TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, January 22, 2025
7:00 PM
HYBRID MEETING
A G E N D A
Amended to add Item 7.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 Portola Valley Founder’s Award – Councilmember Hufty b. Presentation of Conservation Committee Award for Backyard Habitat – Councilmember Hufty
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Town Council Agenda
January 22, 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. Adopt Regular Meeting Minutes of January 8, 2025
b. Review and Accept Warrant List of January 22, 2025
c. Approve Contract between the Town of Portola Valley and Christine Boland for Town Clerk Consulting Services
6. REGULAR AGENDA
a. Consideration of approving ad hoc Town Manager Recruitment Subcommittee b. Presentations by the Town Council’s Emergency Preparedness Committee (EPC) and the Conservation Committees (10 minutes each)
c. Presentation by Town Attorney on the Brown Act (Open Meeting law) Training
7. COLLEAGUE’S MEMO
a. Consideration of creating an ad hoc working group subcommittee with Town of Woodside
8. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES
REPORTS
Oral and written reports arising out of Council subcommittee and liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item.
9. ADJOURNMENT
The next Regular Town Council meeting will be held on February 12, 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.
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – JANUARY 8, 2025
1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 7:02 p.m. Roll call was taken.
Present: Councilmembers Rebecca Flynn, Mary Hufty, Helen Wolter, Vice Mayor Craig Taylor and Mayor Judith Hasko
Absent: None
Others: Interim Town Manager Corie Stocker-Pedalino, Town Attorney Catherine Engberg, Interim Planning and Building Director Terrence Grindall, Finance Director Anthony McFarlane, Clerk Consultant Christine Boland
2. PRESENTATIONS / PROCLAMATIONS
a. Presentation of Annual Report by the San Mateo County Library Joint Powers Authority Portola Valley Library Manager, Carmen Letona-Adams and Circulation Supervisor, Eileen Browning, presented the Annual Library JPA report and accompanying video.
b. Proclamation Honoring Martin Luther King, Jr. Day
Mayor Hasko read the Proclamation in its entirety.
3. TOWN MANAGER REPORT
Interim Town Manager Corie Stocker-Pedalino welcomed Councilmember Flynn and Wolter to their first Town Council meeting. She announced that the first Finance Committee meeting of the year would be held on January 28 at 4 p.m.
Ms. Stocker-Pedalino thanked the Town Council for allowing her to serve as Interim Town Manager over the past few months. Mayor Hasko thanked Ms. Stocker-Pedalino for her service, stepping up and accepting the challenge as Interim Manager.
Ms. Stocker-Pedalino and Mayor Hasko presented options for submitting oral and/or written communications to the Town Council.
4. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Chris Buja
• Dale Pfau
• Leslie
• Caroline Vertongen
• Rita Comes
• Nan Shostack
• Kristi C
5. CONSENT AGENDA
Councilmember Flynn requested to discuss Consent Agenda items 5a, 5e, and 5f separately.
a. Approve Special Meeting Minutes of December 5, 2024
Councilmember Flynn noted that a correction was needed to the December 5, 2024 Minutes, Page 3, second bullet, to reflect the corrected language of the Stanford Portola Terrace project Conditions of Approval, as discussed at the meeting, as follows:
• 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. • Prior to first building permit issuance, the applicant shall make a voluntary contribution of $100,000 toward the Town’s analysis, design, and/or implementation of any improvement or improvements the Town wishes to construct to improve circulation along the property frontage on Alpine Road. If, after analysis, the Town declines to pursue such improvements, then any remaining funds may be applied to the analysis, design, and/or implementation of other Alpine Road transportation improvements in the vicinity of the project site. If any such funds are not spent within fifteen (15) years after their payment, the Town promptly shall refund the remaining balance, with interest, to the applicant.
Mayor Hasko also inquired about the intent behind the first bullet on Page 3, as follows:
• 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.
Vice Mayor Taylor explained the intent was that the Planning Director would facilitate a meeting between the parties, prior to construction commencing.
Vice Mayor Taylor made a motion to approve the Consent Agenda item 5a, Minutes of December 5, 2024, as amended above, seconded by Councilmember Hufty. The motion carried 3-0-2, with Councilmembers Flynn and Wolter abstaining from the vote, since they were not on the Town Council on December 5, 2024. b. Approve Regular Meeting Minutes of December 11, 2024 Vice Mayor Taylor made a motion to approve the Consent Agenda item 5b, seconded by Councilmember Hufty. The motion carried 4-0-1, with Councilmember Wolter abstaining from the vote.
c. Approve Special Meeting Minutes of December 13, 2024 Vice Mayor Taylor made a motion to approve the Consent Agenda item 5c, seconded by Councilmember Hufty. The motion carried 4-0-1, with Councilmember Wolter abstaining from the vote.
d. Review and Accept Warrant List of January 8, 2025
Public Comment
• Caroline Vertongen
Vice Mayor Taylor made a motion to approve the Consent Agenda item 5d, seconded by Councilmember Hufty. The motion carried unanimously by roll call vote.
e. Approve Regional, Local, Subcommittee and Liaison appointments for 2025 Amendments were proposed to several primary positions on the appointment list, as follows:
Primary
Friends of the PV Library Flynn
Bicycle/Pedestrian & Traffic Safety Cmtte. Wolter
Emergency Services Council Hufty
Councilmember Taylor made a motion to approve Consent Agenda item 5e, as amended above, seconded by Councilmember Hufty. The motion carried unanimously by roll call vote.
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.
Mayor Hasko invited public comment.
The following members of the public addressed the Town Council:
• Mary Jack
• Danna Breen
• Andrew Thompson
• George Savage
• Caroline Vertongen
• Tamara Galanter, Esq., representing residents Mr. and Mrs. Jack • Konstantin Guericke, applicant
• Valerie Armenta, Esq., representing the Town of Portola Valley • John Hanna, Esq., representing the Town of Portola Valley This item was pulled from the Consent Calendar and heard after Agenda item 6a.
6. REGULAR AGENDA
a. Consideration of appointing Mark Linder as Interim Town Manager and Approval of Employment Agreement
Town Attorney Engberg provided details of Mr. Linder’s contract and noted the proposed start date would be January 13, 2025 with the contract ending December 12, 2025, or until a permanent Town Manager is hired.
Vice Mayor Taylor made a motion to approve the appointment of Mark Linder as Interim Town Manager and accompanying employment agreement, seconded by Councilmember Hufty. The motion carried unanimously by roll call vote.
Regarding the next agenda item, Town Attorney Engberg disclosed previously that her law firm had a preexisting conflict of interest and that she would be recusing herself on Consent Agenda item 5f. She introduced Valerie Armenta, Esq. who would represent the Town on the item, along with John Hanna, Esq.
The Council took a five-minute break.
Continued: 5.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 Drive
Interim Planning & Building Director Grindall addressed the Council and provided background on the proposed amendment to the Conservation Easement at 880 Westridge Drive. He stated the Architectural & Site Control Commission reviewed a proposed project that includes trails and recreational courts and found it generally consistent with the intent of the Conservation Easement. However, ambiguities in the easement were identified that could be addressed through an amendment to align more closely with the original intent of the easement’s creators, Mr. and Mrs. Lane.
Regarding the proposed trails, Mr. Grindall stated three new private trails that pass through areas not previously disturbed, potentially conflicting with Section 4.3 of the easement, which prohibits surface alterations or development. However, he noted the trails are designed as natural paths using light decomposed granite with no excavation or rock edging. The trails follow the natural grade and are intended to encourage residents to use them rather than trample the larger property. The proposed amendment to Section
4.1.3 would explicitly allow the trail system, ensuring no harm to the property’s scenic or open space condition. The proposed trails align with the conservation easement’s intent because they won’t impact the property’s natural value.
Further, Mr. Grindall addressed the recreational courts stating the project also includes a tennis and pickleball court, located in previously disturbed areas (the site of a barn and horse corral), possibly conflicting Section 4.3, which limits surface alterations for recreational uses, and Section 3.4, which restricts asphalt installation. The courts are proposed to have clay and asphalt surfaces. The amendment to Section 4.3 would clarify that surface modifications are permissible within previously disturbed areas, thus allowing the proposed courts. He believed the modifications were consistent with the conservation easement’s intent because they won't impact the property’s natural, scenic, or open space conditions.
Valerie Armenta, Esq. and John Hanna, Esq. were introduced and addressed the Council regarding the project, addressed details of the proposed easement and believed that both the trail and court proposals were consistent with the conservation goals of the easement.
After extensive further discussion, Vice Mayor Taylor moved to adopt Resolution No. 2959-2025, Approving the amendments to the Conservation Easement and Declaration of Restrictions and Covenants (“Conservation Easement”) for the property located at 880 Westridge Dr.
The motion carried 4-1, with Councilmember Hufty voting no.
6.b. Hold interviews and appoint three residents to Planning Commission, (“PC”), terms expiring December 31, 2028, and
6.c. Hold interviews and appoint four residents to the Architectural & Site Control Commission (“ASCC”), terms expiring 12/31/2027 (1 seat) and 12/31/2028 (3 seats) The Council interviewed the following residents for the vacancies on Planning Commission:
• Karen Vahtra
• Ronny Krashinsky
• Danna Breen, and
• Doug Morss
Following the interviews, Vice Mayor Taylor moved to appoint Karen Vahtra, Ronny Krashinsky and Doug Morss to the Planning Commission, whose terms expire December 31, 2028, seconded by Councilmember Wolter. The motion carried unanimously by roll call vote.
The Council interviewed the following residents for the vacancies on the Architectural & Site Control Commission (“ASCC”):
• Lance Vaughn
• Gina Dixon (not present; paper application only)
• Danna Breen, and
• Doug Morss
Following the interviews, Vice Mayor Taylor moved to appoint Danna Breen, (term expiring 12/31/2027),Lance Vaughn, (term expiring 12/31/2028), and Gina Dixon, (term expiring 12/31/2028), to the Architectural & Site Control Commission, seconded by Councilmember Wolter. The motion carried unanimously by roll call vote.
7. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES
REPORTS
Mayor Hasko reported that Chet Wrucke, long-time Geologic Committee member, resigned from the committee recently. Councilmember Hufty reported on an ad hoc Housing Site Evaluation committee meeting held recently.
8. ADJOURNMENT
Mayor Hasko adjourned the meeting at 11:14 p.m.
_______________________________ _____________________________ Judith Hasko, Mayor Christine Boland, Clerk Consultant
Submitted for approval to the Town Council at its January 22, 2025 meeting.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: January 22, 2025
RE: Review and Accept Warrant List
RECOMMENDATION:
1. Review and accept the following Warrant List for the month of December:
01/22/2025 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 1/22/2025 4804 4842 39 198,069.69 1/23/2025 1/8/2025 4803 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
1/22/2025 4805 Bank of America General Various Nov/Dec CC Statements $ 10,337.61 1/22/2025 4807 CalPERS General 120 Jan UAL 11,761.84
1/22/2025 4817 Missionsquare Retirement General 610 Deferred Comp Contributions 2,274.29 1/22/2025 4827 State Compensation Ins Fund General 120 February Workers Comp 1,738.00 1/22/2025 4834 Krisch & Co General 140 December service 618.75 1/22/2025 4836 Amazon Capital Services, Inc General Various Office supplies 89.01 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. 01/22/2025 Warrant List Certification
Date Warrant # Issued to Fund Dept Reason Amount
Warrants Voided
Date Warrant # Issued to Fund Dept Reason Amount
Warrants Voided
Date Warrant # Issued to Fund Dept Purpose Amount
Disclosure
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
January 22, 2025
Claims totaling $198,069.69 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 01/14/2025 14:51 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 4804 41 AT&T 306.50 01/22/254805 44 BANK OF AMERICA 10,337.61 01/22/25 EFTPS4806 59 BMI 428.56 01/22/254807 80 CALPERS 11,761.84 01/22/25 EFTPS4808 110 CITY OF FOSTER CITY 582.00 01/22/254809 121 SCA OF CA, LLC 2,095.00 01/22/254810 123 COLMA FIREMENS SOCIAL CLUB 120.00 01/22/254811 124 COMCAST 526.44 01/22/254812 129 COTTON SHIRES & ASSOC. INC. 29,189.50 01/22/254813 176 EXCEL LD 18.70 01/22/254814 195 GOOD CITY COMPANY 63,777.50 01/22/254815 203 GREEN HALO SYSTEMS 114.00 01/22/254816 214 HINDERLITER DE LLAMAS & ASSOC 750.00 01/22/254817 218 MISSIONSQUARE RETIREMENT 2,274.29 01/22/25 EFTPS4818 234 J. W. ENTERPRISES 546.88 01/22/254819 275 KRUPKA CONSULTING 1,891.10 01/22/254820 276 KUTZMANN & ASSOCIATES 6,082.03 01/22/254821 295 LYNX TECHNOLOGIES INC 675.00 01/22/254822 373 PITNEY BOWES INC. 148.48 01/22/254823 375 PLATINUM FACILITY SERVICES 4,936.68 01/22/254824 376 PORTOLA VALLEY HARDWARE 6.00 01/22/254825 403 RON RAMIES AUTOMOTIVE INC. 1,068.94 01/22/254826 437 SMALL BUSINESS BENEFIT PLAN TR 2,300.70 01/22/254827 448 STATE COMP INSURANCE FUND 1,738.00 01/22/25 EFTPS4828 504 WOODSIDE & PORTOLA PRIVATE 1,705.00 01/22/254829 518 GOT GOPHERS? 525.00 01/22/254830 642 CYBERTARY.COM 190.55 01/22/254831 813 COLONY LANDSCAPE & MAINTENANCE 15,500.00 01/22/254832 860 STEPFORD 6,191.50 01/22/254833 935 LADRIS TECHNOLOGIES, INC 20,000.00 01/22/254834 1067 KRISCH & COMPANY 618.75 01/22/25 ACH4835 1118 STERICYCLE, LNC. DBA SHRED-LT 237.28 01/22/254836 1152 AMAZON CAPITAL SERVICES, INC 89.01 01/22/25 EFTPS4837 1186 AT&T CORP DBA ACC BUSINESS 775.99 01/22/254838 1193 SAYED KHALID 10.85 01/22/254839 1195 LEAF CAPITAL FUNDING, LLC 143.89 01/22/254840 1197 CHRISTINE D. BOLAND 9,712.50 01/22/254841 1223 ELIZABETH MARTELLI 17.62 01/22/254842 1225 SEMPERVIRENS FUND 676.00 01/22/25
apachreg Town of Portola Valley mmagahiz 01/14/2025 14:51 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type Check totals: 171,250.19ACH totals: 618.75EFTPS totals: 26,200.75Wire transfer totals:Payment Manager totals:GRAND TOTALS 198,069.69Check totals: 171,250.19ACH totals: 618.75EFTPS totals: 26,200.75Wire transfer totals:Payment Manager totals:GRAND TOTALS 198,069.69
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
14:51 01/14/25 Paid Invoices by Date
From: 01/22/2025 to 01/22/2025
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 41 AT&T
01/22/25 4804 December Statement 306.50 61.51 000022845241 December Statement 183.48 000022845242December Statement 61.51 000022845243 Vendor: 44 BANK OF AMERICA
4805 November Credit Card Statement 10,337.61 3,889.20 1388-NOV24 December Credit Card Statement 6,448.41 1388-DEC24
Vendor: 59 BMI
4806 2024-2025 Music License Renewal 428.56 428.56 56779154 Vendor: 80 CALPERS
4807 January UAL CLASSIC 11,761.84 10,777.17 100000017783085 January UAL PEPRA 184.67 100000017782992Retired Annuitant Fee 800.00 100000017559589 Vendor: 110 CITY OF FOSTER CITY
4808 CalOpps Job Posting 582.00 582.00 16282
Vendor: 121 SCA OF CA, LLC
4809 December Litter/Street Clean 2,095.00 2,095.00 2024-012308 Vendor: 123 COLMA FIREMENS SOCIAL CLUB
4810 Council of Cities Dinner Rebecca Flynn, Judith Hasko 120.00 120.00 12202024 Vendor: 124 COMCAST
4811 WIFI-1.16.2025-2.15.2025 526.44 526.44 7290-JAN25
Vendor: 129 COTTON SHIRES & ASSOC. INC.
4812 October- December 24 Applicant Charges 29,189.50 29,189.50 2024-OCT-DEC Vendor: 176 EXCEL LD
4813 December Telephone LD Services 18.70 18.70 1199064731 Vendor: 195 GOOD CITY COMPANY
4814 Planning Consultant Services - December 2024 63,777.50 63,777.50 3935 Vendor: 203 GREEN HALO SYSTEMS
4815 Jan Hosting & Access 114.00 114.00 5444
Vendor: 214 HINDERLITER DE LLAMAS & ASSOC
4816 Contract Services Sales Tax Oct-Dec 2024 750.00 750.00 SIN045969
.
apapdinv2 mmagahiz Town of Portola Valley Page 2
14:51 01/14/25 Paid Invoices by Date
From: 01/22/2025 to 01/22/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 218 MISSIONSQUARE RETIREMENT
4817 Deferred Comp - January 15, 2025 2,274.29 2,274.29 JAN-202515 Vendor: 234 J. W. ENTERPRISES
4818 Handicap Unit Rental & Services 546.88 315.44 263364 Handicap Unit Rental & Services 231.44 263365
Vendor: 275 KRUPKA CONSULTING
4819 Traffic Planning 1,891.10 1,891.10 1435
Vendor: 276 KUTZMANN & ASSOCIATES
4820 December Plan Checks 6,082.03 6,082.03 1236378
Vendor: 295 LYNX TECHNOLOGIES INC
4821 GIS Professional Services in Dec 2024 675.00 675.00 10321 Vendor: 373 PITNEY BOWES INC.
4822 Postage Meter Rental, Equipment & Svc 10/02/24 - 01/01/2025 148.48 148.48 1026702523 Vendor: 375 PLATINUM FACILITY SERVICES
4823 Janitorial Services - December 2024 4,936.68 4,488.67 49927 Janitorial Services - Dec 2024. Fridays disinfection svcs 448.01 49928 Vendor: 376 PORTOLA VALLEY HARDWARE
4824 December Statement 06.00 06.00 193-DEC24
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
4825 Dec Fuel Statement 1,068.94 609.33 G20241231-4
Vehicle Maintenance 459.61 79353
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
4826 Dental/Vision 2,300.70 2,300.70 FEB-2025
Vendor: 448 STATE COMP INSURANCE FUND
4827 Premium 1/06/2024-2/06/2025 1,738.00 1,738.00 1002558367 Vendor: 504 WOODSIDE & PORTOLA PRIVATE
4828 PV Smr Concert, Zotts for Tots, Traffic Cntrl Clean-Up 1,705.00 1,705.00 240478 Vendor: 518 GOT GOPHERS?
4829 Town Fields Gopher Trapping- December 2024 525.00 525.00 75860 Vendor: 642 CYBERTARY.COM
4830 December Transcription Services 190.55 190.55 4894
.
apapdinv2 mmagahiz Town of Portola Valley Page 3
14:51 01/14/25 Paid Invoices by Date
From: 01/22/2025 to 01/22/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 813 COLONY LANDSCAPE & MAINTENANCE
4831 Rossotti Field Maintenance 15,500.00 15,500.00 343562 Vendor: 860 STEPFORD
4832 Veeam Backup and Replication for Disaster Recovery - Jan 25 6,191.50 621.50 2401749 Monthly Service Charges 01/01/2025 THRU 01/31/2025 3,920.00 2401748Onsite Support Dec 1,650.00 2406513 Vendor: 935 LADRIS TECHNOLOGIES, INC
4833 Ladris AI for Evacuations Enterprise & Fire 20,000.00 20,000.00 1325 Vendor: 1067 KRISCH & COMPANY
4834 Professional Services - December 2024 618.75 618.75 55226 Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
4835 Paper Shredding Services 237.28 237.28 8009425802
Vendor: 1152 AMAZON CAPITAL SERVICES, INC
4836 Office Supplies - Dec 23 24 89.01 24.36 1H4Y-363D-3PVH Office Supplies - Jan 6 25 64.65 1KHN-PW7N-R7L1
Vendor: 1186 AT&T CORP DBA ACC BUSINESS
4837 ACC Division of AT&T Ethernet/Internet Access 775.99 775.99 243524599 Vendor: 1193 SAYED KHALID
4838 Mileage Reimbursement 10.85 10.85 FRMR-24-2.
Vendor: 1195 LEAF CAPITAL FUNDING, LLC
4839 Toshiba Printer Copy Lease 143.89 143.89 17660473
Vendor: 1197 CHRISTINE D. BOLAND
4840 City Clerk Dec 2024 9,712.50 9,712.50 01092025
Vendor: 1223 ELIZABETH MARTELLI
4841 Mileage Reimbursement 17.62 17.62 FRMR-25-1
Vendor: 1225 SEMPERVIRENS FUND
4842 Deposit Refund - Community Hall/Kitchen 676.00 676.00 PRCH-24-10 Check Date Totals 198,069.69
Grand Total 198,069.69
TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Assistant Town Manager
DATE: January 22, 2025
RE: Contract between the Town of Portola Valley and Christine Boland for Town Clerk Consulting Services
RECOMMENDATION
Staff recommends that the Town Council authorize the Interim Town Manager to sign and therefore execute the contract between the Town of Portola Valley and Christine Boland for Town Clerk consulting services.
BACKGROUND/DISCUSSION
The Town’s permanent Town Clerk position has been vacant since March 2024. There have been Interim Town Clerks assigned to the role since then; however, none were assigned permanently to the role. Given the scope of responsibilities, backlog, and turnover in the role since early 2023, the Town has struggled to recruit a highly experienced Town Clerk to lead the division. With the 2024 Elections, increase in Public Records Act (PRA) requests and some severe minutes backlog, the Town contracted with Christine Boland, an experienced retired City Clerk from San Carlos, to assist in catch up and process efficiencies.
While working with the Town, Ms. Boland ensured a smooth process for the 2024 Elections, improved years’ worth of minutes backlog, improved internal processes and efficiencies in the division, led the team through some of the 131 PRA requests in 2024, and is supporting the Town’s implementation of an Agenda Management Software. Ms.
Boland will also support the recruitment of the permanent Town Clerk.
Ms. Boland supports the Town part-time and receives no benefits.
FISCAL IMPACT
The Town currently has the Town Clerk as a full-time budgeted position. While the role is vacant, the Town has salary savings. Ms. Boland’s contract will be funded through the
salary savings, in hopes that within the next two months the Town can recruit a full-time permanent Town Clerk.
Attachments:
1. Professional Services Agreement between the Town of Portola Valley and Christine Boland for consulting services.
AGREEMENT
THIS AGREEMENT is made and entered into on the 1
th day of January, 2025, by
and between the TOWN OF PORTOLA VALLEY ("Town") and Christine Boland ("Contractor"). In consideration of their mutual covenants, the parties hereto agree as follows:
1. SCOPE. Contractor shall provide or furnish the following specified services and/or materials: Support, training and assistance with procedures for the Town Clerk's Office. Analysis of the division and its protocols and audit of processes to ensure accurate compliance.
2. TERMS. The service$ and/or materials furnished under this Agreement shall commence on January 1, 2025, and shall be completed before June 30, 2025.
3. 4.
COMPENSATION. Monthly based upon performance of this Agreement:
12s1 Town shall pay Contractor: Hourly, $175/hr.
GENERAL TERMS AND CONDITIONS.
4.1 HOLD HARMLESS. Contractor agrees to indemnify, defend and hold harmless the Town, its officers, agents and employees from any and all demands, claims or liability of any nature, caused by or arising out of the performance of Contractor under this Agreement.
4.2 INSURANCE. Contractor shall file with the Town a certificate of insurance before commencing any services under this Agreement meeting minimum coverage requirements established by the Town Manager.
4.3 DEPARTMENT OF INDUSTRIAL RELATIONS. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
4.4 NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person.
5.4 INDEPENDENT CONTRACTOR. At all times Contractor shall be a wholly independent contractor and not an agent or employee of the Town. Contractor is not authorized to bind the Town to any contracts or other obligations. In executing this Agreement, Contractor certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of Town. 1
4.5 CHANGES. This Agreement shall not be assigned or transferred without the written consent of the Town. No changes or variations of any kind are authorized without the written consent of the Town Manager.
4.6 TERMINATION. This Agreement may be terminated immediately, with or without cause, by Town upon written notice to Contractor. Monies then owing based upon work satisfactorily accomplished shall be paid to Contractor.
4.7 INVOICING. All invoices shall be sent to the Assistant Town Manager at the address below.
This Agreement shall become effective upon its approval and execution by Town. In witness whereof, the parties have executed this Agreement the day and year first written above.
ASSISTANT TOWN MANAGER:
Town of Portola Valley
765 Portola Road
Portola Valley, CA94028
(650)851-1700
TOWN OF PORTOLA VALLEY:
By:
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Town Manager
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TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Assistant Town Manager
Mark Linder, Town Manager
DATE: January 22, 2025
RE: Ad Hoc Subcommittee for the Town Manager Recruitment
RECOMMENDATION
Staff recommends that the Town Council create an Ad Hoc Subcommittee of the Town Council to collaborate with the Town Attorney and staff for the Town Manager recruitment.
BACKGROUND/DISCUSSION
The Town’s prior full-time Town Manager vacated his role in October 2024. The Town must recruit a new Town Manager, and staff is recommending the utilization of an Executive Search Firm. In 2023 the Town Council created a subcommittee to review proposals and recommend an Executive Search Firm to conduct the recruitment. The subcommittee then recommended the search firm, Peckham and McKenney, to the Town Council for approval.
Staff has distributed a Request for Proposals (RFP) for the current recruitment to numerous search firms and are awaiting final proposals. Once all are received, this subcommittee can interview the firms before recommending any to the Town Council.
Additionally, this subcommittee can be a resource for any necessary steps related to the Town Manager recruitment process.
FISCAL IMPACT
There is no cost to create the subcommittee. Pending proposals, the typical cost of an Executive Search Firm is approximately $25,000-$35,000 for the service.
TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Assistant Town Manager
Christine Boland, Clerk Consultant
DATE: January 22, 2025
RE: Presentations by the Town Council’s Emergency Preparedness Committee (EPC) and the Conservation Committees
RECOMMENDATION
Staff recommends that the Town Council receive a presentation from the Emergency Preparedness Committee (EPC) and the Conservation Committee.
BACKGROUND/DISCUSSION
The Town Council has 19 committees that meet on various topics of interest to the Town.
Nine are considered under the auspices of the “Brown Act” committees, requiring a 72- hour agenda posting requirement. The remaining are considered “Town Manager” committees and report to the Town Manager.
Traditionally, the Town Council receives an annual update from the Brown Act committees. Staff will be scheduling the remainder of the Brown Act committees over the next two Council meetings.
FISCAL IMPACT
None
TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Town Attorney
DATE: January 22, 2025
RE: Presentation by Town Attorney on the Brown Act (Open Meeting) law Training
RECOMMENDATION
Staff recommends that the Town Council receive training on the Brown Act from the Town Attorney.
BACKGROUND/DISCUSSION
With changes in the law and new Councilmembers on the Town Council, a refresher on the Brown Act is recommended and can be shared with the Town’s Committees.
FISCAL IMPACT
None.
TOWN OF PORTOLA VALLEY
Colleagues Memo
TO: Mayor and Members of the Town Council
FROM: Councilmembers Hufty and Taylor
DATE: 1/14/2025
RE: Portola Valley / Woodside Ad Hoc Working group
RECOMMENDATION
Creation of an ad-hoc subcommittee to work informally with members of the Woodside Town Council to explore mutually beneficial strategies to further the goals and values of our adjacent towns including but not limited to financial stability, trail systems, evacuation routes, safety and infrastructure. The working group would consist of two members from each of their respective councils.
BACKGROUND
At the end of 2024, Council members Taylor and Wernikoff met informally with County Supervisor Mueller and members of the Woodside Council. Supervisor Mueller suggested that the towns evaluate areas of common financial interests. More recently council member Hufty met with the incoming mayor of Woodside. This recommendation is the outcome of those discussions.
DISCUSSION
Both Portola Valley and Woodside could benefit from:
• Share costs and efficiencies investigating charter town options. • Potential shared negotiation on our Sheriff’s contract and consideration of alternative policing options
• Joint road maintenance contracting
• Improved communication with the fire district
• Improved trail connectivity
• Coordinated bicycle, pedestrian and traffic safety planning • Improved communication on issues that affect both towns
FISCAL IMPACT
No staff time would be involved at this point. Net financial efficiencies would be anticipated. This is a cost saving measure.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: 1/13/2025
RE: Geologic Safety Committee
17 residents, 3 live, 11 on Zoom, full committee of 6 in attendance, 4 PhD’s in Geology Presentation from PGE (electric and gas in PV) of emergency seismic resilience, covering specific research on the seismic foothill zoon in which we live. Jeff Bachhuber.- Director of Geosciences - Pacific Gas & Electric Company Engineering Geology/Geohazards Expertise works with customer on their unique names. He is available to meet any time with our engineering.
PGE’s emphasis now is Integrating green power, greatest density of any utility nationally. Northern San Andreas site is their most significant. On 10/17/1989 5 PM Loma Prieta M6.9 caused the most significant damage to our infrastructure since 1906 which had 14x the release of energy. Loma Prieta occurred at PGE’s greatest concentration of wealth and customers. Now fossil fuels plants in the area have been removed. Cascading failures through substations. Old equipment which toppled were replaced with systems that did not have that hazard. Polyethelene plastic pipe performs better in liquification zones. Cast Iron pipes destroyed the marina.
Maintenance and inspections and upgrading is essential
How are the pipes along Alpine and Portola Roads? The cast iron is all gone from the whole system!
Now have a dedicated response plan with an Emergency Preparedness & response group with annual exercises with 24/7 monitoring.
Would improving our microgrids (Can they can be shut down selectively?) help? Yes but Not yet. EV’s can give back to the microgrid? Yes but Not quite yet.
Haywire Research Project- The Hayward epicenter was the scenario that was simulated by the USGS and PGE for resilience studies. We PV have a major potential
TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report
for resource damage in that model. They recommended the app “My shake app” which has only 3 star.
Fire after earthquake is their current area of new inquiry. This committee would be able to support PG & E is interested in doing a study to understand that risk which PG&E would welcome!
Undergrounding wires is critical to safety. But is virtually not affordable. Many crossing of both Alpine and
Bends in Sam Andreas Faults – “restraining” bends deflect the energy to adjacent faults such as Berrocal and Black Mountain Faults and may make them more significant.
Edison in Southern California had not had a similar stressor to Loma Prieta. So may not have had the increase in security that PG &E has pursued. They recommend working on partnerships with the town, PGE and public safety organizations to underground wires which are a major factor in fire spreading.
High voltage primary will be distributed to the Wedge. Could it be expanded? Making common trenches open. How can we make PG & E’s undergrounding plans publicly available.
New construction will have an automatic shut off.
Chester Wrucke’s resignation was accepted with many regrets.
Officers were elected and will remain unchanged:
Nan Shostak will continue as Chair
Bob Wrucke as Vice-Chair
Pat McCrory as Secretary
Priorities aligned with current Council priorities.
The Committee’s top priority is to review and update the Geologic Map and Ground Movement Potential Map with the Consultant Geologist. John Wallace. also, has changes he would like to have considered.
The Earthquake Safety Tip Sheet on Geologic Safety will be submitted. This is their first! Public Resources Relevant to Earthquake Resilience for Town residents will be on the website and the Town newsletter.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mary Hufty
DATE: November 6, 2024
RE: BPTS Committee
6a. BPTS is looking for a response from Council to the letter the committee drafted in regard to upgrade of 35 Skyline Blvd shoulder with private funds. Letter was reviewed by Council and they appointed a Town council subcommittee, Craig Taylor and I, were appointed to pursue this possibility for improving the safety of our community. 6b. Hawthorne Parking- Could we open the park without the parking plan with the option to close it if there are problems?
6c. BPTS has not seen the written plan for CCAG, which was sent and declined by our previous engineer. The County had a special committee to assure that each town has a bike plan and a chapter in the plan, but we are the only one that does not have a plan. Ours was made by the County but was not approved by staff. This is a tactical plan to get grants and BPTS would like to ask the executive director of CCAG to send us the link. The County representative did attend and hear the special concerns of our town which are similar to Woodside’s and they understood. BPTS believes that those changes were incorporated in the county’s final plan. So BPTS committee would like to review the plan so the county could complete its plan. We need to work with the county. We need an approved plan. Draft plan to be out in February as a goal, public hearing and then present it for approval to Town Council, if possible, in April 2025.
6d. Safe routes to school progress depends on getting those grants and that County Bike Routes Plan.
6e. Discussed a signed fire exit for the Alpine Inn parking lot and metered at the Alpine Inn and the soccer field. Parks and Rec could control the times of need for rec parking. Is there a real conflict here. Ed will reach out to Patty for a joint meeting.
Next meeting 12/4/2024, planning public meeting on bike traffic plan in February 2025
TOWN OF PORTOLA VALLEY
Committee / Commission Liaison
Report