Portola Valley City Council
November 13, 2024

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, November 13, 2024
7:00 PM

HYBRID MEETING

A G E N D A
Sarah Wernikoff, Mayor
Judith Hasko, Vice Mayor
Jeff Aalfs, Councilmember
Mary Hufty, Councilmember
Craig Taylor, Councilmember
HISTORICSCHOOLHOUSE - 765PortolaRoad,PortolaValley,CA 94028 Councilmember Hufty will be participating remotely from: 177 Hobcaw Road, Georgetown, SC 29440 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
a. Presentation of Proclamation to Scott Weber, Maintenance Worker II, upon his 25th Anniversary with the Town of Portola Valley
b. Presentation by Marc Hershman - Peninsula Clean Energy

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

VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
https://us06web.zoom.us/j/86722058625?pwd=UcbXxKXUXk5qEesVqNfKZLfdao7LaQ.1 Webinar ID: 867 2205 8625
Passcode: 549929
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9

Town Council Agenda
November 13, 2024

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 (3) minutes.

5. CONSENT AGENDA
a. Approve Special Meeting Minutes of October 30, 2024
b. Approve Regular Meeting Minutes of October 23, 2024
c. Approve Special Meeting Minutes of February 5, 2024
d. Approve Special Meeting Minutes of October 30, 2023
e. Approve Special Meeting Minutes of August 3, 2023
f. Approve Special Meeting Minutes of August 2, 2023
g. Approve Special Meeting Minutes of July 18, 2023
h. Approve Special Meeting Minutes of May 9, 2023
i. Approve Special Meeting Minutes of March 22, 2023
j. Approve Special Meeting Minutes of March 15, 2023
k. Approve Special Meeting Minutes of March 1, 2023
l. Approve Special Meeting Minutes of February 24, 2023 m. Approve Special Meeting Minutes of January 31, 2023
n. Review and Accept Warrant List of November 13, 2024
o. Adopt Resolution No. 2952-2024, Designating Positions and Disclosure Obligations for the Town’s Conflict of Interest Code
p. Adopt Resolution No. 2953-2024, Authorizing Award of the Rectangular Rapid Flashing Beacon Project (Project No. 2024-PW02)
q. Receive and File the FY 2020-21 Annual Comprehensive Financial Report r. Approve Memorandum of Understanding with County of San Mateo/County Manager

Town Council Agenda
November 13, 2024

6. PUBLIC HEARING
a. Revise Fiscal Year 2024-25 Budget

7. REGULAR AGENDA
a. Review of Portola Valley’s Wildfire Hardening Rules
b. Receive Update on California Department of Housing and Community Development (HCD) October 16 Letter of Technical Assistance

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. COLLEAGUE’S MEMO

10. ADJOURNMENT
The next Regular Town Council meeting will be held on December 11, 2024, at 7:00 p.m.

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

PROCLAMATION

HONORING

SCOTT WEBER
FOR 25 YEARS OF DEDICATED SERVICE TO THE

TOWN OF PORTOLA VALLEY
WHEREAS, SCOTT WEBER, Maintenance Worker II, began his service with the Town of Portola Valley on December 1, 1999, and has exemplified unwavering commitment and dedication to the community; and
WHEREAS, SCOTT WEBER’s dedication to public works extends beyond regular hours, always willing to stay late or come in on off days to handle public works emergencies or assist with Town events, consistently putting the needs of the Town first; and WHEREAS, SCOTT WEBER has been instrumental in maintaining the Town’s 36 miles of streets and 36 miles of trails, ensuring their safety and usability for residents and visitors alike; and WHEREAS, SCOTT WEBER’s commitment to filling potholes, repairing and replacing street signs, clearing fallen trees from trails and roadways, brushing streets to improve site line visibility, maintaining storm drainage systems in preparation for winter storms, safeguarding the Town from flooding and erosion has greatly contributed to the beauty and safety of the Town, ensuring that Portola Valley remains a wonderful place to live and visit; and WHEREAS, SCOTT WEBER has overseen the Town’s Fire Mitigation Program, demonstrating his ongoing commitment to the safety of the community; and WHEREAS, SCOTT WEBER is not only admired for his technical skills but also for his positive attitude, friendly demeanor, and willingness to go above and beyond, earning the respect and admiration of Town Council, staff, committee members, volunteers and residents alike; and WHEREAS, SCOTT WEBER’s exemplary service over the past 25 years reflects the very best qualities of trustworthiness, loyalty, dedication and community spirit.

NOW, THEREFORE, BE IT PROCLAIMED by SARAH WERNIKOFF, Mayor of the Town of Portola Valley, and on behalf of the entire Town Council, with heartfelt appreciation from Council, staff and the Portola Valley community, do hereby recognize and honor SCOTT WEBER for his outstanding 25 years of service and extend its deepest gratitude for his many contributions, tireless efforts, friendly smile, and for boosting staff morale by bringing his puppy to work. His commitment to excellence has made an enduring impact on our community, and we wish SCOTT WEBER many more years of remarkable service in the Town of Portola Valley.

Dated this 13th day of November, 2024.
___________________________
Sarah Wernikoff, Mayor
Town of Portola Valley

Item 2b
There are no written materials for this Item.

Volume 46
Minutes of October 30, 2024

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – OCTOBER 30, 2024

1. CALL TO ORDER / ROLL CALL
Mayor Wernikoff called the Special Meeting to order at 5:32 p.m. Roll call was taken.

Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor, Vice Mayor Judith Hasko and Mayor Sarah Wernikoff

Absent: None.

Others: Interim Town Manager Corie Stocker-Pedalino, Town Attorney Catherine Engberg, Interim Planning and Building Director Terrence Grindall, Clerk Consultant Christine Boland

2. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• David Cardinal

3. CLOSED SESSION
The Council convened a Closed Session at 5:35 p.m. to discuss the following:
a. PUBLIC EMLOYMENT (Government Code section 54957)
Consider the qualifications of candidates for the position of Interim Town Manager
b. PUBLIC EMLPLOYEE PERFORMANCE EVALUATION (Government Code section 54957) - Conduct periodic check-in with Interim Town Manager Corie Stocker-Pedalino

4. 7:00 P.M. – RECONVENE SPECIAL MEETING
At 7:10 p.m. Mayor Wernikoff reconvened the Special Meeting. Town Attorney Engberg reported that no action was taken during Closed Session.

Mayor Wernikoff invited public comment for items not on the agenda. The following members of the public addressed the Town Council:
• Rita Comes
• David Cardinal

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Minutes of October 30, 2024

a. Consideration of appointing seven members to ad hoc Site Evaluation Committee to review potential sites for building affordable housing
Vice Mayor Hasko reported that she and Councilmember Hufty served on the ad hoc Site Evaluation Committee to interview residents to serve on a committee to review potential sites for building affordable housing. The committee interviewed 11 residents and recommended the appointment of Karen Askey, Nona Chiarello, Joselynn Gray and Karen Vahtra to the committee, noting that the Council also needs to appoint a representative to the committee as well.

Mayor Wernikoff invited public comment. None was received.

Councilmember Aalfs made a motion to appoint Karen Askey, Nona Chiarello, Joselyn Gray and Karen Vahtra to the ad hoc committee as well as appoint Councilmember Hufty, as the Council’s representative, to serve on the ad hoc Affordable Housing Site Evaluation Committee. The motion was seconded by Councilmember Taylor and carried unanimously by roll call vote.
b. Consideration of options for selection of recruiting firm for Interim Town Manager Vice Mayor Hasko outlined the process the ad hoc committee (Vice Mayor Hasko and Councilmember Hufty) went through to select a recruiting firm to search for an Interim Town Manager. She stated the firms of Greg Larsen and Baker-Tilley were being considered.

Mayor Wernikoff invited public comment. The following members of the public addressed the Town Council:
• David Cardinal
• Kristi Corley
• Carolyn Vertongen
• Rita Comes
• Karen Askey
Councilmember Aalfs made a motion to select the firm of Baker-Tilley as the recruitment firm to conduct the search for an Interim Town Manager, seconded by Councilmember Hufty. The motion included continuance of the ad hoc Interim Town Manager search subcommittee, consisting of Vice Mayor Hasko and Councilmember Hufty, to serve as liaisons to Baker-Tilley. The motion carried by unanimous roll call vote. c. Receive presentation from Mid-Peninsula Regional Open Space District regarding Hawthorns Area Plan project
Mayor Wernikoff her recusal from the discussion, after receiving advice from the Fair Political Practices Commission on a potential conflict of interest. At that time, Mayor

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Minutes of October 30, 2024

Wernikoff left the meeting (7:50 p.m.). Vice Mayor Hasko introduced the item and chaired the remainder of the Council meeting.

Town Attorney Engberg advised that her law firm, Shute, Mihaly & Weinberger, LLP also represents the Mid-Peninsula Regional Open Space District on other matters, (not the Hawthorns project) and stated for the record, that no apparent conflict of interests had been identified.

Suzanna Chen, Assistant General Manager of the Mid-Peninsula Regional Open Space District, introduced herself and discussed the work done by the Hawthorns Public Access Working Group over the past year. She discussed the informational presentation and next phases of the project, including the environmental review and development of a more refined plan.

Ms. Chen introduced the project team of Tina Hugg and Ashley Mac, and consultants, who provided a comprehensive presentation on the Hawthorns Area Plan for the purposes of soliciting early Council and public comment on the plan.

Co-chairs of the Public Access Working Group, Rachelle Asland and Ellen Quinn, provided comments.

Vice Mayor Hasko invited public comment on the presentation. The following members of the public addressed the Town Council:
• Lana Norris
• Linda Olsen
• Leslie Kriese
• Duf Sundheim
• Charles Maroni
• Caroline Vertongen
• Nan Shostak
• Karen Askey
• Kristi Corley
No action was taken on the agenda item.

5. ADJOURNMENT
Vice Mayor Hasko adjourned the Special Meeting at 9:51 p.m. ___________________________________ _______________________________ Sarah Wernikoff, Mayor Christine Boland, Clerk Consultant Submitted for Town Council approval on November 13, 2024.

Volume 46
Minutes of October 23, 2024

PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – OCTOBER 23, 2024

1. CALL TO ORDER / ROLL CALL
Mayor Wernikoff called the Regular Meeting to order at 7:02 p.m. Councilmember Jeff Aalfs participated remotely from Dakota Dunes Country Club, 960 S Dakota Dunes Blvd., Dakota Dunes, SD 57049. Roll call was taken.

Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor Vice Mayor Judith Hasko and Mayor Sarah Wernikoff

Absent: None
Others: Interim Town Manager Corie Stocker-Pedalino, Town Attorney Catherine Engberg, Finance Director Tony McFarlane, Interim Planning and Building Director Terrence Grindall, Clerk Consultant Christine Boland

2. PRESENTATIONS / PROCLAMATIONS
None.

3. TOWN MANAGER REPORT
Interim Town Manager Stocker-Pedalino updated the Town Council on several items: a Special Town Council meeting was scheduled on October 30, 2024 to receive a presentation from the Mid-Peninsula Regional Open Space District on the Hawthorns Area Plan, acknowledged the Town’s maintenance crew of Justin Bixby and Scott Weber for their extraordinary work on town events and preparing for winter.

Finally, Interim Town Manager Stocker-Pedalino requested Interim Building and Planning Director Grindall to explain two requirements contained in a technical assistance letter from the State’s Housing and Community Development Department regarding the Town’s Housing Element. He answered questions of the Council.

4. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Chris Cavigioli
• Bob
• Patty
• Lisa Smith
• Rita Comes
• Kristi Corley

5. CONSENT AGENDA

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Minutes of October 23, 2024

Vice Mayor Hasko requested a correction to Consent Agenda to the Minutes of October 9, 2024.

Mayor Wernikoff invited public comment on the Consent Agenda. None was received.

Councilmember Taylor moved approval of the Consent Agenda items b, c, d. e, and f., seconded by Councilmember Hufty. Motion carried by unanimous roll call vote. a. Approve Regular Meeting Minutes of October 9, 2024
Vice Mayor Hasko proposed a correction on Page 3, item 6.b.: Consideration of approving Town Manager Employment Agreement and Budget Amendment, to add:
“A motion was made by Councilmember Aalfs, seconded by Councilmember Hufty, to approve an Employment Agreement with Ms. Stocker-Pedalino and accompanying budget amendment of up to $50,000, subject to review by the Mayor and Vice Mayor, at their weekly meetings.” A motion was made by Vice Mayor Hasko, seconded by Councilmember Taylor to approve Consent Agenda item a, Minutes of October 9, 2024, as amended on Page 3. Motion carried by unanimous roll call vote. b. Re-approve Regular Meeting Minutes of March 27, 2024 c. Re-approve Regular Meeting Minutes of April 10, 2024 d. Approve Regular Meeting Minutes of April 24, 2024
e. Review and Accept Warrant List of October 23, 2024
f. Adopt Resolution No. 2950-2024, Authorizing Charles Schwab to add the Interim Town Manager and Finance Director, and remove former Town Manager, as authorized agents of the Charles Schwab investment account

6. REGULAR AGENDA
a. General Fund Reserve and impacts on current and future year budgets Director of Finance Tony McFarlane, provided an updated budget presentation on the status of the Town budget’s operating and capital budgets, and outlined adjustments and deferments, resulting in a budget deficit of less than $100,000. Further, he discussed several short and long-term options for cost control. No action was taken on the item.

The following members of the public provided comment:
• Carter Warr
• Betsy Morgenthaler
• Nona Chiarello
• Rita Comes
• Helen Wolter

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Minutes of October 23, 2024

• Kristi Corley
Council provided direction to Finance Director McFarlane on four key areas:
• Return with a balanced budget or OK with a slight deficit? The majority of the Town Council directed staff to return with a balanced budget, if at all possible, with no use of affordable housing funds and restrict the use of open space funds for open spaces (not trails.)
• Declare a Fiscal Emergency
A majority of the Town Council did not wish to declare a fiscal emergency call a Special Election in March, 2025 at that time nor; estimated at a cost of $100,000. • Consider becoming a Charter Town
A majority of the Town Council would consider converting from a General Law City to a Charter City (Town), as an option in the future, in order for the sole purpose of receiving real estate transfer taxes.
• Other Options Not Considered were discussed:
 Lease lease-back of property with County of San Mateo;  Shared services with adjacent town(s);
 Exploration of updating Utility User Tax for telephone language (requires going to the ballot); and
 Annexation of unincorporated Ladera area to Portola Valley.

Mayor Wernikoff read a prepared statement into the record regarding the state of the budget.

7. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES

REPORTS
Vice Mayor Hasko provided an update on two ad hoc committees she serves on for affordable housing site evaluation and recruiting firms for selection of an Interim Town Manager. She also reported on a public access working group meeting for the MidPeninsula Regional Open Space District’s Hawthorns project. Councilmember Hufty reported on the California League of Cities annual meeting and the Conservation committee.

8. ADJOURNMENT
Mayor Wernikoff adjourned the meeting at 10:25 p.m.
___________________________________ _______________________________ Sarah Wernikoff, Mayor Christine Boland, Clerk Consultant Submitted for Town Council approval on November 13, 2024.

Volume 46
Minutes of February 5, 2024

PORTOLA VALLEY TOWN COUNCILSPECIAL MEETING MINUTES – FEBRUARY 5, 2024

1. CALL TO ORDER / ROLL CALL
Mayor Wernikoff called the Special Meeting to order at 2:18 p.m. Roll call was taken.

Present: Councilmembers Jeff Aalfs, Mary Hufty, Craig Taylor Vice Mayor Judith Hasko and Mayor Sarah Wernikoff

Absent: None
Others: Interim Planning and Building Director Jon Biggs and Assistant Town Manager Corie Stocker

2. ORAL COMMUNICATIONS
None.

3. COMMISSION INTERVIEWS
a. Conduct Interview Sessions and Appoint Commission Members to the Planning Commission and Architectural and Site Control Commission:
• Two volunteers to serve on the Town’s Planning Commission, for terms expiring December 2027. The Council interviewed the following residents: Ed McGavin, Nicholas Tary, Lynda Brothers and Carter Warr.
• Three volunteers to serve on the Town’s Architectural and Site Control Commission (ASCC), for one term expiring December 2024 and two terms expiring December 2027. The Council interviewed the following residents: Carter Warr, Gina Dixon and Rebecca Flynn.

Councilmembers deliberated over the candidates and their qualifications.

Councilmember Taylor made a motion to appoint Nicholas Targ and Lynda Brothers to the Planning Commission, to four-year terms ending December 2027, seconded by Councilmember Hufty. The motion carried unanimously by roll call vote.

Councilmember Tayor made a motion to appoint Gina Dixon to the term expiring December 2024 seconded by Vice Mayor Hasko. The motion carried unanimously by roll call vote.

Councilmember Aalfs made a motion to appoint Carter Warr and Rebecca Flynn to four-year terms expiring December 2027, seconded by Councilmember Taylor. The motion carried unanimously by roll call vote.

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Minutes of February 5, 2024

4. ADJOURNMENT
Mayor Wernikoff adjourned the meeting at approximately 4:05 p.m. ___________________________________ ___________________________________ Sarah Wernikoff, Mayor Corie Stocker, Acting Town Clerk Submitted for Town Council approval on November 13, 2024.

Volume 46
Minutes of October 30, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – OCTOBER 30, 2023

1. CALL TO ORDER / ROLL CALL
Mayor Aalfs called the meeting to order at 5:02 p.m. Assistant Town Manager Stocker called the Roll Call:

Present: Councilmembers Mary Hufty, Judith Hasko, Craig Taylor and Vice Mayor Sarah Wernikoff (arrived during Closed Session) and Mayor Jeff Aalfs

Absent: None
Others: Town Manager Sharif Etman, Assistant Town Manager Corie Stocker, Town Attorney Catherine Engberg

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
Mayor Aalfs convened the Closed Session at 5:04 p.m. to discuss the following:
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957) Town Manager Sharif Etman

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 6:00 p.m. and adjourned. ________________________________ ____________________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted for approval by the Town Council at its November 13, 2024 regular meeting.

Volume 46
Minutes of August 3, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – AUGUST 3, 2023

1. CALL TO ORDER / ROLL CALL
Mayor Aalfs called the meeting to order at 2:00 p.m. Assistant Town Manager Stocker called the Roll Call:

Present: Councilmembers Mary Hufty, Judith Hasko, Craig Taylor and Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None.

Others: Interim Town Manager Howard Young, Assistant Town Manager Corie Stocker, Town Attorney Catherine Engberg

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
Mayor Aalfs convened the Closed Session at 2:02 p.m. to discuss the following:
a. CONFERENCE WITHLEGAL COUNCIL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of California Government Code Section 54956.9: PublicSafety4PVNow, Inc., a Delaware corporation Govt. Code § 54956.9(d)(2): “[a] point has been reached where, in the opinion of the legislative body of the local agency on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the local agency.”

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 2:45 p.m. and adjourned. ________________________________ ____________________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted for approval to the Town Council at its November 13, 2024 regular meeting.

Volume 46
Minutes of August 2, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – AUGUST 2, 2023

1. CALL TO ORDER / ROLL CALL
Mayor Aalfs called the meeting to order at 9:00 a.m. Assistant Town Manager Stocker called the Roll Call:

Present: Councilmembers Mary Hufty, Judith Hasko, Craig Taylor and Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None.

Others: Interim Town Manager Howard Young, Assistant Town Manager Corie Stocker, Town Attorney Catherine Engberg

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
Mayor Aalfs convened the Closed Session at 9:02 a.m. to discuss the following:
a. CLOSED SESSION - PUBLIC EMPLOYMENT (Govt. Code Section 54957) Title: Town Manager
Conference with Labor Negotiator (Govt. Code Section 54957.6) Conference with Town’s designated representative, Maria Hurtado, Peckham and McKenney, to provide instructions regarding negotiations related to the unrepresented Town Manager position

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 9:45 a.m. and adjourned. ________________________________ ____________________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted for approval to the Town Council at its November 13, 2024 regular meeting.

Volume 46
Minutes of July 18, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – JULY 18, 2023

1. CALL TO ORDER / ROLL CALL
Mayor Aalfs called the meeting to order at 2:30 p.m. Town Clerk Torres called the Roll Call:

Present: Councilmembers Mary Hufty, Judith Hasko, Craig Taylor and Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None.

Others: Interim Town Manager Howard Young, Assistant Town Manager Corie Stocker, Town Attorney Catherine Engberg, Town Clerk Jennifer Torres

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
Mayor Aalfs convened the Closed Session at 9:02 a.m. to discuss the following:
a. CLOSED SESSION - PUBLIC EMPLOYMENT (Govt. Code Section 54957) Title: Town Manager

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 3:30 p.m. and adjourned. ________________________________ ____________________________________ Jeff Aalfs, Mayor Jennifer Torres, Town Clerk
Submitted for approval to the Town Council at its November 13, 2024 regular meeting.

Volume 46
Minutes of May 9, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MAY 9, 2023

1. CALL TO ORDER
Mayor Aalfs called the meeting to order at 2:30 p.m.

Present:: Councilmembers Judith Hasko, Mary Hufty and Craig Taylor, Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
Mayor Aalfs adjourned to a Closed Session at 2:32 p.m. to discuss the following:
a. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of California Government Code Section 54956.9: PublicSafety4PVNow, Inc., a Delaware corporation
Govt. Code § 54956.9(d)(2): “[a] point has been reached where, in the opinion of the legislative body of the local agency on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the local agency.”
b. PUBLIC EMPLOYEE – Pursuant to Government Code Section 54957 Title: Town Attorney

4. ADJOURNMENT

Mayor Aalfs reconvened the special meeting and adjourned at approximately 4:00 p.m. ________________________________ _____________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted for Town Council approval on November 13, 2024

Volume 46
Minutes of March 22, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MARCH 22, 2023

1. CALL TO ORDER
Mayor Aalfs called the meeting to order at 6:02 p.m. Roll call was taken.

Present: Councilmembers Judith Hasko, Mary Hufty, Craig Taylor, Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
At 6:03 p.m. Mayor Aalfs announced the Council would be convening into Closed Session to discuss the following:
a. PUBLIC EMPLOYEE – Pursuant to Government Code Section 54957 Title: Appointment of Interim Town Manager

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 6:55 p.m. and adjourned. _____________________________ _____________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted to the Town Council for approval at its November 13, 2024 meeting.

Volume 46
Minutes of March 15, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MARCH 15, 2023

1. CALL TO ORDER
Mayor Aalfs called the meeting to order at 7:00 p.m. Roll call was taken.

Present: Councilmembers Judith Hasko, Mary Hufty, Craig Taylor, Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None

2. ORAL COMMUNICATIONS
None.

3. STUDY SESSION
a. Study Session on Housing Element Draft #3, Conforming General Plan Amendments, Associated Initial Study/Mitigated Negative Declaration, and Recommendations from the Planning Commission
Mayor Aalfs opened the Study Session and announced that the discussion was informational; no action was proposed. He turned the meeting over to Planning and Building Director Laura Russell, who provided a comprehensive presentation on the third draft of the Housing Element, Conforming General Plan Amendments, Associated Initial Study/Mitigated Negative Declaration. Ms. Russell also outlined the recommendations from the Planning Commission.

The Council discussed the issue at great length. Ms. Russell answered questions of Councimembersl.

Mayor Aalfs invited public comment.

The following members of the public provided comment:
• Karen Askey
• Rita Comes
• William Russell
• Patty Dewes
• Kristi Corley
• Jon Silver
• Bob Adams
• Greg
Vice Mayor Wernikoff and Councilmember Hasko announced recusal due to conflicts of interest on certain portions of Alpine Road and left the meeting at that time. The remainder of the Council continued discussion on the agenda item.

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Minutes of March 15, 2023

4. ADJOURNMENT
Mayor Aalfs adjourned the meeting at approximately 10:10 p.m. _____________________________ _____________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted to the Town Council for approval at its November 13, 2024 meeting.

Volume 46
Minutes of March 1, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MARCH 1, 2023

1. CALL TO ORDER
Mayor Aalfs called the meeting to order at 1:00 p.m. Roll call was taken.

Present: Councilmembers Judith Hasko, Mary Hufty, Craig Taylor, Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
Mayor Aalfs announced the Council would be convening into Closed Session at 1:03 p.m. to discuss the following:
a. PUBLIC EMPLOYEE – Pursuant to Government Code Section 54957 Title: Town Manager

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 2:10 p.m. and adjourned. _____________________________ _____________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted to the Town Council for approval at its November 13, 2024 meeting.

Volume 46
Minutes of February 24, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – FEBRUARY 24, 2023

1. CALL TO ORDER
Mayor Aalfs called the meeting to order at 1:30 p.m. Roll call was taken.

Present: Councilmembers Judith Hasko, Mary Hufty, Craig Taylor, Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION
At 1:33 p.m., Mayor Aalfs announced the Council would be convening into Closed Session to discuss the following:
a. PUBLIC EMPLOYEE – Pursuant to Government Code Section 54957 Title: Town Manager

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 2:30 p.m. and adjourned. _____________________________ _____________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted to the Town Council for approval at its November 13, 2024 meeting.

Volume 46
Minutes of January 31, 2023

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING – JANUARY 31, 2023

1. CALL TO ORDER
Mayor Aalfs called the meeting to order at 12:00 p.m. Roll call was taken.

Present: Councilmembers Judith Hasko, Mary Hufty, Craig Taylor, Vice Mayor Sarah Wernikoff and Mayor Jeff Aalfs

Absent: None

2. ORAL COMMUNICATIONS
None.

3. CLOSED SESSION – CONFERENCE WITH LEGAL COUNSEL
Mayor Aalfs announced the Council would be convening into Closed Session at 12:02 p.m. to discuss the following:
a. Anticipated Litigation; Pursuant to Government Code Section 54956.9(d), (e)(5)

4. ADJOURNMENT
Mayor Aalfs reconvened the Special Meeting at approximately 12:55 p.m. and adjourned. _____________________________ _____________________________ Jeff Aalfs, Mayor Corie Stocker, Acting Town Clerk
Submitted to the Town Council for approval at its November 13, 2024 meeting.

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: November 13, 2024
RE: Review and Accept Warrant List
RECOMMENDATION:

1. Review and accept the following Warrant List for the month of November:
11/13/2024 Warrant List

REPORT SUMMARY
The following table lists warrant activity by date, tracks starting and ending warrant numbers, and total amount of warrants issued.

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.

Date
Ending
Warrant #
Warrant 11/13/2024 4647 4694 48 439,146.37 11/14/2024 10/23/2024 4646 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
11/13/2024 4650 CalPERS General Various UAL/Retirement contributions 132,324.90$ 11/13/2024 4658 Missionsquare Retirement General Various Deferred Comp contributions 2,625.00 11/13/2024 4668 CalPERS Health General Various Medical premiums 28,657.76 11/13/2024 4669 PG&E General Various October utilities 2,020.06 11/13/2024 4673 Verizon Wireless General Various October phone charges 692.00 11/13/2024 4687 Amazon Capital Services General Various Office supplies 1,719.69 Warrants issued as EFT

TOWN OF PORTOLA VALLEY

STAFF REPORT

Warrant List November 13, 2024
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
The following table lists the line detail for Warrant #4650 issued as an EFT to CalPERS.

Due to staff turnover, training of staff, and other competing priorities from July through September there was a delay in reporting the correct payroll numbers to CalPERS. All reporting to CalPERS and balances due are now current through October 31.

For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].

ATTACHMENTS

1. 11/13/2024 Warrant List
Date Warrant # Issued to Fund Dept Reason Amount
Warrants Voided
Date Warrant # Issued to Fund Dept Purpose Amount
Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
11/13/2024 4650 CalPERS General Various CLASSIC - June Retirement 10,737.65 11/13/2024 4650 CalPERS General Various PEPRA - June Retirement 18,956.35 11/13/2024 4650 CalPERS General 140 PEPRA - June Retirement 1,509.57 11/13/2024 4650 CalPERS General Various CLASSIC - July Retirement 6,346.04 11/13/2024 4650 CalPERS General Various PEPRA - July Retirement 20,384.69 11/13/2024 4650 CalPERS General Various CLASSIC - Aug Retirement 5,694.68 11/13/2024 4650 CalPERS General Various PEPRA - Aug Retirement 15,876.51 11/13/2024 4650 CalPERS General Various CLASSIC - Sep Retirement 5,694.67 11/13/2024 4650 CalPERS General Various PEPRA - Sep Retirement 13,968.44 11/13/2024 4650 CalPERS General Various CLASSIC - Aug UAL 10,777.17 11/13/2024 4650 CalPERS General Various PEPRA - Aug UAL 184.67 11/13/2024 4650 CalPERS General Various CLASSIC - Sep UAL 10,777.17 11/13/2024 4650 CalPERS General Various PEPRA - Sep UAL 184.67 11/13/2024 4650 CalPERS General Various CLASSIC - Oct UAL 10,777.17 11/13/2024 4650 CalPERS General Various PEPRA - Oct UAL 184.67 11/13/2024 4650 CalPERS General Various CLASSIC - Nov UAL 86.11 11/13/2024 4650 CalPERS General Various PEPRA - Nov UAL 184.67 Disclosure

TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
November 13, 2024
Claims totaling $439,146.37 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 _____________________________ ________________________________ Corie Stocker, Assistant Town Manager
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Anthony McFarlane, Finance Director Mayor

apachreg Town of Portola Valley mmagahiz 11/07/2024 09:23 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4647 24 AMERICAN DIABETES ASSOCIATION 130.00 11/13/244648 53 BIG CREEK 556.10 11/13/244649 78 CALIFORNIA WATER SERVICE CO 12,608.96 11/13/244650 80 CALPERS 132,324.90 11/13/24 EFTPS4651 121 SCA OF CA, LLC 2,095.00 11/13/244652 124 COMCAST 202.13 11/13/244653 125 CONNIE STACK 1,398.40 11/13/244654 129 COTTON SHIRES & ASSOC. INC. 29,698.43 11/13/244655 135 CSG CONSULTANTS INC 14,193.00 11/13/244656 176 EXCEL LD 23.70 11/13/244657 213 HILLYARD INC 441.56 11/13/244658 218 MISSIONSQUARE RETIREMENT 2,625.00 11/13/24 EFTPS4659 234 J. W. ENTERPRISES 546.88 11/13/244660 245 JEANNIE GOLDMAN 8,064.00 11/13/244661 269 KATHY WADDELL 2,520.00 11/13/244662 276 KUTZMANN & ASSOCIATES 14,774.90 11/13/244663 324 MIRANDAS LANDSCAPE 3,042.00 11/13/244664 330 NAVIA BENEFIT SOLUTIONS 200.00 11/13/244665 334 NOLTE ASSOCIATES INC 22,876.50 11/13/244666 339 OCCUSCREEN LLC 118.00 11/13/244667 340 OGRADY PAVING INC. 48,806.61 11/13/244668 364 PERS HEALTH 28,657.76 11/13/24 EFTPS4669 367 PG&E 2,020.06 11/13/24 EFTPS4670 375 PLATINUM FACILITY SERVICES 10,016.68 11/13/244671 403 RON RAMIES AUTOMOTIVE INC. 137.75 11/13/244672 429 SHELLY SWEENEY 472.00 11/13/244673 489 VERIZON WIRELESS 692.00 11/13/24 EFTPS4674 490 VIGILANT SOLUTIONS 2,730.00 11/13/244675 518 GOT GOPHERS? 1,050.00 11/13/244676 697 CYNTHIA ROWE 2,040.00 11/13/244677 712 BAYSIDE EQUIPMENT COMPANY 763.65 11/13/244678 731 TERESA GODFREY 1,324.00 11/13/244679 740 ALESSANDRO MORUZZI 160.00 11/13/244680 860 STEPFORD 4,541.50 11/13/244681 864 DAILY POST 843.00 11/13/244682 914 UNITED MECHANICAL INC 4,949.65 11/13/244683 985 CHRIST CHURCH PV & WOODSIDE 1,000.00 11/13/244684 1001 SM RESOURCE CONSERVATION DIST 2,243.47 11/13/244685 1016 SHUTE, MIHALY & WEINBERGER LLP 36,371.98 11/13/244686 1064 HDL COREN & CONE 1,459.11 11/13/244687 1152 AMAZON CAPITAL SERVICES, INC 1,719.69 11/13/24 EFTPS4688 1197 CHRISTINE D. BOLAND 20,650.00 11/13/244689 1200 TRAFFIC PATTERNS LLC 14,080.00 11/13/244690 1201 STEPHEN PAYNE 100.00 11/13/244691 1202 EMMA LALLEY 1,000.00 11/13/24

apachreg Town of Portola Valley mmagahiz 11/07/2024 09:23 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 4692 1203 MARIA PEREZ ARONS 878.00 11/13/244693 1205 VALLEY PRESBYTERIAN CHURCH 1,000.00 11/13/244694 1206 JOAQUIN JAY HARTMAN 1,000.00 11/13/24Check totals: 271,106.96ACH totals:EFTPS totals: 168,039.41Wire transfer totals:Payment Manager totals:GRAND TOTALS 439,146.37Check totals: 271,106.96ACH totals:EFTPS totals: 168,039.41Wire transfer totals:Payment Manager totals:GRAND TOTALS 439,146.37

.
apapdinv2 mmagahiz Town of Portola Valley Page 1
09:24 11/07/24 Paid Invoices by Date
From: 11/13/2024 to 11/13/2024
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 24 AMERICAN DIABETES ASSOCIATION
11/13/24 4647 Special Event Permit Deposit Refund 130.00 130.00 SEP-24-4 Vendor: 53 BIG CREEK
4648 Redwood Construction 556.10 556.10 2282199
Vendor: 78 CALIFORNIA WATER SERVICE CO
4649 Water Service 9/12/24 - 10/10/24 12,608.96 12,608.96 SEPT-2024 Vendor: 80 CALPERS
4650 NOV UAL Classic 132,324.90 86.11 1002770645
NOV UAL PEPRA 184.67 100000017723369CalPers Employer Contribution PEPRA 1,509.57 1002770643June Retirement- PEPRA 18,956.35 100000017543295June Retirement- CLASSIC 10,737.65 100000017543276July Retirement- PEPRA 20,384.69 100000017569404July Retirement- CLASSIC 6,346.04 100000017569382August Retirement- PEPRA 15,876.51 100000017610060August Retirement- CLASSIC 5,694.68 100000017610039September Retirement- PEPRA 13,968.44 100000017640431September Retirement- CLASSIC 5,694.67 100000017640409August UAL CLASSIC 10,777.17 100000017625773August UAL PEPRA 184.67 100000017625785September UAL CLASSIC 10,777.17 100000017659529September UAL PEPRA 184.67 100000017659543October UAL CLASSIC 10,777.17 100000017690750October UAL PEPRA 184.67 100000017690662 Vendor: 121 SCA OF CA, LLC
4651 October Litter/Street Clean 2,095.00 2,095.00 2024-010290 Vendor: 124 COMCAST
4652 WIFI-10.21.2024-11.20.2024 202.13 202.13 1945-NOV24 Vendor: 125 CONNIE STACK
4653 Fall 2024 Classes 1,398.40 1,398.40 FALL-2024
Vendor: 129 COTTON SHIRES & ASSOC. INC.
4654 August-October 24 Applicant Charges 29,698.43 29,698.43 2024-AUG-OCT Vendor: 135 CSG CONSULTANTS INC
4655 Sept Code Enforcement, Bldg Svcs, In House 14,193.00 14,193.00 SEP-2024 Vendor: 176 EXCEL LD

.
apapdinv2 mmagahiz Town of Portola Valley Page 2
09:24 11/07/24 Paid Invoices by Date
From: 11/13/2024 to 11/13/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
11/13/24 4656 October Telephone LD Services 23.70 23.70 1198808804 Vendor: 213 HILLYARD INC
4657 Janitorial Supplies 441.56 441.56 605634269
Vendor: 218 MISSIONSQUARE RETIREMENT
4658 Deferred Comp - October 31, 2024 2,625.00 2,625.00 OCT-202431 Vendor: 234 J. W. ENTERPRISES
4659 Handicap Unit Rental & Services 546.88 315.44 262125 Handicap Unit Rental & Services 231.44 262126
Vendor: 245 JEANNIE GOLDMAN
4660 Fall 2024 Classes 8,064.00 8,064.00 FALL-2024
Vendor: 269 KATHY WADDELL
4661 FALL 2024 Classes 2,520.00 2,520.00 FALL-2024
Vendor: 276 KUTZMANN & ASSOCIATES
4662 September Plan Checks 14,774.90 14,774.90 740795
Vendor: 324 MIRANDAS LANDSCAPE
4663 May Landscape Maintenance Services 3,042.00 3,042.00 B 290 Vendor: 330 NAVIA BENEFIT SOLUTIONS
4664 October 2024 Monthly Fee 200.00 200.00 10894903
Vendor: 334 NOLTE ASSOCIATES INC
4665 August Applicant Charges & PW Support 22,876.50 9,808.50 AUGUST-2024 September Applicant Charges & PW Support 13,068.00 SEPT-2024 Vendor: 339 OCCUSCREEN LLC
4666 Recruitment 118.00 118.00 241007
Vendor: 340 OGRADY PAVING INC.
4667 24027- Westridge Drive Rehab 48,806.61 48,806.61 8047 Vendor: 364 PERS HEALTH
4668 October Health 28,657.76 14,336.36 100000017680015 November Health 14,321.40 100000017710838
Vendor: 367 PG&E
4669 October Statement 2,020.06 2,020.06 OCT-2024

.
apapdinv2 mmagahiz Town of Portola Valley Page 3
09:24 11/07/24 Paid Invoices by Date
From: 11/13/2024 to 11/13/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 375 PLATINUM FACILITY SERVICES
4670 Janitorial Services - October 2024 10,016.68 4,488.67 49591 Janitorial Services - Oct 2024. Fridays disinfection svcs 448.01 49592Janitorial Services - August Shampoo Carpets 2024 5,080.00 49433 Vendor: 403 RON RAMIES AUTOMOTIVE INC.
4671 Vehicle Maintenance 137.75 137.75 78689
Vendor: 429 SHELLY SWEENEY
4672 FALL 2024 Classes 472.00 472.00 FALL-2024 2
Vendor: 489 VERIZON WIRELESS
4673 October Cellular 692.00 692.00 9977188784
Vendor: 490 VIGILANT SOLUTIONS
4674 Annual Subscription Renewal 12/24- 11/25 2,730.00 2,730.00 59938 RI Vendor: 518 GOT GOPHERS?
4675 Town Fields Gopher Trapping- October 2024 1,050.00 1,050.00 72678 Vendor: 697 CYNTHIA ROWE
4676 Fall 2024 Classes 2,040.00 2,040.00 FALL-2024
Vendor: 712 BAYSIDE EQUIPMENT COMPANY
4677 Annual Service Maintenance on Back-up Generator 763.65 763.65 85079 Vendor: 731 TERESA GODFREY
4678 Reimb. WHRMD Rd Cleanup 2024 1,324.00 662.00 REIMB_WHRMD-1 Reimb. WHRMD Rd Cleanup 2024 662.00 REIMB_WHRMD-2
Vendor: 740 ALESSANDRO MORUZZI
4679 Fall 2024 Classes 160.00 160.00 FALL-2024
Vendor: 860 STEPFORD
4680 Monthly Service Charges 11/01/2024 THRU 11/30/2024 4,541.50 3,920.00 2401599 Veeam Backup and Replication for Disaster Recovery - Nov 24 621.50 2401600 Vendor: 864 DAILY POST
4681 Advertisement- Sept 843.00 281.25 89920
Advertisement- Oct 281.25 90274Advertisement- Oct 280.50 90275 Vendor: 914 UNITED MECHANICAL INC
4682 HVAC Parts - Town Hall 4,949.65 957.79 94912

.
apapdinv2 mmagahiz Town of Portola Valley Page 4
09:24 11/07/24 Paid Invoices by Date
From: 11/13/2024 to 11/13/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
11/13/24 4682 HVAC Parts - Community Hall 4,949.65 957.79 94913 Plumbing T&M Repair - Town Hall 976.82 95120Preventative Maintenance HVAC Sep 2024 2,057.25 95229 Vendor: 985 CHRIST CHURCH PV & WOODSIDE
4683 Special Event Permit Deposit Refund 1,000.00 1,000.00 PRCH-24-17 Vendor: 1001 SM RESOURCE CONSERVATION DIST
4684 San Mateo Resource Conservation District 2,243.47 426.73 3-CB-GEN San Mateo Resource Conservation District 367.54 4-CB-GENSan Mateo Resource Conservation District 386.71 5-CB-GENSan Mateo Resource Conservation District 1,062.49 PV7-CB-GEN Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
4685 September Legal Service 36,371.98 36,371.98 SEP-24-SMW Vendor: 1064 HDL COREN & CONE
4686 Contract Svcs Sales Tax - Oct-Dec 2024 1,459.11 1,459.11 SIN044314 Vendor: 1152 AMAZON CAPITAL SERVICES, INC
4687 Office Supplies - Nov 5 24 1,719.69 1,719.69 11052024 Vendor: 1197 CHRISTINE D. BOLAND
4688 City Clerk Oct 2024 20,650.00 20,650.00 10202024
Vendor: 1200 TRAFFIC PATTERNS LLC
4689 Staff Augmentation Support 14,080.00 5,610.00 2024-544 Staff Augmentation Support 8,470.00 2024-549
Vendor: 1201 STEPHEN PAYNE
4690 Deposit Refund - Picnic Table 100.00 100.00 PROF-24-51 Vendor: 1202 EMMA LALLEY
4691 Special Event Permit Deposit Refund 1,000.00 1,000.00 PRCH-24-11 Vendor: 1203 MARIA PEREZ ARONS
4692 Special Event Permit Deposit Refund 878.00 878.00 PRCH-24-19 Vendor: 1205 VALLEY PRESBYTERIAN CHURCH
4693 Special Event Permit Deposit Refund 1,000.00 1,000.00 PRCH-24-38 Vendor: 1206 JOAQUIN JAY HARTMAN
4694 Special Event Permit Deposit Refund 1,000.00 1,000.00 PRCH-24-23

.
apapdinv2 mmagahiz Town of Portola Valley Page 5
09:24 11/07/24 Paid Invoices by Date
From: 11/13/2024 to 11/13/2024
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Check Date Totals 439,146.37
Grand Total 439,146.37

___________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Interim Town Manager and
Christine Boland, Clerk Consultant
DATE: November 13, 2024
RE: Adoption of Biennial Resolution Updating Designated Positions and Disclosure Obligations in the Town's Conflict of Interest Code

RECOMMENDATION
Staff recommends that the Town Council adopt the attached Resolution updating the designated position titles and disclosure obligations for the Town's Conflict of Interest Code.

BACKGROUND
The Political Reform Act ("Act") requires certain designated public officials, employees and consultants that make or participate in making governmental decisions to file statements of economic interests. These mandatory Government Code “87200” filers are: Town Councilmembers, Planning Commissioners, Architectural and Site Control Commissioners, Town Manager and Town Attorney. The Act also authorizes local agencies to require additional local officials to file statements of economic interest. Additionally, every agency is required to review and update its Code and to review it every two years to determine if it is accurate or needs amendment.

Portola Valley Municipal Code Chapter 2.36 sets forth the Town’s Conflict of Interest Code. The Town’s code requires the Council to review the designated position titles and disclosure obligations and make any necessary updates by Resolution.

The Town's list of designated position titles and disclosure obligations was last updated in September 2022. Since that time, the following positions warranting disclosure obligations have been added: Administrative Services Manager. The position title of Finance Analyst has been amended to Finance Technician and the position of Assistant to Town Manager has been deleted. The amendments are reflected in the attached Resolution.

ATTACHMENT

1. Resolution
1844816.1

TOWN OF PORTOLA VALLEY

STAFF REPORT

1 RESOLUTION NO. 2952-2024

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY

DESIGNATING PUBLIC OFFICIALS AND EMPLOYEES AND THEIR DISCLOSURE CATEGORIES FOR THE TOWN’S CONFLICT OF INTEREST CODE
WHEREAS, the Political Reform Act of 1974, Government Code section 87100 et seq., requires state and local government agencies to adopt and promulgate Conflict of Interest Codes and review those Codes biennially; and
WHEREAS, on June 24, 2015, the Town Council adopted Ordinance 2015-406, amending Section 2.36.010 [Incorporation by reference] of Chapter 2.36 [Conflict of Interest] of Title 2 [Administration and Personnel] of the Portola Valley Municipal Code; and WHEREAS, with the adoption of Ordinance 2015-406, the terms of 2 California Code of Regulations Section 18730 and any amendments to it duly adopted by the Fair Political Practices Commission are incorporated by reference and, along with the Resolution approved by the Town Council in which Public Officials and Designated Employees and their disclosure categories identified, constitute the Conflict of Interest Code of the Town; and WHEREAS, the Town of Portola Valley (“Town”) last updated its Conflict of Interest Code in September 2022; and
WHEREAS, the Town now desires to adopt the Resolution identifying the current position titles for public officials and their disclosure requirements.

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

DESIGNATED POSITIONS AND DISCLOSURE OBLIGATIONS
DESIGNATED PUBLIC OFFICIALS (Govt. Code Sec. 87200 filers) Member of Town Council
Member of the Planning Commission
Member of the Architectural and Site Control Commission Town Manager
Town Attorney

OTHER DESIGNATED EMPLOYEES, INCLUDING CONSULTANTS SERVING IN THESE

POSITIONS
Administrative Services Manager
Assistant Town Manager
Assistant to Town Manager
Associate Planner

2 Assistant Planner
Finance Director
Finance Analyst Technician
Senior Planner
Planning and Building Director
Public Works Director
Town Clerk
Town Engineer
Town Geologist
Consultant (if so determined)

DISCLOSURE CATEGORIES
Disclosure Category 1: Full Disclosure - All investments, business positions, interests in real property and sources of income,
including gifts, loans and travel payments.

Disclosure Category 2: Limited Disclosure - The Town Manager may determine in writing that a particular consultant is required to
provide Limited Disclosure. Such written determination
shall include a description of the consultant's duties and, based upon that description, a statement of the extent of disclosure requirements. The determination of the Town
Manager is public record and shall be retained for public inspection in the same manner and location as this
Conflict of Interest Code.

REQUIRED DISCLOSURES FOR DESIGNATED POSITIONS
Designated Position
Disclosure
Category
Members of Town Council 1
Members of the Planning Commission 1
Members of the Architectural and Site Control Committee 1 Town Manager 1
Town Attorney 1
Administrative Services Manager [Add position] 1
Assistant Town Manager 1
Assistant to Town Manager [Delete position] 1
Assistant Planner 1
Associate Planner 1
Finance Director 1
Finance Analyst Technician [Amend title] 1

3 Planning and Building Director 1
Public Works Director 1
Senior Planner 1
Town Clerk 1
Town Engineer 1
Town Geologist 1
Consultant 2

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Portola Valley held on the 13th day of November 2024, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

By: ________________________
Sarah Wernikoff, Mayor

ATTEST:

_________________________
Town Clerk

___________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Brian Frus, Interim Town Engineer
DATE: November 13, 2024
RE: Rectangular Rapid Flashing Beacon Project on Portola Road at Brookside Drive and on Alpine Road at Golden Oak Drive
Project No. 2024-PW02

RECOMMENDATION
Staff recommends that the Town Council adopt a resolution to:

1. Authorize the (Interim) Town Manager or designee, to award the Rectangular Rapid Flashing Beacon (RRFB) project to St. Francis Electric, LLC, in the amount of $149,855 and to execute the attached agreement; and

2. Authorize the (Interim) Town Engineer to negotiate change orders such that the total construction budget of $164,841 (equal to the accepted bid plus a 10% construction contingency) is not exceeded.

BACKGROUND
The Bicycle, Pedestrian, and Traffic Safety (BPTS) Committee recommended that the Town Council authorize the Portola Valley Pedestrian Safety Study (Study) in 2017 and oversaw its completion and approval by the Town Council in 2019. The Study defined 15 improvement concepts, including the RRFB project to enhance pedestrian crossings at two locations by installing RRFB equipment, signage, and pavement markings. The Study involved public involvement and comments at BPTS Committee meetings, a Town Council public hearing/Study approval meeting held on August 14, 2019 (August 14, 2019 (Minutes)), and an Architectural and Site Control Commission (ASCC) meeting on February 10, 2020 (ASCC February 10, 2020 (Minutes)).

In 2020, with Town Council authorization, Staff applied for and received $160,929 in grant funding from the San Mateo County Transportation Authority (SMCTA) Pedestrian and Bicycle Program based on two location-specific project applications. The Town applied $68,969 in Measure W funds to meet its 30% match requirement, which combined to establish the current total project amount of $229,898. Funding agreements were executed in 2021 and stipulated completion in November 2024. Staff has communicated the current project completion status and schedule to the SMCTA through required quarterly progress reports and will request extensions to the deadline if necessary.

TOWN OF PORTOLA VALLEY

STAFF REPORT

Town Council
November 13, 2024
The COVID-19 pandemic and related shutdown significantly delayed project implementation. However, Staff continued work, completed the design, and established the current schedule to complete the RRFB project in the Spring 2025.

DISCUSSION
Staff recently developed and issued the notice inviting informal bids on October 3, 2024.

On October 17, 2024 at 11:00 a.m., five bids were received, opened, and read aloud as follows:

Bidder Total Bid
Bear Electric Solution $165,500
Columbia Electric $209,950
St. Francis Electric $149,855
Tennyson Electric $140,135
Zara Construction $160,000
Staff’s review and analysis of the five bids determined St. Francis Electric of San Leandro to be the lowest responsible bidder. The attached table summarizes staff’s analysis.

Details of the individual bids are found in the attached Bid Summary.

The work generally involves installing and activating RRFB systems at (1) Portola Road and Brookside Drive, connecting to existing electric power, and using solar energy at (2) Alpine Road and Golden Oak Drive. Specific work includes furnishing, installing, configuring, and activating the two complete RRFB systems and furnishing and installing pavement markings and roadside signs.

The project schedule is summarized below.

Activity Date
Town Council Authorization: November 13, 2024
Town Manager Contract Execution: November 21, 2024
Construction Begins: February 21, 2025
Construction/Activation Complete: March 17, 2025
Construction Closeout Complete: June 30, 2025
Construction could begin in late Fall 2024, weather permitting. Project completion is anticipated to be June 2025.

FISCAL IMPACT
The current budget for the RRFB project is as follows:

Town Council
November 13, 2024
Budget - FY 24-25
Funding Source
Appropriations Expended or
Encumbered
as of 11/06/24
Available
Budget
SMCTA Grant $146,718 - $146,718
Measure W (local match) $ 68,969 $28,695 $ 40,274
Total $215,687 $28,695 $186,992
Based on the lowest bid received, the estimated total construction cost is $206,991 including inspection, contingencies, and administration. Including the necessary right-ofway, the estimated project costs total $226,991.

Construction and Right of Way Costs
Base Bid $149,855
Contingencies (10%) $14,986
Engineering Support $42,150
Total Construction Costs $206,991
Right of Way $20,000
Total Estimated Project Costs $226,991
Based on the lowest bid received, insufficient funds exist to complete the project. The table below summarizes the difference in funds required to complete the project.

Additional Funds Required
Construction
SMCTA Grant Allocated to Construction $155,353
Total Construction Costs $206,991
Difference in Funds for Construction ($51,638)
Right of Way
SMCTA Grant Allocated to Right of Way $5,576
Total Estimated Right of Way Costs $20,000
Difference in Funds for Right of Way ($14,424)
Total Difference ($66,062)
Available Budget $40,274
Total Funds Needed ($25,788)
Difference - Budgeted vs Grant $14,211
Additional Local Funds Required ($11,577)

Town Council
November 13, 2024
Hence the Town will need to provide an additional sum of $11,577 to complete the project.

However, because of the difference in amounts between what is budgeted versus the grant award, an adjustment will need to be made in the sum of $25,788. Note that the difference of $14,211 (grant versus budgeted) is eligible for reimbursement through the SMCTA grant. These amounts have been included in the revised budget.

ATTACHMENTS
Resolution
Agreement
Bid Summary
________ Anthony McFarlane, Finance Director _________ Corie Stocker, Interim Town Manager

RESOLUTION NO. 2953-2024

RESOLUTION OF THE TOWN COUNCIL OF THE

TOWN OF PORTOLA VALLEY

AUTHORIZING AWARD OF THE

RECTANGULAR RAPID FLASHING BEACON PROJECT
Project No. 2024-PW02
WHEREAS, the Town Council, based on recommendation from the Bicycle, Pedestrian and Traffic Safety Committee, approved the Portola Valley Pedestrian Safety Study in 2019, and;
WHEREAS, the Study identified 15 improvement concepts including the installation of Rectangular Rapid Flashing Beacons at two locations to enhance pedestrian crossings, and;
WHEREAS, grant funding was applied for and received from the San Mateo County Transportation Authority in the amount of $160,929 in 2021 with a stipulated completion date of November 2024, and;
WHEREAS, town staff has maintained communication with the SMCTA, submitted required quarterly progress reports, and will request modifications and/or extensions to the completion date as necessary, and;
WHEREAS, invitations for informal bids were issued on October 3, 2024 with five bids received, opened, and read on October 17, 2024, and; WHEREAS, St. Francis Electric was determined to be the lowest responsible bidder.

NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Portola Valley:

Section 1. The (Interim) Town Manager or designee is authorized to award the Rectangular Rapid Flashing Beacon (RRFB) Project, No. 2024-PW02, on Portola Road at Brookside Drive and Alpine Road at Golden Oak Drive to St. Francis Electric, LLC in the amount of $149,855 and to execute the agreement attached hereto. The (Interim) Town Manager or designee is further authorized to execute extensions and/or nonsubstantive modifications to the Agreement, as necessary.

Section 2. The (Interim) Town Engineer is authorized to negotiate change orders such that the total construction budget of $164,841 (equal to the accepted bid plus a 10% construction contingency) is not exceeded.

PASSED AND ADOPTED this 13th day of November 2024 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Sarah Wernikoff, Mayor
ATTEST:

Town Clerk

BID SUMMARY - RRFB PROJECT IN PORTOLA VALLEY - BIDS RECEIVED OCTOBER 17, 2024

REQUIRED BID FORMS BIDDER
ID Bear Electric Solution Columbia Electric St. Francis Electric Tennyson Electric Zara Construction A Bid
B Bid Schedule
1 Portola
RRFB $‎ 71,000.00 $‎ 89,000.00 $‎ 60,385.00 $‎ 42,975.00 $‎ 60,000.00 Markings and Signs $‎ 25,500.00 $‎ 43,000.00 $‎ 29,315.00 $‎ 23,985.00 $‎ 20,000.00 Subtotal $‎ 96,500.00 $‎ 132,000.00 $‎ 89,700.00 $‎ 66,960.00 $‎ 80,000.00 2 Alpine
RRFB $‎ 40,000.00 $‎ 36,200.00 $‎ 26,595.00 $‎ 48,225.00 $‎ 60,000.00 Markings and Signs $‎ 29,000.00 $‎ 41,750.00 $‎ 33,560.00 $‎ 24,950.00 $‎ 20,000.00 Subtotal $‎ 69,000.00 $‎ 77,950.00 $‎ 60,155.00 $‎ 73,175.00 $‎ 80,000.00 TOTAL $‎ 165,500.00 $‎ 209,950.00 $‎ 149,855.00 $‎ 140,135.00 $‎ 160,000.00

INFORMATION REQUIRED
C List of Subcontractors
D Non-Collusion Affidavit
E Bidder’s General Information
F Bid Bond
G Worker’s Compensation

MEETS REQUIREMENTS
MISSING INFORMATION B TOTAL on form $149,855;
waive
E Item 5 Projects incomplete;
showing lots of experience
G Principal’s signature
missing
C 100% shown for all three
subs; waive
By: Paul Krupka, 10/22/24 Updated 10/31/24 (St. Francis total bid) 1

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: November 13, 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
On September 11, 2024, the Finance Director brought to the Town Council the audited financial statements for Fiscal Year 2020-21. There was an issue identified with Management Discussion & Analysis (MD&A) section that required additional editing.

The edits made to the MD&A did not have a material effect on the financial statements.

As a result, the Council directed the Finance Director to have the Finance Committee review the financial statements and the Memorandum on Internal Controls (MOIC).

On November 4, 2024, the Finance Committee reviewed the financial statements and the memorandum of internal control with the Finance Director. Discussion revolved around the significant deficiencies identified by the Auditor. The Finance Director informed the Finance Committee that the auditor’s findings will be repeated for fiscal years 2021-22 and 2022-23. The Committee requested that the Finance Director present a working plan that illustrates the status of the deficiencies and what steps the Finance Director and staff have taken to mitigate the deficiencies. The Committee also made a minor edit suggestion to one of the footnotes that will be incorporated in future financial statements. The item ended with the Finance Committee recommending that the Town Council receive and file the Fiscal Year 2020-21 audited financial statements and Memorandum on Internal Controls.

ATTACHMENTS

1. 2021-22 Annual Comprehensive Financial Report

2. Memorandum of Internal Control

TOWN OF PORTOLA VALLEY

STAFF REPORT

NON-MAJOR GOVERNMENTAL FUNDS
SPECIAL REVENUE FUNDS:

PUBLIC SAFETY
Accounts for half-cent State sales tax revenue designated exclusively for local agency public safety services, (Sec. 35 of Art. XIII of California Constitution).

GAS TAX
Accounts for gasoline tax allocated by the state for street maintenance, repair and improvement.

PUBLIC SAFETY COPS (Citizens' Options for Public Safety) Accounts for the Supplemental State law Enforcement Fund Service Account (SLESA) revenue for special law and traffic enforcement established by SB89.

LIBRARY FUND
Accounts for library service revenue from San Mateo County Library JP A that can only be used for library-related activities.

MEASUREM
Accounts for County-generated motor vehicle registration fee revenue for traffic congestion and water pollution mitigation programs.

MEASUREW
Accounts for amounts restricted for the Town's share of a one-half cent sales tax revenue for road repairs and construction.

CAPITAL PROJECTS FUNDS:

PARK IN-LIEU
Accounts for the subdivision developer's fee restricted for parks or recreational purposes.

GRANTS
Accounts for various grant activities.

CAPITAL PROJECTS
Accounts for federal or state-reimbursed storm-related road repairs as needed. 67

Custodial Funds
Wayside Road II
Maintenance District
$175,287
926
176,213
176,213
176,213
Woodside Highlands
Maintenance District
$458,479
970
459,449
459,449
459,449
Total
$843,716
2,192
845,908
845,908
845,908
79

Custodial Funds
Wayside Road II
Maintenance District
Woodside Highlands
Maintenance District
$53,176
53,176
2 620
2,620
50,556
(50,556)
$71,752
71,752
130 687
130,687
(58,935)
58,935
Total
$140,380
140,380
133,307
133,307
7,073
(7,073)
81

TOWN OF PORTOLA VALLEY

STAFF REPORT
____________________________________________________________________________________ TO:

FROM:

DATE:

RE:

Mayor and Members of the Town Council
Corie Stocker-Pedalino, Interim Town Manager
November 13, 2024
Memorandum of Understanding Between the County of San Mateo and the Town of Portola Valley Regarding Credits Under Law Enforcement Services Agreement (“MOU”)

RECOMMENDATION
Staff recommends that the Town Council authorize the Interim Town Manager to sign and therefore execute the Memorandum of Understanding Between the County of San Mateo and the Town of Portola Valley Regarding Credits Under Law Enforcement Services Agreement (“MOU”).

BACKGROUND/DISCUSSION
The Town contracts with the San Mateo County Sheriff’s Office for Law Enforcement Services, similar to other municipalities within San Mateo County (Woodside, Half Moon Bay, San Carlos and Millbrae). In fiscal year (FY) 2023/2024 each of these contract municipalities received an increase in cost to their Law Enforcement Services agreements. The Town had a five (5) year agreement for Law Enforcement Services from 2018-2023, with the final FY 22/23 cost totaling $1,493,845. For the new agreement, the total cost for FY 23/24 was estimated at $2,346,584, with increases each fiscal year.

Prior to the meeting with County Manager Mike Callagy, the Town approached Sheriff Christina Corpus and her Executive Team for support and assistance due to the financial strain of the agreement. Sheriff Corpus generously approved a six (6) month credit. The Town’s contract was charged at our previously contracted rate, with savings of $426,369 total. With that credit, the Town paid $1,920,215 in FY 23/24.

On January 4, 2024, the previous Town Manager and current Assistant Town Manager met with San Mateo County Manager, Mike Callagy, to discuss the increase to the San Mateo County Law Enforcement Services Agreement and the Town’s current financial

situation. County Manager Callagy generously offered the Town $634,000 total in credits toward FY 24/25 and FY 25/26.

Fiscal Year Contract Cost Credit Due after credit
2023/2024 $2,346,584 $426,369 (Sheriff credit) $1,920,215 2024/2025 $2,382,817 $423,000 (County Manager Credit) $1,959,817 2025/2026 $2,478,040* $211,000 (County Manager Credit) $2,134,584 2026/2027 $2,676,380* $0 $2,676,380
*Estimated cost
The $423,000 identified for this fiscal year is included in the amended FY 24/25 budget.

Additionally, $211,000 will be included in the forecast for the FY 25/26 budget.

The MOU memorializes the credits and establishes the mutual understanding with the County of San Mateo and the Town of Portola Valley. The MOU permits the Town to underpay the County of San Mateo for Law Enforcement Services, by the credited amounts. If the Town does not execute the MOU, we will not receive the credits for FY 24/25 and FY 25/26.

FISCAL IMPACT
The Town receives a total of $634,000 in credit from the County Manager’s Office.

Between the Sheriff’s Office credit of $426,369 and the County Manager’s Office credit (above), the Town receives a total of $1,060,369 in credits toward the San Mateo County Law Enforcement Services Agreement.

Attachments:

1. Memorandum of Understanding Between the County of San Mateo and the Town of Portola Valley Regarding Credits Under Law Enforcement Services Agreement

County MOU November 13, 2024

[CCO-470523]
Memorandum of Understanding
Between the County of San Mateo and the Town of Portola Valley Regarding Credits Under Law Enforcement Services Agreement
This Memorandum of Understanding Regarding Credits Under Law Enforcement Services Agreement (“MOU”) is made and entered into as of the Effective Date (defined herein) by and between the County of San Mateo (the “County”) and the Town of Portola Valley (the “Town”). The County and the Town may be collectively referred to herein as “Parties” and individually as “Party”.

Recitals
WHEREAS, on January 1, 2024, the County and the Town entered into that certain Law Enforcement Services Agreement Between the County of San Mateo and the Town of Portola Valley, by which the San Mateo County Sheriff’s Office (“Sheriff’s Office”) provides law enforcement services to the Town in exchange for payments subject to the terms and conditions set forth therein through June 30, 2025 (the “Agreement”); and WHEREAS, on June 1, 2024, the Parties amended the Agreement to adjust services and rates for Fiscal Year (FY) 2024-25 by replacing Exhibits A and B to the Agreement with revised Exhibits A and B; and
WHEREAS, under the Agreement, the Town is required to make semiannual payments to the County in the amounts and at the times specified therein based on annually budgeted amounts for the services and rates set forth in Exhibit B of the Agreement; and
WHEREAS, the Town has indicated that it continues to require the services provided under the Agreement but is under significant fiscal strain such that the Parties wish to permit the Town to be credited toward its payments under the Agreement for FY 2024-25 under the terms and conditions set forth herein; and WHEREAS, notwithstanding anything to the contrary herein, the County will reimburse the Sheriff’s Office for the amount of any credit applied under this MOU.

NOW THEREFORE, the Parties wish to set forth the terms and understanding between them with respect to the Town’s responsibility for certain payments under the Agreement.

Terms

2 1. Purpose. The purpose of this MOU is to establish the Parties’ mutual understanding as specified and subject to the terms and conditions stated herein, with respect to certain payments for services under the Agreement.

2. Term. This MOU is effective upon the Effective Date and shall remain in effect until June 30, 2025, unless extended by written amendment executed by the Parties. This MOU may be terminated by either Party upon 30 days written Notice (defined herein) without a requirement of good cause.

3. Responsibilities. The County agrees to provide a credit for the Town under the Agreement (and thereby permits the Town to underpay) in the total amount of $423,000 against the total amount of the semiannual payments due under the Agreement in FY 2024-25. In the event the Agreement and this MOU are amended to extend their respective terms to include FY 2025-26, the County agrees to provide a credit for the Town under the Agreement (and thereby permits the Town to underpay) in the total amount of $211,000 against the total amount of the semiannual payments due under the Agreement in FY 2025-26.

4. Amendments. Either Party may request changes to this MOU. Any changes, modifications, revisions or amendments to this MOU which are mutually agreed upon by and between the Parties shall be incorporated by written instrument that refers to this MOU, and effective only when executed and signed by all Parties to this MOU.

5. Complete Agreement. This MOU, together with the Agreement, represents the entire, integrated agreements between the Parties regarding the subject matter hereof and supersedes all prior negotiations, representations and agreements, whether written or oral; provided that nothing in this MOU shall and is not intended to amend, limit or modify the Agreement or any terms and conditions or responsibilities of the Parties therein except as expressly set forth in Section 3 of this MOU.

6. Severability. Should any portion of this MOU be judicially determined to be illegal or unenforceable, the remainder of the MOU shall continue in full force and effect, and either Party may renegotiate the terms affected by the severance.

7. Disputes. The Parties agree that, with regard to all disputes or disagreements arising under this MOU that are not resolved informally at the staff level after a good faith attempt, the Parties may, at their sole and mutual discretion, agree to engage in mediation, and the costs of any such mediation shall be divided equally among the Parties

3 involved in the mediation, and each Party shall bear its own legal fees in connection with such mediation.

8. Governing Law. The construction, interpretation and enforcement of this MOU shall be governed by the laws of the State of California. The courts of the State of California, County of San Mateo shall have jurisdiction over any action arising out of this MOU and over the Parties, and the venue for any such actions shall be the Superior Court for the County of San Mateo or the United States District Court for the Northern District of California.

9. Notice. Any notice, demand or request required or permitted to be given or made under this MOU (“Notice”) shall be in writing and will be deemed given or made when delivered in person, when sent by United States registered or certified mail, or postage prepaid, to a Party at its address specified below, with email copy as follows: If to the County: Robert Manchia, Chief Financial Officer, County of San Mateo, 500 County Center, Fifth Floor, Redwood City, CA 94063, with email copy to [email protected]. If to Town: _________ with email copy to: ____________. The Parties may change their addresses for notice by notifying the other Party in the manner provided in this section.

10. Signatures. In witness whereof, the parties to this MOU through their duly authorized representatives have executed this MOU on the dates set out below, and certify that they have read, understood, and agreed to the terms and conditions of this MOU as set forth herein. This MOU may be executed by a Party's signature transmitted by facsimile or electronically, and copies of this MOU executed and delivered by such means shall have the same force and effect as copies hereof executed and delivered with original signatures. This MOU may be executed in counterparts, all of which will constitute one MOU. A copy or original of this document with all signature pages appended together will be deemed a fully executed, original MOU.

11. Effective Date. This MOU shall be effective upon execution of the Parties (the “Effective Date”).

In witness of and in agreement with this MOU’s terms, the Parties, by their duly authorized representatives, affix their respective signatures.

4 COUNTY OF SAN MATEO,
By________________ Date:_____________
Robert Manchia, Chief Financial Officer

TOWN OF PORTOLA VALLEY,

By______________ Date:_____________
Town Manager

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: November 13, 2024
RE: Revise Fiscal Year 2024-25 Budget

RECOMMENDATION
Staff recommends that the Town Council hold a public hearing and adopt a resolution revising the Fiscal Year 2024-25 Budget.

BACKGROUND
On October 23, 2024, the Town Council received a report from staff with proposed revisions to the Fiscal Year 2024-25 Budget. The report included staff recommendations and finance committee review of short and long-term options for a balance budget and a path to the fiscal sustainability.

The Council directed staff to do the following,

1. Return with a balance budget with no deficit.

2. Pursue becoming a Charter Town and adopt a higher Real Property Transfer Tax Rate.

3. Provide more information on the Lease-leaseback with San Mateo County Direction was given to review the Willow Commons fee waiver and charging the Open Space fund for open space trail maintenance. The fee waiver was charged appropriately to the Affordable Housing fund and will not have an impact on the fund reserve. Also, the revised General Fund budget is in balance without using the Open Space fund.

Other items that the Council would like the Finance Committee is to modernize the Telephone UUT ordinance language, shared services/merger with the Town of Woodside, annexation, and reserve levels

TOWN OF PORTOLA VALLEY

STAFF REPORT

Revised FY 2024-25 Budget November 13, 2024

DISCUSSION
With the proposed revised budget, the General Fund is in balance with no deficit. The revised budget proposes almost $2.5M in cuts. $860K, or 34% of the reductions are due to staffing vacancies and elimination of staff development. Eliminating transfers out for CIP projects is an additional 47% of the reductions. The remaining cuts are from reductions in maintenance service and consultants.

Revenue adjustments totaled an increase of $395K with $530K for property tax, $9K for fees and a reduction in investment earnings of ($144K). The following table illustrates the changes in the General Fund between the preliminary and revised budget.

The restricted funds included a net reduction in revenues of ($1.05M) which includes an increase in grant revenue of $124K offset by a reduction in transfers in of ($1.17M). Net expense reductions total ($777K) with increases to grants of $124K and COPS of $91K offset by reductions to the Open Space fund of ($15K) and Capital Projects of ($978K) as illustrated below.

Revenues Expenses Revenues Expenses Revenues Expenses
110 Town Council - 3,000 - 3,000 - -
115 Town Committees - 115,050 - 35,050 - (80,000)
120 Town Manager - 1,434,644 - 1,033,008 - (401,636)
125 Town Attorney - 245,000 - 245,000 - -
130 Town Clerk - 196,538 - 143,838 - (52,700)
140 Finance - 920,433 - 894,405 - (26,028)
210 Police Services - 1,776,348 - 1,693,317 - (83,031)
220 Fire Services - 315,700 - 305,700 - (10,000)
230 Dispatch Services - 75,151 - 75,151 - -
310 Plannning Division 117,900 940,157 117,900 716,546 - (223,611) 320 Building Division 890,200 553,882 892,200 442,213 2,000 (111,669) 330 Code Compliance - 42,127 - 30,000 - (12,127)
410 Community Hall 91,130 102,430 91,130 90,680 - (11,750) 420 PW - Parks & Fields 60,000 149,012 64,000 97,000 4,000 (52,012) 510 PW - Streets, Facilities, Engineerig 41,000 942,290 44,000 701,968 3,000 (240,322) 610 Non-departmental 5,883,828 871,619 6,270,555 839,219 386,727 (32,400) Subtotal 7,084,058 8,683,381 7,479,785 7,346,094 395,727 (1,337,287) Transfers In/Out
Operating - 133,691 133,691 - -
Capital - 1,177,783 - - (1,177,783)
Total - General Fund 7,084,058 9,994,855 7,479,785 7,479,785 395,727 (2,515,070) Surplus / Deficit (2,910,797) (0)
Proposed Revised Difference

Revised FY 2024-25 Budget November 13, 2024

IMPACT ON SERVICES
Savings from personnel costs are due to vacant positions, positions being filled by retired annuitants or part-time personnel, or contractors. There are ongoing recruitments for the Town Clerk and Engineer positions and a recruitment is about to start for the Interim Town Manager position. There are currently no redundant positions within the organization.

Should there be another separation, leave, or termination, there will be time needed before resources are identified and implemented resulting in further delays. For example, earlier in the fiscal year when building and planning was impacted by the sudden retirement of a long-term employee. It took several weeks before permits were issued.

The Town also has a history of non-compliance with annual reporting requirements. Not being able fill vacant positions and train the employees on an ongoing basis will only increase the risk of non-compliance. For example, as identified in the Krisch Report, the Town is two years behind in its Local Street Reporting to the State Controller’s Office. As a result, Gas Tax funds in the amount of $200K are currently being withheld until the Town is current in its reporting.

FISCAL FORECAST
With this reset budget, General Fund reserves will increase in FY 2026-27, however will start to fall beginning in FY 2027-28 through FY 2029-30. To keep the reserve in balance an additional $2.1M in cumulative cuts will need to be identified. 201 Grants 238,318 238,318 362,398 362,398 124,080 124,080 202 Public Safety Sales Tax 16,500 16,500 16,500 16,500 - - 203 Public Safety / COPS 163,600 163,600 163,600 255,000 - 91,400 204 Open Space 641,000 15,000 641,000 - - (15,000)
205 Library 35,500 35,500 35,500 35,500 - -
206 Gas Tax / RMRA 260,376 394,067 260,376 394,067 - -
208 Frog Pond Open Space 700 - 700 - - -
211 Measure A 421,130 421,130 421,130 421,130 - -
212 Measure M 75,000 75,000 75,000 75,000 - -
213 Measure W 169,745 169,745 169,745 169,745 - -
221 Park In-lieu 1,200 - 1,200 - - -
222 Inclusionary In-lieu 135,000 - 135,000 - - -
401 Capital Projects - 1,177,783 - 200,000 - (977,783)
701 Applicant Deposits 475,000 475,000 475,000 475,000 - - Subtotal 2,633,069 3,181,643 2,757,149 2,404,340 124,080 (777,303) Transfers In/Out
Operating 133,691 - 133,691 - - -
Capital 1,177,783 - - (1,177,783) -
Total 3,944,543 3,181,643 2,890,840 2,404,340 (1,053,703) (777,303) FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30
Net Change $ 381,000 $ - $ (467,000) $ (693,000) $ (944,000) Ending Reserve $ 2,284,000 $ 2,284,000 $ 1,817,000 $ 1,124,000 $ 180,000

Revised FY 2024-25 Budget November 13, 2024
Revenues are projected to increase over the next 5 years an estimated 3.5% per year.

Expenses are projected to increase significantly starting FY 26-27 with the expiration of the credit received from the County related to the Sheriff’s contract. Discussions are ongoing.

Other expenditure assumptions include salaries increasing 3% per year, benefits increasing 7% per year and the sheriff’s contract increasing 10% per year after the credits expire.

Revenues are not keeping pace with expenses. The balance between having staff or having the service provided by contract increases budget volatility. Without new revenue and tighter cost controls, the reserve will be in a deficit position in the early 2030’s.

CHARTER TOWN
The California Constitution allows cities to become charter cities. This allows cities to have authority over “municipal affairs”. Charters can be adopted either by the voters electing a FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30
Taxes $ 5,859,147 $ 6,064,217 $ 6,276,465 $ 6,496,141 $ 6,723,506 Fees 405,000 419,175 433,846 449,031 464,747
Charges 1,365,000 1,412,775 1,462,222 1,513,400 1,566,369 Interest 145,000 151,000 100,000 75,000 50,000
Total $ 7,774,147 $ 8,047,167 $ 8,272,533 $ 8,533,572 $ 8,804,622 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30
Salaries $ 2,472,000 $ 2,546,160 $ 2,622,545 $ 2,701,221 $ 2,782,258 Benefits 722,250 772,808 826,904 884,787 946,722
Suplies & Services 2,350,000 2,427,500 2,507,965 2,591,510 2,678,253 Sheriff's Contract 1,694,817 2,145,099 2,618,209 2,880,030 3,168,033 Development 15,000 15,000 15,000 15,000 15,000
Total $ 7,254,067 $ 7,906,567 $ 8,590,623 $ 9,072,548 $ 9,590,266

Revised FY 2024-25 Budget November 13, 2024
charter commission or the Town Council can draft the charter. However, the charter is not adopted until ratified by a majority vote of the Town’s voters. November 2026 is the next election for the Town to have a charter measure.

The Finance Committee researched this topic as one of their working groups. One aspect of being a charter town is that a charter town can set its own Real Property Transfer Tax Rate (RPPT). Currently, the town’s RPPT rate is $0.55 per $1,000 which is the maximum allowed per state law for general cities. The following table illustrates some of the rates adopted by charter cities.

As stated, Charter cities can set their own rates. Some charter cities have a flat rate or have tiered rates tied to the sales price of the home. To enact a higher RPPT, the Town will need to have a second measure in November 2026.

City County Total
City County Tier
Alameda Alameda $ 12.00 $ 1.10 $ 13.10
Albany Alameda $ 13.00 $ 1.10 $ 14.10
Emeryville Alameda $ 11.00 $ 1.10 $ 12.10
Hayward Alameda $ 8.50 $ 1.10 $ 9.60
Oakland Alameda <$300K 10.00 $ $ 1.10 $ 11.10
$300K - $2M $ 15.00 $ 1.10 $ 16.10
$2M - $5M $ 17.50 $ 1.10 $ 18.60
$5M+ 25.00 $ $ 1.10 $ 26.10
Piedmont Alameda $ 13.00 $ 1.10 $ 14.10
San Leandro Alameda $ 11.00 $ 1.10 $ 12.10
El Cerrito Contra Costa $ 12.00 $ 1.10 $ 13.10
Richmond Contra Costa <$1M 7.00 $ $ 1.10 $ 8.10
$1M - $3M $ 12.50 $ 1.10 $ 13.60
$3M - $10M $ 25.00 $ 1.10 $ 26.10
$10M+ 30.00 $ $ 1.10 $ 31.10
Culver City Los Angeles <$1.5M 4.50 $ $ 1.10 $ 5.60
$2M - $3M $ 19.50 $ 1.10 $ 20.60
$3M - $10M $ 34.50 $ 1.10 $ 35.60
$10M+ 44.50 $ $ 1.10 $ 45.60
Santa Monica Los Angeles <$5M 3.00 $ $ 1.10 $ 4.10
$5M+ 6.00 $ $ 1.10 $ 7.10
San Mateo San Mateo $ 5.00 $ 1.10 $ 6.10
San Jose Santa Clara <$2M 3.30 $ $ 1.10 $ 4.40
$2M - $5M $ 10.80 $ 1.10 $ 11.90
$5M - $10M $ 13.30 $ 1.10 $ 14.40
$10M+ 18.30 $ $ 1.10 $ 19.40
Rate/$1,000

Revised FY 2024-25 Budget November 13, 2024
The first measure will ask the question should the Town become a Charter Town? The second measure will ask the question should the Town adopt a measure increasing the RPPT…?
A review of historical sales between 2009 and 2023 determined the following for the Town, Average number of sales – 52
Average sales price - $3,732,823
Average RPPT revenue - $106,379
A review of charter city rates from several cities throughout California for home sale prices around $3M range from $3 to $34.50.

If the Town adopted the charter and adopted a RPPT of $8 per $1,000, then the amount of revenue based on the average historical sales price and volume would be approximately $1.5M. An additional $1.5M would have the following impact on reserves. If the measure passes in November 2026, then the rate will go into effect on Jan 1, 2027. This scenario assumes that approximately $750K will be received in the first half of 2027.

Assuming the same revenue assumptions from the fiscal forecast the impact on revenues is as follows,
Assuming the same expense assumptions, the impact on expenses is as follows, Beginning in FY 2026-27 staff development will increase to $25K also transfers out for capital projects will increase to $300K and increase to $500K through FY 2029-30.

Assigned reserve levels will also begin to be restored
FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30
Net Change $ 381,000 $ 550,000 $ 693,000 $ 551,000 $ 384,000 Ending Reserve $ 2,284,000 $ 2,834,000 $ 3,527,000 $ 4,078,000 $ 4,462,000 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30
Taxes $ 5,859,147 $ 6,809,842 $ 7,767,562 $ 8,035,051 $ 8,311,903 Fees 405,000 419,175 433,846 449,031 464,747
Charges 1,365,000 1,412,775 1,462,222 1,513,400 1,566,369 Interest 145,000 151,000 155,000 161,000 166,000
Total $ 7,774,147 $ 8,792,792 $ 9,818,630 $ 10,158,482 $ 10,509,019 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 FY 2029-30
Salaries $ 2,472,000 $ 2,546,160 $ 2,622,545 $ 2,701,221 $ 2,782,258 Benefits 722,250 772,808 826,904 884,787 946,722
Suplies & Services 2,350,000 2,427,500 2,507,965 2,591,510 2,678,253 Sheriff's Contract 1,694,817 2,145,099 2,618,209 2,880,030 3,168,033 Development 15,000 25,000 25,000 25,000 25,000
Total $ 7,254,067 $ 7,916,567 $ 8,600,623 $ 9,082,548 $ 9,600,266

Revised FY 2024-25 Budget November 13, 2024
To chart the change in the fiscal forecast with the addition of the RPPT.

Beginning in FY 2026-27 revenues increases sharply but begins to taper off starting FY 2028-29. Expenses remain steady due to the increase in the Sheriff’s contract. Reserve is anticipated to reach the 60% policy level by FY 2029-30. However, there is concern that expenses will exceed revenues again starting in the early 2030’s.

LEASE-LEASEBACK
The County of San Mateo has at times provided financial assistance to cities within San Mateo County under the terms and conditions of certain lease transactions of real property owned by the cities. Under such transactions, the city enters into an agreement to lease real property to the County, for which the County makes a one-time, up-front lease payment to the city of a specified amount, usually in excess of $1 million dollars. This lease payment is then immediately available for use by the city. Simultaneously, the city will sublease the property back from the County, so that the city can maintain possession and use of its property. In exchange, the city pays the County annual rental payments over a specified, multi-year lease term, at a fixed interest rate. The city makes these sublease payments by authorizing the County Controller to pay the amounts due to the County from the City’s secured property tax revenues.

Lease/leaseback financing would require approval of the San Mateo County Board of Supervisors and the Town Council. Under the County’s standard forms, the city has the option to prepay the sublease payments early, and terminate the lease agreements, without penalty. The city also has the option to substitute the leased property for another city property during the lease term, with the County’s approval. The County expects that the city prepares an appraisal to support the value of the city property.

Revised FY 2024-25 Budget November 13, 2024
Several cities have entered lease/leaseback transactions with the County over the last few years. The key terms of these agreements are summarized below.

City Leased
Property
Amount Interest
Rate
Term Base
Rental
Payments
Total
Rental
Payment
Half Moon
Bay
(2023)
City Library $3,200,000 3.13% per
annum
10 years $373,092
per year
$3,730,
920
Atherton
(2021)
HolbrookPalmer
Park
$1,350,000 2% per
annum
5 years $297,000
per year
$1,485,000
Belmont
(2019)
City Sports
Complex
and
Conference
Center
$6,000,000 2% per
annum
10 years $668,000
per year
$6,680,000

ATTACHMENT

1. Resolution

2. Fund Activity Summary – All Funds

3. Schedule of Adjustments – All Funds

RESOLUTION NO. 2954-2024

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY ADOPTING THE REVISED FISCAL YEAR 2024-25 BUDGET BEGINNING JULY 1, 2024
WHEREAS, at its June 12, 2024, meeting, the Town Council of Portola Valley adopted the proposed Fiscal Year 2024-25 budget; and
WHEREAS the Council directed staff to return with a revised budget in September allowing staff to make the proper adjustments and enlist the expertise of the Finance Committee for additional recommendations; and
WHEREAS it was determined that the estimated beginning General Fund Reserve for Fiscal Year 2024-25 was below the sixty percent policy threshold, and; WHEREAS, short- and long-term options were considered up to and including declaring a fiscal emergency, and;
WHEREAS, at its October 23, 2024, meeting, the Town Council reviewed and considered staff recommendations and finance committee discussion of the revised 2024-25 budget and provided consensus direction to not declare a fiscal emergency and return with a balance budget; and
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Portola Valley hereby:

1. Adopts the revised budget appropriations for Fiscal Year 2024-25 as summarized in Attachment 2.

2. Authorizes staff to produce the final revised budget document to reflect Town Council approval of Fiscal Year 2024-25 appropriations and any immaterial adjustments, refinements, corrections, and revisions necessary to non-financial information.

PASSED AND ADOPTED this 13th day of November, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:.

By:_______________________________
Mayor
ATTEST:
__________________________________
Town Clerk

Town of Portola Valley
Fund Activity Summary
FY 2024-25 Revised Budget
Fund Beginning Estimated Estimated Transfers Ending
Balance Revenues Expenditures In/(Out) Balance
General Purpose Funds
101 - Unassigned $ 803,472 $ 7,479,785 $ 7,344,812 $ (133,691) $ 804,754 Assigned
UAL 249,214 - - - 249,214
Equipment Replacement 34,960 - - - 34,960
Capital Replacement/Emergency 489,447 - - - 489,447
Legal Contingency 34,960 - - - 34,960
OPEB Liability 291,875 - - - 291,875
Sub-total $ 1,903,928 $ 7,479,785 $ 7,344,812 $ (133,691) $ 1,905,210 Restricted Funds
201 - Grants $ 362,398 $ 362,398 $ 362,398 $ - $ 362,398 202 - Public Safety Sales Tax 63,910 16,500 16,500 - 63,910 203 - Public Safety/COPS 498,019 163,600 255,000 - 406,619 204 - Open Space 8,375,362 641,000 - - 9,016,362
205 - Library Fund 69,973 35,500 35,500 - 69,973
206 - Gas Tax/RMRA 94,085 260,376 394,067 133,691 94,085 208 - Frog Pond Open Space 27,625 700 - - 28,325
211 - Measure A 1,046,241 421,130 421,130 - 1,046,241
212 - Measure M 45,152 75,000 75,000 - 45,152
213 - Measure W 628,127 169,745 169,745 - 628,127
221 - Park In-lieu 43,444 1,200 - - 44,644
222 - Inclusionary In-lieu 4,635,419 135,000 - - 4,770,419 401 - Capital Projects 689,112 - 200,000 - 489,112
701 - Applicant Deposits 186,035 475,000 475,000 - 186,035 Sub-total $ 16,764,902 $ 2,757,149 $ 2,404,340 $ 133,691 $ 17,251,402 Grand Total $ 18,710,967 $ 10,236,934 $ 9,749,152 $ - $ 19,156,612 FY 2024-25

Town of Portola Valley
Schedule of Adjustments - All Funds
FY 2024-25 Revised Budget
Revenues Expenses Revenues Expenses Revenues Expenses
110 Town Council - 3,000 - 3,000 - -
115 Town Committees - 115,050 - 35,050 - (80,000)
120 Town Manager - 1,434,644 - 1,033,008 - (401,636)
125 Town Attorney - 245,000 - 245,000 - -
130 Town Clerk - 196,538 - 143,838 - (52,700)
140 Finance - 920,433 - 894,405 - (26,028)
210 Police Services - 1,776,348 - 1,693,317 - (83,031)
220 Fire Services - 315,700 - 305,700 - (10,000)
230 Dispatch Services - 75,151 - 75,151 - -
310 Plannning Division 117,900 940,157 117,900 716,546 - (223,611) 320 Building Division 890,200 553,882 892,200 442,213 2,000 (111,669) 330 Code Compliance - 42,127 - 30,000 - (12,127)
410 Community Hall 91,130 102,430 91,130 90,680 - (11,750) 420 PW - Parks & Fields 60,000 149,012 64,000 97,000 4,000 (52,012) 510 PW - Streets, Facilities, Engineerig 41,000 942,290 44,000 701,968 3,000 (240,322) 610 Non-departmental 5,883,828 871,619 6,270,555 839,219 386,727 (32,400) Subtotal 7,084,058 8,683,381 7,479,785 7,346,094 395,727 (1,337,287) Transfers In/Out
Operating - 133,691 133,691 - -
Capital - 1,177,783 - - (1,177,783)
Total - General Fund 7,084,058 9,994,855 7,479,785 7,479,785 395,727 (2,515,070) Surplus / Deficit (2,910,797) (0)
201 Grants 238,318 238,318 362,398 362,398 124,080 124,080 202 Public Safety Sales Tax 16,500 16,500 16,500 16,500 - - 203 Public Safety / COPS 163,600 163,600 163,600 255,000 - 91,400 204 Open Space 641,000 15,000 641,000 - - (15,000)
205 Library 35,500 35,500 35,500 35,500 - -
206 Gas Tax / RMRA 260,376 394,067 260,376 394,067 - -
208 Frog Pond Open Space 700 - 700 - - -
211 Measure A 421,130 421,130 421,130 421,130 - -
212 Measure M 75,000 75,000 75,000 75,000 - -
213 Measure W 169,745 169,745 169,745 169,745 - -
221 Park In-lieu 1,200 - 1,200 - - -
222 Inclusionary In-lieu 135,000 - 135,000 - - -
401 Capital Projects - 1,177,783 - 200,000 - (977,783)
Proposed Revised Difference

701 Applicant Deposits 475,000 475,000 475,000 475,000 - - Subtotal 2,633,069 3,181,643 2,757,149 2,404,340 124,080 (777,303) Transfers In/Out
Operating 133,691 - 133,691 - - -
Capital 1,177,783 - - (1,177,783) -
Total 3,944,543 3,181,643 2,890,840 2,404,340 (1,053,703) (777,303) Grand Total - All Funds 13,661,670 15,046,667 13,127,774 12,154,774 Surplus/Deficit (1,384,997) 973,000 (276,400)

________ Anthony McFarlane, Finance Director _________ Corie Stocker, Interim Town Manager ______________________________________________________________________________________ TO: Honorable Mayor and Members of the Town Council
FROM: Jon Biggs, Extra Help – Special Projects
DATE: November 13, 2024
RE: Review of Portola Valley’s Wildfire Hardening Rules

STAFF RECOMMENDATION
That the Town Council table action on the Wildfire Hardening Rules until a time after the Portola Valley Safety Element Update is approved.

BACKGROUND
In December of 2021, the Town Council adopted Ordinance No. 2021-444, which amended building code requirements for “new” buildings in Town. These code amendments, also known as the Wildfire or Home Hardening Code, enhanced the wildfire hardening regulations found in the Building Code (Chapter 7A) in order to further protect public safety and reduce the risk of wildfires.

These code amendments also increased the number of projects that were subject to the enhanced wildfire hardening regulations by expanding the thresholds for those types of projects, which include additions and remodels to existing buildings, that are treated as new buildings.

In response to citizen comment and input, the Town Council directed that wildfire hardening rules be agendized for discussion in order to determine whether they should be evaluated further for possible amendment.

DISCUSSION
The Town’s building code regulations require that projects, meeting the thresholds for a “new” building, comply with requirements that harden a structure against wildfires. Some wildfire hardening requirements include:
 Use of asphalt, clay, tile, or metal roof materials with wood shakes or shingles being prohibited.

TOWN OF PORTOLA VALLEY

STAFF REPORT

Review of Portola Valley’s Wildfire Hardening Rules November 13, 2024

 Use of noncombustible exterior siding such as stucco, masonry, metal, of fibercement siding products.  Application of enclosed roof eave assemblies and the use of noncombustible materials in these assemblies.
 Use of noncombustible or ignition resistant materials on deck surfaces.  Installation of an automatic fire sprinkler system.

As noted earlier, in addition to the wildfire hardening requirements, the code also provides thresholds that clarify when projects that include an addition or alteration to an existing building are treated as new buildings. These thresholds require fire resistive assemblies and materials for more projects than earlier versions of this code.

These thresholds are commonly referred to as the “50 Percent Rule” and a more detailed description and examples of the how the rules are applied can be found in Attachment No. 1 to this agenda report, which is a handout titled “Understanding the 50 Percent Rule”. In short, additions, alterations and additions that include alterations to existing buildings are defined as newly constructed when a building permit or permits have been issued within any 12-month period that collectively exceeds more than:
• 50 percent of the existing floor area;
• 50 percent of the existing wall area; or
• The combination of the percentages of affected floor area and affected wall area exceeds 50 percent are considered new buildings.

Staff has received comments, in particular, about the third bullet point. These comments state that the combination of affected floor area and wall area results in double counting the impact of certain projects.

ANALYSIS
When the enhanced wildfire hardening rules were adopted, the Town was addressing the inherent risk and dangers that wildfires present along with the changing characteristics of wildfires due to climate change. The new wildfire hardening rules were one of the outcomes of an ad hoc Wildfire Preparedness Committee formed by the Town Council. In the ordinance that set the current wildfire hardening rules in place, the first WHEREAS notes:

(E)xisting climate change has extended the wildfire season, making it more difficult to predict when such fires will impact the Town and requiring more immediate home hardening and resiliency planning.

Although it has yet to be approved, this same direction is echoed in Policy 60 of the Public Review Draft of the Portola Valley General Plan Safety Element Update (dated October 2022), which reads:

Review of Portola Valley’s Wildfire Hardening Rules November 13, 2024

P-60 Require compliance with Chapter 7A requirements of the California Building Code and the Town’s Home Hardening Code for all new development and substantial additions.

The current version of the Portola Valley Safety Element (Last Amended in July of 2010) also provides guidance on the wildfire hardening of homes. Conclusion number three from the analysis of fire hazards in Portola Valley states:

3. The large number of homes built in the town with wood siding and wood shingle roofs pose a fire threat because of their relatively easily ignition. Residents should consider replacing these materials with fire resistant construction.

Staff understands that the thresholds that necessitate the application of wildfire hardening materials and methods are of principal concern for the citizens that have provided comments to the Town Council. Staff also understands the commenters feel the thresholds are too broad and result in applying the fire resistance measures to a wide range of building addition and remodel projects; thus, making improvements and/or upgrades to existing buildings too costly.

As evidenced in the 2022 draft of the Safety Element Update, the Town is indicating that the application of the wildfire hardening materials and methods is a benefit to the community (enhanced protection against the spread of wildfire) that outweighs the additional cost to individual property owners. However, the update to the Safety Element has yet to be approved, so there is still time for the community to weigh in on this issue.

Therefore, staff recommends that the Town Council table action on the Wildfire Hardening Rules until a point in time after the Safety Element Update is approved, which will give the community additional opportunities to provide input on whether these rules should be left as currently written. Staff feels the community’s input on this will help inform an appropriate course of action in the future.

OPTIONS

1. Decline to direct any further action or review of the Town’s Wildfire Hardening Code.

2. Direct that staff evaluate the Town’s Wildfire Hardening Code and develop recommendations that result in fewer projects being subject to the Wildfire Hardening rules.

3. Table further consideration of the Town’s Wildfire Hardening Code until a time after the Update to the Portola Valley Safety Element is approved.

FISCAL IMPACT
The fiscal impact will depend on the next steps taken. Further review of this ordinance, either now or at a later date, will require the undetermined expenditure of staff and revenue resources.

Review of Portola Valley’s Wildfire Hardening Rules November 13, 2024

ENVIRONMENTAL REVIEW
The direction provided by the Town Council on this agenda item will not have a significant impact on the environment and is covered by the California Environmental Quality Act (CEQA) General Rule exemption that if there is no possibility that the activity may have a significant impact on the environment, the activity is not covered by CEQA, per CEQA Guidelines Section 15061 (b) (3).

ATTACHMENTS

1. Understanding the 50 Percent Rule

Revised 01-01-23
Town of Portola Valley 765 Portola Road, Portola Valley, CA 94028 Tel: (650) 851-1700 Fax: (650) 851-4677 Understanding the 50 Percent Rule
The Town of Portola Valley has adopted a threshold level for construction projects whose scope is an addition, alteration or addition and alteration to an existing building to be considered a new building for the implementation of the Wildland Urban Interface requirements. This handout is intended to explain the criteria for the determination as to whether or not a construction project exceeds the threshold to be considered new construction.

Additions, alterations and additions that include alterations to existing buildings are defined as newly constructed when a building permit or permits have been issued within any 12-month period that collectively exceeds more than:
• 50 percent of the existing floor area;
• 50 percent of the existing wall area; or
• The combination of the percentages of affected floor area and affected wall area exceeds 50 percent are considered new buildings.

Calculation of Percentage of Floor Area (PFA)
The calculation of the percentage of floor area is based on the square footage the proposed scope of work (SFP) and the square footage existing building (SFE). The floor area of the proposed scope of work includes the square footage of:
• All additions;
• All rooms affected by any addition such as changing an existing window to a door or the construction of a wall to create access to the addition; and • All rooms affected by structural changes made in the building, such as walls, columns, beams or girders, floor or ceiling joists and coverings, roof rafters, roof diaphragms, footings, piles or retaining walls or similar components.

Example 1:

A building permit was issued to add 1,000 square feet to an existing 3,000 square foot building on January 4, 2021. The scope of work is to add 1,000 square feet to a 200 square foot kitchen to create an open kitchen/living area. A beam is required to be installed the full length of the kitchen to create the opening. The total SFP is 1,200 square feet because structural changes are being made to the kitchen.

Percent Floor Area Affected (PFA) Calculation Table
Sq. Ft. of Proposed work (SFP) 1,200 sq. ft.

Sq. Ft. of Existing Building (SFE) 3,000 sq. ft.

Percent affected (SFP/SFE) X 100 40%

Revised 01-01-23
The proposed scope of work in this example will not trigger the WUI requirements be implemented for the entire building.

The existing building’s square footage (SFE) is the building’s square footage at the time of filing for a planning or building permit application and includes attached garages and enclosed porches. Unenclosed porches and carports are not included in the calculation. However, if an addition, alteration or an addition that included an interior alteration was completed in the previous 12 months of the filing of a planning or building permit application, then the existing building’s square footage is the square footage before the previous work was undertaken.

Example 2:

A building permit was issued to add 1,000 square feet to an existing 3,000 square foot building on January 4, 2021 (example 1). The work was completed and received an approved final inspection on June 18, 2021. If a planning or building permit application is filed on or before June 18, 2022 the square footage of the existing building is 3,000 square feet. If a planning or building permit application is filed after June 18, 2022 the square footage of the existing building is 4,000 square feet.

Calculation of Percentage of Affected Wall Area (PWA)
The calculation of the percentage of affected wall area is based on the wall area (length of wall X height of wall) affected by the proposed scope of work (WAP) and the wall area of the existing building (WAE). The calculated wall area affected includes all interior and exterior walls where:
• Some or all studs are proposed to be removed; and/or
• The surface of both sides of the studs are proposed to be removed such that one can see through the wall.

The length of wall where some or no studs are to remain for exterior walls is based on the length of room(s) the alteration affects. The length of wall where some or no studs are to remain for interior walls is based on the length of room(s) the alteration affects.

The WAE is calculated by:
• The length times the height including doors and windows of the exterior walls; plus • The length time the height of each interior wall.

Example 3:

The wall area based on the building plans below is as follows:

Existing Wall Area Calculation Table
Exterior Walls Front; 24’ X 8’ = 192 sq. ft.

Back; 24’ X 8’ = 192 sq. ft.

Left Side: 16’ X 8” = 128 sq. ft.

Right Side: 16’ X 8” = 128 sq. ft.

Interior Walls Utility/Bath: 5’ X 8’ = 40 sq. ft.

Shower: 3’ X 8’ = 24 sq. ft.

Bdrm./Bath & Utility: 9 X 8 = 72 sq. ft.

Closet/Bdrm.: 2.5’ X 8’ = 20 sq. ft.

Revised 01-01-23
Closet Door/Bdrm.: 3’ X 8’ = 24 sq. ft.

Kit. & Liv./Bdrm. & Bath:
15 X 8 = 144 sq. ft.

Total Existing Wall Area 964 sq. ft.

Assumes 6” wall thickness and 8’ wall heights
Example 4:

Using the building plans above, a building permit application is submitted with the following scope:
• Change the exterior front window to a 3-foot exterior door in the bedroom; • Change the front living room window to outswing French doors; • Relocate the interior bedroom sliding barn door from its current location to the other end of the bedroom;
• Close off the door from the kitchen into the bathroom; • Demolish the closet and install a door from the bedroom into the bathroom; and • Build a new same sized closet located at the front exterior wall of the house.

The WAP for this project is as follows:

Proposed Wall Area Calculation Table
Exterior Walls Front Bedroom; 10’ X 8’ = 80 sq. ft.

Front Living Room; 12’ X 8’ = 96 sq. ft.

Interior Walls Bdrm./Bath 7 X 8 = 56 sq. ft.

Closet/Bdrm.: 2.5’ X 8’ = 20 sq. ft.

Closet Door/Bdrm.: 3’ X 8’ = 24 sq. ft.

Revised 01-01-23
Kit. Bath: 5 X 8 = 40 sq. ft.

Total Wall Area Proposed 316 sq. ft.

Assumes 6” wall thickness and 8’ wall heights
The percentage of wall are affected is as follows
Percent Wall Area Affected Calculation Table
Sq. Ft. of Wall Area Proposed (WAP) 316 sq. ft.

Sq. Ft. of Existing Wall Area (WAE) 964 sq. ft.

Percent affected (SFP/SFE) X 100 33%
The proposed scope of work in this example will not trigger the WUI requirements be implemented for the entire building.

Calculation of Combination of Percentage of Affected Floor Area (PFA) and Wall Area (PWA): When the combination of the percentage of affected floor as described above plus the percentage of wall area as described above (PFA + PWA > 50%) exceeds 50% then the entire building is required to comply with all of the WUI requirements.

Example 4:

Using the building plans above, if a 10” X 16” garage to the building was added to the scope of work in example 3 then the combination of PFA and PWA are as follows:

Percent Floor Area Affected (PFA) Calculation Table
Sq. Ft. of Proposed work (SFP) 160 sq. ft.

Sq. Ft. of Existing Building (SFE) 384 sq. ft.

Percent affected (SFP/SFE) X 100 42%
PFA + PWA Calculation Table
PFA 42%
PWA 33%
PFA + PWA 75%
The proposed scope of work in this example will trigger the WUI requirements be implemented for the entire building.

___________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Interim Planning and Building Director DATE: November 13, 2024
RE: California Department of Housing and Community Development (HCD) October 16 Letter of Technical Assistance

RECOMMENDATION
Staff recommends that the town Council receive an update on staff’s proposed response to the California Department of Housing and Community Development (HCD) October 16 Letter of Technical Assistance

BACKGROUND
The Town’s Housing Element was decertified by HCD on February 4, 2024. The lack of a certified housing element s exposes the Town to a potential loss of local control over proposed housing developments through the “Builders Remedy”. There are also other potential sanctions and penalties.

The Town has been diligently working with State Housing and Community Development staff to meet state requirements to facilitate the recertification of the Town’s General Plan Housing Element. The required rezoning implementation was completed and transmitted to HCD. After months of waiting the Town has at last received a response from HCD. We received a Letter of Technical Assistance dated October 16, 2024. The letter is attached. The letter requires a response from Town staff by November 26.

The letter indicates that the State requires two changes in our previously approved Rezoning Implementation.

1. The State requires that there be an explicit statement in our mixed-use zoning designation that the future developments could be as much at 100% housing and would be at least 50% housing. This regulation is consistent with the adopted Housing Element and thus is already in effect. However, the State requires that this language be in the Zoning Code. Addressing this requirement would be a straightforward amendment to the zoning text for the mixed-use district. The change would need to be drafted by staff and considered by the Planning Commission and Town Council.

TOWN OF PORTOLA VALLEY

STAFF REPORT

Receive Update on HCD October 16 Letter of Technical Assist. November 13, 2024

2. The State also requires that zoning regulations be changed to zone the Dorothy Ford Housing Element site as high-density housing. The Housing Element already indicates that 50 units of low and very low-income housing would be developed on a 2.48 acre portion this site. However, HCD now requires that the zoning on the site actually be changed to be consistent with the Housing Element. This task is complicated by the fact that the 2.48 acre housing portion of the site is not a separate parcel, so a division of the site would be needed. The change would require Planning Commission and Town Council consideration. It should be noted that since the site is owned by the Town, regardless of the zoning, the Town is in control of the development of the site. No actual development of the site could occur unless the Town Council made proactive future action to sell or lease the site.

Neither change would require further environmental analysis since these provisions are already in the Housing Element that was addressed by an Environment Impact Report.

DISCUSSION
Town staff intends to respond to Letter of Technical Assistance by writing a letter defining the process that we intend to follow and indicating that Staff will immediately begin the effort to comply with the HCD requirements.

It should be strongly stressed that this issue does not undermine or supersede other efforts to find more appropriate locations for high density housing, such as the recently constituted Ad Hoc Site Evaluation Committee.

The goal of the proposed approach to HCD is to receive housing element recertification as quickly as possible and thus securing local control of land use decisions.

FISCAL IMPACT
There are minimal fiscal impacts to responding to the letter of Technical Assistance, there would be minor cost involved in the effort to adjust the land used as required by HCD.

ATTACHMENTS

1. Letter from HCD dated October 16, 2024
________ Anthony McFarlane, Finance Director __CS_______ Corie Stocker, Interim Town Manager

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 10/22/2024
RE: Conservation Committee
Quorum of 6
Site inspection:
199 Mapache subcommittee was done for the reinspection, initial was done by Paul Heiple. 1265 Westridge fire department template is now more robust and complete photos and info.

Wyndham Dr- tree removal to be reviewed. Conservation is interested in reviewing the template for tree removal.

Insurance Company requirement documents have not yet been brought to the town. The committee requests that a document from an insurance company be brought to Conservation if it is brought to the Town staff, so that we can support residents issues with insurance requirements.

Town-owned properties:

Springdown subcommittee was not notified by the Fire Department when the tree was removable and the coyote patch was removed. It was done. They will discuss with Kim.

Plunder will make the connection better with Fire Department. We miss the dead tree. The meadow looked better with the tree, its birds and its mammals in the middle of the meadow creating habitat. Was not a tree creating a fire hazard being surrounded by defensible space.

Town Center was well done- staff and ? fire or Go Native? Ask Justin, check with fire chief.

Town hike Saturday November 2. Great clearing work on Portola Road.

At Dorothy Ford Open Space- Early removal of Dittrichia decreased person hours by ¼.

Construction disturbance at Corta Madera construction school was however overwhelming.

Stanford did its Dish pull last weekend. Flyer- must include bagging and taking off and be started now for next year.

TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report

A Document will be to sent to ASCC with a 4 points request for action:
-ASCC Require contractor to take appropriate steps to minimize soil contamination. -ASCC Require contractor to look for and eradicate Dittrichia throughout the building cycle. -ASCC Alert and educate the homeowner to monitor for infestation in the first few years after completion of construction.
- TOWN Include in the process of final building inspection looking for the presence of, and requiring the removal of, Dittrichia before approval of work (plant is not visible for inspection before July and goes to seed by September.)

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 10/28/2024
RE: CalCities Annual meeting – Part 1
Recommendation to the Council: The Cal Cities meetings be supported particularly for new members and for rising mayors. Offer to send a voting delegate to the annual meeting to support the needs of local government. Utilize the Western City Job Opportunities Board to advertise our open positions.

Background: Founded in 1898, the League of California Cities defend and expand local control through advocacy efforts in the Legislature, at the ballot box, in the courts and through strategic outreach that informs and educated the public, policy maker and opinion leaders. Cal cities has 476 member Cities with a total of 70 staff active throughout the state to support our work. 232 of those cities were represented by a delegate including ours. Summaries of talks can be found on their website. The overall mission is to support quality of life for all California communities.

The Keynote Speakers both pointed to the inherent divisiveness of bringing social narrative to facts instead of creating a shared narrative through facts through civil communication. This is described as an art closely akin to compassion and kindness.

Dr Christopher Thornberg, Founding Partner of Beacon Economics noted how political dysfunction occurs when pervasive narratives diverge from economic realities, including an analysis of California’s declining population and housing costs- our problems of prosperity and the many positive California economic indicators which add to our succsses and our failures.

There are classes for the 2-year requirement for ethics and harassment training As well as access to thousands of consultants, resources, and city lessons learned and successes on display.

I caught up with many town managers as well as Katherine Yuen Kirsch who all helped me understand our fiscal situation much more fully in the context of wide spread city management financial problems.

The most successful use of these conference is to bring an solidify the team of manager, Counsel and attorney.

Summary: As we encounter relevant situations, I will endeavor to bring information forward from this organization with your support. Thank you for sending me. Cal cities remains our best mouth piece for advocating in Sacramento for the character and quality of life in our town.

TOWN OF PORTOLA VALLEY
Meeting Report

______________________________________________________________________________________ TO: Members of the Town Council
FROM: Sarah Wernikoff, Mayor
DATE: November 13, 2024
RE: Ad Hoc Site Evaluation Committee

RECOMMENDATION
I recommend that the Council seek the Finance Committee’s support in advising on potential options for financing affordable housing development for the sites being assessed by the Ad Hoc Site Evaluation Committee. Potential approaches could include adding a Finance Committee member to the Ad Hoc Site Evaluation Committee or establishing a subcommittee within the Finance Committee to provide advisory support to the Ad Hoc Site Evaluation Committee.

DISCUSSION
The purpose of the Sunrise Provision is to identify alternative sites to replace the 50 very-low-income units currently allocated to Ford Park in the Housing Element Site Inventory. The Ad Hoc Evaluation Subcommittee has been tasked with assessing these alternative sites, identified by the Post Adoption Subcommittee in Spring 2024. However, focusing solely on identifying suitable land addresses only part of the challenge. To ensure viable alternatives to Ford Park, I encourage the Committee, with support from the Finance Committee, to also explore practical financing options to facilitate affordable housing development on these sites.

FISCAL IMPACT
None.

TOWN OF PORTOLA VALLEY
Colleagues Memo

TOWN OF PORTOLA VALLEY