TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, September 11, 2024
7:00 PM
HYBRID MEETING AGENDA
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Jeff Aalfs, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
HISTORICSCHOOLHOUSE-765PortolaRoad,PortolaValley,CA94028 Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your comments using this online form by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to Council, Commission, or Committee members for consideration during the meeting and included in the public record. Additionally, technology permitting, the public body will take questions using the Raise Hand button for those who attend the meeting online or by phone. Phone callers may provide comments by pressing *9 on their phone to "raise your hand" and *6 to mute/unmute themselves. The meeting Chair will call on people to speak by the phone number calling in. Remote participation is provided as a supplemental way to provide public comment, but this method does not always work. The public is encouraged to attend in person to ensure full participation.
Assistance for People with Disabilities: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700 or by email at [email protected]. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting.
1. CALL TO ORDER/ROLL CALL
2. PRESENTATIONS/PROCLAMATIONS
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
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 on items not on the agenda. Each speaker’s time is limited to three minutes.
VIRTUAL PARTICIPATION VIA ZOOM
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To access the meeting by phone:
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Mute/Unmute – Press *6 / Raise Hand – Press *9
Town of Portola Valley – Council Agenda
September 11, 2024
5. CONSENT AGENDA
a. Approve Regular Meeting Minutes of May 22, 2024
b. Approve Special Meeting Minutes of May 29, 2024
c. Approve Regular Meeting Minutes of June 12, 2024
d. Approve Regular Meeting Minutes of June 26, 2024
e. Approve Regular Meeting Minutes of July 24,2024
f. Approve Special Meeting Minutes of August 28, 2024
g. Approve Special Meeting Minutes of September 4, 2024
6. REGULAR AGENDA
a. Receive the State of the Town Presentation
b. Approve and Discuss the Warrant List of September 11, 2024 c. Receive and File the FY 2020-21 Annual Comprehensive Financial Report d. Receive Post-Housing Element Adoption Outreach Subcommittee Report e. Direct Ad-Hoc Evaluation Committee Formation
7. COLLEAGUES MEMO
a. Skyline Blvd Shoulder Improvement
8. 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.
9. ADJOURNMENT
The next Regular Town Council meeting will be held on September 25, 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 3
There are no written materials for this Item.
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Minutes of May 22, 2024
PORTOLA VALLEY TOWN COUNCIL - REGULAR MEETING MINUTES May 22, 2024
1. CALL TO ORDER / ROLL CALL
Vice Mayor Hasko participated via Zoom, from 510 Ocean Road, Narragansett, RI 02882.
Interim Town Clerk Diego Ramirez
Vice Mayor Hasko called the meeting of May 22, 2024 to order at 7:03 p.m., noting that Mayor Wernikoff would be joining the meeting late.
Present: Councilmembers Jeff Aalfs, Mary Hufty Craig Taylor, Vice Mayor Judith Hasko and Mayor Wernikoff (arrived at approximately 8:45 p.m.)
Absent: None.
Others: Town Manager Sharif Etman, Town Attorney Catherine Engberg, Senior Planner Adrienne Smith, Interim Town Clerk Diego Ramirez
2. PRESENTATIONS/PROCLAMATIONS
a. Mental Health Awareness Month Proclamation
A proclamation in honor of Mental Health Awareness Month was issued by the mayor.
3. TOWN MANAGER REPORT
Town Manager Etman welcomed several new employees. He updated the Council on the Westridge Paving project, which is being finalized. He acknowledged the Finance Committee and Administrative Services Manager Rodas for her extraordinary work.
4. ORAL COMMUNICATIONS
The following member of the public addressed the Town Council:
• Caroline Vertongan
• Rita Comes
• Ronnie Krachinski
• Kristi Corley
5. CONSENT AGENDA
Councilmember Hufty noted she had minor corrections to the Minutes of April 24, 2024 and noted she would forward them to staff.
Councilmember Aalfs moved approval of Consent Agenda items a, b and d, seconded by Councilmember Taylor. Item 5.c. was removed from the Consent Agenda altogether. a. Approval of the Regular Meeting Minutes of April 24, 2024 b. Approval of Warrant List for May 8, 2024 and May 22, 2024
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c. Approval of Subcommittee Report and Recommendation Serra Capital Feasibility Study of Six potential parcels for housing (Removed from Consent Agenda.) d. Accept recommendation from Finance Committee to Appoint New Members Motion passed unanimously by roll call vote. Mayor Wernikoff was absent.
6. PUBLIC HEARING
a. Hold a Public Hearing and Adopt a Resolution Approving a Revised Master Fee Schedule for the Town of Portola Valley’s Administrative, Building, Public Works/Engineering and Planning departments
Vice Mayor Husky opened the public hearing.
Cindy Rodas, Administrative Services Director, referred to the Council packet for the recommended adjustments to the fee schedule.
Vice Mayor Hasko invited public comment:
Public Comment
• Rita Comes
• Karen Aski
• Kristi Corley
The Public Hearing was closed. Vice Mayor Hasko closed the public hearing.
Councilmember Taylor moved approval of a Resolution Approving a Revised Master Fee Schedule for the Town of Portola Valley’s Administrative, Building, Public Works/Engineering and Planning departments, seconded by Councilmember Hasko.
Motion passed unanimously by roll call vote. Mayor Wernikoff was absent.
7. REGULAR AGENDA
a. Hold a Public Hearing, waive first reading and introduce an Ordinance Amending Title 18 (Zoning) of the Portola Valley Municipal Code and Amending the Zoning Map for the Town of Portola Valley to Implement the 2023-2031 Housing Element Adrian Smith, Senior Planner, outlined the discussion of the Ordinance, which included a staff presentation, Town Council clarifying questions of staff – segment mixed use to accommodate conflicts of interest, public comments and town Council discussion and segmented as appropriate, due to conflicts of interest. She noted that seven public meetings thus far on the Housing Element and provided a summary of the amendments to the Zoning Code.
Mayor Wernikoff arrived to the meeting and was recused from the meeting until the mixed-use discussion had concluded.
Town Attorney Engberg announced that Mayor Wernikoff and Vice Mayor would be recused from any votes regarding mixed-use, due to their proximity to the properties of 4370 and 4394 Alpine Road, as recommended by the Fair Political Practices
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Minutes of May 22, 2024
Commission, meaning, they live within 500 feet of the subject properties. Therefore, two separate votes on two separate ordinances would be required to accommodate the conflict(s).
Continuing, Senior Planner Smith, provided an extensive background and discussion regarding the State law requirement to implement a new Housing Element, and the fact that the Town was out of compliance and the urgent necessity to become compliant with State law. Therefore, she discussed the accelerated review timeline.
At that time, Vice Mayor Hasko was recused from the meeting.
The Public Hearing was continued to the May 29, 2024 Town Council meeting.
8. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Public Comment
• Unidentified male speaker
• Rita Comes
9. ADJOURNMENT
At approximately 10:30 p.m., Mayor Wernikoff adjourned the meeting.
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Minutes of May 29, 2024
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MAY 29, 2024
1. CALL TO ORDER/ROLL CALL
Mayor Wernikoff called the Special Meeting to order at 6:00 p.m. Interim Town Clerk Ramirez called the Roll Call.
Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor, Vice Mayor Judith Hasko and Mayor Sarah Wernikoff
Absent: None
Others: Town Manager Sharif Etman, Town Attorney Catherine Engberg, Adrienne Smith Senior Planner, and Interim Town Clerk Diego Ramirez
2. PRESENTATIONS/PROCLAMATIONS
None.
3. TOWN MANAGER REPORT
Town Manager Etman updated the Council on relevant Town business, including budget preparations. He discussed staffing changes and announced the retirement of Public Works Director, Howard Young.
4. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Rita Comes
Mayor Wernikoff requested to change the order of the agenda, considering Agenda item 7 before Agenda item 6. There was consensus change the order of the agenda.
5. CONSENT AGENDA
Mayor Wernikoff invited public comment on the Consent Agenda.
The following members of the public provided comment:
• Gary Nielsen
• Kevin Welch
• Rita Comes
a. Approval of Re-Appointment of Police Sheriff’s Commissioner/Sheriff’s Ambassador Kevin Welch, a volunteer town position.
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Minutes of May 29, 2024
The Council expressed gratitude to Messers. Nielsen and Welch for their volunteerism.
Councilmember Aalfs moved approval of Consent Calendar item a, seconded by Mayor Wernikoff, with an adjustment in title to “Sheriff’s Commissioner.” It was noted that if adjustments were needed to the job description or title, it could be brought back to the Council. The motion carried by unanimous roll call vote.
6. REGULAR AGENDA
a. Approve Agreement with Serra Capital for an Initial High-level Assessment of up to six potential types of sites for Affordable Housing projects in Portola Valley Councilmembers discussed the six potential types of sites for potential affordable housing projects in Portola Valley. Discussion ensued at great length.
Mayor Wernikoff invited public comment.
The following members of the public provided comment:
• David Cardinal
• Rita Comes
• Jay Jernick
• Anne Kopf-Sill
• Rebecca Flynn
After extensive discussion, the consensus was to develop a timeline before any action could be taken on the issue.
7. PUBLIC HEARING
a. Hold a Public Hearing – Introduction of Ordinances Amending Title 18 (Zoning) of the Portola Valley Municipal Code and Amending the Zoning Map for the Town of Portola Valley to Implement the 2023-31 Housing Element (Continued Public Hearing from May 22, 2024)
Mayor Wernikoff stated the Public Hearing was a continuation from the May 22, 2024 regular Town Council meeting.
Town Attorney Engberg noted that the actions to implement the Housing Element would be bifurcated, in order to accommodate conflicts of interest of two Councilmembers, per the advice of the Fair Political Practices Commission (FPPC.) Continuing, Ms. Engberg noted that Mayor Wernikoff would be recused from voting on properties of 4370 and 4394 Alpine Road. Similarly, Vice Mayor Hasko would also be recused from the vote on those same properties. Therefore, it would be necessary to introduce two Ordinances; one with a mixed-use component and the second one with everything but mixed-use.
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Minutes of May 29, 2024
Senior Planner, Adrian Smith, continued her presentation from the May 22, 2024 Council meeting and reviewed details from the public hearing. The Council embarked on discussing mixed-uses, at which time Mayor Wernikoff and Vice Mayor Hasko were recused from the discussion and left the room.
Following discussion, Mayor Wernikoff and Vice Mayor Hasko were invited to return to the discussion.
Mayor Wernikoff invited public comment:
Public Comment:
• Bob Adams
• Tim Clark
• Nan Charstack
• John Silver
• Kristi Corley
Mayor Wernikoff closed the Public Hearing. After lengthy discussion, the Town Council took the following actions. Mayor Wernikoff and Vice Mayor Hasko were recused from the first vote and left the dais.
Councilmember Taylor moved to introduce and waive the first reading of Ordinance No. 2024-450, Amending Title 18 (Zoning) of the Portola Valley Municipal Code and Amending the Zoning Map (for the Town of Portola Valley to Implement the 2023- 2031 Housing Element (Mixed use only) (Ordinance One of Two), seconded by Councilmember Aalfs. Motion carried 3-0-2, by roll call vote, with Mayor Wernikoff and Vice Mayor Hasko recused.
The Council took a five-minute break while Mayor Wernikoff and Vice Mayor Hasko returned to the meeting.
Councilmember Taylor moved to introduce and waive the first reading of Ordinance No. 2024-451, Amending Title 18 (Zoning) of the Portola Valley Municipal Code and Amending the Zoning Map for the Town of Portola Valley to Implement the 2023-31 Housing Element, (All Except Mixed-Use), with the following amendment:
Section 18.060.030 - Off-street parking (a):
“In residential districts, required parking facilities except required guest parking spaces shall be in a carport or garage, except for the MF-23 zoning district and all spaces shall be located on the same parcel or building site as the buildings they are required to serve unless otherwise authorized by a use permit otherwise regulated by the opt-in housing diversification program established by the Portola Valley Housing Element. ... this requirement does not apply to the RMF-23 zoning district.
The motion was seconded by Vice Mayor Hasko and passed unanimously by roll call vote.
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Minutes of May 29, 2024
Senior Planner Smith stated the second reading and adoption of the ordinances would be June 12, 2024.
8. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Councilmember Hufty provided a brief update on the Conservation subcommittee, noting audio issues with the recording. Councilmember Aalfs reported on the evacuation plan.
9. ADJOURNMENT
Mayor Wernikoff adjourned the meeting at approximately 9:15 p.m. ___________________________________ ________________________________ Sarah Wernikoff, Mayor Diego Ramirez, Interim Town Clerk
Volume 46
Minutes of June 12, 2024
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – JUNE 12, 2024
1. CALL TO ORDER/ROLL CALL
Mayor Wernikoff called the Regular meeting to order at 7:00 p.m. Assistant Town Manager Stocker called the Roll Call:
Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor, Vice Mayor Judith Hasko and Mayor Sarah Wernikoff
Absent: None
Others: Town Manager Sharif Etman, Town Attorney Rene Ortega, and Assistant Town Manager Corie Stocker
2. PRESENTATIONS
a. Proclamation in Honor of Pride Month/LGBTQ+ community Mayor Wernikoff issued a Proclamation in honor of Pride Month and read it in its entirety.
3. TOWN MANAGER REPORT
Town Manager Etman expressed appreciation to John Badger, Councilmember Aalfs, and staff members Corie Stocker and Kari Chinn, for their work on the successful “PV Palooza.” He also expressed appreciation to Patty Hughes for her work on the town committee handbook and Town’s 60th Anniversary activities.
4. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Brenda Munks
• Kristi Corley
• Linda Hawes Clever
• R. Taber
• Jenny Nile
• Sue Crane
• Greg Franklin
• George Savage
• Barbara Eckstein
• Rita Comes
5. CONSENT AGENDA
The following members of the public provide comment:
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Minutes of June 12, 2024
• Kristi Corley
• Rita Comes
Town Attorney Engbert noted that both Mayor Wernikoff and Vice Mayor Hasko were recused from the vote on Consent Agenda item 5.c. and asked for a separate vote.
Councilmember Aalfs moved to approve Consent Agenda items a, b, and d, seconded by Councilmember Taylor. The motion carried unanimously by roll call vote. a. Approval of Warrant list: June 12, 2024
Councilmember Hufty noted that the warrant list does not express what funds can be reimbursed and/or show a fund balance on the list.
b. Approval of Request for a Conflict Waiver from Shute, Mihaly & Weinberger, LLP, for formally representing the Westridge Architectural Supervising Committee (WASC) Homeowners Association
d. Approval to Waive Further Reading and Adopt Ordinance No. 2024-451, Amending Title 18 (Zoning) of the Portola Valley Municipal Code and Amending the Zoning Map for the Town of Portola Valley to Implement the 2023-31 Housing Element (All except Mixed-Use)
Councilmember Aalfs moved to approve Consent Agenda item c, seconded by Councilmember Hufty. Motion carried 3-0-2, with Mayor Wernikoff and Vice Mayor Hasko recused from the vote.
c. Approval to Waive Further Reading and Adopt Ordinance No. 2024-450, Amending Title 18 (Zoning) of the Portola Valley Municipal Code and Amending the Zoning Map for the Town of Portola Valley to Implement the 2023-31 Housing Element (MixedUse Only)
6. REGULAR AGENDA
a. Accept and Support Town Evacuation Plan
Councilmember Aalfs presented the item, noting the Woodside Fire Chief was not present due to a personal emergency.
Mayor Wernikoff invited public comment on the issue. None was received.
The Town Council reviewed the Evacuation Plan at great length. Councilmember Hufty moved to accept and support the Town Evacuation Plan, seconded by Councilmember Aalfs. The motion carried unanimously by roll call vote.
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Minutes of June 12, 2024
7. PUBLIC HEARING
a. Resolution Adopting a Preliminary Budget for FY 2024-25 Mayor Wernikoff opened the Public Hearing and introduced Town Manager Etman, who provided an extensive discussion on the preliminary budget for Fiscal Year 2024-25. He acknowledged the hard work of Town staff in putting the budget together. He stated a final budget would return for Council adoption in approximately three months.
Continuing, Town Manager Etman explained the approach and assumptions that went into the preliminary budget, incorporating the Town Council’s priorities. He provided a “state of the town’s” finances outlining the growing structural deficit, due to various factors. Mr. Etman noted that it remains difficult to provide exact budget predictions until the final audited statement(s) are received. Extensive Town Council discussion ensued.
Mayor Wernikoff invited public comment:
• Bob Adams
• Unidentified woman
• Mr. Franklin
• Kristi Corley
• Dale Pfau
• Rita Comes
• Nan Charstack
• Karen Vahtra
• Leslie Kriese
Upon close of the Public Hearing and budget discussion, Councilmember Taylor moved to adopt a Resolution, Adopting a Preliminary Budget for FY 2024-25, as amended, to suspend expenses in the Capital Improvement Program, seconded by Councilmember Aalfs. The motion carried unanimously by roll call vote.
8. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Councilmember Aalfs thanked everyone for the great success of the “PV Palooza.” Vice Mayor Hasko reported on a meeting of the SFO Roundtable meeting.
Mayor Wernikoff reported on a Library JPA and Friends of the Library meetings and the MidPeninsula Open Space District public access users group (“PAWG”.).
Councilmember Hufty reported Bicycle, Pedestrian and Traffic, and Conservation committee meetings and mentioned she met with the two new commissioners of the Sheriff’s Office.
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Minutes of June 12, 2024
9. ADJOURNMENT
Mayor Wernikoff adjourned the meeting at approximately 10:25 p.m. ___________________________________ ________________________________ Sarah Wernikoff, Mayor Diego Ramirez, Interim Town Clerk
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Minutes of June 26, 2024
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES - JUNE 26, 2024
1. CALL TO ORDER/ROLL CALL
Assistant Town Manager Stocker called the Roll Call:
Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor and Vice Mayor Judith Hasko and Mayor Sarah Wernikoff, attending remotely from 101 Harborside Dr., Boston, MA 02128
Others: Town Manager Sharif Etman, Town Attorney Rene Ortega, and Assistant Town Manager Corie Stocker
2. PRESENTATIONS
a. Proclamation to Honor Howard Young for Exemplary Service Mayor Wernikoff presented Howard Young with a Proclamation for his exemplary service to the Town of Portola Valley and thanked him for his 22 years of hard work and commitment as Public Works Director. Mr. Young addressed the Town Council to express gratitude for the recognition. Town Manager Etman presented Mr.
Young with a Proclamation on behalf of Senator Josh Becker and Assemblyman Marc Berman acknowledging his service.
The following members of the public addressed Council regarding the retirement of Public Works Director Young: Tom Vlasic, Brad Leach, Terry Lee, Ed Holland, Nicolas Tart, Rita Comes, Dan Siegel, Danna Breen, Paul Hipple, Patti Hughes.
3. TOWN MANAGER REPORT
Town Manager Etman reiterated his appreciation to Howard Young for his years of service.
4. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Rita Comes
5. CONSENT AGENDA
The following members of the public provided comment:
• Carolyn Vertongan
Councilmember Aalfs requested removal of Consent Agenda item c for separate discussion.
Councilmember Aalfs moved to approve Consent Agenda items a, b, d, and e, seconded by Councilmember Taylor. The motion carried unanimously by roll call vote. a. Approval of Warrant List of June 26, 2024
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Minutes of June 26, 2024
b. Approval of 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 d. Approval of Senate Bill 1 (SB 1) 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
c. Approval of Reauthorizing the Town Treasurer as the Authority for Management of the Town’s Investment Programs
Town Manager Etman responded to Councilmember Aalfs question regarding the pros and cons of having the Town Manager act as Town Treasurer. Discussion ensued.
Councilmember Aalfs moved to approve Consent Agenda item c, seconded by Councilmember Taylor. The motion carried 4-0-1 by roll call vote, with Councilmember Hufty abstaining.
6. REGULAR AGENDA
a. Discuss and Review Timelines for (Housing Element) Post-Adoption Plan Activities Councilmembers Hasko and Taylor initiated a discussion regarding the proposed timeline and plan, as proposed in the Town Council packet, Appendix A, for the next steps for implementing the Town-adopted Housing Element, most likely to commence in September.
7. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS Mayor Wernikoff referred to the posted packet with subcommittee reports.
Councilmember Hasko added that a tea was held in honor of the Town’s 60th anniversary of incorporation held by the Historical subcommittee.
Councilmember Hufty reported her attendance at the Association of Bay Area Government’s (ABAG) and Metropolitan Transportation Commission (MTC) General Assembly meeting and a Conservation subcommittee meeting held recently.
Mayor Wernikoff reported on the final meeting of Mid-Peninsula Open Space District’s Hawthornes Public Access Working Group (“PAWG”).
Public Comment:
• Kristi Corely
• Rita Comes Whitney
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Minutes of June 26, 2024
8. ADJOURNMENT
Mayor Wernikoff adjourned the meeting at approximately 9:06 p.m. ___________________________________ ________________________________ Sarah Wernikoff, Mayor Diego Ramirez, Interim Town Clerk
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Minutes of July 24, 2024
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – JULY 24, 2024
1. CALL TO ORDER/ROLL CALL
Mayor Wernikoff called the meeting to order at 6:31 p.m. Interim Town Clerk Ramirez called the Roll Call.
Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor and Vice Mayor Judith Hasko. Mayor Wernikoff attended remotely from 90 Manaquayak Road, West Tisbury, MA. 02568
Absent: None
Others: Town Manager Sharif Etman, Town Attorney Catherine Engberg and Interim Town Clerk Diego Ramirez
2. CLOSED SESSION
Mayor Wernikoff convened a Closed Session to evaluate the Town Manager. She invited public comment. None was received.
The Council convened a Closed Session at approximately 6:34 p.m. a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code Section 54957) Town Manager, Sharif Etman
3. RECONVENE REGULAR MEETING
At 7:11 p.m., Vice Mayor Hasko reconvened the regular meeting and announced that Mayor Wernikoff would not be participating in the remainder of the regular meeting and that she would preside.
Present: Councilmembers Aalfs, Hufty, Tayor and Vice Mayor Hasko
Absent: Mayor Wernikoff
Vice Mayor Hasko announced that no action was taken in Closed Session. However, an ad hoc committee was formed, consisting of herself and Mayor Wernikoff to assist in the facilitation of the Town Manager’s performance evaluations.
4. PRESENTATIONS/PROCLAMATIONS
None.
5. TOWN MANAGER REPORT
Town Manager Etman provided updates regarding the hiring of permanent town staff, Finance Committee meetings held, user fee and nexus studies and upcoming Portola Terrace Stanford project.
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Minutes of July 24, 2024
6. ORAL COMMUNICATIONS
The following members of the public provided comment:
• Caroline Vertongan
• Carter Warr
7. CONSENT AGENDA
Vice Mayor Hasko asked to discuss the Consent Agenda items separately. She invited public comment.
The following members of the public provided comment:
• Caroline Vertongan
• Kristi Corley
• Lynda Brothers
a. Approval of Warrant List of 7/24/2024.
A motion was made by Councilmember Aalfs, seconded by Councilmember Taylor to approve Consent Agenda item a. Motion carried by 4-0-1 by roll call vote. Mayor Wernikoff was absent.
Councilmember Taylor recused himself from the discussion on Consent Calendar item 7.b. and left the room.
b. Approval of Resolution of the Town Council of the Town of Portola Valley Authorizing the San Mateo County Controller to Apply the Special Tax for the Woodside Highlands Road Maintenance District to the 2024-2025 Tax Roll and to Collect the Tax at the Same Time as General County Taxes; and Approval of Resolution of the Town Council of the Town of Portola Valley Authorizing the San Mateo County Controller to Apply the Special Tax for the Wayside II Road Maintenance District to the 2024-2025 Tax Roll and to Collect the Tax at the Same Time as General County Taxes.
A motion was made by Councilmember Aalfs, seconded by Councilmember Hufty to approve Consent Agenda item b. Motion carried by 3-0-2 by roll call vote. Mayor Wernikoff was absent; Councilmember Taylor was recused.
Motion carried 3-0-2, by roll call vote. Mayor Wernikoff was absent.
Councilmember Taylor was recused from the vote.
It was noted that future resolutions on the road maintenance districts should be listed separately on the agenda.
Councilmember Tayor returned to the meeting.
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Minutes of July 24, 2024
8. REGULAR AGENDA
a. Conduct Study Session to Consider Sample California Environmental Quality Act (“CEQA”) Local Procedural Guidelines and provide direction to staff regarding bringing forward a policy for consideration at a future meeting of the Town Council
Town Attorney Catherine Engberg and staff assistant, Jon Biggs, presented a Study Session on the California Environment Quality Act (CEQA.) She provided three samples of CEQA guidelines, noting that the sample from City of Chino Hills was preferable to mirror. No action was taken.
Vice Mayor Hasko invited public comment:
Public Comment:
• Caroline Vertongan
• Carter Warr
• Kristi Corley
• Rita Comes
• Lynda Brothers
9. COUNCIL LIAISON COMMITTEE AND REGIONAL AGENCIES REPORTS None.
10. ADJOURNMENT
Vice Mayor Hasko adjourned the meeting at approximately 8:32 p.m. ___________________________________ ________________________________ Sarah Wernikoff, Mayor Diego Ramirez, Interim Town Clerk
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Minutes of August 28, 2024
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING – AUGUST 28, 2024 - MINUTES
1. CALL TO ORDER/ROLL CALL
Mayor Wernikoff called the Special Meeting to order at 5:00 p.m. Interim Town Clerk Ramirez called the Roll Call.
Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor, Vice Mayor Judith Hasko and Mayor Sarah Wernikoff
Absent: None
Others: Town Manager Sharif Etman, Town Attorney Catherine Engberg and Interim Town Clerk Diego Ramirez
2. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Greg Franklin
3. CLOSED SESSION
The Council convened a Closed Session at 5:05 p.m. to discuss the following:
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code section 54957): Town Manager, Sharif Etman
b. PUBLIC EMPLOYEE APPOINTMENT/EXTENSION/SEPARATION (Govt. Code Section 54957): Title: Town Manager
c. CONFERENCE WITH LABOR NEGOTIATORS (Govt. Code section 54957.6) Agency designated representative: Catherine Engbert, Town Attorney Title: Town Manager
4. ADJOURNMENT
Mayor Wernikoff adjourned the meeting at approximately 7:13 p.m. ___________________________________ ________________________________ Sarah Wernikoff, Mayor Diego Ramirez, Interim Town Clerk
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Minutes of September 4, 2024
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – SEPTEMBER 4, 2024
1. CALL TO ORDER/ROLL CALL
Mayor Wernikoff called the Special Meeting to order at 3:03 p.m. Interim Town Clerk Ramirez called the Roll Call:
Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor and Vice Mayor Judith Hasko and Mayor Sarah Wernikoff. Mayor Wernikoff attended remotely from Lambert’s Cove Inn, The Woods Room, 90 Manaquayak Road, West Tisbury, MA 02568
Absent: None
Others: Town Manager Sharif Etman, Town Attorney, Catherine Engberg, Interim Town Clerk Diego Ramirez
2. ORAL COMMUNICATIONS
None.
3. CLOSED SESSION
At 3:05 p.m., Town Attorney, Catherine Engberg, announced the Council would be convening into a Closed Session for the following:
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957):
Town Manager Sharif Etman
b. PUBLIC EMPLOYEE APPOINTMENT/EXTENSION/SEPARATION (Govt. Code section 54957): Title: Town Manager
c. CONFERENCE WITH LABOR NEGOTIATORS (Govt. Code section 54957.6). Agency designated representative: Catherine Engberg, Town Attorney.
Title: Town Manager
Mayor Wernikoff reconvened the Special Meeting at 4:38 p.m. and reported no action was taken in Closed Session.
4. ADJOURNMENT
The meeting adjourned at 4:40 p.m.
________________________________ ________________________________ Sarah Wernikoff, Mayor Diego Ramirez, Interim Town Clerk
Item 6a
There are no written materials for this Item.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: September 11, 2024
RE: Warrant List
RECOMMENDATION:
There are two recommendations for this item.
1. Discuss the presentation of the Warrant List for council meetings moving forward.
2. Review and accept the following Warrant Lists for the month ended August 31, 2024.
07/25/2024 Warrant List
08/08/2024 Warrant List
08/14/2024 Warrant List
08/22/2024 Warrant List
08/28/2024 Warrant List
Disclosure – EFT Payments
BACKGROUND
The warrant list reports payments to vendors for goods and services properly procured and approved for payment. The information listed below lists warrants issued as Electronic Fund Transfers (EFT), voided, or issued out of sequence with the normal warrant list cycle. Any additional items not following the above parameters will be separately disclosed in the staff report and attachments.
There have been questions raised about the integrity of the warrant list over the past month. To increase understanding of Town operations, this staff report has been developed and will be included in all future warrant list presentations to provide additional context. Providing a more consistent presentation of the warrant list will increase understanding and transparency.
REPORT SUMMARY
The following table lists warrant activity by date, tracks starting and ending warrant numbers, and total amount of warrants issued.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Warrant List September 11, 2024
The following table lists the warrants issued as EFT payments. EFT payments are recurring payments for contributions related to retirement and deferred compensation, workers’ compensation premiums, and utilities, etc.
The following table lists the warrants that were voided and the reason for the voided transaction.
The following table lists the warrants issued outside of the scheduled warrant list cycle for various reasons, such as processing error, reissuing a voided check, or employee separation.
DISCLOSURE
During the month of August, Finance discovered that several EFT payments to CalPERS for retirement contributions during the prior fiscal year were not posted to the ledger. As a result, posting these payments to the ledger created a gap in the warrant number sequence. Since this scenario falls outside the parameters listed above, it is Date
Ending
Warrant #
Warrant 7/25/2024 4427 4427 1 2,919.30 7/26/2024 7/24/2024 4426 Warrant/EFT 8/14/2024 4428 4468 41 213,679.64 8/15/2024 7/25/2024 4427 Warrant 8/8/2024 4469 4469 1 2,000.00 8/8/2024 8/15/2024 4468 EFT Payments Various 4470 4492 23 326,098.44 Various 8/8/2024 4469 Payroll 8/22/2024 4493 4493 1 147.47 8/22/2024 EFTs 4492 Warrant/EFT 8/28/2024 4494 4536 43 294,837.92 8/29/2024 8/22/2024 4493 Attached are Warrant Lists for:
Prior Warrant List
Type of Warrant Date
Starting
Warrant #
Ending
Warrant #
Total
Warrants Amount
Warrants
Released
Date Warrant # Issued to Fund Dept Purpose Amount
8/14/2024 4430 Bank of America General Various June Credit Card Statement 11,213.15$ 8/14/2024 4447 Missionsquare Retirement General Various Deferred Compensation 3,284.86 8/14/2024 4453 PERS Health General Various Medical Premiums 21,869.84 8/14/2024 4454 PG&E General Various Utilities 1,433.13
8/14/2024 4457 State Compensation Ins Fund General Various Workers Compensation 6,005.67 8/14/2024 4458 Verizon Wireless General Various Mobile plan 691.55 8/14/2024 4466 Amazon Capital Services General Various Supplies 525.96 8/28/2024 4499 Bank of America General Various July Credit Card Statement 6,758.48 8/28/2024 4509 Missionsquare Retirement General Various Deferred Compensation 3,284.86 8/28/2024 4516 PG&E General Various Utilities 1,545.86
8/28/2024 4522 State Compensation Ins Fund General Various Workers Compensation 6,005.67 Warrants issued as EFT
Date Warrant # Issued to Fund Dept Reason Amount
8/14/2024 4468 Wobbly World General Cultural Wrong Check Date 2,000.00$ 10/31/2023 4471 CalPERS General Various Wrong Amount 43,262.79 Warrants Voided
Date Warrant # Issued to Fund Dept Purpose Amount
7/25/2024 4427 Small Business Benefit Plan General All Vision/Dental premium 2,919.30$ 8/8/2024 4469 Wobbly World General Cultural Reissue Check No 4468 2,000.00 8/22/2024 4493 Brandon Spears General PW Final paycheck 147.47 Warrants Issued Outside of a Scheduled Warrant List
Warrant List September 11, 2024
being disclosed separately in this report and in the attachments, attachment 6. As Finance continues to catch up on the prior year’s transactions, the likelihood of this scenario repeating is highly probable. Any future discoveries will be disclosed in this section of the report.
ATTACHMENTS
1. 07/25/2024 Warrant List
2. 08/08/2024 Warrant List
3. 08/14/2024 Warrant List
4. 08/22/2024 Warrant List
5. 08/28/2024 Warrant List
6. EFT Payments Disclosure
Date Warrant # Issued to Fund Dept Purpose Amount
10/5/2023 4470 CalPERS General Various Retirement Contributions 15,087.04 10/31/2023 4471 CalPERS General Various Retirement Contributions 43,262.79 12/4/2023 4472 CalPERS General Various Retirement Contributions 14,250.12 12/5/2023 4473 CalPERS General Various Retirement Contributions 11,171.40 12/7/2023 4474 CalPERS General Various Retirement Contributions 12,438.90 12/28/2023 4475 CalPERS General Various Retirement Contributions 12,253.78 2/5/2024 4476 CalPERS General Various Retirement Contributions 11,707.59 2/4/2024 4477 CalPERS General Various Retirement Contributions 9,927.80 10/28/2023 4478 CalPERS General Various Retirement Contributions 14,148.66 10/29/2023 4479 CalPERS General Various Retirement Contributions 14,521.86 10/31/2023 4480 CalPERS General Various Retirement Contributions 14,592.27 2/2/2024 4481 CalPERS General Various Retirement Contributions 10,757.38 2/3/2024 4482 CalPERS General Various Retirement Contributions 9,597.96 3/1/2024 4483 CalPERS General Various Retirement Contributions 10,757.38 3/2/2024 4484 CalPERS General Various Retirement Contributions 15,753.36 4/18/2024 4485 CalPERS General Various Retirement Contributions 10,757.38 4/19/2024 4486 CalPERS General Various Retirement Contributions 15,653.50 5/27/2024 4487 CalPERS General Various Retirement Contributions 10,757.38 5/28/2024 4488 CalPERS General Various Retirement Contributions 14,589.55 5/23/2024 4489 CalPERS General Various Retirement Contributions 10,919.43 5/31/2024 4490 CalPERS General Various Retirement Contributions 15,509.88 6/24/2024 4491 CalPERS General Various Retirement Contributions 11,081.48 6/25/2024 4492 CalPERS General Various Retirement Contributions 16,601.55 Disclosure
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
July 25, 2024
Claims totaling $2,919.30 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 07/25/2024 14:36 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4427 437 SMALL BUSINESS BENEFIT PLAN TR 2,919.30 07/25/24Check totals: 2,919.30ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 2,919.30Check totals: 2,919.30ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 2,919.30
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
14:37 07/25/24 Paid Invoices by Date
From: 07/25/2024 to 07/25/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
07/25/24 4427 Aug Dental/Vision 2,919.30 2,919.30 AUG-2024.
Check Date Totals 2,919.30
Grand Total 2,919.30
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
August 8, 2024
Claims totaling $2,000 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 08/08/2024 09:04 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4469 1179 WOBBLY WORLD LLC 2,000.00 08/08/24Check totals: 2,000.00ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 2,000.00Check totals: 2,000.00ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 2,000.00
apackfnd Checks by Fund - 08/08/24 to 08/08/24 Page 1
Town of Portola Valley 08/08/2024 mmagahiz 09:05
Vendor Name Invoice Description Invoice Amt.
Fund 101 Dept 115 Town Committees
WOBBLY WORLD LLC Summer Concert 2024 2,000.00
-----------------
Fund 101 Dept 115 Total 2,000.00
-----------------
Fund 101 Total 2,000.00
-----------------
**** Grand Total 2,000.00
* * * End of Report * * *
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
August 14, 2024
Claims totaling $213,679.64 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 08/07/2024 14:44 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4428 20 ALLIANT INSURANCE SERVICES 312.00 08/14/244429 41 AT&T 56.69 08/14/244430 44 BANK OF AMERICA 11,213.15 08/14/24 EFTPS4431 214 HINDERLITER DE LLAMAS & ASSOC 750.00 08/14/244432 334 NOLTE ASSOCIATES INC 14,430.50 08/14/244433 403 RON RAMIES AUTOMOTIVE INC. 325.57 08/14/244434 428 SHARP BUSINESS SYSTEMS 238.06 08/14/244435 1016 SHUTE, MIHALY & WEINBERGER LLP 19,731.33 08/14/244436 1177 CORA 1,610.00 08/14/24Check totals: 37,454.15ACH totals:EFTPS totals: 11,213.15Wire transfer totals:Payment Manager totals:GRAND TOTALS 48,667.30Check totals: 37,454.15ACH totals:EFTPS totals: 11,213.15Wire transfer totals:Payment Manager totals:GRAND TOTALS 48,667.30
apachreg Town of Portola Valley mmagahiz 08/07/2024 16:03 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4437 40 ASSOC OF BAY AREA GOVERNMENTS 2,434.00 08/14/244438 50 BAY AREA PAVING 35,000.00 08/14/244439 61 BRAGATO PAVING 28,950.00 08/14/244440 92 CCAG 16,722.00 08/14/244441 96 CHARGEPOINT 4,160.00 08/14/244442 110 CITY OF FOSTER CITY 582.00 08/14/244443 121 SCA OF CA, LLC 2,095.00 08/14/244444 124 COMCAST 202.13 08/14/244445 125 CONNIE STACK 384.00 08/14/244446 176 EXCEL LD 23.56 08/14/244447 218 MISSIONSQUARE RETIREMENT 3,284.86 08/14/24 EFTPS4448 234 J. W. ENTERPRISES 546.88 08/14/244449 269 KATHY WADDELL 1,764.00 08/14/244450 292 LYNCH ELECTRIC & SONS INC 548.79 08/14/244451 324 MIRANDAS LANDSCAPE 1,755.00 08/14/244452 330 NAVIA BENEFIT SOLUTIONS 200.00 08/14/244453 364 PERS HEALTH 21,869.84 08/14/24 EFTPS4454 367 PG&E 1,433.13 08/14/24 EFTPS4455 375 PLATINUM FACILITY SERVICES 4,936.68 08/14/244456 445 STANDARD INSURANCE CO. 311.33 08/14/244457 448 STATE COMP INSURANCE FUND 6,005.67 08/14/24 EFTPS4458 489 VERIZON WIRELESS 691.55 08/14/24 EFTPS4459 505 WOODSIDE FIRE PROTECTION DISTR 13,845.98 08/14/244460 518 GOT GOPHERS? 1,050.00 08/14/244461 803 CODA TECHNOLOGY GROUP 685.00 08/14/244462 860 STEPFORD 4,513.50 08/14/244463 914 UNITED MECHANICAL INC 6,755.62 08/14/244464 1064 HDL COREN & CONE 1,412.50 08/14/244465 1118 STERICYCLE, LNC. DBA SHRED-LT 223.36 08/14/244466 1152 AMAZON CAPITAL SERVICES, INC 525.96 08/14/24 EFTPS4467 1178 MELODY NOEL 100.00 08/14/244468 1179 WOBBLY WORLD LLC 2,000.00 08/14/24Check totals: 131,201.33ACH totals:EFTPS totals: 33,811.01Wire transfer totals:Payment Manager totals:GRAND TOTALS 165,012.34
Check totals: 131,201.33
ACH totals:EFTPS totals: 33,811.01Wire transfer totals:Payment Manager totals:GRAND TOTALS 165,012.34
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
16:04 08/07/24 Paid Invoices by Date
From: 08/14/2024 to 08/14/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 20 ALLIANT INSURANCE SERVICES
08/14/24 4428 Premium Town Special Event Liability Insurance 312.00 312.00 2647699 Vendor: 41 AT&T
4429 June Statement 56.69 56.69 000021958572
Vendor: 44 BANK OF AMERICA
4430 June Statement 11,213.15 11,213.15 1388-JUN24
Vendor: 214 HINDERLITER DE LLAMAS & ASSOC
4431 Contract Services Sales Tax Jul-Sept 2023 750.00 750.00 SIN031778 Vendor: 334 NOLTE ASSOCIATES INC
4432 June Applicant Charges & PW Support 14,430.50 14,430.50 JUNE-2024 Vendor: 403 RON RAMIES AUTOMOTIVE INC.
4433 June Fuel Statement 325.57 325.57 G20240630-2
Vendor: 428 SHARP BUSINESS SYSTEMS
4434 Copies 238.06 238.06 9004904660
Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
4435 June Legal Service 19,731.33 19,731.33 JUN-24-SMW
Vendor: 1177 CORA
4436 Emergency Response Program Contribution 1,610.00 1,610.00 PORTCY2024 Vendor: 40 ASSOC OF BAY AREA GOVERNMENTS
4437 FY 2024-2025 Annual Membership Dues 2,434.00 2,434.00 AR035974 Vendor: 50 BAY AREA PAVING
4438 Woodside Highlands District Re-paving project 35,000.00 35,000.00 C60-205 Vendor: 61 BRAGATO PAVING
4439 Asphalt Repairs 28,950.00 28,950.00 7516
Vendor: 92 CCAG
4440 General Fund Assessment 16,722.00 16,722.00 23606
Vendor: 96 CHARGEPOINT
4441 Equipment services contract 4,160.00 4,160.00 IN280854 Vendor: 110 CITY OF FOSTER CITY
4442 CalOpps Job Posting 582.00 582.00 16197
.
apapdinv2 mmagahiz Town of Portola Valley Page 2
16:04 08/07/24 Paid Invoices by Date
From: 08/14/2024 to 08/14/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 121 SCA OF CA, LLC
4443 July Litter/Street Clean 2,095.00 2,095.00 2024-007410 Vendor: 124 COMCAST
4444 WIFI-07.21.2024-08.20.2024 202.13 202.13 1945-JUL24 Vendor: 125 CONNIE STACK
4445 Summer 2024 Classes 384.00 384.00 SUMMER 2024
Vendor: 176 EXCEL LD
4446 July Telephone LD Services 23.56 23.56 1198421412
Vendor: 218 MISSIONSQUARE RETIREMENT
4447 Deferred Comp - July 31, 2024 3,284.86 3,284.86 JULY-202431 Vendor: 234 J. W. ENTERPRISES
4448 Handicap Unit Rental & Services 546.88 315.44 260189 Handicap Unit Rental & Services 231.44 260190
Vendor: 269 KATHY WADDELL
4449 Summer 2024 Classes 1,764.00 1,764.00 SUMMER-2024
Vendor: 292 LYNCH ELECTRIC & SONS INC
4450 Change receptable for Copy Machine Service 548.79 548.79 2024.573 Vendor: 324 MIRANDAS LANDSCAPE
4451 July Landscape Maintenance Services 1,755.00 1,755.00 791 Vendor: 330 NAVIA BENEFIT SOLUTIONS
4452 July 2024 Monthly Fee 200.00 200.00 10872510
Vendor: 364 PERS HEALTH
4453 August Health 21,869.84 21,869.84 100000017613419
Vendor: 367 PG&E
4454 July Statement 1,433.13 1,433.13 JUL-2024
Vendor: 375 PLATINUM FACILITY SERVICES
4455 Janitorial Services - July 2024 4,936.68 4,488.67 49059 Janitorial Services - July 2024. Fridays disinfection svcs 448.01 49060 Vendor: 445 STANDARD INSURANCE CO.
4456 LTD/Life Premium 311.33 311.33 2024-JUL
.
apapdinv2 mmagahiz Town of Portola Valley Page 3
16:04 08/07/24 Paid Invoices by Date
From: 08/14/2024 to 08/14/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 448 STATE COMP INSURANCE FUND
4457 WC Premium, 07/06/2024-08/06/2024 6,005.67 6,005.67 1001844525 Vendor: 489 VERIZON WIRELESS
4458 July Cellular 691.55 691.55 9969938692
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
4459 CERRP Coordinator Jul, Aug, Sept 2024 13,845.98 13,845.98 2024 Q3_PV Vendor: 518 GOT GOPHERS?
4460 Town Fields Gopher Trapping- July 2024 1,050.00 1,050.00 67457 Vendor: 803 CODA TECHNOLOGY GROUP
4461 Remote Support - Repair SDI output connection 685.00 685.00 8002 Vendor: 860 STEPFORD
4462 Monthly Service Charges 08/01/2024 THRU 08/31/2024 4,513.50 3,920.00 2401424 Veeam Backup and Replication for Disaster Recovery - Aug 24 593.50 2401425 Vendor: 914 UNITED MECHANICAL INC
4463 Plumbing - Community Hall 6,755.62 2,602.94 92055
Cooling- Townhall 1,053.62 92057Cooling - Community Hall 1,149.62 92059Boiler Water Leak- Town Hall 895.82 92076Library No cooling Power outage 1,053.62 92058 Vendor: 1064 HDL COREN & CONE
4464 Contract Svcs Sales Tax - Jul-Sept 2024 1,412.50 1,412.50 SIN041347 Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
4465 Paper Shredding Services 223.36 223.36 8007925123
Vendor: 1152 AMAZON CAPITAL SERVICES, INC
4466 Office Supplies - Aug 2 24 525.96 525.96 08022024
Vendor: 1178 MELODY NOEL
4467 Picnic Table Rental Deposit Refund 100.00 100.00 PROF-24-29 Vendor: 1179 WOBBLY WORLD LLC
4468 Summer Concert 2024 2,000.00 2,000.00 ESPA-24-4
Check Date Totals 213,679.64
Grand Total 213,679.64
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
Aug 22, 2024
Claims totaling $147.47 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 08/22/2024 16:18 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4493 1184 BRANDON SPEARS 147.47 08/22/24Check totals: 147.47ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 147.47Check totals: 147.47ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 147.47
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
16:18 08/22/24 Paid Invoices by Date
From: 08/22/2024 to 08/22/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 1184 BRANDON SPEARS
08/22/24 4493 Final Pay 147.47 147.47 SPEARS 8-22-24
Check Date Totals 147.47
Grand Total 147.47
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
Aug 28, 2024
Claims totaling $294,837.92 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 08/28/2024 11:53 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4494 332 N.C.E. 6,717.50 08/28/244495 847 LISA WISE CONSULTING 390.00 08/28/244496 1017 ROUTEWARE 9,540.00 08/28/244497 1186 AT&T CORP DBA ACC BUSINESS 773.54 08/28/24Check totals: 17,421.04ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 17,421.04Check totals: 17,421.04ACH totals:EFTPS totals:Wire transfer totals:Payment Manager totals:GRAND TOTALS 17,421.04
apachreg Town of Portola Valley mmagahiz 08/28/2024 13:49 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4498 41 AT&T 292.20 08/28/244499 44 BANK OF AMERICA 6,758.48 08/28/24 EFTPS4500 49 BAY AREA GEOTECH GROUP 2,461.00 08/28/244501 50 BAY AREA PAVING 35,173.00 08/28/244502 78 CALIFORNIA WATER SERVICE CO 17,357.26 08/28/244503 124 COMCAST 709.28 08/28/244504 135 CSG CONSULTANTS INC 12,654.00 08/28/244505 176 EXCEL LD 23.56 08/28/244506 195 GOOD CITY COMPANY 51,145.00 08/28/244507 203 GREEN HALO SYSTEMS 228.00 08/28/244508 213 HILLYARD INC 1,066.44 08/28/244509 218 MISSIONSQUARE RETIREMENT 3,284.86 08/28/24 EFTPS4510 234 J. W. ENTERPRISES 546.88 08/28/244511 275 KRUPKA CONSULTING 1,312.50 08/28/244512 276 KUTZMANN & ASSOCIATES 2,430.42 08/28/244513 295 LYNX TECHNOLOGIES INC 600.00 08/28/244514 324 MIRANDAS LANDSCAPE 556.65 08/28/244515 334 NOLTE ASSOCIATES INC 18,382.72 08/28/244516 367 PG&E 1,545.86 08/28/24 EFTPS4517 373 PITNEY BOWES INC. 290.48 08/28/244518 374 PLAN JPA 102.00 08/28/244519 376 PORTOLA VALLEY HARDWARE 247.77 08/28/244520 403 RON RAMIES AUTOMOTIVE INC. 2,300.39 08/28/244521 437 SMALL BUSINESS BENEFIT PLAN TR 2,972.40 08/28/244522 448 STATE COMP INSURANCE FUND 6,005.67 08/28/24 EFTPS4523 486 VANCE BROWN INC. 7,824.95 08/28/244524 505 WOODSIDE FIRE PROTECTION DISTR 77,013.63 08/28/244525 642 CYBERTARY.COM 461.27 08/28/244526 730 URBAN PLANNING PARTNERS INC 1,005.00 08/28/244527 860 STEPFORD 675.00 08/28/244528 914 UNITED MECHANICAL INC 2,778.57 08/28/244529 996 GREGORY POSTEN 1,729.50 08/28/244530 1066 SHARIF ETMAN 55.14 08/28/244531 1110 LESLEY SHORTAL 100.00 08/28/244532 1180 EPIC 15,000.00 08/28/244533 1181 JUDY RAFFIT GUTGSELL 127.00 08/28/244534 1182 KELLY FEDORUK 100.00 08/28/244535 1183 JESSIE MCEVOY 100.00 08/28/244536 1185 BUNDY BROWNE 2,000.00 08/28/24
apachreg Town of Portola Valley mmagahiz 08/28/2024 13:49 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type Check totals: 259,822.01ACH totals:EFTPS totals: 17,594.87Wire transfer totals:Payment Manager totals:GRAND TOTALS 277,416.88Check totals: 259,822.01ACH totals:EFTPS totals: 17,594.87Wire transfer totals:Payment Manager totals:GRAND TOTALS 277,416.88
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
13:52 08/28/24 Paid Invoices by Date
From: 08/28/2024 to 08/28/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 332 N.C.E.
08/28/24 4494 2023/2024 Street Resurfacing Services 6,717.50 6,717.50 424265507 Vendor: 847 LISA WISE CONSULTING
4495 Professional Services: June 2024 390.00 390.00 4869 Vendor: 1017 ROUTEWARE
4496 Recyclist Annual Support, CalRecycle SB 1383 Grant 9,540.00 9,540.00 INV-032773 Vendor: 1186 AT&T CORP DBA ACC BUSINESS
4497 ACC Division of AT&T Ethernet Installation 773.54 773.54 241702530 Vendor: 41 AT&T
4498 July Statement 292.20 58.65 000022109924
July Statement 174.90 000022109925July Statement 58.65 000022109926 Vendor: 44 BANK OF AMERICA
4499 July Statement 6,758.48 6,758.48 1388-JUL24
Vendor: 49 BAY AREA GEOTECH GROUP
4500 2024 Street Resurfacing Project Various locations 2,461.00 2,461.00 58373 Vendor: 50 BAY AREA PAVING
4501 Woodside Highlands District Re-paving project 35,173.00 35,173.00 C60-214 Vendor: 78 CALIFORNIA WATER SERVICE CO
4502 Water Service 7/13/24 - 8/9/24 17,357.26 17,357.26 JULY-2024 Vendor: 124 COMCAST
4503 WIFI-08.21.2024-09.20.2024 709.28 212.13 1945-AUG24 WIFI-08.16.2024-09.15.2024 497.15 7290-AUG24
Vendor: 135 CSG CONSULTANTS INC
4504 Jul Code Enforcement, Bldg Svcs, In House 12,654.00 12,654.00 JUL-2024 Vendor: 176 EXCEL LD
4505 August Telephone LD Services 23.56 23.56 1198551168 Vendor: 195 GOOD CITY COMPANY
4506 Planning Consultant Services - July 2024 51,145.00 51,145.00 3697 Vendor: 203 GREEN HALO SYSTEMS
4507 August Hosting & Access 228.00 114.00 5124
.
apapdinv2 mmagahiz Town of Portola Valley Page 2
13:52 08/28/24 Paid Invoices by Date
From: 08/28/2024 to 08/28/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/28/24 4507 July Hosting & Access 228.00 114.00 5063
Vendor: 213 HILLYARD INC
4508 Janitorial Supplies 1,066.44 1,066.44 605572882
Vendor: 218 MISSIONSQUARE RETIREMENT
4509 Deferred Comp - August 15, 2024 3,284.86 3,284.86 AUG-202415 Vendor: 234 J. W. ENTERPRISES
4510 Handicap Unit Rental & Services 546.88 315.44 260850 Handicap Unit Rental & Services 231.44 260851
Vendor: 275 KRUPKA CONSULTING
4511 Traffic Planning 1,312.50 1,312.50 1413
Vendor: 276 KUTZMANN & ASSOCIATES
4512 July Plan Checks 2,430.42 2,430.42 538944
Vendor: 295 LYNX TECHNOLOGIES INC
4513 GIS Professional Services in July 2024 600.00 600.00 10221 Vendor: 324 MIRANDAS LANDSCAPE
4514 August Landscape Maintenance Services 556.65 556.65 816 Vendor: 334 NOLTE ASSOCIATES INC
4515 July Applicant Charges & PW Support 18,382.72 18,382.72 JULY-2024 Vendor: 367 PG&E
4516 August Statement 1,545.86 1,545.86 AUG-2024
Vendor: 373 PITNEY BOWES INC.
4517 Postage Meter Rental, Ink 290.48 290.48 1025916787 Vendor: 374 PLAN JPA
4518 General Liability Claims- July 2024 102.00 102.00 PLAN-0124 Vendor: 376 PORTOLA VALLEY HARDWARE
4519 July Statement 247.77 247.77 193-JUL24
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
4520 July Fuel Statement 2,300.39 614.37 G20240731-1
Vehicle Maintenance 1,686.02 78291
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
.
apapdinv2 mmagahiz Town of Portola Valley Page 3
13:52 08/28/24 Paid Invoices by Date
From: 08/28/2024 to 08/28/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/28/24 4521 Sept Dental/Vision 2,972.40 2,972.40 SEP-2024 Vendor: 448 STATE COMP INSURANCE FUND
4522 WC Premium, 08/06/2024-09/06/2024 6,005.67 6,005.67 1001844526 Vendor: 486 VANCE BROWN INC.
4523 Construction Services 7,824.95 7,824.95 24-H01
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
4524 07/01/24-7/31/24 Fire Mitigation Crew Support 77,013.63 8,102.28 WFPDCREW2024-07 FY2024-25 Chipper Program 68,911.35 PV-CHIPPER24-25
Vendor: 642 CYBERTARY.COM
4525 July Transcription Services 461.27 461.27 4852
Vendor: 730 URBAN PLANNING PARTNERS INC
4526 PV Housing Element Update- July 1,005.00 427.50 21029-240731 PV Safety Element Update- July 577.50 21031-240731
Vendor: 860 STEPFORD
4527 Onsite Support Aug 675.00 675.00 2406385
Vendor: 914 UNITED MECHANICAL INC
4528 Preventative Maintenance 2024 Q2 HVAC 2,778.57 2,057.25 92967 Plumbing T&M Repair - Town Hall 721.32 93035
Vendor: 996 GREGORY POSTEN
4529 Summer Concert Series 2024 Part 2 1,729.50 1,729.50 ESPA-24-2.2 Vendor: 1066 SHARIF ETMAN
4530 2024 All Staff Meeting Snacks 55.14 55.14 AUG-15-24 Vendor: 1110 LESLEY SHORTAL
4531 Refund Picnic Deposit 100.00 100.00 PROF-24-35
Vendor: 1180 EPIC
4532 FY2024-2025 Annual Contribution 15,000.00 15,000.00 FY2024-2025 Vendor: 1181 JUDY RAFFIT GUTGSELL
4533 Refund Anti-Litter Deposit 127.00 127.00 SEP-24-1
Vendor: 1182 KELLY FEDORUK
4534 100.00 100.00 PROF-24-30
.
apapdinv2 mmagahiz Town of Portola Valley Page 4
13:52 08/28/24 Paid Invoices by Date
From: 08/28/2024 to 08/28/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1183 JESSIE MCEVOY
4535 Deposit Picnic Table Refund 100.00 100.00 PROF-24-36 Vendor: 1185 BUNDY BROWNE
4536 Summer Concert Band 2,000.00 2,000.00 ESPA-24-5
Check Date Totals 294,837.92
Grand Total 294,837.92
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
Oct 5, 2023 – Jun 25, 2024
Claims totaling $326,098.44 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
Morganthaler Request August 23, 2024
______________________________________________________________________________________ TO: George Savage and Members of the Finance Committee
FROM: Tony McFarlane, Finance Director
DATE: August 23, 2024
RE: Response to Morganthaler letter dated August 19, 2024 In a letter from Betsy Morganthaler dated and received August 19, 2024, I was requested to provide an expeditious accounting of 18 warrants not included in warrant lists between April 2022 and June 2024. The table on the following page lists the warrants in question, the dates the warrants were created, the payee, dollar amount, purpose, and date the warrant cleared the Town’s bank account. Attachments include front and back copies of the warrants that cleared the bank, EFT payments, or screenshots from OpenGov showing that the warrant has been voided.
Here is a breakdown of the disposition of the 18 warrants in question. • 8 warrants were voided for Electronic Fund Transfer (EFT) totaling $41,706.05. • 3 warrants were for employee separation totaling $16,286.00. • 2 warrants were for payroll corrections totaling $2,475.67. • 2 warrants were EFT payments for workers’ compensation premiums and deferred compensation contributions totaling $11,972.95.
• 1 warrant was for a legal settlement totaling $15,000.00. • 1 warrant was for a deposit refund totaling $1,000.00. • 1 warrant was for an instructor payment totaling $1,148.80. • The total amount of warrants is $89,589.47.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Morganthaler Request August 23, 2024
It is important to note that from time to time, a warrant may need to be issued outside of the normal warrant list cycle for valid reasons. In this instance, payroll related items such as termination, withholding adjustments, deferred compensation contributions, legal settlements, and payments to residents or service providers. These warrants should have been disclosed as exceptions to the warrant list cycle.
Transparency builds trust and moving forward, all warrant lists brought before Council will include a staff report accounting for all warrants issued between Council meetings, a practice that I started at the July 24th Council meeting. I am committed to transparency and providing the financial information that the Town has sorely missed, and that should have been provided, over the past 4 years.
War No Date Vendor Amount Purpose Cleared
2122 4/29/2022 Bance Computer Services $ 1.50 VOID
2123 5/22/2022 Bance Computer Services 0.99 VOID
2422 7/29/2022 Cohen & Jacobson LLP 15,000.00 Legal Settlement 8/3/2022 3539 10/11/2023 State Compensation 10,062.01 EFT - WC Premium 10/10/2023 3929 2/13/2024 Starla Jerome-Robinson 1,279.41 Paycheck error 3/15/2024 3930 2/13/2024 Shauna Clark 1,196.26 Paycheck error 3/11/2024 3969 3/5/2024 Cheyanne Brown 10,886.57 Severance 3/28/2024 3970 3/5/2024 Jennifer Torres 8,677.27 VOID
3971 3/6/2024 Jennifer Torres 4,338.64 Severance 3/11/2024 4017 3/12/2024 Daniel Webb 1,000.00 Deposit Refund 3/20/2024 4149 5/3/2024 Missionsquare 1,910.94 EFT - Deferred Comp 5/6/2024 4176 5/8/2024 Krisch & Company 33,026.25 VOID
4177 5/8/2024 Krisch & Company 0.01 VOID
4178 5/8/2024 Krisch & Company 0.01 VOID
4179 5/8/2024 Krisch & Company 0.01 VOID
4180 5/8/2024 Krisch & Company 0.01 VOID
4231 5/16/2024 Romeo Herrera 1,060.79 Final Paycheck 7/11/2024 4288 6/13/2024 Connie Stack 1,148.80 Instructor payment 6/17/2024 Total $ 89,589.47
Attachments August 23, 2024
Warrant No 2122 – 04/29/2022 (VOID EFT Testing)
Warrant No 2123 – 05/22/2022 (VOID EFT Testing)
Page
4 Attachments August 23, 2024
Warrant No 2422 – 07/29/2022
Page
5 Attachments August 23, 2024
Warrant No 3539 – 10/11/2023(EFT)
Page
6 Attachments August 23, 2024
Warrant No 3929 – 02/13/2024
Page
7 Attachments August 23, 2024
Warrant No 3930 – 02/13/2024
Page
8 Attachments August 23, 2024
Warrant No 3969 – 03/05/2024
Attachments August 23, 2024
Warrant No 3970 – 3/5/2024 (VOID – Wrong Amount)
Attachments August 23, 2024
Warrant No 3971 – 03/06/2024
Attachments August 23, 2024
Warrant No 4017 – 03/12/2024
Attachments August 23, 2024
Warrant No 4149 – 05/03/2024 (EFT)
Attachments August 23, 2024
Warrant No 4176 – 05/08/2024 (VOID – EFT Testing)
Warrant No 4177 – 05/08/2024 (VOID – EFT Testing)
Attachments August 23, 2024
Warrant No 4178 – 05/08/2024 (VOID – EFT Testing)
Warrant No 4179 – 05/08/2024 (VOID – EFT Testing)
Attachments August 23, 2024
Warrant No 4180 – 05/08/2024 (VOID EFT Testing)
Attachments August 23, 2024
Warrant No 4231 – 05/16/2024
Attachments August 23, 2024
Warrant No 4288 – 06/13/2024
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: September 11, 2024
RE: FY 2020-21 Annual Comprehensive Financial Report
RECOMMENDATION:
Receive and file the Annual Comprehensive Financial Report (ACFR) for Fiscal Year 2020-21 and related reports and direct staff to prepare and post the Town’s ACFR using the financial statements contained in the ACFR and in accordance with State law.
BACKGROUND
The Town’s independent auditor Maze & Associates has confirmed that the ACFR for the fiscal year ended June 30, 2021, attachment 1, is free from material misstatements and fairly represents the Town’s financial position. The auditor further provided clarification on several points.
• Change in Net Position: Town’s Net Position increased by $430K. • Change in Revenue: Total revenues increased by $588K to $7.22M. • Change in Expenditure: Total expenses increased by $91K to $6.79M. • Change in Fund Balance: Fund Balance for the General Fund decreased by ($684K) to $5.8M.
• Internal Controls: Maze & Associates found no material deficiencies, however, did identify three significant deficiencies related to segregation of duties, journal entry review and approval, and timely bank reconciliations in their memorandum on internal controls.
• Reportable Errors: Maze & Associates found no reportable errors. • Single Audit Exemption: The Town is exempt from the federal government’s “Single Audit” requirement of federal award expenditures because less than $750K in federal awards was expended in 2020-21.
• Timeliness of Audit Completion: The Town is still late in completing its audit for Fiscal Years 2021-22 and 2022-23.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
ACFR September 11, 2024
Audit Schedule
As stated above, the Town is still three fiscal years behind in completing audits. Staff and Maze & Associates are attempting to complete these three audits within Fiscal Year 2024-25. The audit for FY 2024-25 is scheduled to be completed by September 2025.
Here is the audit schedule for the past three fiscal years and the current fiscal year.
ATTACHMENTS
1. 2021-22 Annual Comprehensive Financial Report
Audit Year Timeline Items
FY22 Audit Mid September 2024 Town to have FY22 requested items completed FY22 Audit Mid November 2024 Maze wraps up audit if all requested items are completed FY22 Audit Mid December 2024 Finalize ACFR
FY23 Audit Mid October 2024 Town to have FY23 requested items completed FY23 Audit January 2025 Maze wraps up audit if all requested items are completed FY23 Audit February 28 2025 Finalize ACFR
FY24 Audit March 2025 Town to have FY24 requested items completed FY24 Audit April 2025 Maze wraps up audit if all requested items are completed FY24 Audit May 2025 Finalize ACFR
FY25 Audit June 2025 Interim Field Work
FY25 Audit August 2025 Maze wraps up audit if all requested items are completed FY25 Audit September 2025 Finalize ACFR
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
FOR THE YEAR ENDED JUNE 30, 2021
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TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
For The Year Ended June 30, 2021
Table of Contents
Page
Memorandum on Internal Control ................................................................................................................... 1
Schedule of Significant Deficiency ......................................................................................................... 3 Schedule of Other Matters ....................................................................................................................... 6 Status of Prior Year Significant Deficiency .......................................................................................... 11
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1 MEMORANDUM ON INTERNAL CONTROL
To the Honorable Mayor and Members of the Town Council
Town of Portola Valley, California
In planning and performing our audit of the basic financial statements of the Town as of and for the year ended June 30, 2021, in accordance with auditing standards generally accepted in the United States of America, we considered the Town’s internal control over financial reporting as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Town’s internal control. Accordingly, we do not express an opinion on the effectiveness of the Town’s internal control.
Our consideration of internal control was for the limited purpose described in the preceding paragraph and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore material weaknesses or significant deficiencies may exist that were not identified. In addition, because of inherent limitations in internal control, including the possibility of management override of controls, misstatements due to error or fraud may occur and not be detected by such controls. However, as discussed below, we identified certain deficiencies in internal control that we consider to be significant deficiencies.
A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the Town’s financial statements will not be prevented, or detected and corrected on a timely basis. We did not identify any deficiencies in internal control that we consider to be material weaknesses.
A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. We consider the deficiencies in internal control included on the Schedule of Significant Deficiencies to be significant deficiencies.
Included in the Schedule of Other Matters are recommendations not meeting the above definitions that we believe are opportunities for strengthening internal controls and operating efficiency.
Management’s written responses included in this report have not been subjected to the audit procedures applied in the audit of the financial statements and, accordingly, we express no opinion on them.
This communication is intended solely for the information and use of management, Town Council, others within the organization, and agencies and pass-through entities requiring compliance with Government Auditing Standards, and is not intended to be and should not be used by anyone other than these specified parties.
Pleasant Hill, California
April 15, 2024
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TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF SIGNIFICANT DEFICIENCY
2021-01 Segregation of Duties
Criteria: Effective internal control must be maintained at any organization, regardless of size and intricacy. Good internal controls require that employees with access to the assets not have access to the accounting records for the same assets. Reconciliations of any accounts should be performed by separate individuals to ensure segregation of duties.
Condition: During our review of internal controls, we noted areas in which controls need to be improved, and employee access and/or duties should be revised:
a) The payroll run was reviewed by the same employee who processes payroll. There was no evidence of a separate employee reviewing the payroll register. The same employee also prepared and input the payroll journal entries into the general ledger without a separate employee review. In addition, there is no evidence of documentation of the preparer and reviewer for the payroll register. b) The vendor database is managed by the same staff who was also involved in processing accounts payable
Cause: Due to the Town's staff turnover, financial system upgrade, and impacts from the pandemic, the Town did not have enough finance staff to ensure sufficient segregation of duties in various transaction cycles. The tight labor market during the pandemic year further delayed recruitment. The staff shortage delayed the finance department from preparing and reconciling financial activities for the audit in a timely manner.
Potential Effect: Assets or accounts recorded and reviewed by the same staff do not permit good checks, transparency, accuracy, or segregation of duties and increase the likelihood that material misstatement in the financial statement will not be prevented or detected and corrected on a timely basis.
Recommendation: Good internal control dictates that the same employee with access to physical assets should not also have access to updating account records for the same assets. A different employee should be involved in the records or assets to provide a good check and balance. The Town should analyze staff resources to ensure proper review and segregation of duties.
Management’s Response:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF SIGNIFICANT DEFICIENCY
2021-02 Journal Entry Reviews, Approvals, and Timeliness Criteria: Journal entries (JE) are an important transaction cycle affecting all accounting and financial reporting aspects. Prudent internal control concepts dictate that:
1. No single employee should process a transaction without the involvement of another employee.
2. A second employee should review and approve the entry prepared by the first employee, with evidence of signing and dating for the approval.
3. The JE should be prepared, reviewed, and posted within 30-45 days of the event's occurrence.
Condition: We sample-tested the Town’s JE and noted the following:
c) The JEs tested showed no separate reviewer other than the preparer. d) Five JEs had reviewed and posted dates six months later than the original preparation dates:
Cause: Due to the Town's staff turnover, financial system upgrade, and impacts from the pandemic, the Town did not have enough finance staff to ensure sufficient segregation of duties in various transaction cycles. The tight labor market during the pandemic year further delayed recruitment. The staff shortage delayed the finance department from preparing and reconciling financial activities for the audit in a timely manner.
Potential Effect: Journal entry preparation and reviewing by the same staff does not permit good checks, transparency, accuracy, or segregation of duties and increase the likelihood that material misstatement in the financial statement will not be prevented or detected and corrected on a timely basis.
When journal entries are not posted in a timely manner, there is an increased risk that transactions are not posted in the correct period, and accounting errors, misstatements, or unauthorized transactions may not be identified or corrected in a timely manner.
Recommendation: We recommend that the Town implement a park and place function that allows someone to create entries and then alerts and allows the authorized employees to review and approve the entry before posting. We also recommended that the town work on submitting journal entries in a timely manner.
Management’s Response:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF SIGNIFICANT DEFICIENCY
2021-03 Timely Bank Reconciliations
Criteria: Bank account reconciliations are one of the most important internal controls. To be effective, bank reconciliations and the associated review should be completed in their entirety as soon as reasonably possible after each month's end, usually within 30-45 days of the bank statement date. Additionally, reconciliations should be dated and signed off by the preparer and reviewer to leave an audit trail.
Condition: We noted that the bank reconciliation for fiscal year 2021, was not completed and reviewed until the fiscal year of 2024, more than three years later.
Cause: Due to the Town's staff turnover, financial system upgrade, and impacts from the pandemic, the Town did not have enough finance staff to ensure timely preparation and review of the financials in various transaction cycles. The tight labor market during the pandemic year further delayed recruitment.
The staff shortage delayed the finance department from preparing and reconciling financial activities for the audit in a timely manner.
Potential Effect: Without timely preparation and review for the bank reconciliation, there is an increased risk that misstatements or unauthorized transactions will not be prevented, detected, and corrected on a timely basis.
Recommendation: We recommend that the Town maintain adequate qualified staff to ensure that bank reconciliations are prepared and reviewed promptly, ideally within 30-45 days of the close of a given month. Also, the preparer and reviewer should date and sign off reconciliations to maintain proper audit trail.
Management’s Response:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF OTHER MATTERS
2021-04 Reconciliation of Payroll Journal Entries with the Payroll Register Criteria: The payroll journal entries prepared by one employee should be reconciled with the payroll register and reviewed by a separate employee before posting to the general ledger.
Condition: During the payroll testing, we noted that the payroll journal entries for the pay period ending on March 31, 2021, were not reconciled with the payroll register and were not reviewed before posting them to the general ledger.
Potential Effect: The above condition does not promote good checks and balances for payroll processing. Without proper reconciliation of the payroll journal entries with the payroll register and separate review, there is an increased risk that misstatements or unauthorized transactions will not be prevented, detected, and corrected on a timely basis.
Cause: Due to the Town's staff turnover, financial system upgrade, and impacts from the pandemic, the Town did not have enough finance staff to ensure sufficient segregation of duties and timely preparation and review of the financials in various transaction cycles. The tight labor market during the pandemic year further delayed recruitment. The staff shortage delayed the finance department from preparing and reconciling financial activities for the audit in a timely manner.
Recommendation: We recommend that the City establish procedures for an employee who does not have edit rights in the City’s payroll system to review the payroll register after every payroll run. If this is deemed impossible under the current staffing situation, cross-review should be performed by the two employees who have access to the payroll module.
In addition, the payroll JE prepared should be reconciled with the payroll register and reviewed properly before posting to the general ledger.
Management’s Response:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF OTHER MATTERS
2021-05 Outstanding Checks
Criteria: The town’s policy is to follow up every six months on checks that have been outstanding for over a year.
Condition: We noted that of all the outstanding checklists accompanying the June 2021 Bank Reconciliation, twenty-five outstanding checks were over a year old.
Cause: Due to the town's staff turnover, financial system upgrades, and impacts from the pandemic, the town did not have enough finance staff to follow up on the outstanding checks in a timely manner.
Potential Effect: This practice does not promote proper internal control over disbursements.
Recommendation: We recommend that the Town follow up and clear the stale check timely.
Management’s Response:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
2021-06 Out of compliance with the Investment Policy
Criteria: The Town’s Investment Policy stated that it shall be adopted by resolution and reviewed as a part of the annual budget process with any amendments to be approved by the council.
Condition: It appeared that the council did not review the Investment Police as part of the annual budget process.
Potential Effect: The Town is out of compliance with its own Investment Policy.
Cause: The Town’s investment policy has not changed since 2012. Hence the review process was overlooked.
Recommendation: We recommend that the Town to review the investment policy annually alongside the annual budget process.
Management’s Response:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF OTHER MATTERS
NEW GASB PRONOUNCEMENTS OR PRONOUNCEMENTS NOT YET EFFECTIVE The following comment represents new pronouncements taking affect in the next few years. We cite them here to keep you informed of developments.
Effective in fiscal year 2020-21:
GASB 84 – Fiduciary Activities
The objective of this Statement is to improve guidance regarding the identification of fiduciary activities for accounting and financial reporting purposes and how those activities should be reported.
This Statement establishes criteria for identifying fiduciary activities of all state and local governments.
The focus of the criteria generally is on (1) whether a government is controlling the assets of the fiduciary activity and (2) the beneficiaries with whom a fiduciary relationship exists. Separate criteria are included to identify fiduciary component units and postemployment benefit arrangements that are fiduciary activities.
This Statement describes four fiduciary funds that should be reported, if applicable: (1) pension (and other employee benefit) trust funds, (2) investment trust funds, (3) private-purpose trust funds, and (4) custodial funds. Custodial funds generally should report fiduciary activities that are not held in a trust or equivalent arrangement that meets specific criteria.
GASB 90 – Majority Equity Interests—(an amendment of GASB Statements No. 14 and No. 61) The primary objectives of this Statement are to improve the consistency and comparability of reporting a government’s majority equity interest in a legally separate organization and to improve the relevance of financial statement information for certain component units. It defines a majority equity interest and specifies that a majority equity interest in a legally separate organization should be reported as an investment if a government’s holding of the equity interest meets the definition of an investment. A majority equity interest that meets the definition of an investment should be measured using the equity method, unless it is held by a special-purpose government engaged only in fiduciary activities, a fiduciary fund, or an endowment (including permanent and term endowments) or permanent fund. Those governments and funds should measure the majority equity interest at fair value.
For all other holdings of a majority equity interest in a legally separate organization, a government should report the legally separate organization as a component unit, and the government or fund that holds the equity interest should report an asset related to the majority equity interest using the equity method. This Statement establishes that ownership of a majority equity interest in a legally separate organization results in the government being financially accountable for the legally separate organization and, therefore, the government should report that organization as a component unit.
This Statement also requires that a component unit in which a government has a 100 percent equity interest account for its assets, deferred outflows of resources, liabilities, and deferred inflows of resources at acquisition value at the date the government acquired a 100 percent equity interest in the component unit. Transactions presented in flows statements of the component unit in that circumstance should include only transactions that occurred subsequent to the acquisition.
TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
SCHEDULE OF OTHER MATTERS
Effective in fiscal year 2021-22:
GASB 87 – Leases
The objective of this Statement is to better meet the information needs of financial statement users by improving accounting and financial reporting for leases by governments. This Statement increases the usefulness of governments’ financial statements by requiring recognition of certain lease assets and liabilities for leases that previously were classified as operating leases and recognized as inflows of resources or outflows of resources based on the payment provisions of the contract. It establishes a single model for lease accounting based on the foundational principle that leases are financings of the right to use an underlying asset. Under this Statement, a lessee is required to recognize a lease liability and an intangible right-to-use lease asset, and a lessor is required to recognize a lease receivable and a deferred inflow of resources, thereby enhancing the relevance and consistency of information about governments’ leasing activities.
GASB 89 – Accounting for Interest Cost Incurred before the End of a Construction Period The objectives of this Statement are (1) to enhance the relevance and comparability of information about capital assets and the cost of borrowing for a reporting period and (2) to simplify accounting for interest cost incurred before the end of a construction period.
This Statement establishes accounting requirements for interest cost incurred before the end of a construction period. Such interest cost includes all interest that previously was accounted for in accordance with the requirements of paragraphs 5–22 of Statement No. 62, Codification of Accounting and Financial Reporting Guidance Contained in Pre-November 30, 1989 FASB and AICPA Pronouncements, which are superseded by this Statement. This Statement requires that interest cost incurred before the end of a construction period be recognized as an expense in the period in which the cost is incurred for financial statements prepared using the economic resources measurement focus. As a result, interest cost incurred before the end of a construction period will not be included in the historical cost of a capital asset reported in a business-type activity or enterprise fund.
This Statement also reiterates that in financial statements prepared using the current financial resources measurement focus, interest cost incurred before the end of a construction period should be recognized as an expenditure on a basis consistent with governmental fund accounting principles.
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TOWN OF PORTOLA VALLEY
MEMORANDUM ON INTERNAL CONTROL
STATUS OF PRIOR YEAR SIGNIFICANT DEFICIENCY
2020-01 Timeliness for the Completion of Audit
Criteria: Well-managed organizations should develop a plan to ensure that adequate resources will remain available in the event of employee departures and the potential impact of unexpected events. Part of that is ensuring there are resources available to be utilized on short notice to fill gaps in key positions, especially in the Finance Department. These resources need to be in place throughout the fiscal year to ensure accounting processes and procedures continue and allow time for the analysis of account balances and activities.
Condition: The Town’s basic financial statements for the year ended June 30, 2020, were not completed until October 2022.
Cause: Due to the Town's staff turnover, financial system upgrade, and impacts from the pandemic, the Town's staff were not able to prepare and complete recording financial activities for the audit timely.
Effect: As a result, there were significant delays in the completion of the audit, which increases the risk that errors or misstatements may go undetected by staff and corrections may not be made in a timely manner. Audit effort was substantially increased due to the delay and coordination.
Recommendation: The Town should analyze staff resources for backup plans to ensure that the financial data is processed properly and timely during staffing transitions and unexpected events.
Current Status:
The Town’s basic financial statements audit for the year ended June 30, 2021, were not completed until April 2024.
Management’s Response to Current Status:
The Town recognizes and agrees with the above findings and is actively working on ______________________________________________________________________________ ______________________________________________________________________________ ______
This Page Left Intentionally Blank
__________________________________________________________________________________ ____
TO: Mayor and Members of the Town Council
FROM: Judith Hasko and Mary Hufty
DATE: September 11, 2024
RE: Final Outreach Committee Report
BACKGROUND
In April 2024, the Town Council adopted a Post-Adoption Plan timeline establishing steps to be taken to effect the Sunrise Provision of the Post-Adoption Plan. Among various steps that the timeline included wasthe formation of a subcommittee of the Town Council to perform preliminary evaluations of sites for affordable housing that may serve as alternatives for building the units designated to be built on the Dorothy Ford Park and Open Space location in the Town’s Housing Element.
After making significant efforts to conduct outreach, the Outreach Subcommittee hereby submits its final high-level report of opportunities identified during its process that should be considered by the Ad Hoc Site Evaluation Committee (the “Ad-Hoc Committee”) that is proposed to be formed in September 2024.
TOWN OF PORTOLA VALLEY
Outreach Subcommittee Report
TOWN OF PORTOLA VALLEY
DISCUSSION
Mary Hufty and Judith Hasko were appointed as a subcommittee of the Town Council to conduct outreach to identify potential sites as affordable housing locations within Portola Valley that may serve as alternative sites to those designated in our Housing Element to be built at Dorothy Ford Park and Open Space, pursuant to the Sunrise Provisions of the Town’s Housing Element.
The Process. 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, 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.
We focused in particular on identifying sites that have potential for multifamily affordable housing suitable for low and very low income housing units. Our outreach efforts were not informed by extensive analyses of feasibility of building out specific sites, which we believe requires expert input and more information than was available to us. We anticipate that the Ad Hoc Committee will select certain potential alternative sites meriting more in-depth analysis. We suggest that as the Ad Hoc Committee focuses its work on a smaller set of sites, that it consider whether to recommend to the Town various means of obtaining important information to inform their efforts, including potentially engaging experts to provide feasibility, geotechnical, economic and other insights in an efficient and cost-effective manner.
We have completed our efforts and now submit a final report to inform future outreach efforts to be continued by an Ad Hoc Site Evaluation Committee that the Town Council will appoint pursuant to the Post-Adoption Plan. During this process 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 will remain available to facilitate the handoff of our work product and related materials to the Ad Hoc Committee.
Summary of potential sites. See Appendix A for a summary of sites we discussed and preliminarily evaluated.
Our outreach efforts critically depended 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 required us to have preliminary discussions in confidence. Therefore, our list of parcels in Appendix A does not include identifying characteristics of each site that suggest to be evaluated in more detail. We expect each parcel owner to be contacted prior to the engagement of the Ad Hoc Committee to confirm their willingness to have their parcel included in a more detailed disclosure of potential housing sites. Those that are willing to have such disclosure made will be included in a more detailed listing that our Subcommittee will share with the Ad Hoc Committee.
Preliminary List of Funding Sources and Partners. 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 for-profit and non-profit). See Appendix B for a list of these entities, which is only provided for convenience for use by the Ad Hoc Committee and other future Post-Adoption Plan efforts.
Town-Owned Properties. 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 included some of these sites in our work product, some of which are included in Appendix A for further evaluation by the Ad Hoc Committee, but we have not performed any specific analyses to assess their viability for affordable housing sites. We wanted to include this prior list to consolidate information that may be useful for the Town in implementing the Post-Adoption Plan.
Appendix A: Outreach Subcommittee: Final 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 based on information obtained by the subcommittee.
Area, Size (Acres) Number of Parcels Priority Range
Alpine Corridor, 5 or
less
6 1-5
Alpine Corridor, >5 2 4 or 5
Portola Corridor, 5 or
less
6 1-4
Portola Corridor, >5 7 1-5
Lost Trancos Corridor,
5 or less
3 4 or 5
Los Trancos Corridor,
>5
1 4
Westridge Corridor, 5
or less
1 5
Appendix B: Potential Funding Sources and Partners
Source
Jamboree
Serra Capital
Palo Alto Housing Corp
ALTA
In lieu Housing Fund
Appendix C: Town-Owned Property List from Prior Work
7/26/2017
ID # APN # Size (ac) Description Zoning District Land Use Category History Sewer/Septic Geo Category
Other Notes Legal Issues
1 076‐270‐080
076‐270‐050
11.19 Town Center R‐E/3.5A/SD‐2/D‐R Community Park PV School District sold land to Town in 1976 for $120,000.
Sewer line on
Portola Road
Pf/Sun • Portola Road scenic corridor
• Fault line over portions of parcel
2 079‐123‐120 4.580 Rossotti Field and Parking OA(R‐E/1A/SD‐1) Community Park In January 1981, the Town purchased the prooperty from Beltramo and Rossotti for $312,000. Condition is for land to be used only for parking, recreational or open space purposes. The agrement notes that "open space
purposes" shall not be construed to include residential uses.
Sewer line on
Alpine Road
Sun • Only regulation‐sized soccer field in Town; well‐used • Annual parking lot lease with Alpine Beer Garden
• In Los Trancos Creek setback area (55 ft from top of bank) • 2 equestrian easements
• Alpine Road scenic corridor
• Sale Agreement prohibit residential use
3 077‐272‐010 7.67 Ford Field and Open Space
Preserve
OA(R‐E/2A/SD‐2) Community Park Grant Deed dated 2/24/71 to acquire land from Hare Brewer and Kelley for $90,000. (Reso. 34‐1965)
Sewer line on
Alpine Road
Sun • Baseball diamond and parking lot
• In Los Trancos Creek setback area
• Public Park, scenic corridor, well‐used Alpine Trail
• Ingress/egress driveway easement (Kelly property)
4 076‐280‐140 3.03 Springdown Open Space
(parcel 1)
R‐E/3.5A/SD‐2/D‐R Community
Park/Preserve
Agreement of Sale with the Goodsteins dated April 7,
2000, purchased land for $1,625,000
Sewer line on
Portola Road
Sbr/Pf Open space preserve, half of the open space. See parcel ID #31. Deeded for Open Space purposes. Grant Deed June 29, 1982
9 077‐272‐020 0.250 Land: 0 Alpine OA(R‐E/2A/SD‐2) Community Park ~20' x 150 long narrow strip of easement next to Ford Field, 18‐RSM‐PG048
Sewer line on
Alpine Road
Sun
10 076‐192‐260 0.700 Land: 0 South Court R‐E/1A/SD‐1a Conservation Residential
Motmans gave the land to the Town for open space
purposes 2/26/1976.
Septic Md/Pd Landslide Parcel at top of wayside road
11 080‐250‐430 0.160 Land: 0 Alpine PC/2A/SD‐1 Open Residential Irregular remainder parcel surrounded by blue oaks open space
Septic Ps Remainder parcel, PV Ranch. Encumbered by an open space easement limiting the use of the property to open space and computable uses (e.g. agricultural use, grazing). It does provide that the open space easement could be abandoned pursuant to Section 51061.
12 080‐250‐160 16.04 Land: 0 Alpine (Bovet Pk,
Parcel C)
PC/2A/SD‐1 Scenic Corridor &
Greenway
Grant Deed 3/12/68 dedicated to Town for road
easement
Sun/Pd/P
s/Md
Long narrow strip of land along Alpine road ROW. Max width ~100' with alpine road running through the land.
Deeded for Parks and Recreation
purposes. Grant Deed September 5,
1975
13 080‐250‐440 0.700 Land: 0 Alpine (Portion
Parcel 2 of PM)
PC/2A/SD‐1 Open Residential Irregular remainder parcel surrounded by blue oaks open space
Septic Sbr/Ps Remainder parcel, PV Ranch. Encumbered by an open space easement limiting the use of the property to open space and computable uses (e.g. agricultural use, grazing). It does provide that the open space easement could be abandoned pursuant to Section 51061.
14 076‐192‐090 1.150 Land: 0 Wayside R‐E/1A/SD‐1a Conservation Residential
Burroughs property dedicated to the Town as
neighborhood preserve, December 31, 1974
Septic Md Landslide parcel
15 080‐511‐050 0.980 Land: 0 Valley Oak (Lot T, 1'
strip PVR)
PC/2A/SD‐1 Conservation
Residential
Lot T of PV Ranch, ROW along Valley Oak St. Septic Sun 1' strip of land that runs along valley oak 16 076‐184‐030 0.980 Land: 0 Wayside R‐E/1A/SD‐1a Conservation Residential
Town acquired as Open space preserve October 4, 1974 Septic Md Woodside Highlandds landslide parcels given to town 17 076‐181‐150 2.040 Land: 0 Buena Vista R‐E/1A/SD‐1a Conservation Residential
Town acquired as Open space preserve October 4, 1974 Septic Md Woodside Highlandds landslide parcels given to town 18 076‐181‐160 2.060 Land: 0 Wayside R‐E/1A/SD‐1a Conservation Residential
Town acquired as Open space preserve October 4, 1974 Septic/TBD County
Md Woodside Highlandds landslide parcels given to town
19 076‐330‐050 0.30 Land: 0 Skyline M‐R/7.5A/SD‐3/DR Scenic Corridor & Greenway
Landslide property Septic Pmw • Intersection of old la honda road and skyline, corner of intersection. Used to be centerline of Old Ridge Road ROW.
Remainder parcel.
• Skyline is a scenic highway, no tree or vegetation removal within 100'
• Pmw geo designation: steep to very steep slopes, fractured bedrock
Town‐Owned Property Assessment Report
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Judith Hasko and Craig Taylor
DATE: September 11, 2024
RE: Ad Hoc Site Evaluation Committee Formation
BACKGROUND
In June 2024, the Town Council adopted a Post-Adoption Plan timeline establishing steps to be taken to effect the Sunrise Provision of the Post-Adoption Plan. Among various steps that the timeline included was the formation of an Ad Hoc Site Evaluation Committee (the “Ad Hoc Committee”) to evaluate sites that may serve as alternatives for building the units designated to be built on the Dorothy Ford Park and Open Space location in the Town’s Housing Element.
The Post-Adoption Plan Subcommittee hereby recommends commencement of the process for the formation and engagement of the Ad Hoc Committee in September 2024.
The overview below includes more detailed activities to be undertaken to form the Ad Hoc Committee and engage it in such site evaluation.
TOWN OF PORTOLA VALLEY
Post-Adoption Plan Subcommittee
Report
TOWN OF PORTOLA VALLEY
DISCUSSION
The Post-Adoption Plan Subcommittee recommends that the Town Council agree to establish and engage the Ad Hoc Committee as set out in this Subcommittee Report.
Timing for Formation, and Responsibilities, of the Ad Hoc Committee The Post-Adoption Plan Subcommittee recommends that the Town Council appoint a Town Council subcommittee today to interview potential resident members of the Ad Hoc Committee and establish more detailed roles and responsibilities of the Ad Hoc Committee, using adopted Town policies and practices as a guide.
Potential members of the Ad Hoc Committee would be presented to the Town Council and appointed by the Town Council by the end of September.
The Ad Hoc Committee will begin meeting in October 2024. It will serve until it has completed its process of evaluating and recommending to the Town Council alternative sites, and would complete such process no later than during the third quarter of 2025.
The Ad-Hoc Committee tasks will include:
• Providing recommendations to the Town Council on potential sites for our Housing Element RNHA commitments that may serve as alternatives to the units to be built at Dorothy Ford Park and Open Space, and opportunistically to identify potential sites to serve as alternatives for any other sites included in our Housing Element that are not actually built within this Housing Element cycle, to ensure compliance with the Town’s RHNA requirements. • Leveraging work product from the Town Council Outreach Subcommittee as well as prior Town Committees that conducted work related to housing in Portola Valley, including those of the Ad Hoc Housing Element Committee of 2021 and the Ad Hoc Committee on Town-Owned Properties, and other existing resources.
• Encouraging public participation in the evaluation of such alternative sites. • Communicating information on the its progress and recommendations to residents.
Proposed Composition of the Ad Hoc Committee
The Ad Hoc Site Evaluation Committee will be made up of seven (7) total members as follows:
One Council member
One Planning Commissioner
One ASCC Commissioner
four (4) residents.
Meetings would be held monthly at a set time. Additional meetings or variation in the schedule may be necessary. Agendas and timelines would be structured to facilitate completion of the Ad Hoc Committee’s work no later than during the third quarter of 2024.
Estimated Expenses and Staff Support Anticipated
Estimated expenses were set forth in the Post-Adoption Plan Subcommittee report dated April 10, 2024 and approved by the Town Council.
Timely completion of the work program will require staff resources. The Post-Adoption Plan Subcommittee recommends that the Planning & Building Director would oversee the overall process from the staff. The Town Attorney would provide legal oversight and advice.
___________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty, Craig Taylor
DATE: September 10, 2024
RE: Skyline Blvd Shoulder Improvement
RECOMMENDATION:
Create a subcommittee of the Town Council to follow up on the Bicycle Pedestrian and Traffic Safety Committee’s request to support a Skyline Blvd bike safety shoulder improvement project. The subcommittee will bring back a proposal for full council approval at a later date.
BACKGROUND:
The Bicycle Pedestrian and Traffic Safety Committee has been approached by a donor’s representative looking for community support for the creation of a safe shoulder on Skyline Drive. He has approached adjoining towns and has done 2 presentations to Portola Valley’s BPTSC. Private funding is available.
BPTSC has reviewed his presentations and written the attached draft letter with information to support the need for a safer biking route on Skyline Blvd or Hwy 35 with the belief that Portola Valley can have significant impact on the safety of Skyline Blvd with no current fiscal impact, staff time and dollar contribution.
ATTACHMENTS:
Draft memo from Bicycle Pedestrian and Traffic Safety Committee.
TOWN OF PORTOLA VALLEY
Colleagues Memo
TOWN OF PORTOLA VALLEY
Town of Portola Valley, 765 Portola Road, Portola Valley, CA 94028 www.portolavalley.net (650) 851-1700
Wednesday, August 28, 2024
To: Dr T Selker
910 Mockingbird Lane, Palo Alto, CA 94306
CC: California Transportation Commission
1120 N Street,
Sacramento, CA 95418
Re: Complete Streets for Highway 35 between Page Mill Road and 92 in San Mateo County To Whom it May Concern:
The Town Council of Portola Valley and the Portola Valley Bicycle and Pedestrian Traffic Safety Committee strongly support the Creation of Road Shoulders on California Highway 35, north from the county line at the top of Page Mill Road to 92. A portion of this road borders the town of Portola Valley. The goal of this project is to improve the safety of cyclists and motorists on 35.
The lack of Road Shoulders on Highway 35, forces cyclists to share the road with vehicles moving much faster. A Road Shoulder initiative will improve the safety of this dangerous corridor. On weekends and holidays, the road attracts hordes of cars and motorcyclists who delight in “going for a spin” round corners with limited visibility. During the week, Highway 35 is used by many delivery vehicles and trucks that are wide. The lack of Road Shoulders can force vehicles to cross the center line to pass cyclists, risking a head-on collision with traffic doing the same in the opposite direction.
Road Shoulders allow disabled vehicles to be moved off the main thoroughfare. Narrowing the lanes for cars can also help calm traffic.
Creation of Road Shoulders, helps Caltrans achieve its Safety First, Multimodal Transportation Network and Equity goals.
It contributes to the Complete Streets initiatives. Riding a bicycle, rather than driving a car or motorbike for recreation, helps Caltrans’ embrace its Lead Climate Action goal.
Between 2012 and 2023, according to the University of Berkeley’s Transportation Mapping System (TIMS) that relies on the Statewide Integrated Traffic Records System (SWITRS), this strip of road had the following crash and traffic victim statistics, highlighted in Appendix A:
● 276 crashes of which 18 were fatal and 54 resulted in severe injuries ● 82 (29.71%) of the crashes were caused by unsafe speed ● 341 victims were reported of which 35 (10.26%) were bicyclists Minor cycling injuries and near misses, go unreported. We know from cycling clubs that many experienced riders find the road terrifying.
In addition, a San Mateo County Civil Grand Jury, in their report of July 10th 2023, emphasized “San Mateo County, and its cities and towns have a responsibility to make it safe for drivers and pedestrians, as well as bicyclists” Surveyed riders and potential riders report that near misses are what keep them from riding more, or riding at all.
Cyclists reach Highway 35 by climbing Page Mill, Old La Honda and Kings Mountain Roads. Mountain bikes may come up Windy Hill or other rough trails. If they want to descend by a different route they either have to go towards the coast or risk their lives cycling on Highway 35. A popular cycling activity, is to measure one’s time going up Old La Honda and then go down Highway 84 to Woodside. This requires cycling between Old La Honda and 84 on treacherous Highway 35.
With the growth of eBikes, more cyclists are expected to climb the hills up to Highway 35.
In conclusion, Portola Valley fully supports the creation of road shoulders along 35. We believe this project is essential to reduce the number of fatalities and injuries on Highway 35. We urge you to make Highway 35 safer for all road users, but in particular cyclists, by making this project a high priority.
Our recommendation is that Caltrans create a committee of stakeholders who can manage a project to make cycling along 35 safer. The stakeholders for this area include:
● Caltrans
● San Mateo County
● Midpeninsula Regional Open Space District
● The Town of Portola Valley
● The Town of Woodside
● Santa Clara County
● The Town of Palo Alto
Thank you for supporting the Creation of Road Shoulders on Highway 35 initiative.
Date:
Signed by: Town of Portola Valley Mayor Sarah Wernikoff Town of Portola Valley Vice-Mayor Judith Hasko
Town of Portola Valley Council Member Jeff Aalfs
Town of Portola Valley Council Member Hufty
Town of Portola Valley Council Member Craig Taylor
Town of Portola Valley Bicycle, Pedestrian and Traffic Safety Committee Chair Ed Holland
Appendix A
Area Timeframe Number of
crashes
mapped
Entire Highway 35 in
San Mateo County
2012-2023 628
Highway 35 south of 92
to north of Page Mill in
San Mateo County =
Area A
2012-2023 276
Source: Crashes Mapped by TIMS SWITRS GIS Map https://tims.berkeley.edu/tools/gismap/ Crash details for Area A between 92 and Page Mill Road
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 08/27/2024
RE: Conservation Committee
• Shady Trail poison oak poisoning- who is doing this? If you see someone spraying something ask them what they are spraying and for whom. • A Joint presentation with Open Space and Conservation- on habitat at Dorothy Ford Open Space----4 points
1. 55 foot parcel set back from the bank for any development over 5 acres (overall acreage is over 7 acres)- municipal code (our rule) steel head spawning creek.
2. A remnant of valley oak savanna- 90% lost since pre-European
3. Los Trancos Creek is an ancient deep-water channel; the trees have stabilized these banks over 400 years. A 7 square miles Watershed is protected above it.
4. All of our open spaces are protecting fresh water sources. Many native and sensitive species are protected in them, throughout a rich chain of habitats. • Bank stabilization on the south side of Los Trancos is submitted to a Portola valley easement for 20 feet from the top of the bank. 250 feet is what is normal for Santa Clara but this lot is exempt. One acre is the full extent of the developable acreage.
Scenic corridor protection is 75 feet from Alpine Road. Gary Nielson is working on a vision statement for Open Space for Dorothy Ford Field.
Parcel 3 of Springdown Meadow maybe under a separate purchase agreement and they are not sure how it effects management. No bench or structure including extra fencing is assumed for both as they are strictly for open space.
TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report
TOWN OF PORTOLA VALLEY
Conservation is asking to give a Spring presentation to the Town Council for all committees (manager committees and Brown Act Committees) so that all perspectives can be seen as we approach new questions. This was a good practice of previous Councils. Please include this on roll forwards.
Frog Pond Vision Statement was reviewed (see minutes)
Insurance Survey is important, please complete it. We need the data.
Nona C. would like to serve the Sunrise Ad hoc committee. Reviewing alternate sites for Dorothy Ford Open Space and is retiring from the Wildfire Preparedness Committee.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Jeff Aalfs
DATE: 5 September 2024
RE: Emergency Preparedness Committee Report, 5 September 2024
1. Oral Communication: Ed Holland addressed the Committee on the annual Zotts to Tots Road Race and Town Picnic, on September 21st from 10am to 2pm. The Town needs volunteers to act as race marshals and in other roles; contact Ed through the Bicycle, Pedestrian and Traffic Safety Committee.
2. The Town Emergency Operation Plan/Emergency Operations Center (EOP/EOC) plans needs updating. Craig Heberer is chairing a subcommittee a. The current EOP is out of date and may contain inaccuracies, which should be corrected where possible
b. WFPD would like to update parts of the plan as well.
3. WPV/CERT (Selena):
a. A new CERP training series will begin on September 10th at Ladera Rec Center. Contact Selena at WFPD for more details.
4. WFPD update:
a. Fire Chief Cushieri:
i. Crews participated in the Park fire (mutual aid) alongside crews from across the US
ii. It’s been a relatively quiet summer locally.
iii. Denise Enea at FireSafe is applying for a $285k grant from Coastal Conservancy to remove eucalyptus trees along Sand Hill Rd iv. The SMC Department of Emergency Management informed WFPD that its All Hazards Evacuation Plan will take slightly longer due to change in management.
b. Fire Marshal Guilacci:
i. In partnership with Stanford, the Palo Alto Fire Department and the Department of Homeland Security, WFPD has now installed new N5
TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report
TOWN OF PORTOLA VALLEY
sensors. Of the 50 sensors deployed, 13 are withing WFPD. Several are on private land, with some on Open Space. They are currently being beta-tested for sensitivy and specificity. The N5 network is not for public viewing, but a map will be shared showing the approximate locations and coverage.
ii. WFPD has been working with Town to create defensible space on Town property to meet new ordinance (Public Works). Work is progressing on Town Center and will be done on other Town sites. c. Educational videos in support of the Defensible Space Ordinance are available on theWFPD website: (https://www.woodsidefire.org/ourdistrict/vegetation-management-defensible-space/defensible-spaceinformation) d. Insurance companies may have more stringent requirements than the WFPD Ordinance
e. WFPD has purchased new High Fire danger signs and will be deploying them. The new signs can also be used for Red Flag days, etc… f. Ladris and FlameMapper are now working together to produce new fire modeling that will be used in support of future evacuation planning, including an Evacuation drill planned for May of 2025
g. With the help of the Amateur Radio Club, WFPD is implementing a districtwide radio communication in the event of widespread failures. The network will include the Schools and other key institutions
5. Subcommittees:
a. Communications: there is a short circuit in the AM Radio antenna which will need to be repaired. WFPD has offered to reach out to the County Department of Emergency Management to address this.
6. Next regular meeting: 3 October
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: September 4, 2024
RE: BPTS Committee
A very efficient well-run meeting occurred from 8:15-9:30 AM. A Police Report showing an up-tick in violations of almost 3X, partly due to improved surveillance.
Discussion from the committee included (see agenda) -
• Skyline BLVD Shoulder improvement- see (Colleague’s Memo) • Vision Zero Community Plan- a multi-national initiative begun in 1997 in Sweden- The BPTSC believe we can and should be branded as a Vision Zero community. We can qualify and we need the status for grant applications and funding. The presentation was made by a CCAG representative 1 year ago within 1 month of the deadline which we were unable to meet. Angela’s CCAG committee reviews the grant proposal. We strive for equity and safety for all and need a local roadway safety check list. The Committee is eager to create and publicize that check list. Money comes down from Federal, State and County source. The CCAG goal is that the 100% of towns in the county have a roadway safety plan. They are asking for Town Council support the attainment and publicization of that status. We are already vision zero and better. • Comparative distances for stopping your bike vs stopping your car- national averages.
This is something everyone should know. Come to the picnic booth at their event Zots to Totts 9/21/2024 and the Town Picnic to discuss all aspects of traffic Safety.
TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report
TOWN OF PORTOLA VALLEY
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: June 21.2024
RE: 2024 General Assembly of the Association of Bay Area Governments and the Metropolitan Transportation Commission at the Oakland Museum A quorum of representatives of the 101 Cities and Town in the 9 counties surrounding the Bay and a quorum of representatives of the Boards of Supervisors of these 9 counties. Voted to approve the Budget and Work Program. A 10 % increase in dues was accepted. https://abag.ca.gov/meetings for agenda and meeting minutes The keynote speaker was Shalini Vajhala executive Director of PRE Collective, www.precollective.org She offered many examples of JPA’s to increase regional resilience to climate change. Particular to her presentation was creative predevelopment and governance models. This work was applicable to the management of the Frog Pond lands as well as Springdown and grants are available . A JPA might be effective to help us get grants for earthquake and fire resilience with our surrounding communities.
Larry Goldzband, [email protected] executive director of San Francisco Bay Conservation and Development Commission SF BCDC also offered that funding is available at the juncture of housing and climate resilience through SB272 which passed in 2023. These planning grants are available through https://opc.ca.gov/sb-1- funding/.
Particularly, it seems we should work with the San Francisquito Watershed Authority https://www.smcgov.org/publicworks/san-francisquito-creek-watershed Which supports our environmental issues along Los Trancos Creek, a tributary of San Francisquito Creek. The amazing Lisa Gauthier presented as a founder of One Shoreline and a board member of BDCD as well as a Council member for East Palo Alto. The best flooding event is the flooding event that does not happen!
TOWN OF PORTOLA VALLEY
Liaison Report
TOWN OF PORTOLA VALLEY
Although, we do not have estuaries, we do store water in our wetlands and in our daylighted and restored creeks and swales. These environmental assets count and can be made to work for the future and the betterment of our community and our downstream neighbors. Having worked in Palo Alto as a doctor through earthquake and flood I am aware of the critical role our control of water is to the downstream San Francisquito creek and the rising water table of the Bay during earthquake and rain events.
I made contact with Heather Peters [email protected] who suggested that she could set up a working meeting with Judith and I. she would represent ABAG bay area metropolitan governments and a representative from 21 elements could help us better understand our options in meeting our housing requirements with our particular environmental assets and limitations.
I was also very impressed by the expertise and support available through ABAG’s lawyer, Kathleen Kane [email protected] and their CFO Derek Hansel. They were easy to understand and practical. ABAG is definitely our ally, in looking after the little towns and cities!
We are paying for these services and hopefully are using them to meet our many needs.