 430 SHELTON ROOFING
4129 Deposit Refund, 25 Saddleback 1,000.00 1,000.00 BLDR0208-2023 Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
4130 May Dental/Vision 2,746.80 2,746.80 MAY-2024
Vendor: 448 STATE COMP INSURANCE FUND
4131 WC Premium, 04/06/2024-05/06/2024 6,005.67 6,005.67 1001844522 Vendor: 489 VERIZON WIRELESS
4132 March Cellular 566.90 566.90 9960061895
.
apapdinv2 mmagahiz Town of Portola Valley Page 4
15:51 04/17/24 Paid Invoices by Date
From: 04/24/2024 to 04/24/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
4133 CERRP Coordinator Apr, May, Jun 2024 33,245.41 10,748.08 2024 Q2_PV 03/01/24-3/31/24 Fire Mitigation Crew Support 22,497.33 WFPDCREW2024-03 Vendor: 531 BAIRD + DRISKELL
4134 Town portion of 21 Elements FY 2023/24 1,950.00 1,950.00 2023-33 Vendor: 536 S. H. ROOFING & CONSTRUCTION
4135 Deposit Refund, 25 Buckeye 1,000.00 1,000.00 BLDR0030-2024 Vendor: 740 ALESSANDRO MORUZZI
4136 Winter 2023-24 Classes 440.00 440.00 WINTER-2023-24 Vendor: 914 UNITED MECHANICAL INC
4137 Town Hall HVAC Maintenance 2,140.00 2,140.00 88818 Vendor: 949 PORTER CAPITAL CORPORATION
4138 Temp Service, Michelle Magahiz 04/01/24-04/07/24 3,168.00 1,188.00 7853 Temp Service, Michelle Magahiz 04/08/24-04/14/24 1,980.00 7866 Vendor: 1012 NETFILE, INC.
4139 Annual Subscription for Agency Services 2/15/24-2/14/25 1,200.00 1,200.00 9252 Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
4140 February Legal Service 33,137.80 33,137.80 FEB-24-SMW Vendor: 1112 NIKOLAUS LEIST
4141 Deposit Refund - 286 Willow 1,000.00 1,000.00 BLDR0047-2021 Vendor: 1116 EMBARCADERO MEDIA FOUNDATION
4142 Legal Advertising 1,890.00 1,890.00 MAR-2024
Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
4143 Paper Shredding Services 255.33 255.33 8006681428
Vendor: 1131 STAPRANS DESIGN
4144 Deposit Refund - 120 Paloma 2,280.00 2,280.00 BLDR0052-2022 Vendor: 1132 SMP CONSTRUCTION
4145 Deposit Refund - 180 Bear Gulch 528.00 528.00 BLDR0202-2023 Vendor: 1133 IRENE RUIZ
4146 Deposit Refund - 115 Meadowood 1,022.50 1,000.00 BLDR0159-2022 Deposit Refund - 115 Meadowood 22.50 BLDR0159-2022 2
.
apapdinv2 mmagahiz Town of Portola Valley Page 5
15:51 04/17/24 Paid Invoices by Date
From: 04/24/2024 to 04/24/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1134 WILLIAM DARLING
4147 Deposit Refund - 937 Westridge 1,000.00 1,000.00 BLDR0172-2022 Vendor: 1135 GOVERNMENTJOBS.COM DBA NEOGOV
4148 Subscription Fee 852.00 852.00 INV-39550
Check Date Totals 317,363.82
Grand Total 317,363.82
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Assistant Town Manager
Sharif Etman, Town Manager
DATE: April 24, 2024
RE: Town Council Priorities
RECOMMENDATION
Staff recommends the Town Council accept the Priorities that will carry through FY 24/25, with a work plan to come at a future meeting.
BACKGROUND
On an annual basis the Town Council endeavors to create and adopt priorities which are utilized to guide the development of the annual budget and drive Town projects. Priorities set the foundation for the Council’s major initiatives in the upcoming fiscal year(s), are the basis for major projects to support the initiatives and are a tool that residents can use to understand the Council’s focus and track progress on meeting those goals.
Given the transition of staff and new Town Manager, it was recommended to host a workshop to develop potential priority topics and strengthen teamwork. The Town has engaged a professional facilitator to assist with the process, develop the framework for successful discussions and facilitate the priority setting.
On March 18th, at the Sequoias, the Town Council and staff held a Priority Setting Workshop, which was facilitated by professionals from Baker Tilly.
DISCUSSION
The Town Council created five (5) Goal Areas, also known as Priorities. These Goal Areas are in no order as the order does not imply higher or lower importance. ❖ Fiscal Responsibility and Long-Term Viability
❖ Safety
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Town Council Priorities
❖ Responsible Land Use
❖ Organizational Efficiency and Effectiveness
❖ Environmental Sustainability
Staff will come back to the Council with a workplan for the Goal Areas at a future meeting.
FISCAL IMPACT
There is no fiscal impact resulting from the Town Council accepting the priorities created on March 18
th, 2024.
______________________________________________________________________________________ TO:  Mayor and Members of the Town Council
FROM: Catherine Engberg, Town Attorney
DATE: April 24, 2024
RE: Resolution Adopting a Policy Regarding the Procedures for Councilmembers to Request Future Council Agenda Items
RECOMMENDATION
Adopt a resolution clarifying the policy by which Councilmembers may request that items be placed on a future Town Council agenda.
DISCUSSION
Most Town Council agenda items are based on established Town Council priorities and follow up workplan. However, certain Town business items cannot be anticipated during the Town Council’s annual priority setting meeting and require timely Council action.
At the March 18, 2024 Town Council priority and goal setting workshop, the Council discussed the current procedures by which Councilmembers may request future Council agenda items. It was noted that the Council has a practice whereby Councilmember have two options for requesting future agenda items: (1) request to the Town Manager; or (2) via a Colleagues memo. The Council discussed that it may be helpful to clarify the existing practice by bringing back proposed policy at a future meeting.
The attached policy reflects current practice, as best understood by current Town staff.
Nothing in this policy affects the ability of the Town Manager and Town Attorney to place agenda items on Town Council agendas.
FISCAL IMPACT
There is no fiscal impact with this action.
ATTACHMENTS
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
________ Cindy Rodas, Admin. Svcs. Manager _________ Sharif Etman, Town Manager
1. Resolution Adopting a Policy Regarding the Procedures for Councilmembers to Request Future Council Agenda Items
1772081.1
RESOLUTION NO. XX-2024
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY
ADOPTING A POLICY REGARDING THE PROCEDURE FOR COUNCILMEMBERS
TO REQUEST FUTURE COUNCIL AGENDA ITEMS
WHEREAS, the Town Council seeks to clarify the process by which Councilmembers may request that agenda items be added to future Town Council meetings; and
WHEREAS, most Town Council agenda items are based on established Town Council priorities and follow up workplan; and
WHEREAS, certain Town business items cannot be anticipated during the Town Council’s annual priority setting meeting and require timely Council action.
NOW THEREFORE, the Town Council of the Town of Portola Valley does hereby RESOLVE as follows:
Councilmembers may request future agenda items as follows:
1. A Councilmember may make the request verbally or in writing to the Town Manager;
2. A Councilmember may submit a “colleagues memo” for placement on the next available Council agenda. The Council does not take action on colleagues memos; rather, if follow up action is requested, and if a majority of Councilmembers vote in favor, the Town Manager will prepare a staff report and place the item on a future Council agenda for consideration and action.
Nothing in this policy affects the ability of the Town Manager and Town Attorney to place agenda items on Town Council agendas.
PASSED AND ADOPTED this 23rd day of April, 2024.
By: __________________________
Mayor
ATTEST:
_________________________
Town Clerk
1771455.1