TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, June 26, 2024
REGULAR MEETING 7:00 PM
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Jeff Aalfs, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
REGULAR SESSION HYBRID MEETING
HISTORICSCHOOLHOUSE- 765PortolaRoad,PortolaValley,CA94028 Sarah Wernikoff will be attending the meeting remotely at the following public location:
Hyatt Regency Boston Harbor, Room 822
101 Harborside Dr, Boston, MA 02128
Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your comments using this online form by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to Council, Commission, or Committee members for consideration during the meeting and included in the public record. Additionally, technology permitting, the public body will take questions using the Raise Hand button for those who attend the meeting online or by phone. Phone callers may provide comments by pressing *9 on their phone to "raise your hand" and *6 to mute/unmute themselves. The meeting Chair will call on people to speak by the phone number calling in. Remote participation is provided as a supplemental way to provide public comment, but this method does not always work. The public is encouraged to attend in person to ensure full participation.
Assistance for People with Disabilities: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700 or by email at [email protected]. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting.
1. CALL TO ORDER – REGULAR SESSION
2. PRESENTATIONS/PROCLAMATIONS
a. Proclamation to Honor Howard Young for Exemplary Service
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, 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.
VIRTUAL PARTICIPATION VIA ZOOM
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Passcode: 194937
To access the meeting by phone:
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Mute/Unmute – Press *6 / Raise Hand – Press *9
1 Town of Portola Valley – Council Agenda
June 26, 2024
5. CONSENT AGENDA
a. Approval of Warrant List 6/26/2024
b. Approval of Declaration of Election Resolution
c. Approval of Reauthorizing the Town Treasurer as the Authority for Management of the Town’s Investment Programs
d. Approval of Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project List
e. Approval of San Mateo County Sheriff’s Office/ Portola Valley Commissioner and Assistant Commissioner
6. REGULAR AGENDA
a. Discuss and Review Timelines for 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 July 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 (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. 2 PROCLAMATION
The Town of Portola Valley Honors Howard Young for Exemplary Service to the Town of Portola Valley
WHEREAS Howard Young has served the Town of Portola Valley with unwavering dedication and exceptional service for 22 years, and;
WHEREAS Howard Young has been instrumental in leading the development and construction of the Town Center, showcasing his vision and commitment to the community, and; WHEREAS, as the Director of the Public Works Department, Howard Young has been a guiding force in transforming an 11-acre old school site into a vibrant community hub. This site now serves as a place for residents to gather, celebrate, access resources and information, and provides a sustainable workplace for staff, and;
WHEREAS, Howard Young is strongly admired by residents and committee members alike for his dedication, leadership, and ability to forge strong connections within the community, and; WHEREAS, Howard Young has exemplified the ethos of the Town of Portola Valley through his tireless work, embodying the principles of service, sustainability, and community engagement, and; NOW, THEREFORE, the Town of Portola Valley hereby recognizes and honors Howard Young for his exemplary service, and contributions to our town. His efforts have not only improved the physical infrastructure of our community but have also created long lasting relationships with all those who share their pride in our town.
BE IT FURTHER RESOLVED, that the Town of Portola Valley extends its deepest gratitude to Howard Young for his outstanding service and wishes him continued success in all his future endeavors.
Proclaimed this day, June 26, 2024, by the Town of Portola Valley.
___________________________
Sarah Wernikoff, Mayor
June 26, 2024
3 Item 3
There are no written materials for this Item.
4 Item 4
There are no written materials for this Item.
5 TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
June 26, 2024
Claims totaling $1,743,006.74 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
6 apachreg Town of Portola Valley mmagahiz 06/20/2024 14:49 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4289 41 AT&T 113.38 06/26/244290 44 BANK OF AMERICA 9,596.37 06/26/24 EFTPS4291 48 BARTLETT TREE EXPERTS 1,930.00 06/26/244292 49 BAY AREA GEOTECH GROUP 11,065.00 06/26/244293 78 CALIFORNIA WATER SERVICE CO 17,049.02 06/26/244294 80 CALPERS 7,814.08 06/26/24 EFTPS4295 124 COMCAST 708.87 06/26/244296 125 CONNIE STACK 1,036.80 06/26/244297 129 COTTON SHIRES & ASSOC. INC. 18,101.50 06/26/244298 195 GOOD CITY COMPANY 55,547.50 06/26/244299 203 GREEN HALO SYSTEMS 228.00 06/26/244300 218 MISSIONSQUARE RETIREMENT 5,454.63 06/26/24 EFTPS4301 234 J. W. ENTERPRISES 546.88 06/26/244302 245 JEANNIE GOLDMAN 5,952.00 06/26/244303 265 JUSTIN BIXBY 229.69 06/26/244304 267 KARI CHINN 103.82 06/26/244305 269 KATHY WADDELL 3,360.00 06/26/244306 276 KUTZMANN & ASSOCIATES 29,884.18 06/26/244307 278 LAMPHIER GREGORY 5,745.00 06/26/244308 295 LYNX TECHNOLOGIES INC 750.00 06/26/244309 324 MIRANDAS LANDSCAPE 3,693.63 06/26/244310 330 NAVIA BENEFIT SOLUTIONS 200.00 06/26/244311 334 NOLTE ASSOCIATES INC 23,796.75 06/26/244312 339 OCCUSCREEN LLC 181.00 06/26/244313 340 OGRADY PAVING INC. 258,971.14 06/26/244314 364 PERS HEALTH 10,582.42 06/26/24 EFTPS4315 376 PORTOLA VALLEY HARDWARE 255.31 06/26/244316 380 PURCHASE POWER 42.63 06/26/244317 412 SAN MATEO SHERIFF 1,173,292.00 06/26/24 EFTPS4318 413 SANGINI MAJMUDAR BEDNER 1,310.40 06/26/244319 429 SHELLY SWEENEY 1,264.00 06/26/244320 437 SMALL BUSINESS BENEFIT PLAN TR 3,011.60 06/26/244321 448 STATE COMP INSURANCE FUND 6,005.67 06/26/24 EFTPS4322 485 US POSTMASTER 320.00 06/26/244323 486 VANCE BROWN INC. 25,312.05 06/26/244324 545 W H DEMPSEY ENGINEERING LLC 1,550.00 06/26/244325 553 COUNTY OF SAN MATEO-PSC 18,240.75 06/26/244326 697 CYNTHIA ROWE 500.00 06/26/244327 860 STEPFORD 825.00 06/26/244328 864 DAILY POST 693.75 06/26/244329 901 ABOVE ALL ROOFING 1,000.00 06/26/244330 992 PRECISION GRAPHICS 1,100.58 06/26/244331 1066 SHARIF ETMAN 650.00 06/26/244332 1067 KRISCH & COMPANY 23,512.50 06/26/244333 1118 STERICYCLE, LNC. DBA SHRED-LT 112.95 06/26/24 7 apachreg Town of Portola Valley mmagahiz 06/20/2024 14:49 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 4334 1139 BELKORP AG, LLC 2,395.89 06/26/244335 1157 FRANZISKA WILSBERG 100.00 06/26/244336 1160 GENNADY GALANTER 20.00 06/26/244337 1161 JAVIER TAPIA ROOFING 1,000.00 06/26/244338 1162 MARY BIRKEL 100.00 06/26/244339 1163 CHRISTINE MCLEAVEY 100.00 06/26/244340 1164 KYLE GRAHAM 100.00 06/26/244341 1165 JULIA NOWINSKA 100.00 06/26/244342 1166 MIKE CHANG 100.00 06/26/244343 1167 ALL BAY SOLAR 1,000.00 06/26/244344 1168 RESOURCES RECYCLING & RECOVERY 5,000.00 06/26/244345 1169 DALE KANE 1,350.00 06/26/24Check totals: 530,261.57ACH totals:EFTPS totals: 1,212,745.17Wire transfer totals:Payment Manager totals:GRAND TOTALS 1,743,006.74Check totals: 530,261.57ACH totals:EFTPS totals: 1,212,745.17Wire transfer totals:Payment Manager totals:GRAND TOTALS 1,743,006.74 8 .
apapdinv2 mmagahiz Town of Portola Valley Page 1
14:49 06/20/24 Paid Invoices by Date
From: 06/26/2024 to 06/26/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 41 AT&T
06/26/24 4289 May Statement 113.38 56.69 000021814596
May Statement 56.69 000021814598
Vendor: 44 BANK OF AMERICA
4290 May Statement 9,596.37 9,596.37 1388-MAY24
Vendor: 48 BARTLETT TREE EXPERTS
4291 Coast Live Oak - Remove fallen debris 1,930.00 1,930.00 41891227-0 Vendor: 49 BAY AREA GEOTECH GROUP
4292 2023-2024 Street Resurfacing - Testing Westridge Street 11,065.00 11,065.00 58065 Vendor: 78 CALIFORNIA WATER SERVICE CO
4293 Water Service 5/11/24 - 6/11/24 17,049.02 17,049.02 MAY-2024 Vendor: 80 CALPERS
4294 June Unfunded Liability 7,814.08 7,814.08 100000017557712 Vendor: 124 COMCAST
4295 WIFI-06.16.2024-07.15.2024 708.87 496.75 7290-JUN24 WIFI-06.21.2024-7.20.2024 212.12 1945-JUN24
Vendor: 125 CONNIE STACK
4296 Winter 2023-24 Classes 1,036.80 1,036.80 WINTER 2023-24 Vendor: 129 COTTON SHIRES & ASSOC. INC.
4297 May 24 Applicant Charges 18,101.50 18,101.50 2024-MAY Vendor: 195 GOOD CITY COMPANY
4298 Planning Consultant Services - May 2024 55,547.50 55,547.50 3617 Vendor: 203 GREEN HALO SYSTEMS
4299 May Hosting & Access 228.00 114.00 4945
June Hosting & Access 114.00 4992
Vendor: 218 MISSIONSQUARE RETIREMENT
4300 Deferred Comp - June 15, 2024 5,454.63 5,454.63 JUNE-202415 Vendor: 234 J. W. ENTERPRISES
4301 Handicap Unit Rental & Services 546.88 315.44 258943 Handicap Unit Rental & Services 231.44 258944
Vendor: 245 JEANNIE GOLDMAN
9 .
apapdinv2 mmagahiz Town of Portola Valley Page 2
14:49 06/20/24 Paid Invoices by Date
From: 06/26/2024 to 06/26/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
06/26/24 4302 Spring 2024 Classes 5,952.00 5,952.00 SPRING-2024 Vendor: 265 JUSTIN BIXBY
4303 Expense Reimbursement - Boots 229.69 229.69 FRRS-24-8 Vendor: 267 KARI CHINN
4304 Coffee with Mayor Event Staff Wellness Cards 103.82 103.82 FRRS-24-9 Vendor: 269 KATHY WADDELL
4305 Spring 2024 Classes 3,360.00 3,360.00 SPRING-2024
Vendor: 276 KUTZMANN & ASSOCIATES
4306 August Plan Checks 29,884.18 15,958.76 119122
May Plan Checks 13,925.42 408913
Vendor: 278 LAMPHIER GREGORY
4307 Planning Consultant 4/24/24 -5/24/24 Stanford Wedge 5,745.00 5,745.00 2024-1540 Vendor: 295 LYNX TECHNOLOGIES INC
4308 GIS Professional Services in Apr-May 2024 750.00 750.00 10179 Vendor: 324 MIRANDAS LANDSCAPE
4309 May Landscape Maintenance Services 3,693.63 3,328.00 588 May Landscape Maintenance Services 365.63 589
Vendor: 330 NAVIA BENEFIT SOLUTIONS
4310 Apr 2024 Monthly Fee 200.00 200.00 10849286
Vendor: 334 NOLTE ASSOCIATES INC
4311 April Applicant Charges & PW Support 23,796.75 23,796.75 APR-2024 Vendor: 339 OCCUSCREEN LLC
4312 Recruitment 181.00 181.00 232169
Vendor: 340 OGRADY PAVING INC.
4313 24027- Westridge Drive Rehab 258,971.14 258,971.14 7667 Vendor: 364 PERS HEALTH
4314 May Health 10,582.42 10,582.42 10000017517783.
Vendor: 376 PORTOLA VALLEY HARDWARE
4315 May Statement 255.31 255.31 193-MAY24
Vendor: 380 PURCHASE POWER
10 .
apapdinv2 mmagahiz Town of Portola Valley Page 3
14:49 06/20/24 Paid Invoices by Date
From: 06/26/2024 to 06/26/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
06/26/24 4316 Postage Meter 42.63 42.63 7931-JUN24
Vendor: 412 SAN MATEO SHERIFF
4317 FY23-24 (01/01/2024 - 06/30/2024) Law Enforcement Services 1,173,292.00 1,173,292.00 PS-INV304880 Vendor: 413 SANGINI MAJMUDAR BEDNER
4318 Spring 2024 Classes 1,310.40 1,310.40 SPRING-2024
Vendor: 429 SHELLY SWEENEY
4319 Spring 2024 Classes 1,264.00 1,264.00 SPRING-2024
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
4320 July Dental/Vision 3,011.60 3,011.60 JULY-2024
Vendor: 448 STATE COMP INSURANCE FUND
4321 WC Premium, 06/06/2024-07/06/2024 6,005.67 6,005.67 1001844524 Vendor: 485 US POSTMASTER
4322 Annual Bulk Mail Permit Renewal 2024 320.00 320.00 PERMIT#581_2024 Vendor: 486 VANCE BROWN INC.
4323 Construction Services 25,312.05 25,312.05 6.17.24
Vendor: 545 W H DEMPSEY ENGINEERING LLC
4324 Open Space Mowing Springdown 1,550.00 1,550.00 1916 Vendor: 553 COUNTY OF SAN MATEO-PSC
4325 Public Safety Dispatch Svcs, Apr-Jun 2024 18,240.75 18,240.75 PVPD 24-04 Vendor: 697 CYNTHIA ROWE
4326 Court Deposit Refund 500.00 500.00 PROF-24-5-2
Vendor: 860 STEPFORD
4327 Remote Onsite Service Jun 24 825.00 825.00 2406328 Vendor: 864 DAILY POST
4328 Notice 4.17 Meeting Advertisement - April 693.75 225.00 88137
5.22 TC HE Notice Advertisement - May 281.25 88558CPI Notice 5.22 Advertisement - May 187.50 88559 Vendor: 901 ABOVE ALL ROOFING
4329 Deposit Refund, 40 Santa Maria 1,000.00 1,000.00 BLDR0076-2024 Vendor: 992 PRECISION GRAPHICS
11 .
apapdinv2 mmagahiz Town of Portola Valley Page 4
14:49 06/20/24 Paid Invoices by Date
From: 06/26/2024 to 06/26/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
06/26/24 4330 PV Cultural Arts Viny Banner & Posters 1,100.58 1,100.58 19746 Vendor: 1066 SHARIF ETMAN
4331 2024 League of Cities Conference Reimbursement 650.00 650.00 FRRS-24-10 Vendor: 1067 KRISCH & COMPANY
4332 Professional Services - May 2024 23,512.50 23,512.50 53844 Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
4333 Paper Shredding Services 112.95 112.95 8007306573
Vendor: 1139 BELKORP AG, LLC
4334 Tractor Repair 2,395.89 2,395.89 983712
Vendor: 1157 FRANZISKA WILSBERG
4335 Picnic Deposit Refund 100.00 100.00 PROF-23-61-2
Vendor: 1160 GENNADY GALANTER
4336 Refund Deposit - REC-017247 20.00 20.00 REC-017247 Vendor: 1161 JAVIER TAPIA ROOFING
4337 Deposit Refund - 55 Iroquois Trail 1,000.00 1,000.00 BLDR0043-2024 Vendor: 1162 MARY BIRKEL
4338 Picnic Table Deposit Refund 100.00 100.00 PROF-23-48 Vendor: 1163 CHRISTINE MCLEAVEY
4339 Picnic Table Deposit Refund 100.00 100.00 PROF-23-53 Vendor: 1164 KYLE GRAHAM
4340 Library Lawn Deposit Refund 100.00 100.00 PROF-23-57 Vendor: 1165 JULIA NOWINSKA
4341 Picnic Table Deposit Refund 100.00 100.00 PROF-24-21 Vendor: 1166 MIKE CHANG
4342 Picnic Table Deposit Refund 100.00 100.00 PROF-24-23 Vendor: 1167 ALL BAY SOLAR
4343 Deposit Refund - 14 Coalmine View 1,000.00 1,000.00 BLDR0078-2024 Vendor: 1168 RESOURCES RECYCLING & RECOVERY
4344 Repayment unspent funds FY21-22 5,000.00 5,000.00 1577352 12 .
apapdinv2 mmagahiz Town of Portola Valley Page 5
14:49 06/20/24 Paid Invoices by Date
From: 06/26/2024 to 06/26/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1169 DALE KANE
4345 Deposit Refund - 3 Hillbrook 1,350.00 1,350.00 BLDM0006-2023 Check Date Totals 1,743,006.74
Grand Total 1,743,006.74
13 RESOLUTION NO.
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY CALLING AND GIVING NOTICE OF THE HOLDING OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON NOVEMBER 5, 2024 FOR THE PURPOSE
OF ELECTING TWO MEMBERS OF THE TOWN COUNCIL
The Town Council of the Town of Portola Valley does RESOLVE as follows:
1. Date of Election – Offices to be Filled. A general municipal election is hereby called and ordered to be held in the Town of Portola Valley, State of California, on Tuesday, November 5, 2024, for the purpose of electing eligible persons to hold certain elective offices, the terms of incumbents of which are about to expire. Those offices are as follows:
A member of the Town Council to fill the office now held by SARAH WERNIKOF for a term of four (4) years;
A member of the Town Council to fill the office now held by JEFF AALFS for a term of four (4) years;
2. Elections Code Section 10403 – The Town Council of Portola Valley is hereby consenting and agreeing to the consolidation of a General Municipal Election with the Statewide General Election to be held on Tuesday, November 5, 2024.
3. Elections Code Section 10002 – The Town Council of Portola Valley further requests that the County Board of Supervisors permit County election official(s) be authorized to render services to the Town relating to the conduct of said election. The services shall be of the administrative type normally performed by such County election official(s) in conducting elections including, but not limited to, checking registrations; printing and mailing sample ballots; ballots; candidates’ statements; hiring election officers and arranging for polling places; providing and distribution of election supplies; and counting ballots and canvassing returns.
4. Canvassing Returns – That the San Mateo County Chief Elections Officer and Assessor-County Clerk Recorder is hereby authorized to canvass the returns of the General Municipal Election, and that the election shall be held in all respects as if there were only one election, and only one form of ballot shall be used.
5. Nomination Papers – Nomination papers may be procured from the Town Clerk no earlier than July 15, 2024, at 8:00 a.m. and shall be filed with the Town Clerk no later than 5:00 p.m. on August 9, 2024.
6. Precincts – That the election precincts, polling places, voting centers and booths, and election officials in each of the precincts in which this election shall be held, shall be the same as provided for the Statewide General Election on said date, as prescribed 14 by the ordinance, order, resolution or notice of the Board of Supervisors of San Mateo County calling, providing for, or giving notice of such other election and which sets forth such precincts, voting centers or booths, polling places and elections officials.
7. Costs – The Town of Portola Valley recognizes that the costs incurred by the San Mateo County Chief Elections Officer and Assessor-County Clerk-Recorder, by reason of this consolidation, will be reimbursed by the Town of Portola Valley as specified in the Services Agreement that the Town Council of Portola Valley hereby authorizes the Town Manager to execute.
8. Elections Code 13307 – The Town Council of Portola Valley hereby determines to levy against each candidate availing themselves if the service of including a candidate’s statement not to exceed two hundred (200) words in length in the voter’s pamphlets, the actual prorated costs of printing, handling and translating the candidate’s statement incurred by the Town of Portola Valley. The Town Clerk shall provide written notice to such effect with each set of nomination papers issued and shall require payment of the estimated prorated share at the time the candidate statement is filed.
9. Submit Certified Copy – The Town Clerk is hereby directed to submit a certified copy of this resolution to the Board of Supervisors of the County of San Mateo, and to the appropriate County election official(s) of San Mateo. The Town Clerk is also directed to file a copy of the resolution with the San Mateo County Chief Elections Officer and Assessor-County Clerk-Recorder prior to July 15, 2024.
10. That the Town Clerk shall certify to the passage and adoption of this resolution.
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Portola Valley that the above and foregoing Town Council resolution was duly and regularly passed and adopted at a regular meeting of said Town Council on the 26th day of June, 2024, by the following votes:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST:
_________________________
Sarah Wernikoff
Mayor
Town Clerk
15 ________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: June 26, 2024
RE: Reauthorizing the Town Treasurer as the Authority for Management of the Town’s Investment Programs.
RECOMMENDATION
Staff recommends that the Town Council reauthorize the Town Treasurer as the Authority for Management of the Town’s Investment Programs.
BACKGROUND
Per California Government Code Section 53607 (Attachment 1), a legislative body of a municipality may delegate, for a one-year period, the authority to manage investment programs to that body’s treasurer.
The Town’s Municipal Code Title 2 Chapter 2.08.020 enables the Town Manager to serve as the Town Treasurer (Attachment 2).
DISCUSSION
The California Government Code only authorizes such delegation for a one-year period.
Staff recommends reappointing, pursuant to the Town of Portola Valley Municipal Code, the Town Manager to continue to manage investment programs for the next fiscal year.
Per the Town’s Investment Policy (Attachment 3), day-to-day operations shall be delegated to the Finance Director; the Town Manager will continue to consult with the Finance Committee on present and future investments.
FISCAL IMPACT
None
ATTACHMENT
1. California Government Code Section 53607
2. Town of Portola Valley Municipal Code Title 2 Chapter 2.08.020
3. Town of Portola Valley Investment Policy
TOWN OF PORTOLA VALLEY
STAFF REPORT
16 Town Treasurer Authorization
June 26, 2024
________ Anthony McFarlane, Finance Director _________ Sharif Etman, Town Manager 17 State of California
GOVERNMENT
CODE
Section 53607
53607. The authority of the legislative body to invest or to reinvest funds of a local agency, or to sell or exchange securities so purchased, may be delegated for a one-year period by the legislative body to the treasurer of the local agency, who shall thereafter assume full responsibility for those transactions until the delegation of authority is revoked or expires, and shall make monthly report of those transactions to the legislative body. Subject to review, the legislative body may renew the delegation of authority pursuant to this section each year.
(Amended by Stats. 1996, Ch. 749, Sec. 6. Effective January 1, 1997.) 18 ATTACHMENT #2
2.08.020 – Town Treasurer
The Town manager shall serve as the town treasurer. The town treasurer shall maintain the account of the town in accordance with the approved final budget and accepted municipal accounting procedures and shall perform such other duties as set forth in the general laws of the state. (Ord. 2015-406 §§ 3, 4, 2015)
19 Attachment 3
Town of Portola Valley
Investment Policy
Originally Adopted: December 10, 2003
Revised: November 8, 2017
Revised: November 28, 2018
Revised: August 14, 2019
1.0 MISSION STATEMENT
It is the policy of the Town of Portola Valley to invest public funds in a manner which will provide the maximum security with best investment returns, while meeting the daily cash flow demands of the entity. The Town’s portfolio shall be designed and managed in a manner responsive to the public trust and consistent with state and local law.
2.0 SCOPE
This investment policy applies to all financial assets of the Town of Portola Valley. These funds are audited annually and accounted for in the Financial Statements. This policy is applicable, but not limited to all funds listed below:
General Fund
Special Revenue
Restricted Funds
Trust Funds
Any other Town Funds or funds held for the exclusive benefit of the Town of Portola Valley and under the direction of Town of Portola Valley officials.
2.1 Pooling of Funds Except for cash in certain restricted funds, the Town will consolidate cash balances from all funds to maximize investment earnings. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles.
3.0 OBJECTIVES
In order of priority, the primary objectives of the investment activities shall be:
3.1 Safety Safety of the principal is the foremost objective of the investment program. Investments of the Town shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio.
3.2 Liquidity The investment portfolio will remain sufficiently liquid to enable the Town of Portola Valley to meet all operating requirements that might be reasonably anticipated.
3.3 Return or Yield The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and 20 Attachment 3
the cash flow characteristics of the portfolio. Return on investment is of secondary importance compared to the safety and liquidity objectives described above.
4.0 STANDARDS OF CARE
4.1 Prudence Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence and discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. The standard of prudence to be used shall be the “prudent investor” standard (California Government Code 53600.3) and shall be applied in the context of managing an overall portfolio.
Investment officers acting in accordance with written procedures and the investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s risk or market price changes, provided deviations from expectation are reported in a timely fashion and appropriate action is taken to control adverse developments.
4.2 Delegation of Authority Authority to manage the investment program is derived from California Government Code (CGC) 53600/1, et seq.
Management responsibility for the investment program is hereby delegated to the Treasurer. Daily management responsibility of the program may be delegated to the Finance Director, who shall establish procedures and operate the investment program consistent with this investment policy.
Procedures may include, but not be limited to, references to: safekeeping, wire transfer agreements, collateral/depository agreements and banking services contracts, as appropriate. Such procedures shall include explicit delegation of authority to persons responsible for investment transactions.
No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Treasurer.
4.3 Ethics and Conflict of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions.
Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any large personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions 21 Attachment 3
with the same individual with whom business is conducted on behalf of the Town.
4.4 Internal Control Separation of functions between the Treasurer, Finance Director, and Finance Committee is designed to provide an ongoing internal review to prevent the potential for converting assets or concealing transactions.
Investment decisions are made by the Treasurer and executed by the Finance Director. All wire transfers initiated by the Finance Director must be reconfirmed by the appropriate financial institution to the Accounting Technician and approved by the Treasurer. Timely bank reconciliation is conducted to ensure proper handling of all transactions The investment portfolio and all related transactions are reviewed and balanced to appropriate general ledger accounts by the Finance Director and Accounting Technician on a monthly basis. Internal controls will be documented by staff.
5.0 AUTHORIZED FINANCIAL INSTITUTIONS AND DEALERS
The Treasurer may select any financial institution/broker/dealer selected by credit worthiness that is authorized to provide investment services in the State of California. For broker/dealers of government securities and other investments, the Treasurer shall select only broker/dealers who are licensed and in good standing with the California Department of Securities, the Securities and Exchange Commission and the FINRA Financial Industry Regulatory Authority.
6.0 AUTHORIZED INVESTMENTS
6.1 Investment Types The Town of Portola Valley is empowered by CGC 53601 et seq. to invest in the following:
▪ Local Agency Investment Fund (LAIF), a special fund of the State Treasury in which local agencies are allowed to pool their funds for investment purposes up to a maximum -allowed by the State. LAIF will have its own investment policy that will differ from the Town. ▪ United States Government Agency Bonds.
▪ United States Treasury Bills, Notes and Bonds.
▪ Mutual funds or exchange traded funds investing over 80% of assets in either:
o 1) short to medium term corporate bonds holding an average credit rating of “A” or better not to exceed 30% of surplus funds, or o 2) short to medium term Federal Agency or U.S. Government sponsored enterprise obligations.
▪ Pools and other investment structures incorporating investments permitted in CGC 53601 and 53635, such as Local Government Investment Pools sponsored by Counties and Joint Powers Authorities. 22 Attachment 3
These entities may have their own investment policy that will differ from that of the Town.
▪ Negotiable Certificates of Deposit issued by federally or state chartered banks or associations. No more than 30% of surplus funds can be invested in certificates of deposit.
Investment in derivatives of the above instruments shall require authorization by the Town Council. Any concentrated equity or bond holding (including any private note held by the Town), however obtained, must be sold and converted into approved investments as quickly as practicable, considering market liquidity and trading restrictions on such securities.
6.2 Collateralization All certificates of deposit must be collateralized by U.S.
Treasury obligations held by a third party with whom the Town has a current written custodial agreement. The Treasurer may waive this requirement up to the amount already insured by federal or state deposit insurance (FDIC).
7.0 APPROVAL AND REVISION
The Investment Policy shall be adopted by resolution of the Town of Portola Valley. The Policy will be reviewed as part of the annual budget process with any amendments to be approved by the Council.
23 ________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Howard Young, Public Works Director
DATE: June 26, 2024
RE: Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project list
RECOMMENDATION
Staff recommends that the Town Council adopt the attached resolution approving a project list to comply with SB-1 funding requirements as required annually.
BACKGROUND
On April 28, 2017, the Governor signed Senate Bill 1 (SB 1), Road Repair and Accountability Act of 2017, to address transportation funding shortfalls statewide.
SB 1 established a Road Maintenance and Rehabilitation Account (RMRA) in the State Transportation Fund. Beginning in January 2018, the State Controller deposited funds generated from increased fuel taxes and vehicle registration fees into the RMRA. A portion of the RMRA funds are distributed on a monthly basis to cities for basic road maintenance, rehabilitation and critical safety projects on local streets and road systems.
In Fiscal Year 2023-2024, the estimated amount the Town was to receive from the RMRA was $107,667. The Town has received distribution payments totaling approximately $84,217 to date for 2023-2024 and anticipates continuing to receive payments towards the estimate. A project list for 2023-2024 was approved by the Town Council on June 14, 2023.
In Fiscal Year 2023-2024, the Town is estimated to receive $114,968 from the RMRA. Estimates were provided by CaliforniaCityFinance.com.
DISCUSSION
SB 1 emphasizes the importance of accountability and transparency in the delivery of California's transportation programs. In order to be eligible for RMRA funding, cities must annually adopt a resolution with a list of projects they intent to fund with
TOWN OF PORTOLA VALLEY
STAFF REPORT
24 Senate Bill 1 Road Maintenance and Rehabilitation Account Funding
June 26, 2024
SB1 funding in the upcoming fiscal year. The program this year allows submittal of the proposed project list until July 1, 2024.
Staff recommends that the funding be applied towards the Town’s Annual Street Resurfacing Project, which will be included in the Proposed Budget for Fiscal Year 2024-2025. The funds can be used on a previous or future submitted project.
The project list includes project description, locations, completion schedule, anticipated useful life and other information required by the program. The project locations and dates are considered flexible, which allows for changes, substitutions, additions, or removal of roadways. This is helpful as staff will be in the process of developing the scope of the 2024-2025 street resurfacing project. The current project list (Attachment 1) is derived from the Town’s Pavement Management System, based on a program that was developed by the Metropolitan Transportation Commission. This draft list was compiled in order to receive SB 1 funding, and does not represent the complete list or final list of street projects for the upcoming fiscal year.
FISCAL IMPACT
Funding from multiple sources, including SB1/RMRA funds of $114,968, for the construction of the Annual Street Resurfacing project will be considered in the Proposed Budget for Fiscal Year 2024-2025 under Capital Improvements. The funds are provided to the Town on a monthly basis.
ATTACHMENT
1. Project list
2. Resolution
________ Anthony McFarlane, Finance Director _________ Sharif Etman, Town Manager 25 Attachment 1
PROPOSED SB-1 TRANSPORTATION FUNDING PROJECT LIST
Fiscal Year 2024/2025
Project Name: Street Resurfacing Project in the Town of Portola Valley
1. Project Description: As part of the Towns annual street resurfacing program, this proposed project consists of street resurfacing and rehabilitation work consisting of base repairs, crack sealing, and asphalt overlay or slurry/surface seals. The primary factor for choosing the roadway segments included is the Pavement Condition Index (PCI) of each roadway. PCI is a measurement of a street’s condition derived through field inspections that utilize scoring criteria developed by the Metropolitan Transportation Commission’s (MTC) pavement management program.
2. Location of the Project:
a. Minoca Road (Cervantes Road to Golden Oak Drive)
b. Possum Lane (Town limits to Westridge Drive)
c. Westridge Drive (Solana Road to Mapache Drive)
3. Schedule of Completion: Construction of the project is estimated to be complete by December 2026.
4. Estimated Useful Life:
Resurfacing and rehabilitation work will extend life expectancy of these streets as shown below:
• Slurry/Surface seals 4 – 6 years
• Asphalt Overlay 10-15 years
26 Resolution no. ______-2024
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY ADOPTING A PROJECT LIST FOR FISCAL YEAR 2024-25 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 in order to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our Town are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the Town must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1 by resolution, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the Town, will receive an estimated $114,968.00 in RMRA funding in Fiscal Year 2024-25 from SB 1; and
WHEREAS, this is the eighth year in which the Town is receiving SB 1 funding and will enable the Town to continue essential road maintenance and rehabilitation projects; and
WHEREAS, the Town used a Pavement Management System and onsite staff evaluation to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and
WHEREAS, the funding from SB 1 will help the Town maintain and rehabilitate the listed roads, and many similar projects into the future.
NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the Town Council of the Town of Portola Valley, State of California, as follows:
1. The foregoing recitals are true and correct.
27 2. The fiscal year 2024-25 list of projects planned to be funded with Road Maintenance and Rehabilitation Account revenues include: See Attachment 1 for project list.
PASSED AND ADOPTED by the Town Council of the Town of Portola Valley, State of California this _______ day of _______, 2024.
Mayor
ATTEST:
Town Clerk
28 ___________________________________________________________________________________ __________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty and Craig Taylor
DATE: 6/19/2024
RE: Approval for San Mateo County Sherriff’s Office / Portola Valley Commissioner and Assistant Commissioner
RECOMMENDATION:
Approve the job description for the San Mateo County Sherriff’s Office (SMCSO) / Portola Valley Commissioner and the appointment of Ed Holland as Assistant Commissioner.
BACKGROUND:
Portola Valley has had a functional “Police Commissioner” since the ‘80’s. In the past, to the best of the community’s knowledge, the following people have filled this position: Bob Anderson, Ed Davis, Gary Nielsen and Kevin Welch (current). They have served to facilitate the relationship between residents and the San Mateo County Sherriff’s Office (SMCSO). In recent discussions with Captain Matthew Fox, he has confirmed the appropriateness of this role to improve communication between residents and SMCSO, noting it as a “win/win”. On May 29, 2024, the Council approved the Commissioner appointment and requested the job description be reviewed with SMCSO. The following is the job description for SMCSO Portola Valley Commissioner and Assistant Commissioner.
TOWN OF PORTOLA VALLEY
Colleagues Memo
TOWN OF PORTOLA VALLEY
29
General Description:
The Commissioner serves as liaison for the Town of Portola Valley to the San Mateo County Sheriff’s Office (SMCSO) for the safety of town residents, specifically for bicycle, pedestrian and traffic safety. The Commissioner may recommend and request approval from the Town Council for an Assistant Commissioner to support them in the performance of their duties.
Specific Duties:
1. They regularly attend Bicycle, Pedestrian and Traffic Safety (BPTS) committee meetings:
a. Provide instructions for location and timing of the speed trailer deployment to sheriff’s deputies
b. Provide observational and speed trailer data for traffic and parking situations, as requested by the BPTS committee.
c. Assist the SMCSO in maintaining the log of speed trailer data, as needed. d. Prepare speed trailer messaging for public information, closed trails and roads, and public interest, town events, as needed.
2. They regularly attend Emergency Preparedness Committee meetings.
3. They support and advocate public safety needs. They coordinate requests from residents for SMCSO assistance regarding safety concerns and are available to facilitate communication with the Sherriff’s Office.
4. They monitor and provide input for all community events, such as Zotts to Tots, bike races, PV Palooza, Portola Valley Horse Fair, and Safety Fair. They act as the liaison between organizers and SMCSO, as needed.
5. They provide feedback to the Town Council and staff with regard to SMCSO contract discussions.
In Summary
The Commissioner and their assistant facilitate the relationship between the San Mateo County Sherriff’s Office and the Town of Portola Valley, its residents, Council and Committees, and staff, for specific public safety matters outlined above. 30
The current Commissioner, Kevin Welch, has provided the following resume:
31
Ed Holland has provided the following volunteer information and resume:
Portola Valley BPTS Service – 2012 to present, Chairperson 10 years Zotts-to-Tots Volunteer Safety Coordinator – 15 years Town Traffic Coordination:
o Picnic (since 2012),
o PV Palooza (2024),
o Bike Rodeo (2012)
Resident since 2006
32
33
34 ______________________________________________________________ ________________________
TO:  Mayor and Members of the Town Council
FROM: Judith Hasko and Craig Taylor
DATE:  June 26, 2024
RE: Timelines for Post-Adoption Plan Activities
RECOMMENDATION
The Town Council should discuss and consider adopting the timelines for Post-Adoption Plan activities set out in the chart attached as Appendix A.
BACKGROUND
In connection with the Town Council’s actions in September 2023 to approve in part the Post-Adoption Plan, and in April 2024 to approve the remainder of the Post-Adoption Plan activities and related budget, the Town Council had requested a proposed updated time line for conducting the approved Post-Adoption Plan activities. Our subcommittee encloses, as Appendix A, a chart summarizing the time lines for conducting these activities. For reference purposes only, we attach as Appendix B some background materials that have previously been presented to the Town Council with respect to the Post-Adoption Plan.
DISCUSSION
We recommend that the Town Council review the attached appendices and adopt time lines for Post-Adoption Plan activities to enable staff, and Town committees, working groups and Commissions, to commence work under the Post-Adoption Plan at the appropriate times.
FISCAL IMPACT
The budget for these activities has been approved in April 2024, so no additional impact is anticipated.
TOWN OF PORTOLA VALLEY
SUBCOMMITTEE REPORT
35 APPENDICES
A. Timeline Chart
B. Prior Post-Adoption Plan Materials
36 Appendix A
Draft Post HE Timeline
T1.1 Outreach committee will deliver an interim report end of June and final report end of August.
T5.2 Insurance: This project is in progress under WPC. Survey should be available within the next month and data collection will be ongoing. The committee has been monitoring state level developments.
Milestones: Need input from the Planning Director.
Note these timelines will supersede those in the previously approved Post-Adoption Plan including any timelines set out in Appendix B.
37 Appendix B
See Town Council agenda for April 10, 2024 for additional information:
https://www.portolavalley.net/home/showpublisheddocument/18283/638485133561170000 Below we include a part of those materials for reference. 38 Post-Adoption Plan Discussion
Status Summary
Note: Where items are recommended for approval to commence, the item would start in the time frame indicated in the “Topic” column as applicable.
Topic
1 Housing Site Inventory Follow up
Comment: 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. Generally, the goal is to conduct continual evaluation of housing needs and potential housing sites in Town to avoid timeconstrained, rushed analyses in future HE cycles and to address community housing needs.
Timing and Process:
Initiate subpart 1 actions in September 2023 and continue through 2-year Sunrise period. Initiate subpart 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.
1. Evaluate and propose Sunrise opportunity sites.
On subpart 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) 39 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 subpart 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 changes in 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 opportunities to 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.
2. Initiate longer term planning efforts for future housing cycles.
Propose this effort to be further elucidated in 2025 onward, with the goal of being more proactive in planning for local housing needs on a continual basis. 2 Zoning Design Review Actions and Related GP Updates
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.
Process and timing:
Review, discuss and adopt zoning changes needed to ensure consistency between 40 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.
Adopt by January 2024 as required by state law.
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.
3 CEQA Guidelines/Local Guidelines and Thresholds
Comments: The intent of subpart 1 under this topic is to comply with state requirements in adopting local CEQA guidelines, and the intent of subprat 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.
Process and timing:
1. Establish local CEQA guidelines per 14 CCR Section 15022.
Prior to January 2024.
Planning Staff and Town Attorney to address subpart 1 under this topic and submit for PC and then TC approval.
41 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.
Between March and May 2024
Planning consultants with Town Attorney to develop framework for subpart 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.
Subpart 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. This would involve conducting a public awareness, education and comment meeting after the initial PC study session.
4 Supplemental Safety Measures for Housing Element
Comment: 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.
Timing and Process:
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.
Initiate in January 2024 to the extent feasible. Yearly and ad hoc follow-up activities.
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. 42 5 Impact of Housing Element on Services and Infrastructure Comment: 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.
Timing and Process: 2 Subparts.
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.
Subpart 1 activities would start November 2023 through TC subcommittee and staff; other subparts would start in March 2024.
For subpart 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 subpart 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.
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.
Start in March 2024 through a working group and staff.
43 For subpart 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. 6 Housing Funds Policy for Use of Inclusionary Funds
Comment: 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 the use of other funds that may become available for housing-related purposes.
Timing and Process:
Define an Inclusionary Funds Use Policy to guide the Town’s use of funds arising from this HE program.
Policy development and adoption by October 2023.
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.
7 Encourage Community and Civic Engagement
Comment: 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.
Timing and Process:
Engage community organizations in discussion of community housing needs and potential resources.
Form working group in April 2024; report on work in July 2024.
Form working group including Town committee and commission members to conduct 44 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.
8 Develop Housing Element Information Repository
Comment: 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. This information will be useful for, and should be coordinated with, efforts under Topic 1.
Timing and Process: Organize a small group of volunteers to organize material and possibly upgrade search technology.
45 46
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Sarah Wernikoff, Mayor
DATE: Wednesday, June 12th, 2024
RE: April 29th San Mateo County JPA Library Governing Board Strategic Plan Meeting
OVERVIEW:
1. Strategic Plan Update and Discussion
a. Director Despain welcomed JPA members and presented the strategic plan report, followed by Deputy Director Risley introducing Mona Abboud and Sharon Kang, consultants from InterEthnica.
b. Mona and Sharon provided an update on the strategic plan and early insights based on preliminary stakeholder and community engagement efforts. c. Members discussed and provided input on next steps in community engagement.
2. Tour of the Millbrae Makerspace
TOWN OF PORTOLA VALLEY
SMC Library JPA Liaison Memo
47 ______________________________________________________________________________________ TO: Members of the Town Council
FROM: Sarah Wernikoff, Mayor
DATE: Wednesday, June 12th, 2024
RE: May 20thth San Mateo County JPA Library Governing Board Meeting OVERVIEW:
1. 2025 is the 25th Anniversary of the Library JPA which represents 13 cities in SMC: Atherton, Belmont, Brisbane, East Palo Alto, Foster City, Half Moon Bay, Millbrae, Pacifica, Portola Valley, San Carlos, Woodside and the unincorporated areas of the county, a population of 271K of which 236K (87%) have library cards.
2. Introduction to 24-25 Budget: Overview of strategic goals, accomplishments in 23-24, performance (annual YOY 2018 through 23-24 actuals) and recommended budget of $42M. Key priorities:
a. Complete and begin implementation of new Strategic Plan b. Support the well-being and growth of our library champions and amplify their talents c. Reach more community members through intentional outreach and marketing efforts. d. Elevate adult and youth literacy efforts and develop responsive programs to empower and cultivate a community of learners
e. Increase access to technology and hands-on learning in our innovative makerspaces and maker mobile to advance digital equity.
f. Create and update libraries to include vibrant, welcoming spaces that inspire creativity, collaboration, and exploration.
g. Prioritize resiliency and sustainability in our facilities and operations to bolster our ability to provide essential services during emergencies
TOWN OF PORTOLA VALLEY
SMC Library JPA Liaison Memo
48 ______________________________________________________________________________________ TO: Members of the Town Council
FROM: Sarah Wernikoff, Mayor
DATE: Wednesday, June 12, 2024
RE: May 29, 2024 Trails & Paths Committee Meeting
OVERVIEW:
• Horse Fair: May 18th was the 9th annual Horse Fair was a great success. The update included a recap of fair activities, and a report on minor issues with security communications related to parking and the dog policy. Total budget was approximately $10K.
• Capital Improvements: Discussion and agreement on the top 3 priorities on the list. • Trail Maintenance: Discussion of mowing the Town’s 36 miles of trails and the delicacy of mowing around wildflowers.
• Committee Vacancies: Discussion regarding the overall number of committee members and process to solicit new members.
• New Business for next meeting: Town hike.
TOWN OF PORTOLA VALLEY
Liaison Memo
49
___________________________________________________________________________________ ___
TO: Mayor and Members of the Town Council
FROM: Judith Hasko and Mary Hufty
DATE: June 19, 2024
RE: Sunrise Provision Outreach Subcommittee Report
SUMMARY
This interim report summarizes the status of our recent outreach efforts made in connection with the Sunrise Provision in our Housing Element. The result of our outreach effort to date includes a summary of possible sites that were either brought to our attention, or were or will be explored by our subcommittee, as well as a list of possible funding and support resources that we incidentally came across during our outreach efforts (note the latter list is not, and is not intended to be, comprehensive; we provide this list only to assist future efforts under the Post-Adoption Plan that will be more focused on funding and support resources).
We plan to issue a final subcommittee report by the end of the summer and for further alternative site evaluation efforts to be conducted pursuant to the Post-Adoption Plan.
SUBCOMMITTEE REPORT
Mary Hufty and Judith Hasko were appointed by the Town Council to conduct public outreach to identify potential sites as affordable housing locations within Portola Valley that may serve as alternative sites to Dorothy Ford Park and Open Space, pursuant to the Sunrise Provisions of the Town’s Housing Element.
The Process. Since then, we have identified or been contacted in connection with a number of good opportunities that we believe merit further engagement. The subcommittee has built upon the hard work already done by so many Town residents and consultants, as well as Town staff and Town Council, Commission and Committee members. We have conducted our outreach with an open mind,
TOWN OF PORTOLA VALLEY
Subcommittee Report
Sunrise Provision Outreach
50
recognizing that development may occur in a variety of ways, as infill or as multifamily building projects and be supported by a variety of federal, state and local funding sources.
Our primary goal during this phase was to make ourselves available to discuss any and all housing opportunities. We received and reviewed over one hundred site suggestions, and interacted with various non-profit and for-profit housing organizations that might be helpful for funding resources.
We further interacted with interested residents and potential partners.
We have further work to do before we can finalize our report and hand future outreach efforts to an ad hoc committee that the Town Council will appoint pursuant to the Post-Adoption Plan. Currently we have several viable opportunities we continue to explore which may have much less negative impact on the Los Trancos Creek Riparian Zone and the Alpine Scenic Corridor than development in Dorothy Ford Park and Open Space. We have also taken into consideration constraints deriving from the geologic conditions, and earthquake and fire hazards in our community. We have prioritized gaining the trust and respect of those with whom we have interacted through honest communication of risks, timelines, and the range of opportunities, and our need to preserve the values reflected in our General Plan. We look forward to moving this process towards fulfilling the needs of the Sunrise Provision as we achieve our House Element certification and begin its implementation.
Building a list of potential sites. We reviewed information on certain parcels that could be, or might become, available to support our updated Housing Element, including our RHNA commitments. See Appendix A for a general list of the types of sites we have focused on or for which we have outreach efforts planned. Our efforts are not complete as to these sites and we are open to suggestions for additional sites. We would welcome additional outreach by any members of our community that have relevant information and appreciate the engagement by a broad range of community members in this respect.
We viewed our task as creating a shortlist of possible sites for potential affordable housing that will be evaluated further by an ad hoc committee, and then staff, the Planning Commission and Town Council, as applicable, pursuant to the Town Council’s approved Post-Adoption Plan. By its nature, our effort entailed making contact with parcel owners who may or may not be interested in supporting our Housing Element through some arrangement regarding their parcel. We believe that our initial outreach critically depends on people feeling free to discuss their views without committing to a particular outcome at an early stage. As such, optimizing the potential success of our efforts requires us to have preliminary discussions in confidence. Therefore, our list of parcels (Appendix) does not include identifying characteristics of each site that we did, or hope to, evaluate in more detail.
As specific discussions evolve, we expect that parcel owners remaining interested in potentially participating in or supporting our Housing Element will agree to engage in more public discussions as the Town refines its analyses. We expect that moving forward with any such opportunities with respect to specific parcels will require the exchange of much more information before the Town can take any action. We will leave that to the staff, committees and Commissions for further evaluation once we issue a final report of our efforts, which we expect to do near the end of the summer. 51
Evaluation on Funding Sources Throughout the course of our work, we met with and discussed Portola Valley’s housing needs with potential sources of financial or other support for affordable housing (both profit and non-profit). See Appendix B for a list of these entities, which is only provided for convenience for inclusion in future Post-Adoption Plan efforts.
The Need for a Site Evaluation Framework As one of the next steps under the Post-Adoption Plan, we recognize that the Town will need to develop a site evaluation framework that will help to focus on the highest value, and most available, types of parcels from our list, and from other opportunities that are identified going forward, understanding that no one site will be a perfect alternative. We also attach as Appendix C the list of Town-owned sites that were evaluated in the course of prior efforts by the Town for affordable housing. Our subcommittee has not done any additional work on these sites but we wanted to offer this list only to consolidate information that may be useful for the Town under the Post-Adoption Plan.
Next Steps The Town Council should now consider the processes outlined by the Sunrise Provision Subcommittee (Craig Taylor and Judith Hasko) to confirm time lines for further evaluation of Sunrise Provision sites through the appropriate committees and Commissions. We note it is important to provide to owners of parcels that may be suitable as alternative sites practical and timely opportunities to understand our Post-Adoption Plan processes and to obtain timely support from the Town as they consider their options.
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Appendix A: Interim Site Inventory
Note: For the below chart, 1= High priority, 5=low priority, based on a variety of factors, including owner interest, known challenges to feasibility on legal, geologic or other bases. Priority is not intended to convey any intent to pursue any particular parcel at this time, but is intended to address which opportunities are going to be more or less feasible in general based on what the subcommittee has learned. The final report will break these opportunities out more specifically to the extent the subcommittee is reasonably able to do so.
Area, Size (Acres) Number of Parcels Priority Range
Alpine Corridor, 5 or
less
5 1-4
Alpine Corridor, >5 2 4 or 5
Portola Corridor, 5
or less
9 1-5
Portola Corridor, >5 5 1-4
Lost Trancos
Corridor, 5 or less
2 4 or 5
Los Trancos
Corridor, >5
1 3
Westridge Corridor,
5 or less
1 3
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Appendix B: Funding and Support Sources
Source
Jamboree
Serra Capital
Palo Alto Housing Corp
ALTA
In lieu Housing Fund
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Appendix C: Previously Generated Town-Owned Property Summary 55
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57 ___________________________________________________________________________________ __________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Craig Taylor
DATE: 6/20/2024
RE: Fire Liaison Update
Fire Safe SMC
IMPORTANT COMMUNITY INFO ON TRAFFIC DELAYS DURING SANDHILL RD.
EUCALYPTUS REMOVAL JUNE 24- JULY 3
On June 24 - July 3, a multi-agency hazardous fuels reduction project, headed up by Fire Safe SMC and Woodside Fire Protection District, will be taking place along Sandhill Rd. between Portola Rd. and Whiskey Hill. This project is grant funded and intended to increase the safety of evacuation routes and reduce potential ignitions in high wildfire risk areas. The work along Sandhill Rd. includes the removal of multiple large Eucalyptus on the north side of the roadway, along the 3800 block of unincorporated Woodside. The trees are in close proximity to the PG&E lines and encroaching precariously towards the roadway. There have been several Eucalyptus failures in this area the last couple of years that endangered public safety along this high traffic roadway. There are various Oak trees behind the Eucalyptus and these Oaks will remain in place and should improve in health with some of the Eucalyptus removed.
Please expect traffic delays, (one lane only will be open), between 8:30am and 3:00pm and avoid the area if possible.
Wildfire Preparedness Committee:
The WPC approved a home insurance policy tracking project. This survey is for residents to help inform all of us on the status fire insurance costs and cancellations.
TOWN OF PORTOLA VALLEY
Liaison Report
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