TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, January 8, 2025
7:00 PM
HYBRID MEETING
A G E N D A
Judith Hasko, Mayor
Craig Taylor, Vice Mayor
Rebecca Flynn, Councilmember
Mary Hufty, Councilmember
Helen Wolter, Councilmember
HISTORICSCHOOLHOUSE - 765PortolaRoad,PortolaValley,CA 94028 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.
In-Person Public Comments: Please fill out and submit a Public Comment card to the Town Clerk or Mayor prior to speaking. The Mayor will call your name at the appropriate time. Each speaker’s time is limited to three (3) minutes. The Mayor reserves the right to limit speakers’ time, depending upon the number of speakers or other circumstances.
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 Annual Report by the San Mateo County Library Joint Powers Authority
b. Proclamation Honoring Martin Luther King, Jr. Day
VIRTUAL PARTICIPATION VIA ZOOM
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Town Council Agenda
January 8, 2025
3. TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
4. ORAL COMMUNICATIONS
Persons wishing to address the Town Council on any subject may do so now. Please submit a speaker’s slip located at the back of the room to the Town Clerk or Mayor, prior to speaking.
Please note 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 December 5, 2024
b. Approve Regular Meeting Minutes of December 11, 2024 c. Approve Special Meeting Minutes of December 13, 2024 d. Review and Accept Warrant List of January 8, 2025
e. Approve Regional, Local, Subcommittee and Liaison appointments for 2025 f. Adoption of Resolution approving the amendments to the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) for the property located at 880 Westridge Dr.
6. REGULAR AGENDA
a. Consideration of appointing Mark Linder as Interim Town Manager and Approval of Employment Agreement
b. Hold interviews and appoint three residents to Planning Commission, (“PC”), terms expiring December 31, 2028
c. Hold interviews and appoint four residents to Architectural & Site Control Commission (“ASCC”), terms expiring 12/31/2027 (1 seat) and 12/31/2028 (3 seats), respectively
7. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES
REPORTS
Oral and written reports arising out of Council subcommittee and liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item.
8. ADJOURNMENT
The next Regular Town Council meeting will be held on January22, 2025, 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-WEK- mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.
PROCLAMATION
Honoring
Martin Luther King, Jr. Day
WHEREAS, in 1983, Dr. Martin Luther King, Jr. became the first private citizen to be honored with a federal holiday, culminating years of advocacy from the Congressional Black Caucus, activists and Coretta Scott King, the late minister’s widow. Advocates for the holiday fought for a day of federal recognition not just to celebrate Dr. King’s memory, but also to preserve his legacy—one that calls upon all of us to exercise our moral authority, stand up against injustice and protect our most sacred tenets of democracy; and WHEREAS, Dr. Martin Luther King, Jr. day was officially observed in all 50 states for the first time in 2000. In a time when basic voting rights are under attack across the country, and people are being targeted in senseless and violent hate crimes, we continue to turn to Dr.
King’s teachings more than 50 years after his death: that we are ultimately measured not by where we stand in moments of comfort and convenience, but by the stands we take during times of challenge and controversy; and
WHEREAS, Dr. King provided a framework for how each of us can shape the future:
Call out injustice and work toward something better. Amid the many challenges we face today, his legacy and clarion call to us live on in all those fighting for justice. This Dr. Martin Luther King, Jr. Day, let us gather strength from Dr. King’s legacy and use our moral authority to push for a more equitable state, society and world.
NOW THEREFORE BE IT PROCLAIMED, that I, JUDITH HASKO, Mayor, Town of Portola Valley, do hereby proclaim January 15, 2025, as "Dr. Martin Luther King, Jr. Day." Dated this 8th day of January 2025.
___________________________
Judith Hasko, Mayor
Volume 47
December 5, 2024
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES - DECEMBER 51 2024
1. CALL TO ORDER / ROLL CALL
Mayor Wernikoff called the Special Meeting to order at 6:00 p.m. Town Attorney confirmed remote attendance of Councilmember Mary Hufty, from Archbold Station, 123 Main Drive, Venus, FL 33960. 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, Planning and Building dept. Jon Biggs, and Clerk Consultant Christine Boland
2. ORAL COMMUNICATIONS FOR ITEMS NOT ON THE AGENDA
The following member of the public addressed the Town Council:
• Rita Comes
3. SPECIAL MEETING AGENDA
a. Certification of an Environmental Impact Report (EIR) in compliance with the California Environmental Quality Act (CEQA) and consideration of a request for a Conditional Use Permit for establishment of a Planned Unit Development (PUD), a Vesting Tentative Map to subdivide the parcel, Architectural Review for construction of thirty (30) new residential lots and thirty-nine (39) new residential units, a Site Development Permit for tree removal and grading, and State Density Bonus Law/Below Market Rate (BMR) Housing Plan and Agreement associated with the proposed Portola Terrace (Stanford Wedge) Residential Development Project - 3530 Alpine Road, APN 077-281-020, File# PLN_ARCH0021-2019 in accordance with Sections 14.04.010, 17.20.170, 18.72.100, 18.44.040, 15.12.100, 18.17 and 18.64.03 of the Portola Valley Municipal Code.
Interim Planning and Development Director, Terrence Grindall, reviewed the proposed residential development project at 3530 Alpine Road, proposed by Stanford University for faculty housing, noting that Stanford University has owned the land for over 100 years.
He reviewed the project, consisting of 30 new residential lots and 39 new residential units and explained that certain actions were required for each aspect of the project, including certification and approvals of the Environmental Impact Report, Conditional Use Permit for the Planned Unit Development, a Vesting Tentative Map, Architectural Review for construction, a Site Development Permit for tree removal and grading, and State Density Bonus Law/Below Market Rate (BMR) Housing Plan and Agreement.
Rebecca Auld, Vice President, Lamphier-Gregory Consultants, reviewed detailed information contained in the Environmental Impact Report (EIR) and other environmental factors under the California Environmental Quality Act. She reviewed the alternatives assessment and addressed the traffic data in the draft EIR, including turning lanes.
Stanford University representatives Sweta Bhatnager, Senior Director, Government Affairs, and John Donahoe, Senior Director, Planning and Entitlements, provided a comprehensive presentation on detailed aspects of the project.
Discussion continued, with Mr. Donahoe, Ms. Auld and Mr. Grindall answering extensive questions of Council.
The following members of the public addressed the Town Council:
• Fred Leach
• Chet Ruckey
• Ed Holland
• Judith Murphy
• David Cardinal
• Rebecca Flynn
• Caroline Vertongen
• Tom Buckholtz
• Rita Comes
• Nan Shostak
• Dale Pfau
• Karen Askey
• Kristi Corley
Interim Planning and Building Director Grindall presented for review the Planning Commission and Architectural Site Control Commission recommendations, which were not included as part of the staff recommendation.
The Council deliberated on each of the issues and concluded that five additional conditions be included in the project, as follows:
• The proposed open space and trails sheets shall be updated to include revisions to improvements to the existing Alpine Road Trail alignment along the front of the property so that such improvements include realignment of the existing trail to move it out of the public right-of-way and within the Alpine Scenic Corridor to the extent feasible, the details of which implement the Town's adopted trail and path guidelines, and with the overall goal of making this overall segment of the Alpine Road Trail a more pleasant trail user experience.
• The proposed open space and trails sheets shall be updated to include a revision that reflects the addition of a trail segment from the existing Alpine Road Trail along the northern property line abutting the rear yards of the adjoining single family homes and which terminates a point of connection to the proposed new Portola Terrace trail loop, the details of which implement the Town's adopted trail and path guidelines.
• Prior to issuance of the final certificate of occupancy, the applicant shall submit a plan to manage potential overflow parking from the project. The plan is not required to include provision of any additional parking spaces.
• All details of the final approved trails plan to be constructed shall be coordinated between the project applicant, Town staff, one (1) member of the Trails Committee and one (1) member of the Town Council, as determined by the Planning Director prior to construction.
• The applicant shall contribute $100,000 to any future Town initiated operational traffic analysis, which may evaluate the project's ability to comply with the Wildland Urban Interface Fire Evacuation Plan, dated June 12, 2024, and any potential Alpine Road street improvements.
After extensive discussion, Councilmember Aalfs made a motion to adopt Resolution No. 2955-2024, Certifying the Environmental Impact Report, and Adopt the CEQA Findings and Mitigation Monitoring and Reporting Program for the Portola Terrace Residential Development Project, seconded by Councilmember Taylor. The motion passed unanimously by roll call vote.
Further, Councilmember Taylor made a motion to adopt Resolution No. 2956- 2024, Approving a Conditional Use Permit for Establishment of Planned Unit Development, Vesting Tentative Map, Architectural Review, Site Development Permit, State Density Bonus, Affordable Housing Plan and Affordable Housing Agreement for the Portola Terrace Residential Development Project, seconded by Councilmember Hufty, with the understanding the Resolution was adopted “substantially by form”, in order for Town Attorney Engberg to include the additional conditions, as discussed above. The motion passed unanimously by roll call vote.
4. ADJOURNMENT
The meeting adjourned at 10:45 p.m.
_______________________ __________________________
Sarah Wernikoff, Mayor Christine Boland, Clerk Consultant Submitted for approval to the Town Council at its January 8, 2025 meeting.
Volume 47
December 11, 2024
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES-DECEMBER 11, 2024
1. CALL TO ORDER / ROLL CALL
Mayor Wernikoff called the meeting to order at 7:03 p.m.
Present Councilmernber 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 Anthony McFarlane, Clerk Consultant Christine Boland
2. PRESENTATIONS / PROCLAMATIONS
None
3. TOWN MANAGER REPORT
Interim Town Manager Corie Stocker-Pedalino provided a brief report on Town business.
4. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Rita Comes
• Nicholas Hargis, representing Congresswoman Anna Eshoo • Jet Penne, representing Board of Supervisor David Canepa's office
5. CONSENT AGENDA
Councilmember Vice Mayor Hasko requested to discuss item 5.a., Special Meeting Minutes of December 5, 2024, separately.
Councilmember Aalfs made a motion to approve the Consent Agenda items b through g, seconded by Councilmember Taylor. The motion carried unanimously by roll call vote. a. Approve Special Meeting Minutes of December 5, 2024
Vice Mayor Hasko requested that the December 5, 2024 Minutes be brought back in January after the Town Attorney Engberg inserts the final wording in the Stanford Portola Wedge project Resolution to ensure the Minutes and Resolution wording matches.
b. Approve Special Meeting Minutes of November 13, 2024 c. Approve Regular Meeting Minutes of November 13, 2024
d. Approve Regular Meeting Minutes of January 25, 2023
e. Review and Accept Warrant List of December 11, 2024
Volume 47
December 11, 2024
f. Adopt Resolution No. 2957-2024, Authorizing Disposal of Surplus Town Property (Two commercial lawnmowers)
g. Adopt Resolution No 2958-2024, Reciting the Facts of the General Municipal Election held on November 5, 2024, Declaring the Results and Such Other Matters as provided by law
6. TOWN COUNCIL REORGANIZATION
a. Recognition of outgoing Mayor Sarah Wernikoff and Councilmember Jeff Aalfs Interim Town Manager Stocker-Pedalino invited public comments at that time.
Public Comments:
• Wendy Wall, representing Senator Becker's Office
• Ariana Ziolowski, representing Assemblyman Marc Berman's Office • Jet Penne, Supervisor David Canepa's Office
• Alex von Feldt
• Kathleen Moazed, Supervisor Ray Mueller's Office
• Anne Kopf-Sill
• Helen Wolter
• Felicity Barrier
Vice Mayor Hasko and Councilmembers Hufty and Taylor expressed gratitude to both Mayor Wernikoff and Councilmember Aalfs for their years of service on the Council.
Interim Town Manager Stocker-Pedalino expressed appreciation as well. b. Remarks by outgoing Mayor Sarah Wernikoff and Councilmember Jeff Aalfs Councilmember Aalfs and Mayor Wernikoff expressed their respective heartfelt comments at their last meeting on the Council.
c. Administration of Oath of Office to newly-elected Councilmembers Rebecca Flynn and Helen Wolter
The Oath of Office was administered to Councilmembers-elect Rebecca Flynn and Helen Wolter. The new councilmembers took their seats at the dais. d. Selection of Mayor and Vice Mayor for 2025
Interim Town Manager Stocker-Pedalino opened nominations for the position of Mayor for 2025.
Councilmember Taylor nominated Vice Mayor Hasko for the position of Mayor for 2025. The motion was seconded by Councilmember Hufty. Motion carried by
Volume 47
December 13, 2024
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES - DECEMBER 13, 2024
1. CALL TO ORDER/ ROLL CALL
Mayor Hasko called the meeting to order at 10:02 a.m. Administrative Analyst Elizabeth Martelli took the roll call.
Present: Councilmembers Rebecca Flynn, Mary Hufty, Helen Wolter, Vice Mayor Craig Taylor and Mayor Judith Hasko
Absent: None
Others: Administrative Analyst, Elizabeth Martelli
2. ORAL COMMUNICATIONS FOR ITEMS NOT ON THE AGENDA
None.
3. CLOSED SESSION
Mayor Hasko announced the Town Council would meet in Closed Session and that no action was anticipated during or after the meeting. The appointment of an Interim Town Manager would be scheduled for action on January 8, 2025. At 10:04 a.m. the Closed Session commenced.
a. Public Employment (Govt. Code Section 54957)
Title: Interviews for Interim Town Manager
b. Conference with Labor Negotiator (Govt. Code Section 54957.6) Conference with Town's designated representative, Carol Jacobs, Baker Tilly, to provide instructions regarding negotiations related to the unrepresented Interim Town Manager position.
4. ADJOURNMENT
The meeting adjourned at approximately 2:30 p.m.
Judith Hasko, Mayor Christine Boland, Clerk Consultant
Submitted for approval to the Town Council at ijs January 8, 2025 meeting.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: January 8, 2025
RE: Review and Accept Warrant List
RECOMMENDATION:
1. Review and accept the following Warrant List for the month of December:
01/08/2025 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.
Date
Ending
Warrant #
Warrant 12/19/2024 4767 4767 1 4,163.86 12/20/2024 12/11/2024 4766 Warrant 1/8/2025 4768 4803 36 255,794.69 12/12/2024 12/11/2024 4765 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
1/8/2025 4774 Missionsquare Retirement General Various Deferred Compensation $ 4,548.58 1/8/2025 4781 CalPERS Health General Various Jan Medical Premium 14,542.97 1/8/2025 4782 PG&E General 610 December Energy 32,355.87 1/8/2025 4788 State Compensation Ins Fund General 120 January Workers Comp 1,738.00 1/8/2025 4789 Verizon Wireless General 610 December service 691.94 1/8/2025 4795 Amazon Capital Services, Inc General Various Office supplies 701.19 Warrants issued as EFT
TOWN OF PORTOLA VALLEY
STAFF REPORT
The following table lists the warrants that were voided and the reason for the voided transaction.
The following table lists the warrants issued outside of the scheduled warrant list cycle for various reasons, such as processing error, reissuing a voided check, or employee separation.
DISCLOSURE
For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].
ATTACHMENTS
1. 01/08/2025 Warrant List
Date Warrant # Issued to Fund Dept Reason Amount
Warrants Voided
Date Warrant # Issued to Fund Dept Purpose Amount
12/19/2024 4767 Diego Ramirez General 130 Separation Agreement $ 4,163.86 Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
Disclosure
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
January 8, 2025
Claims totaling $255,958.55 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
apadatecr2 Town of Portola Valley amcfarlane
A/P Check Reglster
Checks from 12/12/2024 to 01/08/2025
Check Check Vendor Name Net Check
Number Date Amount
Cash Account: 910-11011-000
4767 12/19/24 D!EGO RAMIREZ SANCHEZ 4,163.86
4768 01/08/25 AT&T 312.60
4769 01/08/25 CALIFORNIA WATER SERVICE CO 2,817.88
4770 Gl/08/25 COMCAST 719.43
4771 01/08/25 CSG CONSULTANTS INC 17,855.00
4772 01/08/25 GREEN HALO SYSTEMS 114.00
4773 01/08/25 H!LL YARD INC 1,526.53
4774 01/08/25 MISSIONSQUARE RETIREMENT 4,548.58
4775 01/08/25 KRUPKA CONSULTING 1,864.30
4776 Gl/08/25 KUT211ANN & ASSOCIATES 17,935.78
4777 01/08/25 LAMPHIER GREGORY 24,741.19
4778 01/08/25 NAVIA BENEFIT SOLUTIONS 280.00
4779 01/08/25 NOLTE ASSOCIATES INC 19,809.75
4780 01/08/25 0. NELSON & SON INC. 9,494.57
4781 01/08/25 PERS HEALTH 14,542.97
4782 Gl/08/25 PG&E 32,355.87
4783 01/08/25 PLAN JPA 2,625.00
4784 01/08/25 RON RAMIES AUTOMOTIVE INC. 336.16
4785 01/08/25 SCOTT WEBER 139.00
4786 01/08/25 SMALL BUSINESS BENEFIT PLAN TR 2,635.90
4787 01/08/25 STANDARD INSURANCE CO. 1,889.58
4788 Gl/08/25 STATE COMP INSURANCE FUND 1,738.80
4789 01/08/25 VERIZON WIRELESS 691.94
4790 01/08/25 WOODSIDE FIRE PROTECTION DISTR 8,776.52
4791 01/08/25 W H DEMPSEY ENGINEERING LLC 4,650.00
4792 01/08/25 CYBERTARY. COM 593.85
4793 01/08/25 UNITED MECHANICAL INC 2,458.00
4794 01/08/25 SHUTE, MIHALY & WEINBERGER LLP 46,852.89
4795 Gl/08/25 AMAZON CAPITAL SERVICESE INC 781.19
4796 Gl/08/25 AT&T CORP DBA ACC BUSIN SS 764.68
4797 01/08/25 SHUNS CODA ASSOCIATES 5,355.00
4798 01/08/25 WIZIX TECHNOLOGY GROUP, INC. 176.44
4799 01/08/25 WBCP, INC. 19,629.61
4800 01/88/25 EVANGELINA PRECIADO 7.48
4881 81/08/25 ANTHONY MCFARLANE 135.00
4892 01/08/25 ZOTTS LLC 288.00
4803 01/08/25 GREG LARSON 8,008.00
01/02/2825 12:14 Page 1
Check Check
Status Type
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
R EFTPS
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
R EFTPS
R EFTPS
0 Regular
0 Regular
0 Regulcr
0 Regular
0 Regular
R EFTPS
R EFTPS
0 Regular
0 Regular
0 Regular
0 Regular
0 Re,
ular
R EF PS
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
0 Regular
apadatecr2 Town of Portola Valley amcfarlane
A/P Check Reglster
Checks from 12/12/2024 to 01/08/2025
31 Checks total:
8 ACH total:
6 EFTPS total:
0 Wlre transfer total;
0 Payment Manager total:
37 GRAND TOTALS
285,388.08
54,578.55
259,958.55
01/02/2025 12:14 Page 2
Architectural Site Control Commission and Planning Commission Liaisons 2025 ASCC PC
January – March Primary - Taylor
Backup - Hasko
Primary - Hasko
Backup - Taylor
April – June Primary - Hufty
Backup - Flynn
Primary - Wolter
Backup - Hufty
July – September Primary - Flynn
Backup - Taylor
Primary - Hufty
Backup - Wolter
October - December Primary - Hasko
Backup - Wolter
Primary - Taylor
Backup - Flynn
___________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Interim Planning and Building Director Brandon H DeLucas, Senior Contract Planner, Good City Company Valerie J. Armento, Consulting Town Attorney
DATE: January 8, 2025
SUBJECT: Adoption of Resolution Approving the amendments to the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) for the property located at 880 Westridge Dr.
RECOMMENDATION
Consistent with the Planning Commission recommendation, staff recommends that the Town Council adopt a resolution approving the proposed amendments to the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) for the property located at 880 Westridge.
BACKGROUND
On December 13, 2006, the Town Council of the Town of Portola Valley adopted Resolution 2285- 2006 approving the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) between Bill and Jean Lane, Trustees of the Lane Revocable Trust and the Town. The purpose of the Conservation Easement is to ensure that the property will be retained in perpetuity predominately in its current natural, scenic and open space condition and prevent any use of the property that will significantly impair or interfere with its conservation value.
The Conservation Easement limits the following: total square footage of structures not to exceed 11,189 square feet, height of structures not to exceed one story, non-native plants, and grading which causes a material change in the topography of the property. For all provisions, please see attached Conservation Easement (Attachment 1)
On October 28, 2024, the ASCC held a public meeting to conduct review of an application (File # PLN_ARCH 04-2023) for the Architectural Review for a new single-story residence with an attached garage, new recreation areas (swimming pool, tennis, and pickleball courts), new landscape improvements (landscaping, walking paths, patio and front entry gate feature), and site development permit.
TOWN OF PORTOLA VALLEY
STAFF REPORT
The ASCC approved the applications with modified conditions of approval. One such condition is that the Applicant propose an amendment to the Conservation Easement clarifying the intent of the easement, to be reviewed and approved by the Town Council. The amendment must be approved prior to the construction of the proposed recreational courts and trails. This condition was added as the ASCC felt that there was ambiguity regarding whether the proposed trails and recreational courts were consistent with the language in the Conservation Easement, while the rest of the project was found to be consistent with the Conservation Easement.
On December 4, 2024, the Planning Commission reviewed the proposed amendments to the Conservation Easement and adopted a resolution recommending that the Town Council approve the proposed amendments to the Conservation Easement.
PROPOSED MODIFICATIONS
Section 14 of the Conservation Easement allows the Property Owners and Town to jointly amend the Conservation Easement if circumstances arise under which an amendment to the Conservation Easement would be appropriate.
The ASCC found that the proposed project, including the trails and recreational courts, is consistent with the intent of the Conservation Easement, However the ASCC found that the Property Owners and the Town should agree to amend the Conservation Easement to remove ambiguity. In making these modifications the Property Owners and the Town would seek to eliminate ambiguities and to ensure that the language of the Conservation Easement will be consistent with the intent of the creators of the Conservation Easement, Laurence William Lane Jr. and Donna Jean Lane.
Trails
The project includes three (3) new private trails: a trail extending from the pool area into Lot 101, a looping trail north of the tennis and pickleball courts, and a trail along the outside perimeter of the fences for the main structure and pool area connecting the other two trails. These trails are proposed outside of the previously disturbed areas and appear to conflict with Section 4.3 of the Conservation Easement which states “no surface alteration or other development of the land” should occur.
However, the applicant has designed the paths as natural trails, similar to those in nature preserves, utilizing light decomposed granite without rock or metal edging. The proposed trails follow natural grade and there will be no excavation for base rock or base rock compaction.
Additionally, the installation of the path would encourage the residents and guests to walk along the path instead of walking throughout Lot 101 and possibly damaging the integrity of the scenic and open space condition of the larger area.
Therefore, the proposed trails are considered as consistent with the intent of the Conservation Easement, but conflict with language in Section 4.3 of the Conservation Easement. The proposed amendment to Section 4.1.3 of the Conservation Easement would explicitly allow the trail system as proposed including the design of the path to ensure there is no impact to the natural, scenic and open space condition of the property.
The proposed amendment is consistent with the intent of the Conservation Easement since development of the proposed trail system will not impact the current natural, scenic and open
space condition of the property or significantly impair or interfere with its conservation value, as set forth in Section 1 describing the purpose of the Conservation Easement.
Recreational Courts
The project includes a tennis and pickleball court. The proposed courts are located at the site of the existing barn, riding rink and horse corral and are therefore within the previously disturbed area. This site was chosen for these proposed courts as it would require minimal grading since the area is relatively flat. However, the proposed courts appear to conflict with Section 4.3 of the Conservation Easement which states “no surface alteration or other development of the land” for recreational uses may occur. Additionally, the pickleball court appears to be in conflict with Section 3.4 Conservation Easement which limits the installation of pavement or asphalt except as provided for in Section 4. The proposed pickleball court has an asphalt surface while the tennis court has a clay surface.
The proposed amendment to Section 4.3 of the Conservation Easement clarifies that no surface alteration or other development of the land for recreational uses shall occur in previously undisturbed or undeveloped portions of the land. With this clarification, minor surface modifications for recreational uses within previously disturbed portions of the property would not be prohibited under the Conservation Easement, thereby allowing the proposed tennis and pickleball courts.
The proposed modifications are consistent with the intent of the Conservation Easement because development of recreational uses within the previously disturbed areas will not impact the current natural, scenic and open space condition of the property or significantly impair or interfere with its conservation value, as set forth in Section 1 describing the purpose of the Conservation Easement.
RECOMMENDATION
Consistent with the Planning Commission recommendation, staff recommends that the Town Council adopt a resolution approving the proposed amendments to the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) for the property located at 880 Westridge.
ATTACHMENTS
1. Conservation Easement
2. Proposed amendment to the Conservation Easement
Report approved by: Terrence Grindall, Interim Planning and Building Director
3. Resolution
1 https://portolavalley.sharepoint.com/sites/PortolaValleyPlanningDepartment/Shared Documents/Project Folder/880 Westridge/Attachment 2 - Proposed amendment to the Conservation Easement.docx Recorded for the Benefit of the
Town of Portola Valley
And is exempt from fee per Government
Code sections 6103 and 27383
When Recorded Return To:
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Attn: Town Clerk
___________________________________________________________________________________
AMENDMENT TO
CONSERVATION EASEMENT AND
DECLARATION OF RESTRICTIONS AND COVENANTS
The CONSERVATION EASEMENT AND DECLARATION OF RESTRICTIONS AND COVENANTS, filed for record on the 21st day of December 2006, Document No. 2006-193316, Official Records of San Mateo County (“Conservation Easement”), is amended pursuant to Section 14 of the Conservation Easement which provides that Owners and Town may jointly amend the Conservation Easement if circumstances arise under which an amendment to the Conservation Easement would be appropriate.
WHEREAS, circumstances have arisen which the Owners and the Town agree make it appropriate to amend and modify the Conservation Easement in order to eliminate ambiguities and to ensure that the terms of the Conservation Easement will be consistent with the intent of the creators of the Conservation Easement, Laurence William Lane Jr. and Donna Jean Lane, NOW, THEREFORE, the Town and the current Owner of the Property described in the Conservation Easement, Konstantin Guericke, hereby amend the Conservation Easement as follows:
1. Section 4.1.3 Future Structuresis amended by revising the title to Future Structures and Ancillary Development and adding thereto a second paragraph to read as follows:
“A duff trail may be created leading from the pool area in Lot 72 to the large oak tree in the southwest corner of Lot 101. A loop trail may be created around the main house structure, the ADU and the pool area, and extending up the hill around the tennis court in a north-easterly direction. In creating the trails, no base rock and no metal edging shall be used. A two-inch layer of 50/50 blend stabilized fines with three-eighths inch crust granite, one-half inch layer top-dress three-eighths inch crust granite and no other added ingredients or materials. The trail in Lot 101 shall follow the natural contours of the land and shall avoid a straight line.”
2 https://portolavalley.sharepoint.com/sites/PortolaValleyPlanningDepartment/Shared Documents/Project Folder/880 Westridge/Attachment 2 - Proposed amendment to the Conservation Easement.docx
2. Section 4.3 is amended to read as follows:
“Recreational Use. Owner shall be permitted to engage in and permit others to engage in recreational uses of the Property which require no surface alteration or other development of previously undisturbed or undeveloped portions of the land, except as authorized by Section 4.1.3.” IN WITNESS WHEREOF, the undersigned have agreed upon and have adopted this amendment to the Conservation Easement, which shall be effective as of the date of recordation hereof.
Town:
TOWN OF PORTOLA VALLEY
By:
Name: ____________________, Mayor
Attest:
____________________, Town Clerk
Owner:
Konstantin Guericke
3 https://portolavalley.sharepoint.com/sites/PortolaValleyPlanningDepartment/Shared Documents/Project Folder/880 Westridge/Attachment 2 - Proposed amendment to the Conservation Easement.docx CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT - CIVIL CODE SECTION 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which the certificate is attached and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF _________________
On ________________________ 2024 before me, ________________________________, a Notary Public, personally appeared _________________________________________________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal
________________________________
(SEAL)
4 https://portolavalley.sharepoint.com/sites/PortolaValleyPlanningDepartment/Shared Documents/Project Folder/880 Westridge/Attachment 2 - Proposed amendment to the Conservation Easement.docx CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT - CIVIL CODE SECTION 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which the certificate is attached and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF _________________
On ________________________ 2024 before me, ________________________________, a Notary Public, personally appeared _________________________________________________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal
________________________________
(SEAL)
RESOLUTION NO. 2959 - 2025
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY APPROVING
AMENDMENTS TO THE CONSERVATION EASEMENT AND DECLARATION OF RESTRICTIONS AND COVENANTS (“CONSERVATION EASEMENT”) FOR THE PROPERTY LOCATED AT 880 WESTRIDGE DR.
WHEREAS, on December 13, 2006, the Town Council of the Town of Portola Valley adopted Resolution 2285-2006 approving the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) between Bill and Jean Lane, Trustees of the Lane Revocable Trust and the Town. The purpose of the Conservation Easement is to ensure that the property will be retained in perpetuity predominately in its current natural, scenic and open space condition and prevent any use of the property that will significantly impair or interfere with its conservation value; and WHEREAS, on October 28, 2024, the ASCC held a public meeting to conduct review of an application (File # PLN_ARCH 04-2023) for the Architectural Review for a new single-story residence with an attached garage, new recreation areas (swimming pool, tennis, and pickleball courts), new landscape improvements (landscaping, walking paths, patio and front entry gate feature), and site development permit; and
WHEREAS, the ASCC approved the applications with modified conditions of approval. One such condition was that the Applicant propose an amendment to the Conservation Easement clarifying the intent of the easement, to be reviewed and approved by the Town Council; and WHEREAS, the ASCC felt that there was ambiguity regarding whether the proposed trails and recreational courts were consistent with the language in the Conservation Easement, while the rest of the project was found to be consistent with the Conservation Easement; and WHEREAS, on December 4, 2024, the Planning Commission reviewed the proposed amendments to the Conservation Easement and adopted a resolution recommending that the Town Council approve the proposed amendments to the Conservation Easement; and NOW, THEREFORE, be it RESOLVED that the Town Council, hereby approves the proposed amendments to the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) for the property located at 880 Westridge.
PASSED AND ADOPTED at a Meeting of the Town Council of the Town of Portola Valley on January 8, 2025.
AYES, COUNCIL MEMBERS:
NOES, COUNCIL MEMBERS:
ABSENT, COUNCIL MEMBERS:
ABSTAINED, COUNCIL MEMBERS:
By: ____________________________
Judith Hasko, Mayor
Attest: ____________________________
Christine Boland, Clerk Consultant
Exhibit A: Amendment to the Conservation Easement
_________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Town Attorney
DATE: January 8, 2025
RE: Appointment of Mark Linder as Interim Town Manager and Approval of Employment Agreement
RECOMMENDED ACTION:
Appoint Mark Linder as Interim Town Manager and approve Employment Agreement with a base salary of $255,818 per year, equivalent to $122.99 per hour, and with a term starting January 13, 2025 and extending to December 12, 2025 or until the Town hires an ongoing Town Manager, whichever occurs first.
BACKGROUND:
On September 19, 2024, the Town Council appointed Assistant Town Manager Corie Stocker-Pedalino to serve as Interim Town Manager following the departure of prior Town Manager Sharif Etman. Stocker-Pedalino agreed to serve in this role through approximately the end of the year, at which time she would return to her role as Assistant Town Manager.
On October 9, 2024, the Council approved an employment agreement with StockerPedalino extending to January 15, 2025, or upon the start date of a new interim or ongoing Town Manager, whichever occurs first. The agreement provides that Stocker-Pedalino is entitled to return to her Assistant Town Manager position upon the hiring of a new Town Manager or Interim Town Manager. On October 30, 2024, the Town Council considered proposals and approved a contract with Baker Tilly to assist with the recruitment of a new Interim Town Manager.
DISCUSSION:
The City Council met in noticed closed session meetings on October 30 and December 13, 2024 to consider prospective candidates, interview candidates, and provide
TOWN OF PORTOLA VALLEY
STAFF REPORT
direction. The Council invited four applicants for interviews and evaluation and conditionally identified Mark Linder as the preferred candidate given his extensive local government managerial experience as well as his prior work with local jurisdictions and other small towns. Mr. Linder’s resume is attached. The Council directed Carol Jacobs (a consultant with Baker Tilly), its designated representative, in coordination with the Town Attorney to obtain background information and references and to negotiate terms with the preferred candidate. Staff conducted those negotiations, resulting in the attached proposed Agreement for the Council’s consideration.
If the Council approves the proposed agreement, Mr. Linder will serve as the full‐time manager of Portola Valley consistent with CALPERS rules discussed below, starting Monday, January 13, 2025, available 24/7 as needed to manage the Town organization under the direction of the Town Council. He will have direct supervisorial authority over all Town employees except for the Town Attorney, who also reports directly to the Town Council. The proposed agreement provides that Mr. Linder shall not make any department head changes without approval of a subcommittee of the Town Council (e.g., Mayor and Vice Mayor).
State law provides strict standards for the appointment of interim city managers who are CalPERS retired annuitants. Specifically, they can be paid no more and no less than the specified range for the existing position. Further, they may not receive additional housing, transportation or other cash or equivalent benefits beyond those standard for municipal employees (e.g., holidays). As a result, Mr. Linder will not be receiving the vehicle or deferred compensation benefits typically provided to regular ongoing Town Manager appointments. Mr. Linder will be paid the same amount as the prior Town Manager (salary of $255,818 per year, equivalent to $122.99 per hour) and will not be receiving pension or medical health benefits from the Town. Consequently, the total cost of compensation for Mr. Linder will be less than currently budgeted for the Town Manager position.
Government Code sections 21221(h) and 7522.56(d) address the temporary employment of retirees in accordance with CalPERS. These sections permit the Town Council to appoint a CalPERS retiree to a vacant position requiring specialized skills during recruitment for a permanent appointment and provides that such appointment will not subject the retired person to reinstatement from retirement or loss of benefits so long as it is a single appointment that does not exceed 960 hours in a fiscal year.
Mr. Linder’s appointment will continue until Dec. 12, 2025 unless terminated earlier by the Town Council or by Mr. Linder with 30 days advance notice. There are no severance payments or accommodations provided with this interim appointment.
FISCAL IMPACT
Mr. Linder would be paid a salary of $255,818 per year, equivalent to $122.99 per hour, which is the same salary paid to the prior Town Manager, Sharif Etman. However, Mr.
Linder will not be entitled to any benefits, incentives, compensation in lieu of benefits, automobile allowances, deferred compensation payments, vacation, holidays, or any other forms of compensation in addition to his base salary.
ATTACHMENTS
1. Interim Town Manager Employment Agreement with Mark Linder
2. Resume of Mark Linder
1865905.1
This Agreement is entered into and is effective on January 8, 2025 between the Town of Portola Valley (“Town”) and Mark Linder (“Mr. Linder”). Under this Agreement, the Town offers, and Mr. Linder accepts, at-will employment as Interim Town Manager of the Town of Portola Valley. The Town is in critical need of an interim to perform the duties of Town Manager while actively recruiting for an ongoing Town Manager. Mr.
Linder acknowledges that he serves at the pleasure of the Town Council for a limited term and may be dismissed at any time without cause, subject to the provisions of Section 6 of this agreement.
1. Employment and Scope of Duties: Mr. Linder shall perform the following duties and services during the term of this Agreement:
a. Under the direction and control of the Town Council, Mr. Linder shall provide the services and duties of Interim Town Manager set forth in Exhibit A and such other duties as may be assigned by the Town Council from time to time.
Mr. Linder shall perform his obligations and responsibilities diligently within the time parameters indicated by the Town Council, applying the highest degree of professionalism, ethics, integrity, and competency to the discharge of every aspect of his obligations. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, this Agreement shall control.
b. Mr. Linder shall not engage in any activity which is or may become a conflict of interest, prohibited contract, or which may create an incompatibility of office as defined under California law. Mr. Linder shall comply fully with his reporting and disclosure obligations under regulations promulgated by the Fair Political Practices Commission (“FPPC”).
c. Mr. Linder agrees to remain in the exclusive employ of the Town during the term of this Agreement. Mr. Linder shall dedicate his full energies and qualifications to his employment as the Interim Town Manager and shall not engage in any other employment except as may be specifically approved in writing in advance by the Town Council.
d. Mr. Linder shall not make any department head changes without approval of a subcommittee of the Town Council (e.g., Mayor and Vice Mayor).
2. Term: Mr. Linder’s employment shall commence on January 13, 2025. This appointment shall continue until December 12, 2025 or until the Town hires an ongoing Town Manager, whichever occurs first. Nothing in this Agreement shall prevent, limit or otherwise interfere with (a) Mr. Linder’s at-will status; (b) the right of the Town to terminate the services of Mr. Linder as provided herein; and (c) the right of Mr. Linder to resign from his position as provided herein.
3. Compensation: While performing the duties of Interim Town Manager, Mr.
Linder will receive a base salary of $255,818 per year, or $122.99 per hour as an hourly rate, beginning January 13, 2025. This amount is subject to authorized or required deductions and withholdings, prorated and paid on Town’s regular paydays. Mr. Linder is an exempt full-time employee under applicable wage and hour law and his base salary shall be compensation for all hours worked and the Parties recognize that there is no provision for additional compensation of any form under this Agreement for Mr. Linder hours worked outside of customary office hours.
4. Other Benefits: Except as provided for in this Agreement, and as required by state and federal law, Mr. Linder shall not be entitled to any other benefits (such as medical, dental and vision), leave accruals (including, but not limited to, sick leave and vacation), incentives, compensation in lieu of benefits, automobile allowances, accrue CalPERS service credit or any additional retirement rights or benefits, deferred compensation payments or any other forms of compensation in addition to his base salary. Mileage to and from Portola Valley or lodging and housing assistance will also not be provided, although other work-necessitated travel expenses may be reimbursed as typical for other Portola Valley Town managers and management employees. Mr. Linder is subject to the retiree annuitant employment limitations under the Public Employee’s Pension Reform Act (PEPRA) and the Public Employees’ Retirement Law (PERL). Mr. Linder is a temporary employee employed to perform specialized services in accordance with Government Code section 21221(h). The parties shall comply with applicable PEPRA and PERL laws and regulations. Mr. Linder has represented to the Town, and the Town relies on Mr. Linder’s representation, that he has not received any unemployment insurance payments within the 12 months prior to this appointment for previous retired annuitant work with any CalPERS employer, and a minimum of 180 days have passed since his retirement date from CalPERS.
5. Hours of Work: During the term of this Agreement, Mr. Linder shall devote such time, interest and effort as is required to fulfill the duties of Interim Town Manager on a full-time basis, including availability and response on a 24/7 basis and attendance at all council meetings. Without exception, and in no event shall Mr.
Linder work more than 960 hours in any fiscal year among all public employers (July 1 to June 30). Mr. Linder is solely required to keep accurate records of his hours worked to ensure that he does not exceed 960 hours within the fiscal year.
6. Termination, Removal, and Resignation: The Town Council may remove Mr.
Linder at any time, with or without cause, by majority vote of its members. Mr.
Linder understands and agrees that as an “at-will” employee, he has no
constitutionally protected property or other interest in his employment as Interim Town Manager.
Mr. Linder may resign from his employment at any time, upon giving thirty (30) days written notice to Town Council.
7. Town Policies and Practices: The Town’s personnel and other ordinances, resolutions, rules and policies shall apply to Mr. Linder in the same manner as applied to other Portola Valley Town managers or management employees, provided, however, in the event of a conflict between the provisions of this Agreement and the Town policies and procedures, this Agreement shall prevail.
8. Council Check-Ins: The Town Council shall meet periodically with the Interim Town Manager during the term of this Agreement to provide feedback and guidance on Interim Town Manager tasks. As part of the check-in, the Town Council, in consultation with Mr. Linder, shall define such goals and objectives that they determine to be necessary for the proper operation of the Town and shall further establish a relative priority among the various goals and objectives.
9. General Provisions:
a. Notices. Any notice or communication permitted or required by this Agreement shall be in writing and shall become effective on personal delivery or three (3) days after the mailing thereof by certified mail, return receipt requested; postage prepaid, to either party at Town Hall, 765 Portola Road, Portola Valley, California 94028.
b. Waiver. The waiver of any breach of any provision of this Agreement by either party to this Agreement shall not be deemed to be a waiver of any other provision or subsequent breach hereunder, nor shall any waiver constitute a continuing waiver. No waiver shall be binding unless executed in writing by the party making the waiver.
c. Construction of Terms. The language of all parts of this Agreement shall be construed according to their plain meaning and shall not be construed for or against either party. Any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendment or exhibits hereto. d. Severability. If any term, provision, covenant, or condition of this Agreement is held by a court of competent jurisdiction to be unenforceable, void or invalid, in whole or in part, for any reason, the remainder of this Agreement shall remain in full force and effect. In the event of such entire or partial
invalidity, the parties hereto agree to enter into supplemental or other agreements to effectuate the intent of the parties and the purpose of this Agreement.
e. Controlling Law. This Agreement shall be construed in accordance with and governed by the laws of the State of California, with venue proper only in the County of San Mateo, State of California.
f. Entire Agreement. This Agreement constitutes the entire Agreement between the parties pertaining to the matters set forth in this Agreement and supersedes all prior and contemporaneous agreements, representations, promises, and understanding of the parties, whether oral or in writing. No supplement, modification, or amendment of this Agreement shall be binding, unless executed in writing by all parties, and this Agreement may not be altered, amended, or modified by any other means. Each party waives their future right to claim, contend, or assert that this Agreement was modified, canceled, superseded, or changed by any oral agreement, course of conduct, waiver, or estoppel.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first written above.
TOWN OF PORTOLA VALLEY
By:_________________________
Judith Hasko, Mayor
____________________________
Mark Linder
Approved as to form:
____________________________
Catherine Engberg, Town Attorney
EXHIBIT A
TOWN OF PORTOLA VALLEY
Interim TOWN MANAGER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DUTIES AND OBLIGATIONS
The Town Manager shall be the administrative head of the Town government under the direction and control of the Town Council. The Town Manager shall be responsible for the efficient administration of all affairs of the Town and shall assume full management responsibility for all Town operations. The Town Manager shall work with the Town Council to direct the development and implementation of the Town's goals, objectives, policies and priorities. In consultation with the Town Council, the Town Manager shall develop strategic planning processes to guide the future of the Town. The Town Manager shall perform functions directed and assigned by the Town Council.
A. Performance of Duties. To perform such duties and obligations and exercise such powers as may be delegated to him/her from time to time by ordinance, resolution, or other action of the Town Council. To perform the functions identified in the Portola Valley Municipal Code, including but not limited to the functions of Town Treasurer and Director of Emergency Services. It is expected that in order to perform these duties, the Manager will work at Town Hall three (3) to five (5) days per week.
B. Attendance at Meetings. To attend all meetings of the Town Council, unless excused therefrom, except when his/her removal is under consideration. To attend, when appropriate, the meetings of Town commissions and committees. To attend and represent the Town at meetings of outside agencies and organizations.
C. Administration. To provide highly responsible and complex administrative support to the Town Council, including, but not limited to staffing assistance, preparing and presenting staff reports and other necessary documents. To provide staff support to Town commissions and committees, and to work with Town Manager committees. To coordinate Town activities with those of other cities, counties and outside agencies and organizations.
D. Authority. To control, order and give direction to all department heads, subordinate officers, and employees of the Town, including those appointed by contract or agreement, except elected officers and the Town Attorney. To appoint, remove, promote, and demote employees of the Town, except the Town Attorney. This function shall be served in consultation and with the approval of the Council subcommittee with respect to department head employees. To recommend to the Town Council such organization of offices, positions and departments as may be indicated in the interests of the efficient, effective, and economical conduct of the business of the Town. To assess and monitor workload, administrative support systems and internal reporting relationships and identify opportunities for improvement. To select, motivate and evaluate personnel and consultants. To resolve personnel concerns and issues unrelated to the Town Manager in accordance with Town policy and to cooperate in the resolution of any concerns and issues related to the Town Manager.
E. Service Delivery. To monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures and to allocate staffing resources accordingly. To plan direct and coordinate, through staff and consultants, the work plan for the Town. To meet with appropriate staff and consultants to identify and resolve problems. To assess the need for, select and evaluate contract services. To work with, promote and encourage the use of volunteers.
F. Law Enforcement. To enforce any of the provisions of the Portola Valley Municipal Code or any other ordinance of the Town, or any rule, regulation or order promulgated or issued pursuant to the Portola Valley Municipal Code, and to ascertain that all contracts, permits and privileges granted by the Town are faithfully observed.
G. Recommendation of Legislation. To recommend to the Town Council for adoption such measures and ordinances as he/she deems necessary or expedient. To monitor State and Federal legislation and recommend appropriate action to the Town Council as needed. To attend and participate in professional group meetings and stay abreast of new trends and innovations in the field of public administration and management.
H. Finances. To keep the Town Council at all times fully advised as to the financial conditions and needs of the Town. To prepare and submit to the Town Council for its approval the proposed annual budget and the proposed compensation plan. To approve expenditures and implement budgetary adjustments as appropriate and necessary.
I. Purchases and Expenditures. To purchase all supplies for all the departments or divisions of the Town. No expenditure shall be submitted to the Town Council, except with the report and approval of the Town Manager.
J. Conduct. To conduct him or herself with due regard to public conventions and morals. To refrain from engaging in any conduct that would reasonably tend to degrade him or herself or bring the Town into public hatred, contempt or ridicule, or tend to offend the community.
K. Communication. To respond to media inquiries, Town Council concerns, issues and community needs. To respond to and resolve difficult and sensitive citizen inquiries and complaints.
MARK LINDER PAGE 2
DIRECTOR, PARKS AND RECREATION, City of Cupertino, CA April 2008 – February 2013 Provided leadership for the Parks and Recreation Department including youth, teens, adult, and senior programs and services. Responsible for parks operations, sports fields, Sports Center, Senior Center, Golf Course, and special events.
DEPUTY CITY MANAGER, City of San Jose, CA September 2006 – January 2008 Oversaw the Strong Neighborhoods Initiative Program, the City’s grants programs and the Schools/City Collaborative. Managed the City’s Neighborhood Services City Service Area, which included the Departments of Parks, Recreation and Neighborhood Services; Housing; Library; Police; Fire; and Code Enforcement. Key accomplishments include:
- Led City and Redevelopment Agency efforts to bring approximately $3 billion in public and private funds to underserved Neighborhoods
ASSISTANT CITY MANAGER, City of San Jose, CA January 2002 - August 2006 Second in command of 7500 employees and worked closely with the Mayor and 10 City Council Members.
Assisted the City Manager in aligning the organization’s resources to the policy priorities of the Mayor and Council. Helped develop and manage an annual budget of $3 billion. Managed the City in the absence of the City Manager. Key accomplishments include:
- Completed nearly 1,000 capital projects, including voter approved bond projects for parks, libraries, public safety. Member of team that completed the new City Hall on time and within budget - Key member of City Manager’s team that developed San Jose’s Economic Development Strategy DIRECTOR, Parks, Recreation and Neighborhood Services, City of San Jose July 1997 - December 2001 Provided overall leadership for a $40 million budget and was responsible for a wide range of services including community centers, after school, early education, gang prevention, recreation, parks, trails, senior, and animal care programs. The department was also responsible for community organizing in city neighborhoods and for managing the Community Development Block Grant and Healthy Neighborhood Venture Fund programs totaling $25 million. Key accomplishments include:
- Started the Schools/City Collaborative involving 19 school districts and the City - Developed a 20-year strategic plan for parks and community facilities - Unified a fragmented department into one organization with a common vision, mission, values and core services
DEPUTY CITY MANAGER, City of San Jose, CA June 1995 - July 1997 Member of City Manager’s senior management team. Coordinated special projects as assigned. Key accomplishments include:
- Led interagency process to secure financing for childcare modular buildings on school sites - Served as staff for City Council’s Housing and Community Services Committee. - Helped organize the Latino Youth Conference involving over 800 participants and producing an action plan on issues and solutions
- Acting Director, Department of Parks, Recreation and Neighborhood Services, from January 1997-June 1997, with 380 FTE and a $35 million annual operating budget.
ASSISTANT TOWN MANAGER, Town of Los Gatos, CA April 1991 - June 1995
MARK LINDER PAGE 3
Directed preparation and management of $13.4 million annual operating budget and $10.7 million five-year capital improvement program budget. Responsible for all personnel activities for 158 employees, including recruitment, training, compensation and benefits, and workers compensation. Managed risk management, coordinated Town-wide information systems network, assisted in preparation and presentation of Town’s strategic plan and annual report. Coordinated final construction of $1 million section of Los Gatos Creek Trail, including CalTrans negotiations, securing funding and project management. Key accomplishments include:
- Coordinated economic development activities involving Chamber of Commerce, Downtown Association, Downtown Business Improvement District, Board of Realtors and Los Gatos Boulevard Community Alliance
- Managed construction of 311 parking spaces, $2.6 million parking facility in downtown Los Gatos ASSISTANT GENERAL MANAGER January 1987 - April 1991
Santa Cruz Metropolitan Transit District, Santa Cruz, CA Responsible for overall organizational and financial administration, and management of 11 managers and 300 employees. Developed and managed $20.3 million operating budget and $6.5 million capital improvement budget. Managed customer service and marketing, MIS evolution and evaluation.
VICE PRESIDENT, GENERAL MANAGER 1980 - 1982
Allstate Investment Corporation, San Jose, CA
Directed the activities of 140 employees in a $30 million mortgage firm.
PRINCIPAL, ACCOUNT MANAGER 1978 - 1980; 1982 -1987
Dale Watson & Associates, Inc., Cupertino, CA
Organizational and management development consultant with private and public sectors, including ongoing services, and one-time seminars. Services included leadership development, union/management negotiations, quality assurance program development and implementation, conflict resolution, strategic and long range planning, team building and management by objectives program development.
EDUCATION
MASTERS IN PUBLIC ADMINISTRATION
San Jose State University
BACHELOR OF ARTS – Sociology, Psychology, Political Science Macalester College, St. Paul, Minnesota
Berkeley Executive Seminar in Strategic Management of Public Organizations The Richard and Rhonda Goldman School of Public Policy and the Institute of Governmental Studies University of California at Berkeley
Executive Education for Senior Executives in State and Local Government John F. Kennedy School of Government, Harvard University
PROFESSIONAL & COMMUNITY INVOLVEMENT
Adjunct Professor, San Jose State University Department of Political Science, Masters in Public Administration program (1999-2012)
Court Appointed Special Advocate (CASA) /Volunteer (2017-Present) Trustee, City of San Jose Federated City Employee Retirement System (2021-present)
___________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Interim Planning and Building Director DATE: January 8, 2025
SUBJECT: Hold interviews and appoint residents to Planning Commission and Architectural & Site Control Commission
RECOMMENDATION
It is recommended that the Town Council hold interviews for the Planning Commission (“PC”) and Architectural & Site Control Commission (“ASCC”) on Wednesday, January 8, 2025.
BACKGROUND
Vacancies have occurred on both the Planning Commission and the Architectural & Site Control Commission have occurred. Interviews and appointments are necessary by the Town Council in order for both Commissions to function effectively. The following number of vacancies and their respective term expirations are below:
-Three (3) vacancies on the Planning Commission, with terms expiring 12/31/2028, and -Four (4) vacancies on the Architectural & Site Control Commission, with terms expiring 12/31/2027 (1 seat) and 12/31/2028 (3 seats), respectively.
The following letters of interest have been received by the Town from Portola Valley residents:
Ronny Krashinsky - Planning Commission
Karen Vahtra - Planning Commission
Danna Breen - Planning Commission or Architectural & Site Control Commission (Requesting a short term)
Ron Dolin - Architectural & Site Control Commission
Catherine Magill - Architectural & Site Control Commission Gina Dixon - Architectural & Site Control Commission
Doug Morss - Architectural & Site Control Commission
Lance Vaughan - Architectural & Site Control Commission
TOWN OF PORTOLA VALLEY
STAFF REPORT
ATTACHMENTS
1. Applications for Planning Commission
2. Applications for Architectural & Site Control Commission Report approved by: Terrence Grindall, Interim Planning and Building Director
From: Ronny Krashinsky
Sent: Monday, December 9, 2024 10:28 PM
To: Terrence Grindall <[email protected]>
Subject: Letter of interest for Planning Commission
Dear Portola Valley Town Council,
Thank you for considering my reappointment to the Portola Valley Planning Commission.
I joined the Planning Commission in January of 2023. In my first meeting, the PC considered the Housing Element CEQA analysis, with a 500+ page agenda packet and well over 1000 pages of referenced material. I tried to hit the ground running, and I’ve done my best to come prepared to every meeting since. I’m an engineer, and if I have a crossover skill which makes me suitable for the role I think it would be an ability to sort through a lot of information, make connections, and try to keep the big picture in mind while paying close attention to the details.
I have always endeavored to foster good working relationships built on a foundation of mutual respect with our planning staff, consultants, and other commissioners. Likewise, I listen carefully to all public comments and residents who come before the commission. I’ve endeavored to try to understand all sides, find common ground and build consensus where possible, while also not being afraid to hold a different opinion.
In addition to our meetings, I’ve attended several PC trainings hosted by 21 Elements, and I am currently serving as the PC representative on the Ad Hoc Site Evaluation Committee.
As a Planning Commissioner, I bring the perspective of someone with young kids attending our schools, riding bikes on our roads and trails, and playing on our fields. I care deeply about our town, and if you invite me to serve another term I’ll do my best to preserve the unique ethos of Portola Valley while planning thoughtfully for the future.
Regards,
Ronny Krashinsky
Dec 12, 2024
Dear Members of the Portola Valley Town Council
I have lived in town for 22 years and believe my extensive experience volunteering within the town and in neighboring communities will be useful in helping guide decisions in front of the Planning Commission. I am currently serving on the Ad-Hoc Site Evaluation Committee. During 2023-2024, I was a member of MidPen’s Public Access Working Group on the Hawthorns site, where I brokered a compromise between deeply concerned Ranch residents and MidPen.
I founded a technology company that went public in November 2001. I am Electrical Engineer by trade and also have extensive business and marketing experience. I chose Portola Valley over the neighboring communities because I love nature, open space, and a quiet environment. I am very familiar with the design and construction process as I participated extensively with the architect and contractor when I built a house here that was completed in 2006.
After extensively traveling the world, I have found the most satisfaction in giving back to the community. I have volunteered for twelve years in a tax program run through the IRS and the United Way for low-income people as a Tax Preparer, Site Coordinator, and Tool Developer. I also volunteered at Stanford Hospital for several years.
In Portola Valley, I also volunteered as the co-editor of the Portola Valley Post, created a small ad-hoc Technology Committee after a resident was robbed, served on the Wildfire Committee, and spearheaded an effort with many residents in town during the pandemic to sew and repair about 1,000 masks for the community at large. In the beginning of the pandemic, I walked every street and trail noting each address with a wood shake roof.
Since the pandemic, I have attended countless Housing Element, Town Council, Finance Committee, and Planning Commission meetings and am well versed on how the town government operates. I enjoy challenging volunteer activities. Both my professional and volunteer backgrounds will enable me to serve the town well as a commissioner.
I look forward to discussing the Planning Commission opening with you.
Karen Vahtra
From: Catherine Magill
To: Terrence Grindall; Emily Lane
Subject: Interested in ASCC role
Date: Monday, December 30, 2024 12:10:58 PM
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Hi Terrence and Elane -
I am writing to express an interest in serving on the ASCC for any of the terms. I have been on the Conservation Committee for a number of years (6?) including as chair for the past 3. I have loved participating and feel I have more to offer to the Town. ASCC needs a strong Conservation voice in the future as it has for the past 60+ years.
The time commitment is not a problem for me and I would enjoy getting more into the larger issues of development, especially is such a challenging place and time.
I also have experience with the process having gone through it twice with our home (currently under construction) at 531 Wayside rd. I also am a Master Gardener and have been certified by Rescape landscaping program.
The only rub is that I don’t live in PV, right now. But we are landowners and future residents.
I would appreciate having the opportunity to speak with the interviewers and hope that we can do this.
Catherine Magill
From: Gina Dixon
Sent: Wednesday, November 27, 2024 5:07 PM
To: Terrence Grindall <[email protected]>
Subject: Re: Upon Further Review
Hi Terrence,
Thanks for the update.
Yes- I would like to apply for an additional term.
Best,
Gina
Gina Dixon
Fergus Garber Architects
From: Doug Morss
Date: Wed, Dec 11, 2024 at 6:22 PM
Subject: ASCC Position
To: <[email protected]>
Hi Terrance,
Nice to meet you. I’d like to be considered for a position on the Town's Architectural and Site Control Commission. Al Sill, one of the current commissioners, thought I’d be a good fit and informed me of the opening.
My wife, Ching Wu, and I have lived in Portola Valley for 16 years. We are empty nesters, and I’m semi-retired. Before heading to college, our two children received an excellent education at Ormondale, Corte Madera, and Woodside Priory. We have rented rather than purchased a home in PV for various reasons. We are active Alpine Hills members and have participated in many community activities (adult soccer, doggie play groups, softball, pickleball, etc.). We love Portola Valley’s small-town atmosphere, easy access to nature, and all our friendships.
As the attached resume and LinkedIn profile outline, my 40-year career was in finance and commercial real estate. The first 11 years were spent in the securities industry with Morgan Stanley in Asia & Barclays Global Investors (now Black Rock) in San Francisco. I then worked 12 years at small firms managing Lehman Brothers' large real estate portfolio, including six years as the regional manager in Thailand. After moving from Thailand to Portola Valley in 2009, I led a small investment group, purchasing commercial properties in the Bay Area.
I appreciate the opportunity to be considered for an ASCC position and to give back to our community.
Sincerely,
Doug Morss
From: Lance Vaughan
Sent: Wednesday, December 11, 2024 5:02 PM
To: Terrence Grindall <[email protected]>;
Subject: ASCC Committee Interest
ASCC Committee Chair,
I am writing to express my interest in one of the openings for the ASCC committee.
I am a 22-yr resident of Portola Valley, active in the community in service roles. After working for HP in sales and marketing development for 25 years, I moved to a new career. For the past 12 years I have worked in the building segment on residential homes as a builder and project manager on projects in Portola Valley, Woodside and one in Atherton.
In our community I contributed to the initial start-up of the Sustainability Committee serving three years. Served seven years as a coach and Facility/field and league manager for Alpine Little league.
Following Alpine LL, I began serving as the Scout Master for the town Scout Troop since 2014.
I have a good understanding of our town style and value the desire to blend our footprint into the existing landscape. My years as a builder add awareness of the building process and provided me with a great extension of my early years growing up on a working ranch in the eastern central valley foothills, building and learning stewardship of the land.
My hope is I can add to the community and help us collectively move forward into the next series of decisions facing the town as we work to blend our community needs and environmental wants into a positive progression.
Please call or email with questions and next steps,
Lance Vaughan
From: Dave B
Sent: Wednesday, December 4, 2024 7:11 PM
To: Terrence Grindall <[email protected]>
Subject: Architectural and Site Control Commissioners and Planning Commissioners Needed Terrence,
Hi, Dave Buck here. I’m a resident of Portola Valley and would be interested in serving the community on the Architectural and Site Control Commission.
I’m not an architect, but am interested in design and its impact on the character of a community. I work at Apple and have lived in Portola Valley for 6 years.
Let me know what the next steps are and any additional information required.
Regards,
Dave