TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, July 23, 2025
7:00 PM
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. A.B. 2449 CONSIDERATIONS: Announcements/Consideration and approval of request to attend remotely by Town Council, pursuant to AB 2449 (just cause and emergency circumstances).
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Town Council Agenda
July 23, 2025
3. PRESENTATIONS / PROCLAMATIONS
4. TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.
5. 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.
6. CONSENT AGENDA
a. Approve Special Meeting Minutes of June 25, 2025
b. Approve Regular Meeting Minutes of June 25, 2025
c. Review and Accept Warrant List of July 23, 2025
d. Adopt Resolution No. 2975-2025 Approving Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project List e. Approve Contract Extension for Engineering and Plan Check Services with Nolte Associates, Inc., Doing Business as NV5, Inc.
f. Approve Bicycle, Pedestrian, and Traffic Safety Committee Charter Amendment
7. REGULAR AGENDA
a. Appointment of Darcy Smith as Town Manager and Approval of Employment Agreement
b. Update of Refined Town Council Priorities
c. Review and Discuss Finance Committee Pro/Con List on Revenue Enhancement Options
d. Approve Urban Planning Partners contract for Housing Element Amendment e. Approve Urban Planning Partners contract for the Completion of the Safety Element Update
f. Consider Resolution Designating Alpine Road Scenic Corridor as a Priority Conservation Area (PCA)
Town Council Agenda
July 23, 2025
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 August 27, 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.
Volume 47
June 25, 2025
PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – JUNE 25, 2025
1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 5:03 p.m.
Present: Councilmembers Rebecca Flynn, Mary Hufty, Helen Wolter, Vice Mayor Craig Taylor and Mayor Judith Hasko
Absent: None
Others: Interim Town Manager Mark Liner, Town Attorney Catherine Engberg, Town Clerk Veronica Dao, Wendi Brown, of Wendi Brown Creative Partners Town Attorney Engberg confirmed remote attendance for Councilmember Rebecca Flynn participating from 27 Boulevard du Jeu de Paume, Montpellier, Occitanie 34000, France.
2. CLOSED SESSION
a. PUBLIC EMPLOYEE – Pursuant to Government Code Section 54957 Title: Town Manager
Conference with Labor Negotiator (Govt. Code Section 54957.6) Conference with Town’s designated representative, Wendi Brown, to provide instructions regarding negotiations related to the unrepresented Town Manager position.
Mayor Hasko invited public comment on the agenda item. None was received.
The Council convened into Closed Session at 5:06 p.m. to discuss instructions regarding negotiations related to the Town Manager position.
3. ADJOURNMENT
Mayor Hasko adjourned the meeting at approximately 6:55 p.m. ________________________ ______________________
Judith Hasko, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its July 23, 2025 regular meeting.
Volume 47
June 25, 2025
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES - JUNE 25, 2025
1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 7:02 p.m. Roll call was taken by the Clerk.
Present: Councilmembers Rebecca Flynn, Mary Hufty, Helen Wolter, Vice Mayor Craig Taylor, Mayor Judith Hasko
Absent: None
Others: Interim Town Manager Mark Linder, Assistant Town Manager Corie StockerPedalino, Town Attorney Catherine Engberg, Finance Director Anthony McFarlane, Town Clerk Veronica Dao
2. A.B. 2449 CONSIDERATIONS: Announcements/Consideration and approval of request to attend remotely by Town Council, pursuant to AB 2449 (just cause and emergency circumstances)
Town Attorney Engberg confirmed remote attendance for Councilmember Rebecca Flynn participating from 27 Boulevard du Jeu de Paume, Montpellier, Occitanie 34000, France.
Town Attorney Engberg reported that the Council met in Closed Session earlier regarding Town Manager recruitment and providing direction to its labor negotiator with nothing to report out.
3. PRESENTATIONS / PROCLAMATIONS – None
4. TOWN MANAGER REPORT
Interim Town Manager Linder updated the Council on the following:
• Upcoming Summer Concert series
• Cancelation of July 9th Council meeting
• Encouraged the public to go to professional fireworks shows and be safe ahead of the July 4th holiday
5. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• David Cardinal
• Rita Comes
6. CONSENT AGENDA
Volume 47
June 25, 2025
Motion and second (Taylor and Hufty) moved to approve Consent Agenda items 6a, 6b, 6g, and 6i. The motion passed unanimously by roll call vote.
Motion and second (Taylor, Hufty) to approve Consent Agenda items 6c, 6d, 6e, and 6f.
The motion carried 3-0-2 by roll call vote, with Councilmembers Flynn and Wolter abstaining.
Motion and second (Hufty, Wolter) to approve Consent Agenda item 6h. The motion carried 4-0-0-1 by roll call vote, with Vice Mayor Taylor recusing. a. Approve Special Meeting Minutes of June 7, 2025
b. Approve Regular Meeting Minutes of June 11, 2025
c. Approve Special Meeting Minutes of March 8, 2023
d. Approve Regular Meeting Minutes of March 8, 2023
e. Approve Regular Meeting Minutes of March 22, 2023
f. Approve Special Meeting Minutes of December 20, 2022 g. Review and Accept Warrant List of June 25, 2025
h. Adopt Resolution No. 2969-2025 for 2025-26 Woodside Highlands Road Maintenance District Tax Assessment
i. Adopt Resolution No. 2970-2025 for 2025-Wayside II Road Maintenance District Tax Assessment
7. REGULAR AGENDA
a. Review Proposed FY 2025-26 Budget
i) Adopt Resolution No. 2971-2025 Updated Salary Schedule FY 25-26 ii) Adopt Resolution No. 2972-2025 Approving FY 2025-26 Operating and Capital Budgets
iii) Adopt Resolution No. 2973-2025 Establishing Fiscal Year 2025-26 Gann Appropriations Limit
Finance Director Tony McFarlane introduced the item.
Assistant Town Manager Corie Stocker-Pedalino presented on item 7ai.
Finance Director Tony McFarlane presented on items 7aii and 7aiii.
Council asked clarifying questions and discussed all 3 subitems.
Volume 47
June 25, 2025
Mayor Hasko invited public comment.
Public Comment
• David Cardinal
Vice Mayor Taylor made a motion to approve Resolution No. 2971-2025 Updated Salary Schedule FY 25-26, seconded by Councilmember Hufty. The motion carried unanimously by roll call vote.
Vice Mayor Taylor made a motion to approve Resolution No. 2972-2025 Approving FY 2025-26 Operating and Capital Budgets, seconded by Councilmember Hufty.
The motion carried unanimously by roll call vote.
Councilmember Wolter made a motion to approve Resolution 2973-2025 Establishing Fiscal Year 2025-26 Gann Appropriations Limit, seconded by Vice Mayor Taylor. The motion carried unanimously by roll call vote. b. Reauthorizing the Town Treasurer as the Authority for Management of the Town’s Investment Programs
Finance Director McFarlane presented the item. Council discussed the item.
Mayor Hasko invited public comments. None were received.
Councilmember Hufty made a motion to approve a resolution authorizing the town treasurer as the authority for the management of the town’s investment programs and approving the town’s investment policy, seconded by Councilmember Flynn. The motion passed unanimously by roll call vote. c. Creation of Town Council Subcommittee for work on Revenue Enhancement & associated work with Godbe & Lew
Interim Town Manager Mark Linder introduced and presented the item. Council asked questions and provided feedback.
Mayor Hasko invited public comments. None were received.
Councilmember Hufty moved to appoint Vice Mayor Taylor and Councilmember Wolter to the subcommittee for work on revenue enhancement, seconded by Councilmember Flynn. The motion carried unanimously by roll call vote. d. Appointment of Town Council Subcommittee to Identify Alternative Legal Counsel to advise Town regarding MidPeninsula Regional Open Space District’s Proposed Lower Barn Project & Hawthorns Historic Complex Property Interim Town Manager Mark Linder introduced and presented the item. Council asked questions.
Volume 47
June 25, 2025
Mayor Hasko invited public comments.
Public Comment
• Rita Comes
• David Cardinal
• Kristi C
Council discussed the item and provided feedback.
Vice Mayor Taylor moved to appoint Mayor Hasko and Councilmember Hufty to a Town Council subcommittee to identify alternate counsel to advise the Town regarding MidPeninsula Regional Open Space District’s proposed Lower Barn project and Hawthorns Historic Complex property, seconded by Councilmember Wolter. The motion carried unanimously by roll call vote.
8. COLLEAGUE MEMORANDUM / AGENDA SETTING – None.
9. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES
REPORTS
Councilmembers reported on several local and regional meetings they attended recently.
10. ADJOURNMENT
The meeting adjourned at 8:50 p.m.
_________________________ _________________________
Judith Hasko, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its July 23, 2025 regular meeting.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: July 23, 2025
RE: Review and Accept Warrant List
RECOMMENDATION:
1. Review and accept the following Warrant List for the month of July:
07/23/2025 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 payments by fund.
Date
Ending
Warrant #
Warrant 7/23/2025 5258 5328 71 695,221.40 7/24/2025 6/25/2025 5257 Attached are Warrant Lists for:
Prior Warrant List
Type of Warrant Date
Starting
Warrant #
Ending
Warrant #
Total
Warrants Amount
Warrants
Released
Fund Date Amount
General 7/23/2025 550,278.55
Open Space 7/23/2025 4,150.00
Library 7/23/2025 8,657.19
Gas Tax 7/23/2025 36,357.08
Measure M 7/23/2025 1,195.00
Measure W 7/23/2025 1,533.80
Capital Projects 7/23/2025 17,875.53
Customer Deposits 7/23/2025 75,174.25
Total $ 695,221.40
Payments by Fund
TOWN OF PORTOLA VALLEY
STAFF REPORT
Warrant List July 23, 2025
The following table lists the warrants issued as EFT/ACH payments. EFT/ACH payments are recurring payments for contributions related to retirement and deferred compensation, workers’ compensation premiums, and utilities, etc.
The following table lists the warrants that were voided and the reason for the voided transaction.
The following table lists the warrants issued outside of the scheduled warrant list cycle for various reasons, such as processing error, reissuing a voided check, or employee separation.
DISCLOSURE
This warrant list includes the annual insurance payment for liability and property coverage for the Town and is the reason for the higher than usual total dollar amount for the warrant list.
For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].
ATTACHMENTS
1. 07/23/2025 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
7/23/2025 5260 Bank of America 101 Various June Credit Card Charges $ 4,387.94 7/23/2025 5262 CalPERS 101 Various June Pension/July UAL 37,285.57 7/23/2025 5271 Granicus 101 610 Agenda Management Software 8,307.17 7/23/2025 5275 MissionSquare Retirement 101 Various July Deferred Compensation 10,076.14 7/23/2025 5278 Jeannie Goldman 101 410 Spring 2025 Classes 10,658.00 7/23/2025 5279 Krupka Consulting 213 710 RRFB Project 980.80 7/23/2025 5285 Navia Benefit Solutions 101 Various July Employee Deductions 686.66 7/23/2025 5290 PERS Health 101 Various Aug Medical Premium 16,815.03 7/23/2025 5291 PG&E 101 Various June Utilities 1,470.94 7/23/2025 5298 State Compensation Ins Fund 101 Various July Workers Comp 2,600.08 7/23/2025 5299 Verizon Wireless 101 610 June Charges 836.33 7/23/2025 5313 Krisch & Company 101 140 June Services 602.75 7/23/2025 5317 Amazon Capital Services, Inc 101 Various Advertising 470.67 Warrants issued as ACH/EFT
Date Warrant # Issued to Fund Dept Reason Amount
Warrants Voided
Date Warrant # Issued to Fund Dept Purpose Amount
Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
7/23/2025 5293 PLAN JPA 101 610 Annual Insurance Premium 236,060.00$ Disclosure
TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
July 23, 2025
Claims totaling $695,221.40 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
Attachment 1
apachreg Town of Portola Valley mmagahiz 07/17/2025 17:31 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5258 20 ALLIANT INSURANCE SERVICES 432.00 07/23/255259 41 AT&T 306.99 07/23/255260 44 BANK OF AMERICA 4,387.94 07/23/25 EFTPS5261 78 CALIFORNIA WATER SERVICE CO 20,353.90 07/23/255262 80 CALPERS 37,285.57 07/23/25 EFTPS5263 121 SCA OF CA, LLC 2,095.00 07/23/255264 124 COMCAST 748.33 07/23/255265 129 COTTON SHIRES & ASSOC. INC. 14,469.75 07/23/255266 131 CPRS 170.00 07/23/255267 135 CSG CONSULTANTS INC 20,390.00 07/23/255268 176 EXCEL LD 28.76 07/23/255269 193 GO NATIVE INC 9,526.00 07/23/255270 195 GOOD CITY COMPANY 38,127.75 07/23/255271 200 GRANICUS 8,307.17 07/23/25 ACH5272 203 GREEN HALO SYSTEMS 114.00 07/23/255273 213 HILLYARD INC 806.18 07/23/255274 215 HORIZON 818.47 07/23/255275 218 MISSIONSQUARE RETIREMENT 10,076.14 07/23/25 EFTPS5276 227 INTERSTATE TRAFFIC CNTRL 2,002.38 07/23/255277 234 J. W. ENTERPRISES 546.88 07/23/255278 245 JEANNIE GOLDMAN 10,658.00 07/23/25 ACH5279 275 KRUPKA CONSULTING 980.80 07/23/25 ACH5280 276 KUTZMANN & ASSOCIATES 50,458.31 07/23/255281 292 LYNCH ELECTRIC & SONS INC 1,430.00 07/23/255282 293 LYNGSO GARDEN MATERIALS INC 78.09 07/23/255283 295 LYNX TECHNOLOGIES INC 675.00 07/23/255284 324 MIRANDAS LANDSCAPE 2,963.96 07/23/255285 330 NAVIA BENEFIT SOLUTIONS 686.66 07/23/25 EFTPS5286 330 NAVIA BENEFIT SOLUTIONS 200.00 07/23/255287 334 NOLTE ASSOCIATES INC 37,529.25 07/23/255288 337 O. NELSON & SON INC. 1,888.00 07/23/255289 359 PENINSULA SCREEN SHOP 3,499.21 07/23/255290 364 PERS HEALTH 16,815.03 07/23/25 EFTPS5291 367 PG&E 1,470.94 07/23/25 EFTPS5292 373 PITNEY BOWES INC. 512.48 07/23/255293 374 PLAN JPA 236,060.00 07/23/255294 375 PLATINUM FACILITY SERVICES 9,976.68 07/23/255295 376 PORTOLA VALLEY HARDWARE 356.70 07/23/255296 403 RON RAMIES AUTOMOTIVE INC. 4,387.66 07/23/255297 445 STANDARD INSURANCE CO. 543.13 07/23/255298 448 STATE COMP INSURANCE FUND 2,600.08 07/23/25 EFTPS5299 489 VERIZON WIRELESS 836.33 07/23/25 EFTPS5300 505 WOODSIDE FIRE PROTECTION DISTR 16,275.40 07/23/255301 518 GOT GOPHERS? 1,050.00 07/23/255302 522 NEW PATH LANDSCAPE SERVICES 30,604.70 07/23/25
apachreg Town of Portola Valley mmagahiz 07/17/2025 17:31 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 5303 537 HOUSING ENDOWM. AND REG. TRUST 1,777.74 07/23/255304 545 W H DEMPSEY ENGINEERING LLC 7,000.00 07/23/255305 547 ALPINE W. MENLO LITTLE LEAGUE 500.00 07/23/255306 578 COUNTY OF SAN MATEO - LAFCO 711.00 07/23/255307 860 STEPFORD 13,119.95 07/23/255308 911 CIVICPLUS LLC 2,302.68 07/23/255309 914 UNITED MECHANICAL INC 3,251.25 07/23/255310 1016 SHUTE, MIHALY & WEINBERGER LLP 15,697.70 07/23/255311 1018 V&B GRADING INC. 15,987.53 07/23/255312 1037 BAY AREA REROOFING 1,000.00 07/23/255313 1067 KRISCH & COMPANY 602.75 07/23/25 ACH5314 1118 STERICYCLE, LNC. DBA SHRED-LT 117.23 07/23/255315 1135 GOVERNMENTJOBS.COM DBA NEOGOV 894.60 07/23/255316 1139 BELKORP AG, LLC 1,923.11 07/23/255317 1152 AMAZON CAPITAL SERVICES, INC 470.67 07/23/25 EFTPS5318 1175 ELIZABETH WINKELMAN 100.00 07/23/255319 1195 LEAF CAPITAL FUNDING, LLC 412.89 07/23/255320 1204 SHUMS CODA ASSOCIATES 11,287.50 07/23/255321 1216 WIZIX TECHNOLOGY GROUP, INC. 52.63 07/23/255322 1217 WBCP, INC. 9,810.55 07/23/255323 1261 DAVID FLORES 2,112.00 07/23/255324 1262 KATHRYN WANG 830.00 07/23/255325 1265 MARRNE & MARRONE 1,000.00 07/23/255326 1266 CITY OF ATHERTON 130.00 07/23/255327 1267 ANGELA BRUGIONI 100.00 07/23/255328 1268 PENINSULA INTERCLUB PICKLEBALL 500.00 07/23/25Check totals: 600,043.32ACH totals: 20,548.72EFTPS totals: 74,629.36Wire transfer totals:Payment Manager totals:GRAND TOTALS 695,221.40Check totals: 600,043.32ACH totals: 20,548.72EFTPS totals: 74,629.36Wire transfer totals:Payment Manager totals:GRAND TOTALS 695,221.40
apackfnd Checks by Fund - 07/23/25 to 07/23/25 Page 1
Town of Portola Valley 07/17/2025 mmagahiz 17:33
Vendor Name Invoice Description Invoice Amt.
Fund 101 Dept Balance Sheet
ALPINE W. MENLO LITTLE LEAGUE Field Deposit Refund 500.00ANGELA BRUGIONI Deposit Refund - Picnic Table 100.00CALPERS June Retirement- CLASSIC 6,181.76CALPERS June Retirement- PEPRA 17,123.89ELIZABETH WINKELMAN Deposit Refund - Picnic Table 100.00MISSIONSQUARE RETIREMENT Deferred Comp - Jul 15, 2025 5,051.64MISSIONSQUARE RETIREMENT Deferred Comp - Jun 30, 2025 5,024.50NAVIA BENEFIT SOLUTIONS Navia Benefit 06/30/2025 343.33 NAVIA BENEFIT SOLUTIONS Navia Benefit 07/15/2025 343.33 PENINSULA INTERCLUB PICKLEBALL Deposit Refund - Field Rental 500.00PERS HEALTH August Health 16,815.03 -----------------
Fund 101 Dept Total 52,083.48
Fund 101 Dept 110 Town Council
CITY OF ATHERTON Council of Cities Dinner Judit 130.00
-----------------
Fund 101 Dept 110 Total 130.00
Fund 101 Dept 120 Town Manager
BANK OF AMERICA June Credit Card Statement 250.00STANDARD INSURANCE CO. LTD/Life Premium 543.13STATE COMP INSURANCE FUND Premium 7/06/2025-8/06/2025 2,600.08WBCP, INC. Town Manager 9,810.55 -----------------
Fund 101 Dept 120 Total 13,203.76
Fund 101 Dept 130 Town Clerk
CIVICPLUS LLC Full Service Plus Supplem Subs 2,302.68
-----------------
Fund 101 Dept 130 Total 2,302.68
Fund 101 Dept 140 Finance
KRISCH & COMPANY Professional Services - June 2 602.75
-----------------
Fund 101 Dept 140 Total 602.75
Fund 101 Dept 220 Fire Services
apackfnd Checks by Fund - 07/23/25 to 07/23/25 Page 2
Town of Portola Valley 07/17/2025 mmagahiz 17:33
Vendor Name Invoice Description Invoice Amt.
WOODSIDE FIRE PROTECTION DISTR 6/01/25-6/30/25 Fire Mitigatio 16,275.40 -----------------
Fund 101 Dept 220 Total 16,275.40
Fund 101 Dept 310 Planning Division
CSG CONSULTANTS INC Jun Code Enforcement Bldg Svcs 2,142.00GOOD CITY COMPANY Planning Consultant Services - 16,178.50LYNX TECHNOLOGIES INC GIS Professional Services in J 675.00SHUMS CODA ASSOCIATES Sr Permit Tech Services provid 5,643.75 -----------------
Fund 101 Dept 310 Total 24,639.25
Fund 101 Dept 320 Building Division
CSG CONSULTANTS INC Jun Code Enforcement Bldg Svcs 17,408.00GREEN HALO SYSTEMS July Hosting & Access 114.00 KUTZMANN & ASSOCIATES May 25 Plan Checks 34,925.54
KUTZMANN & ASSOCIATES Jun 25 Plan Checks 15,532.77
SHUMS CODA ASSOCIATES Sr Permit Tech Services provid 5,643.75 -----------------
Fund 101 Dept 320 Total 73,624.06
Fund 101 Dept 330 Code Compliance
CSG CONSULTANTS INC Jun Code Enforcement Bldg Svcs 840.00 -----------------
Fund 101 Dept 330 Total 840.00
Fund 101 Dept 410 Community Hall
ALLIANT INSURANCE SERVICES Premium Town Special Event Lia 432.00DAVID FLORES Summer 2025 Classes 2,112.00 GO NATIVE INC Town Center Landscape Maint, M 3,175.33JEANNIE GOLDMAN SPRING 2025 Classes 10,658.00KATHRYN WANG CPASS Refund 830.00PLATINUM FACILITY SERVICES Janitorial Services - June 202 1,081.49PLATINUM FACILITY SERVICES Janitorial Services Detail Cle 1,680.00 -----------------
Fund 101 Dept 410 Total 19,968.82
Fund 101 Dept 420 Field Rentals
GOT GOPHERS? Town Fields Gopher Trapping- J 1,050.00
apackfnd Checks by Fund - 07/23/25 to 07/23/25 Page 3
Town of Portola Valley 07/17/2025 mmagahiz 17:33
Vendor Name Invoice Description Invoice Amt.
J. W. ENTERPRISES Handicap Unit Rental & Service 315.44J. W. ENTERPRISES Handicap Unit Rental & Service 231.44MIRANDAS LANDSCAPE Landscape Services 330.26MIRANDAS LANDSCAPE Landscape Services 2,633.70 -----------------
Fund 101 Dept 420 Total 4,560.84
Fund 101 Dept 510 Public Works
BANK OF AMERICA June Credit Card Statement 539.66BELKORP AG, LLC Part Replacement 1,923.11CPRS FY25-26 Member Dues, J. Bixby 170.00GO NATIVE INC Town Center Landscape Maint, M 3,175.33HILLYARD INC Janitorial Supplies 806.18 HORIZON Valve Steel Equipment Maintena 818.47 LYNGSO GARDEN MATERIALS INC Black Mini Chip Sack 12-Town C 78.09NOLTE ASSOCIATES INC Apr-May 25 Applicant Charges & 472.75NOLTE ASSOCIATES INC Mar 25 Applicant Charges & PW 684.25PENINSULA SCREEN SHOP Window Screen Repairs 2,237.63 PLATINUM FACILITY SERVICES Janitorial Services - June 202 2,296.91 PLATINUM FACILITY SERVICES Janitorial Services - June 202 448.01PLATINUM FACILITY SERVICES Janitorial Services Detail Cle 1,680.00PORTOLA VALLEY HARDWARE June Statement Tools 356.70 RON RAMIES AUTOMOTIVE INC. 1987 Ford E-150 1,050.66RON RAMIES AUTOMOTIVE INC. 2014 Ford F-250 Super Duty XL 1,246.00RON RAMIES AUTOMOTIVE INC. 2014 Ford F-250 Super Duty XL 1,448.86RON RAMIES AUTOMOTIVE INC. June Fuel Statement 642.14UNITED MECHANICAL INC HVAC AC/HEAT Repair & material 1,194.00UNITED MECHANICAL INC HVAC AC/HEAT Repair & maintena 2,057.25 -----------------
Fund 101 Dept 510 Total 23,326.00
Fund 101 Dept 610 Non-Departmental
AMAZON CAPITAL SERVICES, INC Office Supplies 62" Phone Trip 192.93 AMAZON CAPITAL SERVICES, INC Office Supplies Kleenex- Jun 2 47.84 AMAZON CAPITAL SERVICES, INC Office Supplies USB Charger- J 25.15 AMAZON CAPITAL SERVICES, INC Office Supplies White Square P 83.98 AMAZON CAPITAL SERVICES, INC Office Supplies Thank you Card 10.88 AMAZON CAPITAL SERVICES, INC Office Supplies Wireless Mouse 90.21 AMAZON CAPITAL SERVICES, INC Office Supplies USB Multi-Port 19.68AT&T June Statement 61.61AT&T June Statement 183.77AT&T June Statement 61.61BANK OF AMERICA June Credit Card Statement 3,598.28CALIFORNIA WATER SERVICE CO Water Service 6/12/25 - 7/10/2 20,353.90CALPERS July UAL CLASSIC 13,579.75
apackfnd Checks by Fund - 07/23/25 to 07/23/25 Page 4
Town of Portola Valley 07/17/2025 mmagahiz 17:33
Vendor Name Invoice Description Invoice Amt.
CALPERS July UAL PEPRA 400.17COMCAST WIFI-7.21.2025-8.20.2025 232.27COMCAST WIFI-7.16.2025-8.15.2025 516.06COUNTY OF SAN MATEO - LAFCO FY2025-26 LAFCO Apportionment 711.00EXCEL LD June Telephone LD Services 28.76 GOVERNMENTJOBS.COM DBA NEOGOV Gov Jobs Subscription Fee 894.60GRANICUS PEAK Agenda GovMeetings Softwa 8,307.17 HOUSING ENDOWM. AND REG. TRUST FY2024- 2025 Annual Contributi 1,361.00HOUSING ENDOWM. AND REG. TRUST FY2023- 2024 Annual Contributi 416.74LEAF CAPITAL FUNDING, LLC Toshiba Printer Copy Lease 412.89NAVIA BENEFIT SOLUTIONS June 2025 Monthly Fee 200.00 PG&E June Statement 1,470.94PITNEY BOWES INC. Postage Meter Rental, Equipmen 512.48PLAN JPA FY25-26 Gen Liability/Property 236,060.00 SHUTE, MIHALY & WEINBERGER LLP May Legal Service 14,761.70STEPFORD Monthly Service Charges 07/01/ 3,920.00STEPFORD Veeam Backup and Replication f 621.50STEPFORD AV Closet Network Switch Repla 1,099.95STEPFORD Email Archiv Office 365 integr 3,200.00STEPFORD Adobe Pro Cloud Enterprise Ren 4,278.50 STERICYCLE, LNC. DBA SHRED-LT Paper Shredding Services 117.23VERIZON WIRELESS June Cellular 836.33WIZIX TECHNOLOGY GROUP, INC. Printer 52.63 -----------------
Fund 101 Dept 610 Total 318,721.51
-----------------
Fund 101 Total 550,278.55
Fund 204 Dept 725 Open Space
W H DEMPSEY ENGINEERING LLC Mow Springdown Frog Pond Ford 4,150.00 -----------------
Fund 204 Dept 725 Total 4,150.00
-----------------
Fund 204 Total 4,150.00
Fund 205 Dept 510 Public Works
GO NATIVE INC Town Center Landscape Maint, M 3,175.34 LYNCH ELECTRIC & SONS INC Service Call - Ballast Fixture 1,430.00PENINSULA SCREEN SHOP Window Screen Repairs 1,261.58 PLATINUM FACILITY SERVICES Janitorial Services - June 202 1,110.27 PLATINUM FACILITY SERVICES Janitorial Services Detail Cle 1,680.00
apackfnd Checks by Fund - 07/23/25 to 07/23/25 Page 5
Town of Portola Valley 07/17/2025 mmagahiz 17:33
Vendor Name Invoice Description Invoice Amt.
-----------------
Fund 205 Dept 510 Total 8,657.19
-----------------
Fund 205 Total 8,657.19
Fund 206 Dept 220 Fire Services
W H DEMPSEY ENGINEERING LLC Mow Springdown Frog Pond Ford 2,850.00 -----------------
Fund 206 Dept 220 Total 2,850.00
Fund 206 Dept 510 Public Works
INTERSTATE TRAFFIC CNTRL Various Road and Traffic Signs 2,002.38 NEW PATH LANDSCAPE SERVICES Roadside Mowing Weed Abatement 28,000.00 NEW PATH LANDSCAPE SERVICES Roadside Mowing Weed Abatement 2,604.70SCA OF CA, LLC June Litter/Street Clean 900.00 -----------------
Fund 206 Dept 510 Total 33,507.08
-----------------
Fund 206 Total 36,357.08
Fund 212 Dept 510 Public Works
SCA OF CA, LLC June Litter/Street Clean 1,195.00
-----------------
Fund 212 Dept 510 Total 1,195.00
-----------------
Fund 212 Total 1,195.00
Fund 213 Dept 710 Roads & Right-of-Way
KRUPKA CONSULTING Traffic Planning BEACONS 980.80NOLTE ASSOCIATES INC Apr-May 25 Applicant Charges & 87.00NOLTE ASSOCIATES INC Mar 25 Applicant Charges & PW 466.00 -----------------
Fund 213 Dept 710 Total 1,533.80
apackfnd Checks by Fund - 07/23/25 to 07/23/25 Page 6
Town of Portola Valley 07/17/2025 mmagahiz 17:33
Vendor Name Invoice Description Invoice Amt.
-----------------
Fund 213 Total 1,533.80
Fund 401 Dept 715 Trails
O. NELSON & SON INC. Clean up Alphine Road 6/19/25 1,888.00V&B GRADING INC. Resurface eroded Trails 15,987.53 -----------------
Fund 401 Dept 715 Total 17,875.53
-----------------
Fund 401 Total 17,875.53
Fund 701 Dept 340 Customer Deposits
BAY AREA REROOFING Deposit Refund - 18 Tagus Ct 1,000.00 COTTON SHIRES & ASSOC. INC. May-Jul 25 Applicant Charges 14,469.75GOOD CITY COMPANY Planning Consultant Services - 21,949.25MARRNE & MARRONE Deposit Refund - 127 Solana Rd 1,000.00NOLTE ASSOCIATES INC Apr-May 25 Applicant Charges & 19,728.50NOLTE ASSOCIATES INC Mar 25 Applicant Charges & PW 16,090.75 SHUTE, MIHALY & WEINBERGER LLP May Legal Service 936.00 -----------------
Fund 701 Dept 340 Total 75,174.25
-----------------
Fund 701 Total 75,174.25
-----------------
**** Grand Total 695,221.40
* * * End of Report * * *
.
apapdinv2 mmagahiz Town of Portola Valley Page 1
17:32 07/17/25 Paid Invoices by Date
From: 07/23/2025 to 07/23/2025
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 20 ALLIANT INSURANCE SERVICES
07/23/25 5258 Premium Town Special Event Liability Insurance 432.00 432.00 07162025 Vendor: 41 AT&T
5259 June Statement 306.99 61.61 000023731022
June Statement 183.77 000023731023June Statement 61.61 000023731024 Vendor: 44 BANK OF AMERICA
5260 June Credit Card Statement 4,387.94 4,387.94 1388-JUN25 Vendor: 78 CALIFORNIA WATER SERVICE CO
5261 Water Service 6/12/25 - 7/10/25 20,353.90 20,353.90 JUN-2025 Vendor: 80 CALPERS
5262 June Retirement- CLASSIC 37,285.57 6,181.76 100000017922129 June Retirement- PEPRA 17,123.89 100000017922151July UAL CLASSIC 13,579.75 100000017972206July UAL PEPRA 400.17 100000017972218 Vendor: 121 SCA OF CA, LLC
5263 June Litter/Street Clean 2,095.00 2,095.00 2025-006311 Vendor: 124 COMCAST
5264 WIFI-7.21.2025-8.20.2025 748.33 232.27 1945-AUG25
WIFI-7.16.2025-8.15.2025 516.06 7290-JUL25
Vendor: 129 COTTON SHIRES & ASSOC. INC.
5265 May-Jul 25 Applicant Charges 14,469.75 14,469.75 2025-MAY-JUL Vendor: 131 CPRS
5266 FY25-26 Member Dues, J. Bixby 170.00 170.00 136550-FY25-26 Vendor: 135 CSG CONSULTANTS INC
5267 Jun Code Enforcement Bldg Svcs, Permit Tech In House Plan 20,390.00 20,390.00 JUN-2025 Vendor: 176 EXCEL LD
5268 June Telephone LD Services 28.76 28.76 1199812730
Vendor: 193 GO NATIVE INC
5269 Town Center Landscape Maint, May 12, 13 and Jun 11 9,526.00 9,526.00 3956 Vendor: 195 GOOD CITY COMPANY
5270 Planning Consultant Services - Jun 2025 38,127.75 38,127.75 4276
.
apapdinv2 mmagahiz Town of Portola Valley Page 2
17:32 07/17/25 Paid Invoices by Date
From: 07/23/2025 to 07/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 200 GRANICUS
5271 PEAK Agenda GovMeetings Software 8,307.17 8,307.17 185983 Vendor: 203 GREEN HALO SYSTEMS
5272 July Hosting & Access 114.00 114.00 5851
Vendor: 213 HILLYARD INC
5273 Janitorial Supplies 806.18 806.18 605878013
Vendor: 215 HORIZON
5274 Valve Steel Equipment Maintenance 818.47 818.47 1N635743 Vendor: 218 MISSIONSQUARE RETIREMENT
5275 Deferred Comp - Jun 30, 2025 10,076.14 5,024.50 JUN-202530 Deferred Comp - Jul 15, 2025 5,051.64 JUL-202515
Vendor: 227 INTERSTATE TRAFFIC CNTRL
5276 Various Road and Traffic Signs 2,002.38 2,002.38 270625 Vendor: 234 J. W. ENTERPRISES
5277 Handicap Unit Rental & Services 546.88 315.44 267231 Handicap Unit Rental & Services 231.44 267232
Vendor: 245 JEANNIE GOLDMAN
5278 SPRING 2025 Classes 10,658.00 10,658.00 SPRING-2025 Vendor: 275 KRUPKA CONSULTING
5279 Traffic Planning BEACONS 980.80 980.80 1466
Vendor: 276 KUTZMANN & ASSOCIATES
5280 Jun 25 Plan Checks 50,458.31 15,532.77 2015981
May 25 Plan Checks 34,925.54 1826092
Vendor: 292 LYNCH ELECTRIC & SONS INC
5281 Service Call - Ballast Fixtures Repair Library 1,430.00 1,430.00 2025.405 Vendor: 293 LYNGSO GARDEN MATERIALS INC
5282 Black Mini Chip Sack 12-Town Center 78.09 78.09 52781 Vendor: 295 LYNX TECHNOLOGIES INC
5283 GIS Professional Services in June 2025 675.00 675.00 10450 Vendor: 324 MIRANDAS LANDSCAPE
5284 Landscape Services 2,963.96 330.26 2037
.
apapdinv2 mmagahiz Town of Portola Valley Page 3
17:32 07/17/25 Paid Invoices by Date
From: 07/23/2025 to 07/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
07/23/25 5284 Landscape Services 2,963.96 2,633.70 2040 Vendor: 330 NAVIA BENEFIT SOLUTIONS
5285 Navia Benefit 06/30/2025 686.66 343.33 06302025
Navia Benefit 07/15/2025 343.33 07152025
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5286 June 2025 Monthly Fee 200.00 200.00 10985183
Vendor: 334 NOLTE ASSOCIATES INC
5287 Mar 25 Applicant Charges & PW Support 37,529.25 17,241.00 MAR-2025 Apr-May 25 Applicant Charges & PW Support 20,288.25 APR-MAY-2025 Vendor: 337 O. NELSON & SON INC.
5288 Clean up Alphine Road 6/19/25 1,888.00 1,888.00 271 Vendor: 359 PENINSULA SCREEN SHOP
5289 Window Screen Repairs 3,499.21 3,499.21 1190
Vendor: 364 PERS HEALTH
5290 August Health 16,815.03 16,815.03 100000017992929
Vendor: 367 PG&E
5291 June Statement 1,470.94 1,470.94 JUN-2025
Vendor: 373 PITNEY BOWES INC.
5292 Postage Meter Rental, Equipment & Svc 7/02/24-7/01/2025 512.48 512.48 1027720371 Vendor: 374 PLAN JPA
5293 FY25-26 Gen Liability/Property Program Contributions 236,060.00 236,060.00 PLAN-0341 Vendor: 375 PLATINUM FACILITY SERVICES
5294 Janitorial Services - June 2025 9,976.68 4,488.67 51000 Janitorial Services - June 2025. Fridays disinfection svcs 448.01 51001Janitorial Services Detail Cleaning - June 2025 5,040.00 51061 Vendor: 376 PORTOLA VALLEY HARDWARE
5295 June Statement Tools 356.70 356.70 193-JUN25
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
5296 June Fuel Statement 4,387.66 642.14 G20250630-4
2014 Ford F-250 Super Duty XL 1,246.00 808942014 Ford F-250 Super Duty XL 1,448.86 808951987 Ford E-150 1,050.66 80461
.
apapdinv2 mmagahiz Town of Portola Valley Page 4
17:32 07/17/25 Paid Invoices by Date
From: 07/23/2025 to 07/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 445 STANDARD INSURANCE CO.
5297 LTD/Life Premium 543.13 543.13 2025-JUN
Vendor: 448 STATE COMP INSURANCE FUND
5298 Premium 7/06/2025-8/06/2025 2,600.08 2,600.08 1002558373 Vendor: 489 VERIZON WIRELESS
5299 June Cellular 836.33 836.33 6116930804
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
5300 6/01/25-6/30/25 Fire Mitigation Crew Support 16,275.40 16,275.40 WFPDCREW-202506 Vendor: 518 GOT GOPHERS?
5301 Town Fields Gopher Trapping- Jun 2025 1,050.00 1,050.00 85752 Vendor: 522 NEW PATH LANDSCAPE SERVICES
5302 Roadside Mowing Weed Abatement Maintenance 30,604.70 28,000.00 11079 Roadside Mowing Weed Abatement Maintenance 2,604.70 11394 Vendor: 537 HOUSING ENDOWM. AND REG. TRUST
5303 FY2023- 2024 Annual Contribution remaining portion pymt 1,777.74 416.74 872 FY2024- 2025 Annual Contribution 1,361.00 1156
Vendor: 545 W H DEMPSEY ENGINEERING LLC
5304 Mow Springdown Frog Pond Ford OS Buck Meadows Fire Mitig 7,000.00 7,000.00 2144 Vendor: 547 ALPINE W. MENLO LITTLE LEAGUE
5305 Field Deposit Refund 500.00 500.00 PROF-25-18
Vendor: 578 COUNTY OF SAN MATEO - LAFCO
5306 FY2025-26 LAFCO Apportionment 711.00 711.00 FY2025-26_LAFCO Vendor: 860 STEPFORD
5307 Monthly Service Charges 07/01/2025 THRU 07/31/2025 13,119.95 3,920.00 2501942 Veeam Backup and Replication for Disaster Recovery - Jul 25 621.50 2501943AV Closet Network Switch Replacement Jul 25 1,099.95 2501953Email Archiv Office 365 integr Annual Charge 7/1/25-6/30/26 3,200.00 2501954Adobe Pro Cloud Enterprise Renewal Expires 7/8/2026 4,278.50 2501971 Vendor: 911 CIVICPLUS LLC
5308 Full Service Plus Supplem Subscription 8/30/25-8/29/26 2,302.68 2,302.68 339656 Vendor: 914 UNITED MECHANICAL INC
5309 HVAC AC/HEAT Repair & material bearings Community Hall 3,251.25 1,194.00 103717
.
apapdinv2 mmagahiz Town of Portola Valley Page 5
17:32 07/17/25 Paid Invoices by Date
From: 07/23/2025 to 07/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
07/23/25 5309 HVAC AC/HEAT Repair & maintenance 3,251.25 2,057.25 104182 Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
5310 May Legal Service 15,697.70 15,697.70 MAY-25-SMW
Vendor: 1018 V&B GRADING INC.
5311 Resurface eroded Trails 15,987.53 15,987.53 5689-2 Vendor: 1037 BAY AREA REROOFING
5312 Deposit Refund - 18 Tagus Ct 1,000.00 1,000.00 BLDR0238-2025 Vendor: 1067 KRISCH & COMPANY
5313 Professional Services - June 2025 602.75 602.75 57178 Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
5314 Paper Shredding Services 117.23 117.23 8011264429
Vendor: 1135 GOVERNMENTJOBS.COM DBA NEOGOV
5315 Gov Jobs Subscription Fee 894.60 894.60 INV-129096 Vendor: 1139 BELKORP AG, LLC
5316 Part Replacement 1,923.11 1,923.11 1105294
Vendor: 1152 AMAZON CAPITAL SERVICES, INC
5317 Office Supplies Thank you Cards- Jun 17 25 470.67 10.88 1L7T-71JP-3P1P Office Supplies Wireless Mouse- Jun 17 25 90.21 1PWD-FRK9-X6TYOffice Supplies Kleenex- Jun 28 25 47.84 16GF-F46Q-TM6NOffice Supplies USB Charger- Jun 23 25 25.15 17CX-7G7X-CT17Office Supplies White Square Panels- Jul 1 25 83.98 1DLG-YLV3-WHG1Office Supplies USB Multi-Port Adapter- Jul 3 25 19.68 1VVV-9VFK-KFDCOffice Supplies 62" Phone Tripod Jul 14 25 192.93 14J7-FV74-4G1G Vendor: 1175 ELIZABETH WINKELMAN
5318 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-28 Vendor: 1195 LEAF CAPITAL FUNDING, LLC
5319 Toshiba Printer Copy Lease 412.89 412.89 18589016
Vendor: 1204 SHUMS CODA ASSOCIATES
5320 Sr Permit Tech Services provided by SCA for May -June 11,287.50 11,287.50 11263 Vendor: 1216 WIZIX TECHNOLOGY GROUP, INC.
5321 Printer 52.63 52.63 502932
.
apapdinv2 mmagahiz Town of Portola Valley Page 6
17:32 07/17/25 Paid Invoices by Date
From: 07/23/2025 to 07/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1217 WBCP, INC.
5322 Town Manager 9,810.55 9,810.55 7393
Vendor: 1261 DAVID FLORES
5323 Summer 2025 Classes 2,112.00 2,112.00 SUMMER-2025
Vendor: 1262 KATHRYN WANG
5324 CPASS Refund 830.00 830.00 17897262
Vendor: 1265 MARRNE & MARRONE
5325 Deposit Refund - 127 Solana Rd 1,000.00 1,000.00 BLDR0090-2024 Vendor: 1266 CITY OF ATHERTON
5326 Council of Cities Dinner Judith Hasko and Craig Taylor 130.00 130.00 07252025 Vendor: 1267 ANGELA BRUGIONI
5327 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-22 Vendor: 1268 PENINSULA INTERCLUB PICKLEBALL
5328 Deposit Refund - Field Rental 500.00 500.00 PROF-25-25 Check Date Totals 695,221.40
Grand Total 695,221.40
________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Robert Burtt, Town Engineer
DATE: July 23, 2025
RE: Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account Funding and Submittal of a Proposed Project list
RECOMMENDATION
Staff recommends that the Town Council adopt the attached resolution approving a project list to comply with SB-1 funding requirements as required annually.
BACKGROUND
On April 28, 2017, the Governor signed Senate Bill 1 (SB 1), Road Repair and Accountability Act of 2017, to address transportation funding shortfalls statewide.
SB 1 established a Road Maintenance and Rehabilitation Account (RMRA) in the State Transportation Fund. Beginning in January 2018, the State Controller deposited funds generated from increased fuel taxes and vehicle registration fees into the RMRA. A portion of the RMRA funds are distributed on a monthly basis to cities for basic road maintenance, rehabilitation and critical safety projects on local streets and road systems.
In Fiscal Year 2025-2026, the estimated amount the Town will receive from the RMRA is $120,169. A project list for 2025-2026 was approved by the Town Council on June 11, 2025. Estimates were provided by CaliforniaCityFinance.com.
DISCUSSION
SB 1 emphasizes the importance of accountability and transparency in the delivery of California's transportation programs. In order to be eligible for RMRA funding, cities must annually adopt a resolution with a list of projects they intent to fund with SB1 funding in the upcoming fiscal year.
Staff recommends that the funding be applied towards the Town’s Annual Street Resurfacing Project, which has been included in the Proposed Budget for Fiscal Year 2025-2026. The funds can be used on a previous or future submitted project.
TOWN OF PORTOLA VALLEY
STAFF REPORT
Senate Bill 1 Road Maintenance and Rehabilitation Account Funding
July 23, 2025
The project list includes project description, locations, completion schedule, anticipated useful life and other information required by the program. The project locations and dates are considered flexible, which allows for changes, substitutions, additions, or removal of roadways. This is helpful as staff will be in the process of developing the scope of the 2025-2026 street resurfacing project. The current project list (Attachment 1) is derived from the Town’s Pavement Management System, based on a program that was developed by the Metropolitan Transportation Commission. This draft list was compiled in order to receive SB 1 funding and does not represent the complete list or final list of street projects for the upcoming fiscal year.
FISCAL IMPACT
Funding from multiple sources, including SB1/RMRA funds of approximately $120,169 for the construction of the Annual Street Resurfacing project will be considered in the Proposed Budget for Fiscal Year 2025-2026 under Capital Improvements. The funds are provided to the Town on a monthly basis.
ATTACHMENTS
1. Project list
2. Resolution
Attachment 1
PROPOSED SB-1 TRANSPORTATION FUNDING PROJECT LIST
Fiscal Year 2025/2026
Project Name: Street Resurfacing Project in the Town of Portola Valley
1. Project Description: As part of the Town’s annual street resurfacing program, this proposed project consists of street resurfacing and rehabilitation work consisting of base repairs, crack sealing, and asphalt overlay or slurry/surface seals. The primary factor for choosing the roadway segments included is the Pavement Condition Index (PCI) of each roadway. PCI is a measurement of a street’s condition derived through field inspections that utilize scoring criteria developed by the Metropolitan Transportation Commission’s (MTC) pavement management program.
2. Location of the Project:
a. Firethorn Way (Los Trancos to approximately 5 feet beyond 30 Firethorn Way vehicular entry point)
b. Cherokee Court (Cherokee Way to Cul de sac)
c. Peak Lane (Cervantes Road – Golden Oak Drive)
d. Pomponio (Horseshoe Bend to Cul de sac)
e. Deer Meadow Lane (Golden Hills Drive to Cul De Sac)
f. Corte Madera Road (Alpine Road to 170 Corte Madera Road) g. Cherokee Way (Cherokee Court to Cervantes Road)
h. Escobar Road (Conform at 131 Escobar Road to Cul De Sac) i. Westridge Drive (200' N/O Degas Road to Cal Water Pump near 909 Westridge Drive)
j. Campo Drive (Corte Madera Road to End)
3. Schedule of Completion: Construction of the project is estimated to be complete by December 2027.
4. Estimated Useful Life:
Resurfacing and rehabilitation work will extend life expectancy of these streets as shown below:
• Slurry/Surface seals 4 – 6 years
• Asphalt Overlay 10-15 years
RESOLUTION NO. 2975-2025
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2025-26 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our Town are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the Town must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the Town, will receive an estimated $120,169 in RMRA funding in Fiscal Year 2025-26 from SB 1; and
WHEREAS, this is the ninth year in which the Town is receiving SB 1 funding and will enable the Town to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and
WHEREAS, the Town has undergone a robust public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the Town used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and costeffective projects that also meet the communities priorities for transportation investment; and
WHEREAS, the funding from SB 1 will help the Town maintain and rehabilitate the listed roads, and many similar projects into the future.
Attachment 2
WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.
NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the Town Council of the Town of Portola Valley, State of California, as follows:
1. The foregoing recitals are true and correct.
2. The fiscal year 2025-26 list of projects planned to be funded with Road Maintenance and Rehabilitation Account revenues include: See Attachment 1 for project list.
PASSED AND ADOPTED this 23rd day of July, 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
By: ___________________________
Judith Hasko, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Robert Burtt, Town Engineer
DATE: July 23, 2025
RE: Contract Extension for Engineering and Plan Check Services with Nolte Associates, Inc., Doing Business as NV5, Inc.
RECOMMENDATION
Staff recommends that the Town Council extend the consulting contract with Nolte Associates, Inc. (doing business as NV5, Inc.) for engineering and plan check services for three years.
BACKGROUND
As a small municipality, the Town depends on various contractors to provide consulting services for many activities, including engineering, plan check, geotechnical, and building inspection services. The Town contracts with the consultants who provide these services.
DISCUSSION
Staff is satisfied with the service provided by NV5 and they have maintained a long-term plan checker with knowledge of the Town. Retaining the ability to utilize NV5 will provide continuity of service in engineering and plan check services. NV5 employs subject matter experts that can provide services and expertise to the Town on an as-needed, hourly basis. For the upcoming fiscal year 2025-26, NV5 is proposing a 2.5% increase per year to their current hourly rates.
FISCAL IMPACT
The plan checking and applicant related charges are pass through charges. For in-house services in FY 2025-26, the costs are accommodated within the FY 2025-26 budget.
ATTACHMENT
1. Fifth Amendment to Agreement Between the Town of Portola Valley and Nolte Associates, Inc.
TOWN OF PORTOLA VALLEY
STAFF REPORT
1 FIFTH AMENDMENT TO AGREEMENT
BETWEEN THE TOWN OF PORTOLA VALLEY AND NOLTE ASSOCIATES, INC.
This Amendment 5 (“Amendment”) is made as of July 23, 2025, with respect to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and Nolte Associates, Inc. dba NV5, Inc. (“Consultant”).
RECITALS
A. The Town and Consultant entered into the Agreement for engineering services on July 24, 2013.
B. The parties entered into Amendment No. 1 on June 22, 2016.
C. The parties entered into Amendment No. 2 on July 1, 2019.
D. The parties entered into Amendment No. 3 on June 23, 2021.
E. The parties entered into Amendment No. 4 on July 1, 2023.
D. The Town and Consultant desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, the Town and Consultant do hereby agree as follows:
1. Term. Section 5 of the Agreement is hereby amended to read as follows:
TERM. This Agreement shall remain in effect until June 30, 2028 or until terminated in accordance with Section 17.
2. Compensation. The compensation for services identified in Exhibit C of the Agreement is replaced in its entirety with the new fee schedule attached hereto and incorporated herein.
3. Agreement. Other than the amendments set forth herein, no other provisions of the Agreement are amended and all other provisions of the Agreement are in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 5 as of the date set forth above.
//
//
Attachment 1
2 TOWN OF PORTOLA VALLEY: NOLTE ASSOCIATES, INC dba NV5:
___________________________ __________________________
Judith Hasko, Mayor Name:
Authorized Representative
ATTEST:
___________________________
Veronica Dao, Town Clerk
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
Corie Stocker-Pedalino, Assistant Town Manager
DATE: July 23, 2025
RE: Bicycle, Pedestrian, and Traffic Safety Committee Charter Amendment
RECOMMENDATION
Staff recommends that the Town Council approve an amendment to the committee charter updating the regular meeting day from the first Wednesday to the first Friday of every month.
DISCUSSION
At its July 11, 2025 meeting, the Committee discussed the proposal of updating the charter to change its meeting day from Wednesday to Friday. The Committee voted unanimously to change the day (Attachment 1).
FISCAL IMPACT
There is no fiscal impact associated with the proposed charter amendment.
ATTACHMENTS
1. BPTS July 11, 2025 Meeting Minutes
2. Proposed Redlined BPTS Charter
TOWN OF PORTOLA VALLEY
STAFF REPORT
Meeting Convened at 8:05am, July 11th 2025
Bicycle pedestrian and traffic safety meeting
Roll Call:
Ed Holland (Chair) Kevin Welch, Angela Hay, Pat Baenen.
Public Comments
Council Liaison Helen Wolter invited the Committee to include a future agenda item concerning parking management
Approval of Minutes
No Questions were raised regarding the minutes, except the observation that they were minimal in extent.
Chair Holland proposed a motion to accept the minutes. This was seconded by Kevin Welch.
A vote to approve the minutes was held, and was carried unanimously Sheriff’s Report
No Sheriff’s department representative was present for the meeting. Chair Holland commented that Captain del Porto, had been contacted at least twice with the details of the meeting time. No further response was received after an initial acknowledgement.
Committee discussion noted that no incident reports have been received for at least 3 months
Liaison Wolter recommended to make contact with the Sheriff’s office again and to copy the Town Clerk and Town Manager
Public Works Update
No Discussion, item skipped as the Town Engineer, Mr Burtt is on vacation.
Regular Committee Business
1) Change to the Committee Charter.
The Committee discussed again the proposal to make a permanent change to the charter element which defines BPTS meeting schedule: the pre-existing meeting schedule of 8am on the first Wednesday each Month would change to the first Friday of each month, still at 8 am.
It was discussed that the time and schedule has been adopted for the two previous (May and June) and also the July meeting (as special meetings) and found to be agreeable to all members of the committee.
Attachment 1
2) Recommendation to Town Council to adopt the Draft Local Roadway Safety Plan (LSRP)
CHair Holland Thanked committee members Hey and Baenen for their work in gathering data, composing, compiling and editing the safety plan. This was echoed by Committee Member Welch, and attending Council Members Flynn and Wolter.
Committee Member Hey gave a thorough overview of the scope of the plan, and the reasoning behind including particular points and details. This was in order that the document could be referenced for such items when considering potential future grant applications.
It was agreed that the document covered the requirements set by C/CAG, but would benefit from additional edit and clean up. The committee discussed the potential need to review at a future meeting or workshop, versus the possibility to approve pending changes to be agreed before the vote to recommend the Draft Plan to Council.
Approval pending changes was agreed.
The agreed changes were:
a) Improve and prove and clarify the vision statement and executive summary
b) Review the maps and data
c) Revise the priority of cameras to add emphasis to this element of the plan
d) Prioritize implementation of 15 mph speed limits for School Zones e) Final proof read/edit for grammar and typos.
Chair Holland proposed a motion to vote on making a recommendation to the Town Council to adopt the LSRP. The motion was seconded.
A vote on making the proposed recommendation was held and carried unanimously.
3) Signage for Wildlife Road safety.
Chair Holland commented BPTS has given this general resident and Conservation Committee request broad support in discussion with other committees. He commented that the current goal would be to make a motion to indicate support and recommendation for signage, so that the work to deliberate the next steps could progress.
It was suggested that signage could be considered in two phases - one installation at the entrances to town, as a general awareness tool, and, as specific sites become apparent, to place signage relevant to known wildlife activity locations. Committee Member Baenen commented that she had seen designs that would be in keeping with the Towns rural character:
wooden signage, very rustic in nature. Also that the design could be informative and welcoming.
The potential added benefit of such signage was noted, in that an appeal to for the safety of animals may be effective in encouraging road users to reduce speeds in a way that typical prohibitive/speed limit signage may not.
Chair Holland made a motion for the following proposal “A Recommendation would be made for Town Council to place signs in support of wildlife road safety included at the entrances to town on our major routes and also at specific locations to be determined where wildlife crossing the road is known to be at high frequency.”
The motion was seconded by Committee member Baenen.
A vote to accept the proposal for the recommendation was carried unanimously.
Events
Chair Holland noted that the annual Zots to Tots Race would take place on Saturday September 20th, to be followed by the Town Picnic. The latter point was confirmed by Council Members Flynn and Wolter.
Committee member Hey suggested there will be an opportunity to conduct some safety outreach, suggesting the area of e-bikes and scooters.
Chair Holland agreed to work with the Sheriff’s Department, Parks and Recs Committee, CERT, and Emergency Preparedness groups to coordinate race management for Z2T.
thought during TV Palooza there was no parking there. It wasn't allowed, so I don't know if one person parked there and then just Matters Arising
Committee Member Hey drew attention to “Bulb-Out” features being built on Alameda de Las Pulgas, and the hazard they present to cyclists.
Committee Member Welch commented on building project work at the Priory School. It was noted that the BPTS was not consulted on this, despite there being significant changes in roadway access. It was suggested that a change to committee charter may be requested to include larger scale building and planning projects in the purview of the committee, where roadway access was concerned.
Adjournment
The meeting was adjourned by Chair Holland at 9:30 am.
The next regular meeting (assuming charter change) would be Friday August 1, 2025.
Bicycle, Pedestrian & Traffic Safety Committee
OBJECTIVES
To foster a community for all users of the public roads. To advise the Town in ways and means for safer conditions regarding motor vehicles, bicycles, pedestrians and road conditions. To encourage proper traffic enforcement. To encourage safe and enjoyable bicycling in Portola Valley as a means of transportation and recreation.
DUTIES AND FUNCTIONS
1. Respond to and meet with citizens who have expressed their concerns over traffic safety.
2. Recommend to the Council polices that improve traffic safety in Town.
3. Inform and advise the Town Staff, Town Council, Commissions and Committees on traffic and bicycling matters.
4. Evaluate General Plan Policies relating to bicycle, pedestrian and traffic safety and to make recommendations for changes in and/or implementation of these policies.
5. Promote and support local programs for bicycle, pedestrian, and traffic safety, such as the coalition for the “Safe Routes to School” program.
6. Promote safety through public education. Educate children and the general public in State law pertaining to bicycling and traffic safety practices.
7. Make recommendations for signage that improves safety.
8. Coordinate regional planning of Town bicycling facilities and programs with surrounding communities and San Mateo County.
RESPONSIBLE TO:
The Town Council
COORDINATION:
Police Commissioner
Public Works Director
Sheriff's Office
MEMBERSHIP
No more than eleven members, each appointed for one-year terms by the Mayor with Council concurrence. Rotating Chair and Vice Chair selected by Committee.
MEETINGS
Regular meetings are to be held on the first Wednesday Friday of each month at 8:15 a.m.
Attachment 2
TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Town Attorney
Mark Linder, Interim Town Manager
DATE: July 23, 2025
RE: Appointment of Darcy Smith as Town Manager and Approval of ………Employment Agreement
RECOMMENDED ACTION:
Appoint Darcy Smith as Town Manager and approve the employment agreement with Darcy Smith.
FISCAL IMPACT:
Ms. Smith would be paid a base salary of $250,000 per year with no automatic CPI adjustments. She would also receive an auto allowance of $250 per month, regular Town health, retirement, and life insurance benefits, and a maximum of $6,000 per year for reasonable expenses pertaining to professional growth, such as conference attendance. The Town will also pay the Manager’s yearly dues for memberships relevant to the Manager’s professional role, such as the International City Management Association (ICMA).
BACKGROUND:
On January 8, 2025, the Portola Valley Town Council appointed Mark Linder as its Interim Town Manager. He began serving in the role on January 13, 2025. The Town requires the appointment of an ongoing Town Manager as specified by the Municipal Code to oversee and manage the effective operations of the organization under the policy direction of the Town Council. As such, Mr. Linder’s interim role was approved to last until December 12, 2025, or until the town hires an ongoing Town Manager to fill the role, whichever occurs sooner.
DISCUSSION:
The Town conducted recruitment for the Town Manager position during Spring 2025 with assistance from Wendi Brown of WBCP, Inc. an executive search firm. The Town Council met in closed session on May 21, June 7, and June 25, 2025 to consider
appointment of the Town’s next Town Manager, interview potential candidates, and provide direction to its labor negotiator, Wendi Brown.
The Town has identified Darcy Smith as being the best qualified candidate to serve as Town Manager. Ms. Smith brings more than 28 years of San Francisco Bay Area public and private sector experience, having dedicated the past 22 of those years to serving communities in San Mateo County. For nearly three years, Ms. Smith has served as Assistant City Manager for the City of San Bruno. Prior to this employment, Ms. Smith held a number of leadership roles in public and private settings, including serving as Community Development Director for both the City of San Bruno and the City of Millbrae, as a planner with the City of San Mateo and the City of Campbell, and as a staff member at the Stanford University Land Use and Environmental Planning Office.
Across these roles and others, Ms. Smith has developed expertise in strategic planning, municipal government administration, budgeting and finance, land use planning, project development, and government and community relations. Ms. Smith holds a Bachelor of Science in Earth Systems from Stanford University and a Master of Urban and Regional Planning from San Jose State University. She also holds a certificate from the American Institute of Certified Planners (AICP).
The proposed agreement includes the following key provisions:
• Start date: July 28, 2025
• End date: July 31, 2028, or the date of earlier termination in accordance with the Employment Agreement
• Base salary of $250,000 per year, with no automatic CPI compensation increase • Auto allowance of $250 per month
• Same IRS Section 125 Cafeteria Plan benefits provided to other Town employees • Twenty (20) days of paid vacation leave, twelve (12) days of pro-rated sick leave, and ninety-six (96) hours of pro-rated administrative leave per year • No severance benefits in the event of termination for “cause” • In the event of termination without cause within the first year of employment, entitled only to accrued base salary and vacation pay
• In the event of termination without cause after the first year of employment, entitled to six (6) months of base salary severance pay or the number of months left on the unexpired term of the Agreement (whichever is less)
• Town Manager may resign with 60 days’ notice
The proposed agreement includes an initial term that ends on July 31, 2028.
Notwithstanding the defined term in the agreement, the Town Manager is an at-will employee who serves at the pleasure of the Town Council, and the Town Council may remove the Town Manager at any time, with or without cause.
Government Code section 54953 provides, in relevant part, that “Prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive, as defined in subdivision (d) of Section 3511.1, during the open meeting in which the final action is to be taken.” To comply with this
paragraph, the Mayor may direct the Town Attorney or other staff to review the items listed above as part of the oral staff report for this item.
If the Council approves the proposed agreement, Ms. Smith will be serving as the fulltime Town Manager of Portola Valley available 24/7 as needed to manage the Town organization under the direction of the Town Council.
ATTACHMENTS:
1. Employment Agreement with Darcy Smith for Town Manager
2. Resume of Darcy Smith
1934263.1
1 TOWN MANAGER
EMPLOYMENT AGREEMENT
This Town Manager Employment Agreement (“Agreement”) is made and entered into effective July 28, 2025 (the “Effective Date”), by and between the Town of Portola Valley (“Town”) and Darcy Smith (“Manager”). The Town and the Manager are sometimes individually referred to as a "Party" and collectively as "Parties."
1. Employment and Duties. The Town by its Town Council hereby employs Manager to serve as the Town Manager and Manager hereby accepts such employment. Manager’s employment shall be as an at-will employee and Manager serves at the pleasure of the Town Council in accordance with Government Code Section 36506. Manager shall perform the duties and obligations and exercise the authority of the Town Manager, as stated in the Town Manager Job Description, attached hereto as Exhibit A (which may be amended by the Town Council in its discretion), and as may be assigned by the Town Council from time to time.
2. Term. The term of this Agreement shall commence on the Effective Date set forth above and shall continue until July 31, 2028, or the date of earlier termination in accordance with provisions in this Agreement. Nothing in this Agreement shall prevent, limit or otherwise interfere with (a) Manager’s at-will status; (b) the right of the Town to terminate the services of Manager as provided herein; and (c) the right of Manager to resign from his or her position as provided herein. During the Term of this Agreement, the Manager shall not engage in any outside employment without the express prior consent of the Town Council.
3. Evaluations. The Town Council shall evaluate Manager's performance at least once annually during the term of this Agreement (“Annual Evaluation”) during the two (2) month period in any calendar year immediately preceding any anniversary of the Effective Date (such two (2) month period, the “Evaluation Period"). The Manager shall timely cause to be placed on the Council’s agenda each year a “closed session” for the purpose of the Annual Evaluation. Prior to or during the Evaluation Period in any calendar year, the Town Council, with the Manager, will develop an Annual Evaluation process that may include, but not be limited to, a 360-degree multi-source assessment, including direct feedback from Manager's subordinates, peers and supervisors, as well as a self-evaluation. The Town Council may utilize the services of a facilitator either in developing or implementing the Annual Evaluation process. Such facilitator will be selected by the Town Council. The Council may seek input from the Manager regarding the facilitator, but the decision of whether to hire a facilitator, and which facilitator to engage, shall be within the sole and absolute discretion of the Town Council. Furthermore, as part of the Annual Evaluation, the Town Council, in consultation with the Manager, shall define such goals and performance objectives for the Manager 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. In addition, during the first year of this Agreement’s term, the Town Council and the Manager shall endeavor to discuss the Manager’s performance at least once every four (4) months, with the first performance evaluation occurring not later than four (4) months following the Effective Date.
Attachment 1
2 4. Salary and Benefits,
4.1 Base Salary. The Town shall pay Manager a salary of Two Hundred Fifty Thousand dollars ($250,000) per year (“Base Salary”). The Base Salary shall be payable in installments at the same time as other employees of the Town receive their salaries. The Base Salary is not subject to automatic CPI increases, but instead may be increased from time to time by written amendment to this Agreement in the discretion of and as approved by the Town Council at a regular Town Council meeting.
The Base Salary shall be prorated on a daily basis for the first and last months during which Manager is employed by the Town.
4.2 Car Allowance. The Manager’s duties require him or her to attend to Town business both inside and outside of the Town. In lieu of a vehicle provided and maintained by the Town, Town shall pay Manager Two Hundred and Fifty Dollars ($250) per month as a car allowance, payable in installments at the same time as Manager receives his or her salary.
4.3 Retirement. The Town contracts with the California Public Employees' Retirement System (“CalPERS”) for retirement benefits. Manager is enrolled in CalPERS as a classic member. Consistent with other Town employees who are classic members, the Manager will cover seven percent (7%) of the Town’s contribution to CalPERS. The terms of the contract between the Town and CalPERS in accordance with applicable law shall govern the eligibility for and level of benefits to which the Manager is entitled.
4.4 Other Benefits. In addition to the benefits described in Paragraphs 4.1-
4.3, above, benefits allowed to Manager in the course of his/her employment under this Agreement shall be as follows:
4.4.1 Deferred Compensation: Manager is eligible to participate in an approved deferred compensation plan through payroll deductions with no Town contribution.
4.4.2 IRS Section 125 Cafeteria Plan. Town shall provide Manager with the same cafeteria plan flex-dollar allowance that is provided to other Town employees for Manager’s level of coverage, and shall disburse the flex-dollars for eligible benefits in accordance with the Town’s adopted IRS Section 125 cafeteria plan document.
4.4.3 Life Insurance. The Town agrees to pay for a term life insurance policy in the face amount of Fifty Thousand Dollars ($50,000) on Manager’s life with a carrier selected by the Town. Manager shall designate the beneficiaries of the policy.
4.4.4 All Other Insurances. Manager shall receive the same dental, vision, long term disability, accidental death and dismemberment insurance, and any other insurance added in the future that are provided to other Town employees.
4.4.5 Adopted Compensation Plan. Manager shall receive any other
3 benefit provided to other Town employees that are specified in the Town of Portola Valley Compensation Plan (adopted May 23, 2018), provided the benefit is not already covered by this Agreement, provided however that Manager will not receive any automatic CPI increases as explained in Section 4.1.
4.5 Paid Time Off.
4.5.1 Vacation Leave. Manager shall accrue vacation leave at the rate of twenty (20) paid days per year, in addition to recognized Town holidays. Upon termination or resignation from employment, Manager shall be paid for all accrued and unused vacation time.
However, at no time may Manager accrue more than forty (40) days of vacation time. Furthermore, in accordance with the Town’s Personnel Policies Manual, once per calendar year, Manager may elect to sell back to the Town accrued, but unused vacation.
4.5.2 Sick Leave. Manager shall receive 12 days (8 hours per month) of pro-rated sick leave per year of this Agreement. Sick leave carries no cash value upon termination of Manager’s employment.
4.5.3 Administrative Leave. Manager shall receive 96 hours of pro-rated administrative leave per year of this Agreement, which leave shall be awarded in a lump sum on the Effective Date of this Agreement and on January 1st of each year thereafter. Any administrative leave not taken by Manager shall not be accrued from year to year, nor shall the value of such administrative leave be paid to Manager upon termination of Manager’s employment. Use of administrative leave is allowed at the discretion of the Mayor or the Vice Mayor in the event the Mayor is unavailable.
4.5.4 Other Leaves. Manager shall receive the same benefit of leaves not specified in this Agreement but provided to other Town employees.
4.5.5 Holidays. Manager shall receive the same paid holidays as accorded to other Town employees.
4.5.6 Professional Growth. Manager is encouraged to attend professional courses and conferences in California during the term of Manager’s employment with the Town. The Town shall pay reasonable expenses of such attendance, including course fees, travel, food and lodging expenses (if reasonably necessary) up to a maximum of Six Thousand Dollars ($6,000) per calendar year.
The Town shall also pay Manager’s yearly dues for memberships directly relevant to Manager’s professional role with the Town including but not limited to the International City Management Association (ICMA) and the California City Management
Foundation (CCMF), etc.
4 5. Termination, Resignation, and Severance.
5.1 At-Will Status. Manager is an at-will employee serving at the pleasure of the Town Council as provided in Government Code Section 36506. The Town Council may remove Manager at any time, with or without Cause (as defined in section 5.4), by a majority vote of its members. Notice of Termination shall be provided to Manager in writing. Said termination shall take effect immediately or as specified by the Town in the Notice of Termination. Notwithstanding the use of the term “Cause” herein, nothing herein contained shall be deemed to create or establish a property right or a right to continuing employment in the position of employment of the Town Manager or affect the Town’s right to terminate the employment of Manager with or without Cause in accordance with this Agreement.
5.2 Termination Without Cause Following First Year of Employment. If the Town terminates this Agreement and Manager’s employment without cause on or after August 1, 2026 as determined by the affirmative votes of a majority of the members of the Town Council at a regular or special meeting of the Town Council, and if Manager signs and delivers to the Town Council the General Release Agreement (“Release Agreement”) substantially in the form attached hereto as Exhibit B, Town shall pay Manager a lump sum benefit equal to six (6) months of his or her then Base Salary or the number of months left on the unexpired term of the Agreement (whichever is less), and pursuant to the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA), Town shall provide cafeteria plan allowance until the first to occur of (i) expiration of six (6) months after termination, (ii) the date upon which Manager either secures full-time employment or obtains other health insurance, or (iii) the expiration of the number of months left on the unexpired term of the Agreement (the cash payment and continuing benefits, collectively “Severance”). The Severance payment shall exclude all other benefits, such as retirement benefits. In addition, vacation and sick leave accrual shall immediately cease upon the date of the Town’s notification to Manager that his/her employment will be terminated. The Severance pay shall be computed from the effective date of Manager’s termination. The intent of these provisions is to comply with Government Code section 53260; all payments required under this Agreement are subject to and shall be interpreted to comply with the limitations set forth in Government Code section 53260 regarding maximum severance pay.
5.3 Termination Without Cause within the First Year of Employment. If the Town terminates this Agreement and Manager’s employment without Cause on or before July 31, 2026 as determined by the affirmative votes of a majority of the members of the Town Council at a regular or special meeting of the Town Council, Manager shall not be entitled to any additional compensation or payment, including Severance, but shall only be entitled to accrued Base Salary, accrued vacation pay, and any other accrued and unused benefit allowances according to their terms as provided in Paragraph 4 of this Agreement (“Accrued Salary and Benefits”), which shall be prorated up to Manager’s date of separation.
5.4 Termination with Cause. If Town terminates this Agreement and Manager’s employment with Cause (as defined below), as determined by the affirmative votes of a majority of the members of the Town Council at a regular or
5 special meeting of the Town Council, Manager shall not be entitled to any additional compensation or payment, including Severance, but shall only be entitled to Accrued Salary and Benefits, which shall be prorated up to Manager’s date of separation. As used in this Agreement, “Cause” shall only mean any of the following:
5.4.1 Conviction of, or plea of guilty or nolo contendre to, any crime or offense (other than minor traffic violations or similar offenses) which is likely to have a material adverse impact on the Town or on the Manager’s or Town’s reputation;
5.4.2 Conviction of a felony or a misdemeanor involving moral turpitude or dishonest acts for personal gain;
5.4.3 Fraudulent or dishonest acts within the scope of Manager’s employment;
5.4.4 Willful misconduct or malfeasance;
5.4.5 Willful violation of State or Federal discrimination laws or any lawful Town policies and procedures concerning race, religious creed, color, national origin, ancestry, sexual orientation, physical or mental disability, marital status, sex or age concerning either members of the general public or Town employee(s) or willful or unlawful or violation of any lawful Town policies and procedures concerning retaliation against any other Town official or employee or member of the general public who in good faith reports, discloses, divulges, or otherwise brings to the attention of any appropriate authority any facts or information relative to actual or suspected violations of any law occurring on the job or directly related thereto);
5.4.6 Failure and/or refusal of the Manager to participate in the Evaluation process described in Section 3 or failure or refusal to observe or perform any of the duties and obligations as detailed in the job description attached hereto as Exhibit A or as otherwise directed by Council, if that failure continues for a period of thirty (30) days from the date of the notice from the Town Council specifying the acts or omissions deemed to amount to that failure;
5.4.7 Conviction of any crime involving an “abuse of office or position,” as that term is defined in Government Code Section 53243.4;
5.4.8 Any gross or negligent action or inaction by Manager that materially and adversely: (a) impedes or disrupts the operations of the Town or its organizational units; (b) is detrimental to employees or public safety; or (c) violates the Town’s properlyestablished rules or procedures.
5.5 After Municipal Election. In no event may Manager be terminated without Cause during the ninety (90) day period after any municipal election for the selection
6 or recall of one or more of the members of the Town Council.
5.6 Manager’s Death. If, during the term or any extended term of this Agreement, Manager dies, Manager’s estate shall receive Accrued Salary and Benefits, but shall not be entitled to any additional compensation or payment, including Severance.
5.7 Permanent Disability or Unable to Perform Duties. In the event Manager is permanently mentally or physically disabled or is otherwise unable to perform his or her duties because of sickness, accident, injury, or mental incapacity for a period of four (4) consecutive months beyond any provided sick leave, Manager agrees that this would be an undue hardship to the Town and the Town may terminate Manager’s employment and this Agreement without payment of Severance.
5.8 Resignation. Manager may resign from his or her employment at any time, upon giving sixty (60) days written notice to the Town Council unless the Parties otherwise agree in writing. In such case, Manager is entitled to payment of Accrued Salary and Benefits, but is not entitled to Severance. In the event Manager terminates his or her employment under this Agreement, the provisions of this Agreement and all compensation and benefits owed Manager under it—except for Accrued Salary and Benefits—shall cease upon the effective date of such termination as determined by the Town.
6. Personnel Manual. The Town’s personnel ordinances, resolutions, rules and policies shall apply to the Manager. Manager acknowledges receipt and review of a copy of the Town’s Personnel Policies Manual. Manager acknowledges and agrees that if the Town becomes aware of a complaint relative to the Manager, the Town Council may place Manager on paid or unpaid leave during any review and consideration of the matter.
7. Normal Work Hours. The parties agree that the Manager shall normally be present at Town Hall during business hours. It is further recognized that the Manager must devote a great deal of time to the business of the Town outside of the Town’s customary office hours, and to that end the Manager's schedule of work each day and week shall vary in accordance with the work required to be performed. However, the Town Council has discretion over the Manager's work schedule and work location.
This position is exempt from FSLA overtime pay requirements, and the Parties recognize that there is no provision for additional compensation of any form under this Agreement for Manager’s hours worked outside of customary office hours.
8. Abuse of Office or Position. If Manager is convicted of a crime involving an abuse of his or her office or position all the following shall apply: (a) if Manager is provided with pay while on leave pending an investigation, Manager shall be required to fully reimburse the Town such amounts paid; and (b) if this Agreement is terminated, any Severance related to the termination that Manager may receive from the Town shall be fully reimbursed or shall be void if not yet paid to Manager. For purposes of this paragraph, abuse of office or position has the has the same definition as contained in Government Code Section 53243.4.
9. Indemnification. Except as otherwise provided by law, and provided that
7 Manager complies with the provisions of Sections 825 and 825.6 of the California Government Code, as now existing or hereafter amended, Town shall defend, hold harmless, and indemnify Manager using legal counsel of Town’s choosing, against expense or legal liability for acts or omissions by Manager occurring within the course and scope of Manager’s employment under this Agreement. Town may conduct such defense reserving the rights of Town not to pay the judgment, compromise, or settlement until it is established that the injury arose out of an act or omission occurring within the scope of Manager’s employment as an employee of Town. Town is required to pay the judgment, compromise, or settlement only if it is established that the injury arose out of an act or omission occurring in the scope of Manager’s employment as an employee of Town. Nothing in this Agreement authorizes or obligates Town to pay that part of any claim or judgment that is for punitive or exemplary damages. Town may compromise and settle any such claim or suit and pay the amount of any settlement or judgment rendered therefrom only to the extent authorized in Sections 825 through 825.6, as now existing or hereafter amended.
Town is not required to indemnify Manager for any illegal acts committed by Manager but may agree to do so, in its discretion.
10. Conflict of Interest. Manager warrants that Manager presently does not have and agrees that Manager will not acquire any direct or indirect financial interest which would conflict with Manager’s performance of this Agreement.
11. Documents. All documents provided to Manager by the Town and all reports and supporting data prepared by Manager for the Town are the sole property of the Town and shall be delivered to the Town upon termination of this Agreement or at the Town’s written request.
12. Arbitration. Any dispute, controversy or claim arising out of or relating to this Agreement, its enforcement, arbitrability or interpretation, or because of an alleged breach, default, or misrepresentation in connection with any of its provisions and/or arising out of or relating in any way to Manager’s employment, including application for employment, with Town or termination of employment, including any alleged violation of statute, common law or public policy shall be submitted to and decided by final and binding arbitration. Notwithstanding anything to the contrary, nothing in this Agreement shall be interpreted to mean that Manager is precluded from filing complaints with the California Department of Fair Employment and Housing and/or federal Equal Employment Opportunity Commission, and National Labor Relations Board. The arbitration shall be administered by the American Arbitration Association (“AAA”) before a single arbitrator. Arbitration shall be governed by the rules and regulations of the AAA and the Federal Arbitration Act, as modified by the terms and conditions contained in this paragraph. Any arbitration award shall be subject to the laws of the State of California governing such awards. The arbitration process shall be commenced and concluded within one-hundred twenty (120) days of either party’s written request for arbitration being delivered to the other. Any request by Manager must be delivered within ten (10) calendar days of the event giving rise to the arbitration. Prior to the arbitration hearing, the parties shall submit the dispute to at least one mediation session before a retired trial court judge or other mediator jointly selected by the parties for up to thirty (30) calendar days. Both parties shall endeavor to select and agree upon a mediator in a good-faith, timely manner or, if the parties
8 cannot agree, then by striking from a list of arbitrators supplied by AAA. The arbitrator shall issue a written opinion stating the essential findings and conclusions on which the arbitrator's award is based. Town will pay the arbitrator's fees and arbitration expenses and any other costs unique to the arbitration hearing (recognizing that each side bears its own deposition, witness, expert and attorney's fees and other expenses to the same extent as if the matter were being heard in court). If, however, any party prevails on a statutory claim that affords the prevailing party attorneys' fees and costs, then the arbitrator may award reasonable attorneys' fees and costs to the prevailing party. Any dispute as to who is a prevailing party and/or the reasonableness of any fee or costs shall be resolved by the arbitrator. The result of the arbitration shall be final and binding on both parties.
By initialing below, Manager agrees to waive all rights to a jury trial. This Agreement to arbitrate is freely negotiated between Manager and Town and is mutually entered into between the parties. Each party fully understands and agrees that they are giving up certain rights otherwise afforded to them by civil court actions, including but not limited to the right to a jury trial.
# _________By initialing here, Manager acknowledges he or she has read this paragraph and agrees with the arbitration provision herein.
13. Entire Agreement: Amendment. This Agreement, including any appendices or exhibits hereto, supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter hereof. Each party to this Agreement acknowledges that no representation, inducement, promise, or agreement, orally or otherwise, has been made by any party, or anyone acting on behalf of any party, relating to the subject matter hereof which is not embodied herein. Any modification of this Agreement will be effective only if it is in writing, approved by the Town Council at a regular meeting, and signed by both the Town and the Manager.
The parties agree that the Town’s personnel policies except as superseded by the terms of this Agreement, either explicitly or implicitly, apply to Manager.
14. Effect of Waiver. The failure of either party to insist on strict compliance with any of the terms, covenants, or conditions of this Agreement by the other party shall not be deemed a waiver of that term, covenant, or condition, and no waiver or relinquishment of any right or power on any given occasion shall be deemed a waiver or relinquishment of that right or power on any subsequent occasions.
15. Ambiguity. The Parties acknowledge that this is a negotiated Agreement, that they have had the opportunity to have this Agreement reviewed by their respective legal counsel, and that the terms and conditions of this Agreement are not to be construed against any Party on the basis of such Party’s draftsmanship thereof.
16. Headings. The section headings contained in this Agreement are inserted for convenience only and shall not affect in any way the meaning or interpretation of this Agreement.
17. Partial Invalidity. If any clause, sentence, part, section, or portion in this Agreement is held by a court of competent jurisdiction to be invalid, the remaining provisions shall continue in full force without being impaired or invalidated in any way. ed to th
______
graph a
9 18. Law. This Agreement shall be governed by the laws of the State of California, notwithstanding any conflicts of laws principles to the contrary, and the Parties agree that venue shall be in a court of competent jurisdiction located in San Mateo County, California.
19. 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, or to the Manager at the Manager’s home address on file with the Town’s Human Resources Department.
20. Successors. This Agreement shall be binding on the heirs, beneficiaries, and successors in interest of the parties.
21. Execution. This Agreement may be executed in counterparts, and each counterpart shall be deemed a duplicate original. A copy of a signature shall be deemed equivalent to an original signature. Electronic, fax and email signatures are equally binding as originals.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates written below.
ATTEST:
_____________________________ _____________________________ Town Clerk Judith Hasko
Mayor of the Town of Portola Valley
Date: ________________________ Date: ________________________
_____________________________
Darcy Smith
Date: ________________________ June 27, 2025
Digitally signed by Darcy Smith
Date: 2025.06.27 07:52:39 -07'00'
A-1
Exhibit A
JOB DESCRIPTION - TOWN MANAGER
TOWN OF PORTOLA VALLEY
The following is 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 as established by the Town Council. 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, including without limitation the following:
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.
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. 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. 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
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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.
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QUALIFICATIONS
Knowledge of current:
x Operations, services and activities of a municipality. x Advanced principles and practices of public administration. x Principles and practices of program development and administration. x Principles and practices of municipal budget preparation and administration. x Principles and practices of personnel administration. x Principles of supervision, training and performance evaluation. x Principles of business letter writing and report preparation. x Rules and regulations governing public meetings.
x Pertinent Federal, State and local laws, codes and regulations.
Ability to:
x Plan, organize and direct the work of lower level staff and consultants. x Select, supervise, train and evaluate staff.
x Delegate authority and responsibility.
x Direct and manage the operations, services and activities of a municipality. x Identify and respond to community and Town Council issues, concerns and needs. x In consultation with the Town Council, develop and administer departmental goals, objectives and procedures.
x Prepare clear and concise administrative and financial reports. x Prepare and administer large and complex budgets.
x Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. x Research, analyze and evaluate new service delivery methods and techniques. x Interpret and apply Federal, State and local policies, laws and regulations. x Communicate clearly and concisely, both orally and in writing. x Establish and maintain effective working relationships with those contacted in the course of work.
x Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
x Work in a political environment.
Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is desirable. A typical way to obtain the knowledge and abilities would be:
Experience:
At least five (5) years of experience with increasing responsibility in municipal government, including significant administrative and supervisory responsibility.
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Training:
Equivalent to a Bachelor’s degree from an accredited college or university with major course work in public administration, business administration or a related field. An MPA or equivalent additional experience is desirable.
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Exhibit B
GENERAL RELEASE AGREEMENT
This General Release Agreement (“Release Agreement”) is entered into by and between Darcy Smith ("Manager") and the Town of Portola Valley (“Town”), in light of the following facts:
A. Manager’s employment with the Town concluded on .
B. Certain disputes have arisen between the Town and the Manager and both parties desire to fully and finally resolve any and all such disputes.
C. Nothing in this Release Agreement is intended as an acknowledgement or acceptance of liability by either party.
NOW THEREFORE, THE PARTIES AGREE AS FOLLOWS:
1. As used in this Agreement, the term “Town” is defined to include the Town of Portola Valley, its Town Council, departments, subsidiaries, related entities, and current or former officers, directors, elected and appointed officials, agents, employees, attorneys or assigns, and any persons acting under, by, through, or in concert with any of them, and each of them, whether acting in their official or in their individual capacity.
2. Manager has had the opportunity to consult with independent legal counsel of his/her selection prior to entering into this Release Agreement.
3. Manager acknowledges payment by the Town of all amounts owed to Manager pursuant to the Town Manager Employment Agreement dated _____________ (“Employment Agreement”), through the date identified in Recital A, above (“Salary Payment"). Manager also acknowledges that Town has made this Salary Payment without regard to whether he/she signs this Release Agreement. The Salary Payment does not constitute consideration for this Agreement.
4. Severance. To receive the Severance identified in Paragraph 5.2 of the Employment Agreement, Manager must sign this Release Agreement on or before twenty-one (21) days from the date employment with the Town concluded identified in Recital A, above. Within five (5) days following Manager’s execution and delivery of this Release Agreement to the Town, the Town shall pay Manager the Severance. Manager acknowledges that the Severance is in excess of all amounts due and owing him/her as a result of his/her employment by Town.
5. General Release. In consideration of the Severance to be paid and provided to Manager, and other good and valuable consideration, Manager hereby releases and discharges Town and its past and present Town Council Members, employees, representatives and agents, from all rights, claims, causes of action, and damages, both known and unknown, in law or in equity, concerning and/or arising out of his/her employment by Town which he/she now has, or ever had, including but not limited to any rights, claims, causes of action or damages arising under Title VII of the Civil Rights Act of
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1964, the Vocational Rehabilitation Act of 1973, the Employee Retirement Income Security Act, the Americans with Disabilities Act, the Age Discrimination in Employment Act, the Older Workers Benefits Protection Act, the Family and Medical Leave Act of 1993, the Domestic Partners Act of 2003, the California Labor Code, the Private Attorneys General Act of 2004, the California Moore-Brown-Roberti Family Rights Act, the California Unruh Civil Rights Act, the California Fair Employment and Housing Act, the Business and Professions Code, all claims relating to any contract of employment whether express or implied, and its termination or breach or any other federal, state, or local employment practice legislation, or any federal or state common law, including wrongful discharge, breach of express or implied contract, breach of public policy, disputed wage claims, any claim for defamation, libel, slander, misrepresentation, fraud, or breach of any covenant of good faith and fair dealing, any claim for wrongful termination or constructive wrongful termination, any claim for unlawful or unfair business practices; any claim for infliction of emotional distress, any contract, tort or statutory claims, any claim for wages, interest, penalties, lost earnings, emotional distress, compensatory damages, consequential damages, general damages, special damages or punitive damages, any individual, representative or class claim, and all claims related to or in any manner arising out of or relating to Manager’s employment with Town, except for those claims that cannot be released as a matter of law (collectively “Released Claims”). [IF OVER THE AGE OF 40, THE FOLLOWING PARAGRAPH APPLIES] In addition to the forgoing, as part of the Released Claims, Manager fully and forever releases, discharges and covenants not to sue or otherwise institute or in any way actively participate in, or voluntarily assist in the prosecution of any claim against Town alleging a violation of or a failure to comply with the Age Discrimination in Employment Act, 29 USC Section 621, et seq. (“ADEA”) (or any other claim or right arising under the ADEA) and/or the Older Workers Benefit Protection Act, 29 USC 626, et seq. (“OWBPA”). Notwithstanding the foregoing, it is understood and agreed that Released Claims do not include, a release of Manager’s right, if any, to payment of vested qualified retirement benefits under the Town’s retirement plans and the right, if any, to continuation in the Town’s medical plans as provided by COBRA.
Manager hereby waives and relinquishes all rights and benefits afforded by Section 1542 of the Civil Code of California. Manager understands and acknowledges the significance and consequences of this specific waiver of Section 1542. Section 1542 of the Civil Code of California states as follows:
" A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party."
Notwithstanding the provisions of Section 1542, and for the purpose of implementing a full and complete release and discharge of the Town and its past and present Town Council Members, employees, representatives and agents, Manager expressly acknowledges that this General Release is intended to include in its effect,
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without limitation, all claims which he/she does not know or suspect to exist in his/her favor. Manager warrants that he/she has read this Agreement, including the Section 1542 Waiver, and has had an opportunity to consult with counsel of his/her own choosing about this Agreement and specifically about the Section 1542 Waiver, and that he/she understands this Agreement and the Section 1542 Waiver.
Manager further acknowledges that he/she has read this General Release and that he/she understands that this is a general release, and that he/she intends to be legally bound by the same.
6. Manager’s Covenant Not to Sue. Manager represents and agrees that he/she has not filed any lawsuits or arbitrations against Town, or filed or caused to be filed any charges or complaints against Town, with any municipal, state, or federal agency charged with the enforcement of any law. To the fullest extent permitted by law, at no time subsequent to the execution of this Agreement will Manager pursue, or cause or knowingly permit the prosecution, in any state, federal or foreign court, or before any local, state, federal or foreign administrative agency, or any other tribunal, of any charge, claim or action of any kind, nature and character whatsoever, known or unknown, which Manager may now have, has ever had, or may in the future have against Town, which is based in whole or in part on any matter released by this Agreement. Manager also further agrees that if any agency assumes jurisdiction of any complaint, claim or action against Town, on Manager’s behalf or regarding Manager, that Manager will not take any monetary award or compensation resulting from any such complaint, claim, or action.
7. No Admission of Liability. Manager acknowledges that the execution of this Agreement and the payment of consideration hereinunder are not and shall not be construed in any way as an admission of wrongdoing or liability on the part of the Town.
Manager further acknowledges his/her execution of this Agreement is entirely voluntarily and represents that he/she has done so on his/her own volition, and that the Town specifically denies liability for any and all claims pertaining to Manager’s employment with the Town.
8. Tax Responsibility. Manager understands and agrees that he/she is solely responsible for any taxes owed as a result of the payments under this Agreement.
Manager further understands and agrees that the Town has no duty to defend him/her against any claim or assertion that appropriate taxes were not paid and/or appropriate withholdings were not made from any payment made pursuant to this Agreement. [IF OVER THE AGE OF 40, THE FOLLOWING SECTION APPLIES]:
9. ADEA Waiver. Manager specifically understands and agrees that he or she:
a) has carefully read and fully understands all of the provisions of this Agreement;
b) has, through this Agreement, released Town from any and all claims Manager or his/her heirs has or may have against Town, including but not limited to any and all claims or rights arising under the Age Discrimination in
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Employment Act (“ADEA”), as amended by the Older Workers Benefit Protection Act of 1990 (29 U.S.C. § 621, et seq.), arising prior to his/her execution of this Agreement but this provision does not purport to waive ADEA rights or claims, if any, that may arise from acts or events occurring after the Effective Date of this Agreement nor purport to waive his/her right, if any, to file a complaint or charge with the EEOC or participate in any investigation or proceeding conducted by the EEOC with respect to an age discrimination claim that arose prior to the Effective Date of this Agreement, but is waiving his/her right to recover damages or to seek reinstatement pursuant to such complaint or charge;
c) has not released any claim that may arise after the execution of this Agreement;
d) has knowingly and voluntarily agreed to all of the terms set forth in this Agreement, and intends to be legally bound by the same; e) has received consideration for entering into this Agreement beyond which he/she would otherwise be legally entitled to receive at this time; f) has been advised to consult with an attorney of [his/her]choice before executing this Agreement and in fact has consulted with an attorney or has voluntarily decided not to do so;
g) has been provided at least twenty-one (21) days within which to review and consider, discuss with an attorney of his/her own choosing, and decide whether to execute this Agreement; this 21-day period shall run from the date this Agreement is first presented to Manager, and Manager acknowledges and agrees that any changes made to this Agreement, whether material or immaterial, as a result of the parties’ negotiations, do not restart the running of the 21-day review period; to the extent that he/shetakes less than twenty-one (21) days to consider this Agreement prior to execution, he/she acknowledges that he/she does so expressly, knowingly and voluntarily, and that his/her decision to do so was not induced by Town;
h) has a period of seven (7) calendar days following his/her execution of this Agreement to revoke it and has hereby been advised in writing that this Agreement shall not become effective and enforceable until the revocation period has expired and Manager has not timely revoked the Agreement.
Any revocation within this seven-calendar day period must be submitted in writing by email to:
Catherine Engberg, Town Attorney
Town of Portola Valley
Email: [email protected]
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i) Manager understands that the foregoing paragraph does not apply to any challenge Manager may make regarding the knowing and voluntary nature of the release of his or her claim for age discrimination, if any, under the ADEA. Manager also understands, however, that if Manager pursues a claim against Town for age discrimination under the ADEA, a court has the discretion to determine whether Town is entitled to restitution, recoupment, or setoff against a monetary award obtained by Manager in a court proceeding. Manager also recognizes that, as a result of such challenge, Town may be entitled to recover costs and attorneys’ fees incurred by Town as specifically authorized under applicable law.
10. Public Record. Manager acknowledges and agrees that this Agreement is a public record under the California Public Records Act (California Government Code section 6250 et seq.) and that if Town receives a request for disclosure of this Agreement pursuant to the California Public Records Act or any similar federal law, that Town shall release a copy to said requestor. Manager expressly waives any claims against Town related to the Town’s compliance under this section or for the release, production, or disclosure of this Agreement or the terms or circumstances thereof if Town is required to do so by law (for example, in response to a valid subpoena).
11. Fees and Costs. Manager and Town agree that in the event of litigation relating to this Release Agreement, the prevailing party shall be entitled to recover his/her/its reasonable attorneys' fees and costs.
12. Severability. If any provision of this Agreement as applied to any Party or to any circumstance shall be adjudged by a court to be void and unenforceable, the same shall in no way affect:
a) any other provision in this Agreement; or
b) the validity or enforceability of the Agreement as a whole.
13. Entire Agreement. The Parties agree and acknowledge that this Agreement constitutes the entire understanding and agreement of the parties with respect to the subject matter hereof and is the sole and entire agreement in this matter.
14. Venue. All litigation arising out of this Agreement or any breach thereof shall be filed and conducted in San Mateo County, California, unless the Parties agree in writing to an alternative venue of litigation.
15. Ownership of Claims; Binding on Successors and Others. Each Party hereby warrants and represents that they have not assigned, granted or transferred in any way any claims to any other person or entity in any way which would affect the enforceability or execution of this Agreement. This Agreement and the covenants and conditions contained herein shall apply to, be binding upon, and inure to the benefit of the representatives, assignees, successors, agents and assigns of the Parties hereto.
16. Construction; Fees and Costs. The Parties participated jointly in the
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preparation of this Agreement. Each Party to this Agreement has had the opportunity to review, comment upon and redraft this Agreement. It is agreed that no rule of construction (including, but not limited to, California Civil Code Section 1654) shall apply against any Party or in favor of any Party. This Agreement shall be construed as if the Parties jointly prepared this Agreement and any uncertainty and ambiguity shall not be interpreted against any one Party. This Agreement is to be enforced and governed by and under the laws of the State of California. The Parties agree to bear their own costs and attorneys’ fees incurred with respect to the preparation and negotiation of this Agreement and the settlement herein contained.
17. Captions. The captions of the Sections of this Agreement are for convenience only and shall not be considered or referred to in resolving questions of construction and/or interpretation.
18. Warranty of Signatories. Each of the persons signing this Agreement declares and represents that the Party for which he or she is signing has taken all necessary governmental, corporate or legal action to approve the making and performance of this Agreement, that he or she is competent to execute this instrument, and that he or she is duly authorized, and has the full right and authority, to execute this Agreement on each Party’s behalf.
19. Modification and No Waiver. This Agreement shall not be modified by any of the Parties by oral representation made before or after the execution of this Agreement.
All modifications must be in writing and signed by each Party and approved as to form and legality by the Town Attorney. Failure to insist on compliance with any term, covenant or condition contained in this Agreement shall not be deemed a waiver of that term, covenant or condition, nor shall any waiver or relinquishment of any right or power contained in this Agreement at any one time or more times be deemed a waiver or relinquishment of any right or power at any other time or times.
20. Further Documents or Actions. The Parties agree to take any and all actions reasonably necessary in order to effectuate the intent, and to carry out the provisions, of this Agreement, including, but not limited to, the execution and delivery of all documents and the performance of all further acts reasonably necessary for this purpose.
21. Complete Defense. Manager understands and agrees that if he or she breaches this Agreement or files any claim or lawsuit against Town seeking any relief which has been released herein, the release contained herein shall operate as a complete defense to such claims and Manager and all persons in privity with him or her, and he or she may be required to reimburse the Town any damages and attorneys’ fees and costs incurred by Town.
22. Voluntary and Knowing Execution. Each Party represents and warrants that he or she: (a) was advised to consult legal counsel, and had the opportunity to obtain legal advice from legal counsel of his or her choice before entering into this Agreement; (b) has read the contents of this Agreement; (c) fully understands the terms and consequences of this Agreement; (d) enters this Agreement voluntarily without fraud, duress or undue influence; (e) shall not deny the validity of this Agreement for any reason,
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including but not limited to on the grounds that he/she did not have advice of counsel or did not voluntarily and knowingly enter into this Agreement and (f) agrees to each of its terms.
[IF OVER THE AGE OF 40, THE FOLLOWING SECTION APPLIES]:
23. Effective Date. This Agreement will be deemed effective on the eighth day following Manager’s signature provided that Manager has not revoked the Agreement consistent with Section 9, the Town has signed the Agreement, and the Town Attorney has approved the Agreement to form (the “Effective Date”).
Dated: __________________________ TOWN OF PORTOLA VALLEY
__________________________
Mayor
Dated: __________________________ MANAGER
__________________________
Darcy Smith
APPROVED AS TO FORM:
By:
Town Attorney
Date:
ATTEST:
By: __________________________________
Town Clerk
Date:
DARCY SMITH
PROFESSIONAL SUMMARY
Results-oriented local government executive with over 28 years of Bay Area public and private sector experience. Adept at strategic planning and driving organizational vision through collaborative leadership.
KEY SKILLS
Municipal Government Administration
Organizational Leadership and Teambuilding
Optimizing Municipal Operations and Services
Community Relations and Engagement
Municipal Asset and Risk Management
Innovative Public Policy Development
Community and Economic Development
Land Use Planning, Design, and Sustainability
Efficient Executive Project Management
Municipal Finance, Budget, and Contracting
WORK EXPERIENCE
ASSISTANT CITY MANAGER, 08/2022 – 04/2025
City of San Bruno – San Bruno, CA
Executive leadership and management oversight of four operating departments and divisions with a total operating budget of approximately $35 million and 106 full-time employees. This included the Community Development Department, Public Works Department, Municipal Cable and Internet Services Utility, and the City Clerk’s Office
Served as Acting City Manager in their absence and served as Interim CFO (June to September 2023) and Interim Community Services Director (January to February 2025) Served as a member of the Board of Directors for the Pooled Liability Assurance Network JPA Developed and implemented strategic initiatives and interdepartmental project and policy initiatives.
Highlights include fiscal sustainability measures, sales of $6 million in city property, housing element, capital improvement plans, impact fees, and a successful ballot measure for $100+ million in bonds Executive project management for special development projects and city projects, including the 44-acre Tanforan Mall redevelopment project on a BART station with a 2 million square foot life science campus, modernized retail, public open space, and 1,000+ housing units Assisted with budget development, management, and implementation and provide oversight of municipal finance, procurement, and contractual policies and procedures COMMUNITY DEVELOPMENT DIRECTOR, 10/2020 - 08/2022
City of Millbrae – Millbrae, CA
Managed the Community Development Department with 12 positions, covering planning, housing, building, economic development, and code enforcement
Supervised five staff including the Planning Manager and Chief Building Official Coordinated efforts to complete the General Plan update, Downtown and El Camino Real Specific Plan, and planning approvals for mixed-use projects near the BART/Caltrain/High Speed Rail station Streamlined and improved planning review and permit processes to improve efficiency Developed and implemented a range of City Council strategic initiatives, including new municipal code ordinances and amendments, affordable housing fees and inclusionary zoning requirements, and other public policy documents related to community development Successfully prepared a fiscally conservative department budget and ensured compliance with the budget and other municipal finance, procurement, and policies and procedures
Attachment 2
Resume - Darcy Smith Page 2 of 2
COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR, 11/2018 - 10/2020 City of San Bruno – San Bruno, CA
Managed the Community and Economic Development Department with 14 positions, covering planning, housing, building, economic development, and code enforcement Supervised five staff including the Planning and Housing Manager and Chief Building Official Developed and implemented organizational and procedural changes to improve efficiency Executive project management of a number of major development projects and special City projects, including the Bayhill Specific Plan and YouTube campus expansion, Downtown Parking Management Plan, Downtown Streetscape Plan, and various large development projects near transit corridors Developed and implemented a range of City Council strategic initiatives, including new municipal code ordinances or amendments, and other public policy related to community development Prepared the department budget and ensured compliance with the budget, policies, and procedures PRINCIPAL PLANNER/ZONING ADMINISTRATOR, 06/2013 - 11/2018 City of San Mateo – San Mateo, CA
Managed the current planning section of the Planning Division and supervised six planners processing planning applications, CEQA review, special projects, building permits, and business licenses Served as City Zoning Administrator. Successful in approving complex and controversial planning applications and negotiating collaborative solutions to complex code compliance and design issues Comprehensive Project Manager for 84-acre Bay Meadows II Transit-Oriented Development project, including 1,000+ housing units, 1+ million sq. ft. office space, retail space, 15 acres of new public parks, open space, affordable housing site and a new private high school SENIOR PLANNER & ASSOCIATE PLANNER, 06/2003 - 06/2013
City of San Mateo – San Mateo, CA
PLANNER I & II, 11/1999 - 06/2003
City of Campbell – Campbell, CA
PLANNER, 10/1998 - 11/1999
Dyett & Bhatia – San Francisco, CA
PLANNING RESEARCH ASSISTANT, 02/1997 - 10/1998
Stanford University Planning Office – Stanford, CA
EDUCATION
Master of Urban Planning: 12/2003
San Jose State University – San Jose, CA
Bachelor of Science: Earth Systems, 06/1998
Stanford University – Stanford, CA
PROFESSIONAL ASSOCIATIONS & CERTIFICATIONS
International City/County Management Association (ICMA) Member Municipal Management Association of Northern California (MMANC) Member American Institute of Certified Planners (AICP) Certification No. 19712, Awarded March 2005 American Planning Association (APA) Member
Urban Land Institute (ULI) San Francisco Public-Private Partnership Local Product Council Member and Technical Assistance for Communities (TA4C) Committee Member
TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mark Linder, Interim Town Manager
Corie Stocker-Pedalino, Assistant Town Manager
DATE: July 23, 2025
RE: Update of Refined Town Council Priorities
RECOMMENDATION
Staff recommend that the Town Council accept the update on the refined Town Council Priorities.
BACKGROUND/DISCUSSION
In March 2024, the Town Council adopted five overall priorities with corresponding strategies. On March 26th, 2025, the Town Council reviewed the status of each strategy within the priority areas.
The five priorities are:
• Financial Responsibility and Long-term Viability
• Safety
• Responsible Land Use
• Operational Efficiency and Effectiveness
• Environmental Sustainability.
In April 2025, the Town Council refined the strategies within each priority area to determine the highest priority strategies and set timelines for goals of completion, with either dates of June 30, 2025, or December 31, 2025.
The Town Council highlighted ten (10) specific items within the priorities for staff’s focus for the next calendar year, with one ongoing strategy for staff and Town Council to work on together, that might span fiscal year 25/26.
Many strategies are still ongoing, and staff will continue to progress in those areas as much as possible with the goal of completion within the next fiscal year.
The attached chart reviews each of the Council specified items and the status, based on their update date of June 30th or December 31st. Below are each of the strategies highlighted by Town Council:
Due June 30th:
Ballot Measure Timeline and Community Education on Budget Challenges Balanced Town Budget for FY 25/26
Explore creation of an umbrella collaborative Safety Task Force Focus on challenges confronting the Planning & Building Department (one item specifically)
o Identify challenges and pain-points
Recruit Town Clerk and Town Engineer
Due December 31st:
Complete Safety Element
Align zoning regulations with the Adopted Housing Element & Successfully recertify Housing Element
Focus on challenges confronting the Planning & Building Department (one item specifically)
o Implement plans to address the challenges
Recruit Town Manager
Determine best method to communicate Town project status to the community Fiscal Year 25/26 priority update item:
Town Council to determine proper levels of service
FISCAL IMPACT
There is no fiscal impact associated with accepting the update on the refined priorities.
Limited items will have potentially related fiscal impacts to come to the Town Council in the future.
ATTACHMENT
1. Town Council Refined Priority Update chart
Town Council Refined Priority Update: June 30, 2025 items Strategies Priority Category Detail
Ballot Measure Timeline and Community
Education on Budget Challenges
Fiscal Responsibility and
Long-Term Viability
Initial kick-off meeting with Godbe & Lew, Town Council Subcommittee created to support Revenue Enhancement
options. Timeline is currently in creation with support of Godbe & Lew.
The Finance Director held multiple community meetings
related to budget leading up to FY 2025/2026 budget.
Staff agendized Town Council discussion related to options for revenue enhancement based on Pro/Con list from Finance
Committee.
Balanced Town Budget for FY 25/26 Fiscal Responsibility and Long-term Viability
The Town Council adopted a FY 25/26 budget with a General Fund deficit of $215,086, with plans to evaluate revenue and expenditures in the future.
Explore creation of umbrella collaborative
Safety Task Force
Safety Staff explored the idea and interest in a collaborative, additionally, a Town Council subcommittee related to Safety and Resilience was created to focus and lead Safety related work.
Focus on challenges confronting the
Planning & Building Department (one item
specifically)
- Identify challenges and pain
points.
Responsible Land Use --After internal review, one large challenge is to complete the implementation EnerGov (permitting software), which will include the Applicant Portal, so community members can
review their status, and other related tools to ensure efficiency. --Another challenge is coordinating pre-planning meetings; staff are currently working on streamlining the process. --Consultant usage needs evaluation and potential limitation. --On-site staffing is a challenge with a small team, a permanent Planning & Building Director who can commit time in-office for support.
Recruit Town Clerk and Town Engineer Organizational Efficiency and Effectiveness
--Town Clerk hired and started at the beginning of June 2025. --Town Engineer hired and started at the end of April 2025
Attachment 1
Town Council Refined Priority Update: December 31st, 2025 items Strategies Priority Category Detail
Complete Safety Element Safety Staff will be proposing a contract with Urban Planning Partners for the July 23rd meeting, to assist the Planning & Building Department to continue the work.
Item in progress
Align zoning regulations with the Adopted
Housing Element & Successfully recertify
Housing Element
Responsible Land Use Town received a letter from HCD stating that our Housing Element was recertified May 28, 2025.
Staff will be proposing a contract with Urban Planning Partners on July 23rd to support the Department’s work to amend the Housing Element, related to the zoning.
Focus on challenges confronting the
Planning & Building Department (one item
specifically)
- Implement plans to address
challenges
Responsible Land Use --Recruiting firm contracted to partner with staff on the recruitment for the Planning and Building Director.
--Staff assigned to project manage finishing EnerGov
implementation and to build out the Applicant Portal.
--Staff working on new bookings process for pre-planning meetings, using Outlook, to avoid additional software cost. --Department Heads evaluating consultant usage and drafting an RFP to potentially bundle services for lower cost (use one or two consultants vs multiple) and evaluating other service options.
Recruit Town Manager Organizational Efficiency
and Effectiveness
Town Council contracted with WBCP to recruit and hire a Town Manager. After a nationwide search and diligent interview process, a Town Manager contract is coming to Town Council for a vote on July 23rd, 2025.
Determine best method to communicate
Town project status to the community
Organizational Efficiency
and Effectiveness
Staff are communicating with other municipalities on their methods and reviewing internal software for options. There is interest in a ‘projects’ dedicated area on the website for clarity and ease of use. There is also an ongoing effort to update the website.
Town Council Refined Priority Update: Fiscal Year 25/26 item Strategies Priority Category Detail
Town Council to determine proper levels of
service
Organizational Efficiency
and Effectiveness
Item is related to Revenue Enhancement and future budgeting.
Department Heads are having discussions internally; item needs to be agendized for a future Town Council meeting.
TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
Corie Stocker-Pedalino, Assistant Town Manager
Mark Linder, Interim Town Manager
DATE: July 23, 2025
RE: Discussion of the Finance Committee Pro/Con List on Revenue Enhancement Options and Town Council Direction to staff and Town Council subcommittee on prioritization
RECOMMENDATION
Staff recommend that the Town Council discuss the Finance Committee’s Pro/Con List related to Revenue Enhancement Options and provide direction to staff and the Town Council Subcommittee, on which options should be prioritized.
BACKGROUND/DISCUSSION
Throughout FY 2024/2025 Town staff, Town Council, and the Finance Committee have discussed the idea of Revenue Enhancement to mitigate long-term revenue concerns.
Over multiple meetings, the Finance Committee has committed time and effort to discuss and create a comprehensive chart that explores Revenue Enhancement options.
In June 2025, the Interim Town Manager contracted with Catherine Lew and Brian Godbe to assist the Town with polling and language for a potential ballot measure.
Additionally, the Town Council established a subcommittee to work collaboratively on this initiative.
Given a ballot measure is due to the County offices in August 2026, staff must begin work on research, drafting and coordination, should that be the Town Council’s direction. With any direction, staff can begin to research and return to Council with more information on other prioritized options.
Attached is the Finance Committee’s Pro/Con List for review and discussion.
FISCAL IMPACT
There is no fiscal impact related to this discussion and direction, other than staff time.
ATTACHMENTS
1. Pro/Con List- Finance Committee
Portola Valley Revenue Options
Option Description Annual Financial Impact Enactment Standard Comments Status Quo No change to town tax policy Expenditures constrained: current revenues plus organic growth
N/A Sheriff’s cost growth likely to exceed revenue
growth, ratcheting pressure on town services
Parcel Tax Additional town tax levied on
property owners’ secured
county tax bill.
A $568 annual per parcel tax would
yield an incremental $1 million (1,762
parcels in PV x $568 = $1 mm in town
revenue
Normally a 2/3 majority since
parcel taxes typically
earmarked (special tax). Simple
majority possible if used for
general fund (rare in CA)
PV school district parcel tax precedent.
Predictable source. Could pair with Utility
Users Tax rate reduction flexibility to avoid
excess revenue collection. Supermajority
voter requirement adds uncertainty
Charter City Plus
Real Estate
Transfer Tax
Town charter permitting town
real estate transfer tax (RETT)
due on sale of real property.
This tax levied in addition to
existing county transfer tax
Additional $6 / $1,000 of sale value
would yield ~$1 mm in additional
taxes (assuming ~40 sales per year
with an average sale price of $4.25
mm, or ~$25,500 transfer tax per sale
Simple majority vote for
charter enactment and for the
RETT (if for unrestricted use in
general fund)
Annual revenue will fluctuate with real estate
sales activity. Most residents unaffected, but
significant burden for those engaged in real
estate transactions.
Annex Ladera
Commercial Area
Enlarge the boundaries of
Portola Valley to include the
Ladera commercial area,
thereby increasing PV tax
revenue.
Estimate of $220K in annual sales
taxes to Town, based upon estimated
annual commercial sales of $22
million X 1%, less added cost of
services (including police)
Most likely a simple majority of
the owners of the parcels in the
commercial areas
Uncertain value proposition for owners.
Measure reallocates existing county revenue
to PV, raising risk that Sheriff’s contract
pricing – the main driver of structural deficit –
would be increased to compensate
Annex Ladera
Commercial and
Residential Area
Enlarge the boundaries of
Portola Valley to include the
Ladera residential and
commercial area, thereby
increasing PV tax revenue
Estimate of $830K in additional Town
taxes based upon commercial area
plus 520 Ladera homes X $16,750 real
estate taxes per home X 7% ($610K in
real estate taxes to Town), less added
cost of services (including police)
Most likely a simple majority of
the owners of the parcels in the
Ladera residential and
commercial area
Uncertain value proposition for parcel
owners. Reallocation of existing revenue, with
risks as above plus the need for additional
services. Sheriff and other service costs would
increase by an unknown amount to cover the
annexed area and population
Combine with
Woodside
Portola Valley and Woodside
would become one Town via a
LAFCo process
Merger with Woodside would realize
service delivery economies of scale
(e.g., building and planning)
Most likely a simple majority of
all voters in PV and Woodside
Uncertain value proposition for Woodside
residents. Complex and rare process in CA
Unincorporate Cease being a Town, a LAFCo
process
All existing Town taxes and cost of
services revert to San Mateo County
Most likely a simple majority,
but LAFCO process a hurdle
State views as “last resort” given “loss of
identity.” Last successfully done in 1972
(Riverside). Loss of control to county
Unincorporate
and Become a
Special District
Convert into a special district,
probably an Open Space and
Recreation District via a LAFCo
process
All existing Town taxes and cost of
services revert to San Mateo County
except those dedicated to the special
district (e.g., open space)
Most likely a simple majority,
but LAFCO process hurdle
As above.
Modify Utility
Users Tax
Include internet in definition;
reallocate or raise rate –
today: 7.5% tax (5.5% General
Fund + 2% Open Space Fund)
~$1.3M at 7.5% -> $173K/percent
$350K for 2% rate increase or
reallocation of OSF 2% to GF.
Broadening to include Internet may
raise additional $100K
Simple majority for general tax
(e.g., UUT for general fund) but
2/3 majority for “special tax”
(e.g., OSF)
Restructuring UUT affecting only General
Fund may require only a simple majority
(general tax) and would increase revenue
~$350K/year with no net tax increase
Attachment 1
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Interim Planning and Building Director
DATE: July 23, 2025
RE: Housing Element and Zoning amendments to replace the Dorothy Ford Housing Element Site with other more viable sites
RECOMMENDATION
Staff recommends that the Town Council approved a contract with Urban Planning Partners Inc for $41,628 to process an amendment in the General Plan Housing Element to replace the Dorthy Ford Housing Element Site with other housing sites.
BACKGROUND
Each California jurisdiction, including Portola Valley, is required to have a Housing Element of its General Plan and the Housing Element must be certified to be in substantial compliance with State housing law by the State Department of Housing and Community Development (HCD).
The Portola Valley General Plan Housing element includes a Housing Element site on
2.48 acres of the Dorothy Ford Parcel. This Housing Element site was intended to accommodate 50 units of Very Low-Income/High-Density Housing. As the consideration and analysis of the Dorothy Ford Housing Element Site proceeded, it became apparent that the site is not appropriate for development, and it should remain as open space as the General Plan has indicated for decades. The primary reasons for this conclusion is the limited development area when riparian and scenic setbacks were considered, the irregular shape of the remaining area, and the potential conflict with sports field uses.
In order to be in substantial compliance with California Housing Element Law, any removal of a Housing Element Site would require that the housing production anticipated from that site would need to be replaced on another site or sites. Therefore, the Town Council created an Ad Hoc Housing Site Evaluation Committee to study potential replacement sites. The committee studied numerous sites and concluded that four potential sites warranted further analysis and consideration. The sites identified were:
TOWN OF PORTOLA VALLEY
STAFF REPORT
• Village Square Site
• Fogarty Parcel
• Christ Church Property
• Hawthorns Historic Area
Staff has concluded that the Hawthorns site has significant impediments to development of affordable housing that would, at a minimum, delay implementation beyond the 2023- 2030 time period of the Housing Element. Therefore, the site is not recommended for addition to the Housing Element. The proposed amendment would focus the remaining 3 sites.
DISCUSSION
Urban Planning Partners Inc. is proposed to complete this work. This firm did the bulk of our effort to complete the Housing Element and has the expertise and background to efficiently complete this work. The process to finalize the amendment the Housing Element would include:
• Evaluation of the feasibility of proposed Housing Element sites. • Assessment of Environmental Impacts of change of sites. • Meeting with HCD to review potential sites.
• Creation of appropriate land use designations allowing “by right” development of the new sites.
• Create documentation and mapping to removed Dorthy Ford Housing Element Site and add replacement sites.
• Committee and community meetings.
• Planning Commission presentation/recommendation.
• Town Council presentation/approval.
It should be noted that in order to economize, Town staff would lead the public and committee engagement. In order to prevent decertification of the Housing Element, the Housing Element amendment would be closely coordinated with HCD Staff. Town staff will lead this coordination effort with support from the consultant.
ENVIRONMENTAL ANALYSIS
On March 29, 2023, the Town Council adopted, pursuant to the California Environmental Quality Act (CEQA), an Initial Study-Mitigated Negative Declaration (IS-MND) prepared for the Portola Valley Housing and Safety Elements Update and Conforming General Plan and Zoning Code Amendments. Prior to Town Council’s adoption of the Housing Element on January 24, 2024, the IS-MND was reviewed again to assess whether any revisions to the Housing Element occurring after the adoption of the IS-MND would require modifications to the environmental document. It was concluded at that time that all mitigation measures in the IS-MND remained valid and reduced all project-related impacts to a less-than-significant level. As a part of the amendment process environmental impacts of the proposed changes will be assessed.
FISCAL IMPACT
The adopted 2025-26 budget includes $50,000 for this effort. This contract is for $41,628.
NEXT STEPS
If the contract is approved, staff would work with the consultant to amend the Housing Element.
ATTACHMENT
1. Draft Contract
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1 AGREEMENT FOR
HOUSING ELEMENT AND ZONING AMENDMENTS TO REPLACE THE DOROTHY FORD HOUSING ELEMENT SITE WITH OTHER MORE VIABLE SITES.
THIS AGREEMENT is made and entered into this __ day of __________, ____ by and between the Town of Portola Valley, a municipal corporation, (“Town”) and Urban Planning Partners Inc. (“Consultant”).
RECITALS
A. The Town desires to retain the professional consulting services of consultant as an independent contractor to provide Saftey Element Support services to the Town, as described in more detail in Exhibit A. Consultant will work with the Town to complete Housing Element and Zoning amendments to replace the Dorothy Ford Housing Element Site with other more viable sites..
B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW, THEREFORE, in consideration of performance by the parties of the promises, covenants and conditions contained herein, the parties hereby agree as follows:
1. SCOPE AND LEVEL OF SERVICES. The nature, scope and level of the specific services to be performed by consultant are as set forth in detail in Exhibit A attached hereto.
2. TIME OF PERFORMANCE. The services shall be performed on a timely, regular basis in accordance with the Schedule of Performance attached hereto as Exhibit B.
3. STANDARD OF PERFORMANCE. As a material inducement to the Town to enter into this Agreement, Consultant hereby represents and warrants that it has the qualifications and experience necessary to undertake the services to be provided pursuant to this Agreement. Consultant shall perform all work to the highest professional standards and in a manner reasonably satisfactory to the Town.
Consultant hereby covenants that it shall follow the highest professional standards in performing all services required hereunder and will perform the services to a standard of reasonable professional care.
4. COMPLAINCE WITH LAW. All services rendered hereunder by Consultant shall be provided in accordance with all ordinances, resolutions, statutes, rules and regulations of the Town, and any federal, state or local governmental agency having jurisdiction in effect at the time the service is rendered.
Attachment 1
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2 5. TERM. This Agreement is effective on the date set forth in the initial paragraph of this Agreement and shall remain in effect until the services required hereunder have been satisfactorily completed by consultant, unless earlier terminated pursuant to Section 17, below.
COMPENSATION. The Town agrees to compensate Consultant for its services according to the fee schedule set forth in Exhibit C, to a maximum of sixty two thousand 2 hundred and seventy dollars ($62,270).
6. METHOD OF PAYMENT. Consultant shall invoice the Town for work performed after each task is completed as set forth in Exhibit B. Payments to Consultant by Town shall be made within thirty (30) days after receipt by Town of Consultant’s itemized invoices.
7. REPRESENTATIVE. Curtiss Banks is hereby designated as the representative of Consultant authorized to act on its behalf with respect to the services specified herein. It is expressly understood that the experience, knowledge, capability and reputation of Curtiss Banks. were a substantial inducement for Town to enter into this Agreement. Therefore, Curtiss Banks shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The representative may not be changed by Consultant without the express written approval of the Town.
8. INDEPENDENT CONTRACTOR. Consultant is, and shall at all times remain as to the Town, a wholly independent contractor and not an agent or employee of Town. Consultant shall receive no premium or enhanced pay for work normally understood as overtime, nor shall Consultant receive holiday pay, sick leave, administrative leave, or pay for any other time not actually worked. The intention of the parties is that Consultant shall not be eligible for benefits and shall receive no compensation from the Town except as expressly set forth in this Agreement.
Consultant shall have no power to incur any debt, obligation, or liability on behalf of the Town or otherwise act on behalf of the Town as an agent. Neither the Town, nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall at no time, or in any manner, represent that it or any of its agents or employees are in any manner employees of the Town. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold the Town harmless from any and all taxes, assessments, penalties, and interest asserted against the Town by reason of the independent contractor relationship created by this Agreement.
Consultant shall fully comply with the worker’s compensation law regarding Consultant and Consultant’s employees. Consultant further agrees to indemnify and hold the Town harmless from any failure of Consultant to comply with applicable worker’s compensation laws. The Town shall not have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to Town from Consultant as a result of Consultant’s failure to promptly pay the Town any reimbursement or indemnification arising under this Section.
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3 9. CONFIDENTIALITY. Consultant, in the course of its duties, may have access to financial, accounting, statistical and personal data of private individuals and employees of the Town. Consultant covenants that all data, documents, discussion, or other information developed and received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by the Town. The Town shall grant such authorization if disclosure is required by law. Upon request, all Town data shall be returned to the Town upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.
10. OWNERSHIP OF MATERIAL. All reports, documents, or other written materials developed or discovered by Consultant or any other person engaged directly or indirectly by Consultant in the performance of this Agreement shall be and remain the property of the Town without restriction or limitation upon its use or dissemination by the Town.
11. CONFLICT OF INTEREST. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. Consultant agrees not to accept any employment or representation during the term of this Agreement which is or may make Consultant “financially interested” (as provided in California Government Code Sections 1090 and 87100) in any decision made by the Town on any matter in connection with which Consultant has been retained pursuant to this Agreement. Nothing in this section shall, however, preclude Consultant from accepting other engagements with the Town.
12. ASSIGNABILITY; SUBCONTRACTING. The parties agree that the expertise and experience of Consultant are material considerations for this Agreement.
Consultant shall not assign, transfer, or subcontract any interest in this Agreement, nor the performance of any of Consultant’s obligations hereunder, without the prior written consent of the Town Council, and any attempt by Consultant to do so shall be void and of no effect and a breach of this Agreement.
13. INDEMNIFICATION.
14.1 To the fullest extent permitted by law, Consultant shall indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, employees, agents and volunteers against any claims, losses, or liability that may arise out of or result from damages to property or personal injury received by reason of, or in the course of work performed under this Agreement due to the acts or omissions of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive
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4 completion of the services or the termination of this Agreement. The acceptance of such services shall not operate as a waiver of such right of indemnification.
14.2 With regard to Consultant’s professional services, Consultant agrees to use that degree of care and skill ordinarily exercised under similar circumstances by members of Consultant’s profession, including without limitation adherence to all applicable safety standards. To the fullest extent permitted by law, Consultant shall indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, and employees from and against all liabilities, including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including, but not limited to, reasonable attorneys’ fees, court costs and costs of alternative dispute resolution regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive completion of the services or the termination of this Agreement. The acceptance of said services and duties by Town shall not operate as a waiver of such right of indemnification.
14.3 The Town does not and shall not waive any rights that they may possess against Consultant because of the acceptance by the Town or the deposit with the Town of any insurance policy or certificate required pursuant to this Agreement.
This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
14. INSURANCE REQUIREMENTS. Consultant agrees to have and maintain the policies set forth in Exhibit D entitled “INSURANCE REQUIREMENTS,” which is attached hereto and incorporated herein. All policies, endorsements, certificates, and/or binders shall be subject to approval by the Town Attorney as to form and content.
These requirements are subject to amendment or waiver only if so approved in writing by the Town Attorney. Consultant agrees to provide Town with a copy of said policies, certificates, and/or endorsements before work commences under this Agreement. A lapse in any required amount or type of insurance coverage during this Agreement shall be a breach of this Agreement.
15. SUSPENSION. The Town may, in writing, order Consultant to suspend all or any part of Consultant’s services under this Agreement for the convenience of the Town, or for work stoppages beyond the control of the Town or the Consultant. Subject to the provisions of this Agreement relating to termination, a suspension of work does not void this Agreement. In the event that work is suspended for a period exceeding 120 days, the schedule and cost for completion of the work will be adjusted by mutual consent of the parties.
16. TERMINATION.
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5 16.1 This Agreement may be terminated by either the Town or Consultant following five (5) days written notice of intention to terminate. In the event the Agreement is terminated, Consultant shall be paid for any services properly performed to the last working day the Agreement is in effect. Consultant shall substantiate the final cost of services by an itemized, written statement submitted to the Town. The Town’s right of termination shall be in addition to all other remedies available under law to the Town.
16.2 In the event of termination, Consultant shall deliver to the Town copies of all reports, documents, computer disks, and other work prepared by Consultant under this Agreement, if any. If Consultant’s written work is contained on a hard computer disk, Consultant shall, in addition to providing a written copy of the information on the hard disk, immediately transfer all written work from the hard computer disk to a soft computer disk and deliver said soft computer disk to Town.
Town shall not pay Consultant for services performed by Consultant through the last working day the Agreement is in effect unless and until Consultant has delivered the above described items to the Town.
17. CONSULTANT’S BOOKS AND RECORDS. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, supplies, materials, or equipment provided to Town for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement.
18. NON-WAIVER OF TERMS, RIGHTS AND REMEDIES. Waiver by either party of any breach or violation of any one or more terms or conditions of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. Acceptance by the Town of the performance of any work or services by Consultant shall not be deemed to be a waiver of any term or condition of this Agreement. In no event shall the Town’s making of any payment to Consultant constitute or be construed as a waiver by the Town of any breach of this Agreement, or any default which may then exist on the part of Consultant, and the making of any such payment by the Town shall in no way impair or prejudice any right or remedy available to the Town with regard to such breach or default.
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6 19. NOTICES. Any notices, bills, invoices, reports or other communications required or permitted to be given under this Agreement shall be given in writing by personal delivery, by facsimile transmission with verification of receipt or by U.S. mail, postage prepaid, and return receipt requested, addressed to the respective parties as follows:
To Town:
Town Manager
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Fax: (650) 851-4677
To Consultant:
Curtis Banks
388 17th Street Suite 230
Oakland, CA 94612
Phone:510-251-8210
Notice shall be deemed communicated on the earlier of actual receipt or fortyeight (48) hours after deposit in the U.S. mail, the date of delivery shown on deliverer’s receipt, or by acknowledgment of facsimile transmission.
20. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.
In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition. Consultant will take affirmative action to ensure that employees are treated without regard to race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition.
21. ATTORNEYS’ FEES; VENUE. In the event that any party to this Agreement commences any legal action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover reasonable attorneys’ fees and other costs incurred in that action or proceeding, in addition to any other relief to which the successful party may be entitled.
The venue for any litigation shall be San Mateo County.
22. COOPERATION. In the event any claim or action is brought against the Town relating to Consultant’s performance or services under this Agreement, Consultant shall render any reasonable assistance and cooperation which Town might require.
23. EXHIBITS, PRECEDENCE. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement.
24. PRIOR AGREEMENTS AND AMENDMENTS; ENTIRE AGREEMENT.
This Agreement, and any other documents incorporated herein by specific reference, represent the entire and integrated agreement between the Town and Consultant. This Agreement supersedes all prior oral and written negotiations, representations or
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7 agreements. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by a written amendment duly executed by the parties to this Agreement. Any amendment relating to compensation for Consultant shall be for only a not-to-exceed sum.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement effective as of the date written above.
TOWN: CONSULTANT:
By: _______________________
Mayor
By: _______________________
Name (printed):________________
Title: _______________________
EIN _______________________
ATTEST:
____________________________
Town Clerk
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EXHIBIT A
(SCOPE OF WORK)
July 15, 2025
Terrence Grindall, Interim Planning & Building Director Planning & Building Department
765 Portola Road
Portola Valley, CA
RE: TOWN OF PORTOLA VALLEY HOUSING ELEMENT AMENDMENTS SCOPE OF WORK Dear Terrence:
Urban Planning Partners, Inc., is pleased to submit the attached Proposal for Services to support the Town of Portola Valley in amending its 6
th Cycle Housing Element. This effort includes removing the Dorothy Ford Field Housing Site, replacing with new sites, and establishing a new Mixed Use/High Density Zoning District.
The Urban Planning Partners team will be led by Curtis Banks, Associate Principal, as Project Director.
Carla Violet, Associate Principal, will serve as Project Manager and collaborate with Curtis on the Housing Element, Land Use, and Zoning Code Amendments, overseeing day‐to‐day coordination, and managing preparation of the CEQA Addendum document; Claire Mei, Associate Planner will support Carla in amending the Housing Element, preparing the CEQA Addendum, and modifying graphics.
Urban Planning Partners will serve as the prime consultant, guiding the Town through both the Housing Element updates and CEQA process. To support this work, we have also engaged Fehr & Peers and Environmental Collaborative to assist with the environmental documentation. We look forward to partnering with the Town of Portola Valley on this important effort.
Sincerely,
URBAN PLANNING PARTNERS, INC.
Curtis Banks, Carla Violet,
Project Director Project Manager
cbanks@up‐partners.com cviolet@up‐partners.com
P ROPOSAL FOR S ERVICES J ULY 2025
P ORTOLA V ALLEY H OUSING E LEMENT A MENDMENTS S UPPORT 2
J ULY 2025 P ROPOSAL FOR S ERVICES
P ORTOLA V ALLEY H OUSING E LEMENT A MENDMENTS S UPPORT 3 S COPE OF WORK
This section outlines Urban Planning Partners’ recommended scope of work to support the Town of Portola Valley with amending its 2023‐2030 6th Cycle Housing Element Sites Inventory. We understand the Town intends to replace the Dorothy Ford Field housing site (originally planned for 50 very low‐ income units) with three alternative sites. It will also include the creation of a new Mixed‐Use/High Density Zoning District. The updated Sites Inventory will involve the following sites:
1. Village Square Site (884 Portola Rd)
a. Rezone to Mixed Use/High Density Zoning District (20‐23 du/ac). Add 25‐35 units to the Sites Inventory.
2. Christ Church Episcopal Site (815 Portola Valley Rd) a. Rezone to Mixed Use/High Density Zoning District (20‐23 du/ac). Add 15‐20 units to the Sites Inventory.
3. Fogarty Winery Open Space (19501 Skyline Blvd)
a. Rezone to Multi‐family Residential 23 du/ac (20‐23 du/ac).1 Add 15‐20 units of farmworker housing to the Sites Inventory.
TASK 1. PROJECT MANAGEMENT AND COORDINATION
Urban Planning Partners will undertake a variety of general management tasks throughout the Housing Element Amendments process. Carla Violet, Project Manager, will serve as the primary point of contact and ensure effective coordination through various strategies including but not limited to:
Coordination with staff.
Establishing check‐in meetings to coordinate across the consultant team. Providing concise updates to Town staff, as desired.
Completing clear projections and allocations of work for all staff to ensure project deadlines are met or exceeded in a timely manner in conjunction with other project work. Overseeing a thorough quality assurance and quality control (QA/QC) process including senior level review on all deliverables.
Assist with coordination with HCD.
To ensure collaboration between Town staff and the consultant team, Urban Planning Partners has assumed monthly, one‐hour meetings with key staff contacts for the duration of the project. 1 If a sample Farmworker Housing designation is readily available and can be applied with minimal constraints, this may be a suitable alternative.
P ROPOSAL FOR S ERVICES J ULY 2025
P ORTOLA V ALLEY H OUSING E LEMENT A MENDMENTS S UPPORT 4 TASK 2. COMMUNITY ENGAGEMENT SUPPORT
We understand Town staff will lead the community outreach effort. Our scope only includes preparing materials for one community meeting. Should our attendance be requested at this meeting, we will bill the Town on a time‐and‐materials basis at our standard rates outside of this scope of work.
TASK 3. DRAFT HOUSING ELEMENT, LAND USE ELEMENT, AND ZONING CODE
AMENDMENTS
Urban Planning Partners will assist staff by drafting and editing sections of the Housing Element, updating graphics and maps, and completing related tasks, including amending the Land Use Element and Zoning Code (text and maps) to establish a new Mixed‐Use/High Density Land Use Designation and Zoning District which will be prepared concurrently with the Housing Element Amendments.
Urban Planning Partners will update the Sites Inventory to reflect units planned for development within the planned period. This will involve removing the Dorothy Ford Field site, incorporating new housing sites, and revising the site analysis accordingly. All related tables, charts, and graphics will be updated, along with any necessary revisions to goals, policies and programs and the Affirmatively Furthering Fair Housing (AFFH) appendix to align with the new sites.
TASK 4. UPDATING CEQA DOCUMENTATION
Urban Planning Partners will prepare an addendum to the approved Mitigated Negative Declaration (MND) that was prepared for the Housing Element to include the new sites and rezonings. Fehr & Peers will work closely with the project team to review the Vehicle Miles Traveled (VMT) analysis prepared for the MND and prepare a quantitative narrative letter. Environmental Collaborative will work with the project team to review and update the Biological Resources analysis with an updated memo and updates to the California Natural Diversity Database (CNDDB) records and maps.
TASK 5. FINAL HOUSING ELEMENT, LAND USE ELEMENT, AND ZONING CODE
AMENDMENTS AND ADOPTION
We assume minor edits will be required on the final Housing Element, Land Use Element, and Zoning Code amendments. Any last comments from the Commission and Council hearings will be addressed before submitting the Housing Element to HCD for final re‐certification.
ESTIMATED FEE
Our estimated fee to complete the scope of work outlined in this proposal is $62,270. We also recommend including a 10% contingency, to be used only with client authorization, bringing the total potential budget to $66,677.
A detailed fee breakdown is provided in the attached table. The work will be performed on a time‐and‐ materials basis, not to exceed the estimated amount without prior written approval.
Portola Valley Housing Element Amendments Estimated Fee Curtis Banks
Project Director
Carla Violet
Project Manager
Planner/ Graphics
Support
Word Processing
Hourly Rate: $250 $250 $160 $150
Task 1. Project Management and Coordination
Team Meetings (6 mtgs/mos total) 10 6 4 4,640 - $ $ - $ 4,640 - $ 10 6 4 4,640 - $ $ - $ 4,640 - $
Task 2. Community Engagement Support
Prepare materials for one (1) community meeting 4 1 8 2,530 - $ $ - $ 2,530 - $ 1 4 8 2,530 - $ $ - $ 2,530 - $
Task 3. Draft Housing Element, Land Use Element, Zoning Code Amendments Admin Draft Amendments 20 6 30 8 12,500 $ - $ $ 12,500 - $ Public Review Amendments 6 4 8 4,380 4 $ $ - $ 4,380 - $ HCD Review Draft Housing Element 4 2 - 1,500 - $ $ - $ 1,500 - $ 12 30 38 18,380 12 $ $ - $ 18,380 - $
Task 4. Updating CEQA Documentation
Draft CEQA Addendum Memo 12 4 18 4 7,480 $ 15,000 $ 3,000 $ 25,480 $ Final CEQA Addendum Memo 6 2 10 2 3,900 $ - $ 200 $ $ 4,100 18 6 28 11,380 6 $ $ 15,000 $ 3,200 $ 29,580
Task 5. Final Draft, Final Adoption
Final Draft Housing Element 6 4 8 4,380 4 $ $ - $ 4,380 - $ Final Housing Element 4 2 6 2,760 2 $ $ - $ 2,760 - $
10 6 14 7,140 6 $ $ - $ 7,140
TOTAL LABOR ESTIMATE
hours 31 72 92 24
18,000 7,750 14,720 3,600 $ 44,070 $ 15,000 $ 3,200 $ 62,270
RECOMMENDED CONTINGENCY
10% Contingency - May only be used as authorized by client $ 4,407 $ 4,407 - $ $ 48,477 $ 15,000 $ 3,200 $ 66,677
UPP Total
TASK 1 SUBTOTALTASK 2 SUBTOTALTASK 3 SUBTOTALTASK 4 SUBTOTALTASK 5 SUBTOTAL
TOTAL ESTIMATED FEE WITH CONTINGENCY
Team Total
Urban Planning Partners
Fehr & Peers Total
Environmental
Collaborative Total
https://urbanplanningpartners.sharepoint.com/sites/FS/Shared Documents/Marketing/00 - Proposals - SOQs/2025/P25-028 PVHE2/Proposal/Contract PVHE2_Budget
P ROPOSAL FOR S ERVICES J ULY 2025
P ORTOLA V ALLEY H OUSING E LEMENT A MENDMENTS S UPPORT 6 RESUMES
CURTIS BANKS, AICP
Associate Principal
Curtis has over 30 years of experience with expertise in planning and community development, including planning, building, affordable housing, and code enforcement. He has served as a Community Development Director and has worked in a variety of capacities. Curtis has experience interacting closely with elected officials, senior management, commissioners, city departments, state and local agencies, and members of the public. He is skilled at leading staff, preparing budgets, and managing complex planning projects. He has managed comprehensive General Plan updates, Downtown Development Plan updates, Neighborhood Plans, and the preparation of ordinances. Curtis has worked on a wide variety of residential and nonresidential projects, included mixed‐use projects, and has overseen the management of affordable housing programs. Curtis was the project managerforthe redevelopment of a 20‐acre industrial site fortheCity of Redwood City. Curtis was also the Project Director for the Saratoga Housing Element Update and EIR, the Portola Valley Housing and Safety Element Updates IS/MND, and the Antioch Housing and Safety Element Updates and EIR.
PROJECT EXPERIENCE
Planning Policy
MTC/ABAG Alameda County Planning Collaborative Consulting Services | Alameda County, CA
Antioch Housing Element, General Plan, Zoning Code and Safety Element Update and EIR
Saratoga Housing Element, General Plan and Safety Element Update and EIR Portola Valley Housing and Safety Element Update
Car Free Ramona Street Project | Palo Alto
Contract Planning
City of Millbrae On Call Contract Planning
6781 Thorton Avenue Mixed Use Project, Contract Planning, Newark, CA City of Newark ADU Implementation
City of Saratoga Housing Element Implementation
City of Saratoga Contract Planning
Harbor View Redevelopment Project, Contract Planning, Redwood City, CA 505 East Bayshore Townhouse Project, Contract Planning Redwood City, CA
EDUCATION
Bachelor of Arts, Public Administration
& Political Science | Hayward State
University
Master of Urban & Regional Planning |
San Jose State University
CERTIFICATIONS AND
AFFILIATIONS
Team member since 2019
CURTIS BANKS | Associate Principal
Roselli Park Expansion IS/MND, Contract Planning, Redwood City, CA Developer Services
Entitlement Assistance for Bayer Berkely Campus Master Plan Update Entitlement Assistance for Fairmont Shopping Center Master Plan Update in Pacifica, First Washington Reality
Shopping Center Land Use Strategy for First Washington Realty Previous Foster City Experience as Community Development Director Affordable Housing Program Management, Foster City, CA Land Use/Circulation, Housing, and Recreation Elements of the General Plan, Foster City, CA
Foster Square Mixed Use Senior Development, Foster City, CA Pilgrim Triton Master Plan, Foster City, CA
Levee Protection Planning and Improvements Project, Foster City, CA Gilead Sciences Master Plan, Foster City, CA
Lincoln Centre Life Sciences Research Campus Project, Foster City, CA
CARLA VIOLET
Associate Principal
Carla is a seasoned land use and housing policy expert with over a decade of experience in development services, environmental review, and strategic planning. She has led a wide range of efforts, including specific and station area plans, Housing Element updates with zoning code amendments, and entitlement support for complex infill projects. Carla brings deep expertise in managing community outreach strategies tailored to project goals, political context, and stakeholder concerns.
Her public sector work spans several Bay Area jurisdictions—including Albany, Berkeley, Dublin, El Cerrito, Foster City, Novato, and Union City—where she has served as an extension of staff, navigating local regulatory frameworks and addressing diverse community priorities.
Currently, Carla manages the Alameda County Housing Collaborative, supporting jurisdictions with 6th Cycle Housing Element implementation. She also serves as the community engagement lead for the Los Gatos Objective Design Standards update.
Recently, she collaborated with the developer team and City of El Cerrito staff on the El Cerrito Plaza BART TOD Development, creating an entitlement roadmap and community engagement strategy for the first AB 2923 project in California. Her policy planning expertise is reflected in her work on 6th Cycle housing elements and associated zoning amendments as well as the Alameda Point Main Street Neighborhood Specific Plan, enabling supportive housing redevelopment.
With a strong track record in stakeholder engagement, policy development, and land use strategy, Carla delivers impactful housing and community development solutions.
PROJECT EXPERIENCE
Planning Policy
ABAG/MTC Alameda County Housing Collaborative Technical Assistance | CA El Cerrito Plaza BART TOD Community Engagement and Entitlements | CA Saratoga 6th Cycle Housing and Safety Element Update and EIR | CA Portola Valley 6th Cycle Housing and Safety Element Update and IS/MND | CA Belmont 6th Cycle Housing Element Update | CA
Irvington BART Station Site Plan and Area Plan and Environmental Review | City of Fremont and BART
EDUCATION
Master of Science in Community and
Regional Planning | University of
Texas – Austin
Bachelor of Arts in Sociology |
University of California – Davis
CERTIFICATIONS AND
AFFILIATIONS
American Planning Association (APA)
SPUR
Urban Land Institute (ULI)
Team member since 2013
CARLA VIOLET | Associate Principal
Alameda Point Main Street Neighborhood Specific Plan | City of Alameda, CA Community Engagement
Los Gatos Updated/Additional Objective Design Standards for Multi‐Family and Mixed‐Use Developments Community Engagement | CA
BART EV Charging Community Engagement | Daly City and Colma, CA Link21 Second Transbay Rail Crossing Community Engagement | Oakland/East Bay, CA
Irvington BART Station Community Engagement | City of Fremont and BART Environmental Review
5801 Christie Avenue Mixed Use Project Infill Checklist | Emeryville CA California College of the Arts Oakland Campus Redevelopment Project EIR | Oakland, CA
The Eastline at 2100 Telegraph Avenue Project EIR | Oakland, CA Levee Protection Planning and Improvements Project EIR and Addenda | Foster City, CA
Gilead Sciences Master Plan Corporate Campus EIR Addenda | Foster City, CA Lincoln Centre Life Sciences Research Campus Project EIR, Foster City, CA Chevron Refinery Modernization Project Outreach and EIR | Richmond, CA Contract Planning
Station East Residential and Mixed‐Use Project Contract Planning | Union City, CA
Lazuli Landing Affordable Housing Project Contract Planning | Union City, CA On‐Call Planning Services for the cities of Albany, Berkeley, Dublin, El Cerrito, Novato, and Union City
CLAIRE MEI
Planner
Claire is an urban planner with a strong background in a variety of areas including long‐range planning, housing policy, community engagement, urban design and social research. She has experience performing mixed‐ methods research, statistical and spatial analyses, creating maps and graphics, and facilitating community engagement efforts.
She is currently working on contract planning work at the City of Union City, providing support on various projects including the Lazuli Landing Affordable Housing Project and Station East Residential Mixed Use Project. Claire is also serving as Deputy Project Manager for the Alameda County Housing Collaborative aiding Alameda County jurisdictions in implementing their 6th Cycle Housing Elements. She has worked on turning Parklet, ADU, and Single‐ Family and Multi‐Family Objective Design Standard (ODS) standards into digestible formats for homeowners, developers, and planners. Additionally, she has supported the preparation of environmental review documents and community engagement events in the East Bay for the Link 21 Program and Costco projects in Fresno and San Jose.
PROJECT EXPERIENCE
Planning Policy
Car‐free Ramona Street Outdoor Dining Project | Palo Alto, CA Palo Alto Accessory Dwelling Unit (ADU) Guidebook | Palo Alto, CA Foster City Single‐Family Objective Design Standards | Foster City, CA Foster City Multi‐Family Objective Design Standards Handbook | Foster City, CA Santa Barbara Zoning Code Update | Santa Barbara, CA
ABAG/MTC Alameda County Housing Collaborative Technical Assistance | CA Saratoga 6th Cycle Housing and Safety Element Update and EIR | CA Portola Valley 6th Cycle Housing and Safety Element Update and IS/MND | CA ABAG/MTC Housing Policy Technical Assistance | San Francisco Bay Area, CA Contract Planning
Hillside Specific Plan and Appian Way Development Contract Planning | Union City, CA
Lazuli Landing Affordable Housing Project Entitlements | Union City, CA Station East Residential Mixed Use Project Entitlements | Union City, CA Development Services
EDUCATION
Master of City and Regional Planning |
The Ohio State University
Bachelor of Science in Geographic
Information Sciences | The Ohio State
University
CERTIFICATIONS AND
AFFILIATIONS
American Planning Association (APA)
SPUR
Team member since 2023
CLAIRE MEI | Planner
Costco Warehouse Entitlements Assistance and Engagement | Fresno, San Jose and El Dorado County, CA
Environmental Review
Downtown Specific Oakland Plan EIR | Oakland, CA
California College of the Arts Oakland Campus Redevelopment Project EIR | Oakland, CA
Community Engagement
Los Gatos Updated/Additional Objective Design Standards for Multi‐Family and Mixed‐Use Developments Community Engagement | CA
BART EV Charging Community Engagement | Daly City and Colma, CA Link21 Second Transbay Rail Crossing Community Engagement | Oakland/East Bay, CA
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EXHIBIT B
(SCHEDULE OF PERFORMANCE)
Estimated Timeline
Portola Valley Housing Element Amendments and Safety Element Update Updated
Bold: Public Meetings 7/15/2025
Lead
Date Date
Project Initiation
Kick-off Meeting All Tue, Aug 12, 2025
Safety Element (SE) Update
Review List of Compiled Comments UPP/Atlas 2 weeks Tue, Aug 26, 2025Second Public Draft Safety Element UPP/Atlas 3 weeks Tue, Sep 16, 2025 1 week Mon, Sep 22, 2025 Geologic Safety Committee Review Atlas Sept 2025Community Meeting (Safety Element Draft) Atlas/UPP Sept 2025 UPP/Atlas Tue, Oct 14, 2025 1 week Tue, Oct 21, 2025
PC Meeting #1 (Draft SE) Atlas Wed, Nov 5, 2025
Town Council Meeting (Draft SE) Atlas Wed, Nov 26, 2025 Transmit to Board of Forestry/CAL FIRE Atlas 1 week Wed, Dec 3, 2025End of 60-day Review Period 60 days Mon, Feb 2, 2026Board/CAL FIRE revisions UPP/Atlas 2 weeks Mon, Feb 16, 2026 1 week Mon, Feb 23, 2026Final Safety Element UPP/Atlas 1 week Mon, Feb 23, 2026 Housing Element and LU Element Update/Zoning Amendments Draft Housing and LU Elements, Zoning Amendments Town/UPP 6 weeks Tue, Sep 23, 2025 2 weeks Tue, Oct 7, 2025 Town/UPP 2 weeks Tue, Oct 21, 2025
Community Meeting (Housing Element) Town Oct 2025
7-day comment period 7 days Tue, Oct 28, 2025
PC Meeting #1 Town/UPP Wed, Nov 5, 2025
Town Council Meeting #1 Town/UPP Wed, Nov 26, 2025
Final Housing Element, LU Element, Zoning Amendments Town/UPP 1.5 weeks Mon, Dec 8, 2025 1 week Mon, Dec 15, 2025Transmit to HCD Town/UPP 1 week Mon, Dec 22, 2025End of 60-day Review Period 60 days Fri, Feb 20, 2026 CEQA Documentation
Draft CEQA Addendum UPP 8 week Tue, Oct 7, 2025 2 weeks Wed, Oct 22, 2025Final CEQA Addendum UPP 1 week Wed, Oct 29, 2025Public Draft Housing and LU Elements, Zoning Amendments Town/Committee Review
Weeks/Days Weeks/Days
Team Work
Compile Comments w/Recommended Changes for PC/TC Review 1 Page 96 of 154
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EXHIBIT C
(INSURANCE REQUIREMENTS)
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to or interference with property which may arise from, or in connection with, the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.
1. MINIMUM SCOPE OF INSURANCE. Coverage shall be at least as broad as:
1.1 Insurance Services Office Form No. CG 0001 covering General Liability and Commercial General Liability on an “occurrence” basis.
1.2 Insurance Services Office Form No. CA 0001 covering Automobile Liability, Code 1 (any auto), Code 8 (hired autos) or Code 9 (non-owned autos), if Consultant has no owned autos.
1.3 Workers’ Compensation Insurance as required by the Labor Code of the State of California and Employer’s Liability Insurance.
1.4 Errors and Omissions Liability Insurance appropriate to the Consultant’s profession. Architects’ and Consultants’ coverage is to be endorsed to include contractual liability.
2. MINIMUM LIMITS OF INSURANCE. Consultant shall maintain limits no less than:
2.1 Comprehensive General Liability. (Including products-completed operations, personal & advertising injury) One Million Dollars ($1,000,000) combined single limit per claim and Two Million Dollars ($2,000,000) in the aggregate for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2.2 Automobile Liability. One Million Dollars ($1,000,000) combined single limit per accident for bodily injury and property damage.
2.3 Workers’ Compensation and Employers Liability. Workers’ compensation limits as required by the Labor Code of the State of California. One Million Dollars ($1,000,000) per accident for bodily injury and property damage.
2.4 Errors and Omissions Liability. Two Million Dollars ($2,000,000) per occurrence.
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3. DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self-insured retentions must be declared to, and approved by, the Town. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or selfinsured retentions as respects the Town, its officials, employees, agents and contractors; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the Town. The Town ay require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
4. OTHER INSURANCE PROVISIONS.
4.1 General Liability and Automobile Liability Coverages. The General Liability and Automobile Liability insurance policies required pursuant to Sections 1.1 and 1.2 shall contain or be endorsed contain the following provisions:
4.1.1 The Town, its officials, employees, agents, contractors and volunteers are covered as additional insureds with respect to liability arising out of work or operations performed by, or on behalf of, the Consultant including materials, parts or equipment furnished in connection with such work or operations, and products and completed operations of the Consultant on premises owned, leased or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the Town, its officials, employees, agents and contractors.
4.1.2 The Consultant’s insurance coverage is the primary insurance as respects the Town, its officials, employees, agents, contractors, and volunteers. Any insurance or self-insurance maintained by the Town, its officials, employees, agents, contractors, and volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
4.1.3 The Insurance Company agrees to waive all rights of subrogation against the Town, its elected or appointed officers, officials, agents, and employees for losses paid under the terms of any policy which arise from work performed by the Town’s insurer.
4.1.4 Coverage shall not be canceled by either party, except after thirty (30) days prior written notice (10 days for non-payment) by regular mail has been given to the Town.
4.1.5 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officials, employees, agents or contractors.
4.1.6 Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
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4.2 Worker’s Compensation Insurance. The Worker’s Compensation Policy required pursuant to Section 1.3 shall contain or be endorsed to contain the provision set forth in subsection 4.1.4 above.
4.3 Acceptability of Insurers. All required insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Town.
4.3 Claims Made Policies. If any of the required policies provide claims-made coverage, the Town requires that coverage be maintained by Consultant for a period of 5 years after completion of the contract.
5. VERIFICATION OF COVERAGE. Consultant shall furnish the Town with original certificates, amendatory endorsements, and actual policies of insurance effecting coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.
All certificates and endorsements are to be received and approved by the Town before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive consultant’s obligation to provide them. The Town reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications, at any time.
Proof of insurance shall be mailed to the following address:
Town of Portola Valley
Attn: Town Clerk
765 Portola Road
Portola Valley, CA 94028
6. SUBCONTRACTORS. Consultant shall include all subcontractors as insureds under its policies or shall obtain separate certificates and endorsements for each subcontractor.
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Interim Planning and Building Director
DATE: July 23, 2025
RE: Completion of Portola Valley General Plan Safety Element Update
RECOMMENDATION
Staff recommends that the Town Council approved a contract with Planning Partners Inc. for $42,178 to complete the General Plan Safety Element Update.
BACKGROUND
Each California jurisdiction, including Portola Valley, is required to have a Safety Element in its General Plan. The Safety Element of the Town of Portola Valley General Plan was last updated July 28, 2010. Beginning August 2021, the Town embarked on an effort to update the Safety Element. The majority or the work was completed including the production of a draft Element and significant community outreach. The outreach included an open house, and committee meetings. There were numerous comments and suggestions received. However, in July 2023 work on the Safety Element was suspended at town staff request, in order to focus of efforts to recertify the Town’s General Plan Housing Element. It was also determined that it would be beneficial to wait for the update Fire Safety Maps so the maps could be considered. The maps were expected in Mid2023, but were only released late 2024.
DISCUSSION
It is proposed to contract with this work with Urban Planning Partners Inc. This firm completed the bulk of this effort up to this point they have the expertise and background information to allow the efficient completion if this effort. The process to finalize the Safety Element would include:
• A review of complied comments.
• Update Draft Element based on latest State Fire Hazard Map information. • Community Open House presenting the New Draft Safety Element. • Present to Geologic Safety Committee and Safety Committee. • Update Final Draft Safety Element with comments incorporated where appropriate.
TOWN OF PORTOLA VALLEY
STAFF REPORT
• Submit Final Draft element to CalFire and discuss with CalFire and Woodside Fire Protection District staff.
• Planning Commission presentation and recommendation.
• Town Council presentation and approval.
It should be noted that in order to economize, Town staff would lead the public outreach and meeting organization.
ENVIRONMENTAL ANALYSIS
On March 29, 2023, the Town Council adopted, pursuant to the California Environmental Quality Act (CEQA), an Initial Study-Mitigated Negative Declaration (IS-MND) prepared for the Portola Valley Housing and Safety Elements Update and Conforming General Plan and Zoning Code Amendments. Prior to Town Council’s adoption of the Housing Element on January 24, 2024, the IS-MND was reviewed again to assess whether any revisions to the Housing Element occurring after the adoption of the IS-MND would require modifications to the environmental document. It was concluded at that time that all mitigation measures in the IS-MND remained valid and reduced all project-related impacts to a less-than-significant level.
FISCAL IMPACT
The adopted 2025-26 budget includes $50,000 for this effort. This contract is for $42,178.
NEXT STEPS
If the contract is approved, Staff would work with the consultant to restart the Safety Element Update effort.
ATTACHMENT
1. Draft Contract
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 1 AGREEMENT FOR
COMPLETION OF PORTOLA VALLEY GENERAL PLAN SAFETY ELEMENT UPDATE
THIS AGREEMENT is made and entered into this __ day of __________, ____ by and between the Town of Portola Valley, a municipal corporation, (“Town”) and Urban Planning Partners Inc. (“Consultant”).
RECITALS
A. The Town desires to retain the professional consulting services of consultant as an independent contractor to provide Saftey Element Support services to the Town, as described in more detail in Exhibit A. Consultant will work with the Town for the completion of Portola Valley General Plan Safety Element Update.
B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW, THEREFORE, in consideration of performance by the parties of the promises, covenants and conditions contained herein, the parties hereby agree as follows:
1. SCOPE AND LEVEL OF SERVICES. The nature, scope and level of the specific services to be performed by consultant are as set forth in detail in Exhibit A attached hereto.
2. TIME OF PERFORMANCE. The services shall be performed on a timely, regular basis in accordance with the Schedule of Performance attached hereto as Exhibit B.
3. STANDARD OF PERFORMANCE. As a material inducement to the Town to enter into this Agreement, Consultant hereby represents and warrants that it has the qualifications and experience necessary to undertake the services to be provided pursuant to this Agreement. Consultant shall perform all work to the highest professional standards and in a manner reasonably satisfactory to the Town.
Consultant hereby covenants that it shall follow the highest professional standards in performing all services required hereunder and will perform the services to a standard of reasonable professional care.
4. COMPLAINCE WITH LAW. All services rendered hereunder by Consultant shall be provided in accordance with all ordinances, resolutions, statutes, rules and regulations of the Town, and any federal, state or local governmental agency having jurisdiction in effect at the time the service is rendered.
Attachment 1
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 2 5. TERM. This Agreement is effective on the date set forth in the initial paragraph of this Agreement and shall remain in effect until the services required hereunder have been satisfactorily completed by consultant, unless earlier terminated pursuant to Section 17, below.
COMPENSATION. The Town agrees to compensate Consultant for its services according to the fee schedule set forth in Exhibit C, to a maximum of forty two thousand one hundred and seventy eight ($42,178).
6. METHOD OF PAYMENT. Consultant shall invoice the Town for work performed after each task is completed as set forth in Exhibit B. Payments to Consultant by Town shall be made within thirty (30) days after receipt by Town of Consultant’s itemized invoices.
7. REPRESENTATIVE. Curtiss Banks is hereby designated as the representative of Consultant authorized to act on its behalf with respect to the services specified herein. It is expressly understood that the experience, knowledge, capability and reputation of Curtiss Banks. were a substantial inducement for Town to enter into this Agreement. Therefore, Curtiss Banks shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The representative may not be changed by Consultant without the express written approval of the Town.
8. INDEPENDENT CONTRACTOR. Consultant is, and shall at all times remain as to the Town, a wholly independent contractor and not an agent or employee of Town. Consultant shall receive no premium or enhanced pay for work normally understood as overtime, nor shall Consultant receive holiday pay, sick leave, administrative leave, or pay for any other time not actually worked. The intention of the parties is that Consultant shall not be eligible for benefits and shall receive no compensation from the Town except as expressly set forth in this Agreement.
Consultant shall have no power to incur any debt, obligation, or liability on behalf of the Town or otherwise act on behalf of the Town as an agent. Neither the Town, nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall at no time, or in any manner, represent that it or any of its agents or employees are in any manner employees of the Town. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold the Town harmless from any and all taxes, assessments, penalties, and interest asserted against the Town by reason of the independent contractor relationship created by this Agreement.
Consultant shall fully comply with the worker’s compensation law regarding Consultant and Consultant’s employees. Consultant further agrees to indemnify and hold the Town harmless from any failure of Consultant to comply with applicable worker’s compensation laws. The Town shall not have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to Town from Consultant as a result of Consultant’s failure to promptly pay the Town any reimbursement or indemnification arising under this Section.
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 3 9. CONFIDENTIALITY. Consultant, in the course of its duties, may have access to financial, accounting, statistical and personal data of private individuals and employees of the Town. Consultant covenants that all data, documents, discussion, or other information developed and received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by the Town. The Town shall grant such authorization if disclosure is required by law. Upon request, all Town data shall be returned to the Town upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.
10. OWNERSHIP OF MATERIAL. All reports, documents, or other written materials developed or discovered by Consultant or any other person engaged directly or indirectly by Consultant in the performance of this Agreement shall be and remain the property of the Town without restriction or limitation upon its use or dissemination by the Town.
11. CONFLICT OF INTEREST. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. Consultant agrees not to accept any employment or representation during the term of this Agreement which is or may make Consultant “financially interested” (as provided in California Government Code Sections 1090 and 87100) in any decision made by the Town on any matter in connection with which Consultant has been retained pursuant to this Agreement. Nothing in this section shall, however, preclude Consultant from accepting other engagements with the Town.
12. ASSIGNABILITY; SUBCONTRACTING. The parties agree that the expertise and experience of Consultant are material considerations for this Agreement.
Consultant shall not assign, transfer, or subcontract any interest in this Agreement, nor the performance of any of Consultant’s obligations hereunder, without the prior written consent of the Town Council, and any attempt by Consultant to do so shall be void and of no effect and a breach of this Agreement.
13. INDEMNIFICATION.
14.1 To the fullest extent permitted by law, Consultant shall indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, employees, agents and volunteers against any claims, losses, or liability that may arise out of or result from damages to property or personal injury received by reason of, or in the course of work performed under this Agreement due to the acts or omissions of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 4 completion of the services or the termination of this Agreement. The acceptance of such services shall not operate as a waiver of such right of indemnification.
14.2 With regard to Consultant’s professional services, Consultant agrees to use that degree of care and skill ordinarily exercised under similar circumstances by members of Consultant’s profession, including without limitation adherence to all applicable safety standards. To the fullest extent permitted by law, Consultant shall indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, and employees from and against all liabilities, including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including, but not limited to, reasonable attorneys’ fees, court costs and costs of alternative dispute resolution regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive completion of the services or the termination of this Agreement. The acceptance of said services and duties by Town shall not operate as a waiver of such right of indemnification.
14.3 The Town does not and shall not waive any rights that they may possess against Consultant because of the acceptance by the Town or the deposit with the Town of any insurance policy or certificate required pursuant to this Agreement.
This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.
14. INSURANCE REQUIREMENTS. Consultant agrees to have and maintain the policies set forth in Exhibit D entitled “INSURANCE REQUIREMENTS,” which is attached hereto and incorporated herein. All policies, endorsements, certificates, and/or binders shall be subject to approval by the Town Attorney as to form and content.
These requirements are subject to amendment or waiver only if so approved in writing by the Town Attorney. Consultant agrees to provide Town with a copy of said policies, certificates, and/or endorsements before work commences under this Agreement. A lapse in any required amount or type of insurance coverage during this Agreement shall be a breach of this Agreement.
15. SUSPENSION. The Town may, in writing, order Consultant to suspend all or any part of Consultant’s services under this Agreement for the convenience of the Town, or for work stoppages beyond the control of the Town or the Consultant. Subject to the provisions of this Agreement relating to termination, a suspension of work does not void this Agreement. In the event that work is suspended for a period exceeding 120 days, the schedule and cost for completion of the work will be adjusted by mutual consent of the parties.
16. TERMINATION.
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 5 16.1 This Agreement may be terminated by either the Town or Consultant following five (5) days written notice of intention to terminate. In the event the Agreement is terminated, Consultant shall be paid for any services properly performed to the last working day the Agreement is in effect. Consultant shall substantiate the final cost of services by an itemized, written statement submitted to the Town. The Town’s right of termination shall be in addition to all other remedies available under law to the Town.
16.2 In the event of termination, Consultant shall deliver to the Town copies of all reports, documents, computer disks, and other work prepared by Consultant under this Agreement, if any. If Consultant’s written work is contained on a hard computer disk, Consultant shall, in addition to providing a written copy of the information on the hard disk, immediately transfer all written work from the hard computer disk to a soft computer disk and deliver said soft computer disk to Town.
Town shall not pay Consultant for services performed by Consultant through the last working day the Agreement is in effect unless and until Consultant has delivered the above described items to the Town.
17. CONSULTANT’S BOOKS AND RECORDS. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, supplies, materials, or equipment provided to Town for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement.
18. NON-WAIVER OF TERMS, RIGHTS AND REMEDIES. Waiver by either party of any breach or violation of any one or more terms or conditions of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. Acceptance by the Town of the performance of any work or services by Consultant shall not be deemed to be a waiver of any term or condition of this Agreement. In no event shall the Town’s making of any payment to Consultant constitute or be construed as a waiver by the Town of any breach of this Agreement, or any default which may then exist on the part of Consultant, and the making of any such payment by the Town shall in no way impair or prejudice any right or remedy available to the Town with regard to such breach or default.
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 6 19. NOTICES. Any notices, bills, invoices, reports or other communications required or permitted to be given under this Agreement shall be given in writing by personal delivery, by facsimile transmission with verification of receipt or by U.S. mail, postage prepaid, and return receipt requested, addressed to the respective parties as follows:
To Town:
Town Manager
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Fax: (650) 851-4677
To Consultant:
Curtiss Banks
388 17th Street Suite 230
Oakland, CA 94612
Phone:510-251-8210
Notice shall be deemed communicated on the earlier of actual receipt or fortyeight (48) hours after deposit in the U.S. mail, the date of delivery shown on deliverer’s receipt, or by acknowledgment of facsimile transmission.
20. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.
In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition. Consultant will take affirmative action to ensure that employees are treated without regard to race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition.
21. ATTORNEYS’ FEES; VENUE. In the event that any party to this Agreement commences any legal action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover reasonable attorneys’ fees and other costs incurred in that action or proceeding, in addition to any other relief to which the successful party may be entitled.
The venue for any litigation shall be San Mateo County.
22. COOPERATION. In the event any claim or action is brought against the Town relating to Consultant’s performance or services under this Agreement, Consultant shall render any reasonable assistance and cooperation which Town might require.
23. EXHIBITS, PRECEDENCE. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement.
24. PRIOR AGREEMENTS AND AMENDMENTS; ENTIRE AGREEMENT.
This Agreement, and any other documents incorporated herein by specific reference, represent the entire and integrated agreement between the Town and Consultant. This Agreement supersedes all prior oral and written negotiations, representations or
T:\Council Staff Reports-Deposit staff reports here\2025\07-23-2025\7e1 - Safety Element Contract.doc 7 agreements. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by a written amendment duly executed by the parties to this Agreement. Any amendment relating to compensation for Consultant shall be for only a not-to-exceed sum.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement effective as of the date written above.
TOWN: CONSULTANT:
By: _______________________
Mayor
By: _______________________
Name (printed):________________
Title: _______________________
EIN _______________________
ATTEST:
____________________________
Town Clerk
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EXHIBIT A
(SCOPE OF WORK)
July 15, 2025
Terrence Grindall, Interim Planning & Building Director Planning & Building Department
765 Portola Road
Portola Valley, CA
RE: TOWN OF PORTOLA VALLEY SAFETY ELEMENT UPDATE SCOPE OF WORK Dear Terrence:
Urban Planning Partners, Inc., is pleased to submit the attached Proposal for Services to support the Town of Portola Valley in completing its Safety Element Update. Below we’ve outlined a brief scope of work and the associated fee for services.
The project will be led by Curtis Banks, Associate Principal, who will serve as Project Director. Carla Violet, Associate Principal, will act as Project Manager, working closely with Curtis to oversee day-today coordination and overall progress. Claire Mei, Associate Planner, will support Carla in preparing the amendments. We’ve also brought on Atlas Planning to provide technical expertise.
We understand that this project will happen concurrently with the Housing Element Amendments.
This proposal confirms the availability of key staff to conduct the work necessary to complete the Safety Element Update in a timely and efficient manner. The level of participation by each key staff member is detailed in the budget/timetable attached.
We look forward to partnering with the Town of Portola Valley on this important effort.
Sincerely,
URBAN PLANNING PARTNERS, INC.
Curtis Banks, Carla Violet,
Project Director Project Manager
[email protected] [email protected]
P ROPOSAL FOR S ERVICES J ULY 2025
P ORTOLA V ALLEY S AFETY E LEMEN T S UPPORT
2
J ULY 202 5 P ROPOSAL FOR S ERVICES
P ORTOLA V ALLEY S AF ETY E LEMENT S UPPORT
3 S COPE OF WORK
This section outlines Urban Planning Partners’ recommended scope of work to support the Town of Portola Valley with completing its Safety Element Update.
TASK 1. PROJECT MANAGEMENT AND COORDINATION
Urban Planning Partners will undertake a variety of general management tasks throughout the Safety Element Update process. Carla Violet, Project Manager, will serve as the primary point of contact and ensure effective coordination through various strategies including but not limited to:
Coordination with staff.
Establishing check-in meetings to coordinate across the consultant team. Providing concise updates to Town staff, as desired.
Completing clear projections and allocations of work for all staff to ensure project deadlines are met or exceeded in a timely manner in conjunction with other project work. Overseeing a thorough quality assurance and quality control (QA/QC) process including senior level review on all deliverables.
Assist with coordination with CAL FIRE.
To ensure collaboration between Town staff and the consultant team, Urban Planning Partners has assumed monthly, one-hour meetings with key staff contacts for the duration of the project.
TASK 2. COMMUNITY ENGAGEMENT SUPPORT
We understand Town staff will lead the community outreach effort. Our scope includes preparing materials for and attending one (1) open house meeting.
TASK 3. DRAFT SAFETY ELEMENT
In 2022, Urban Planning Partners and Atlas Planning prepared a draft Safety Element that was circulated for public review in October 2022. The Town received comments from the Geologic Safety Committee, Wildfire Preparedness Committee/Community Planning Assistance for Wildfire (CPAW), and Emergency Preparedness Committee. A list of compiled comments was prepared before the project was paused in July 2023. For this task, we will review the list of compiled comments with Town staff and incorporate as needed into a second public draft Safety Element.
Our team will ensure the Safety Element is drafted for consistency with State law requirements and reflects the General Plan land-use and other policy changes within the Housing Element for internal consistency. The draft Safety Element will also be submitted to CAL FIRE and the State Board of Forestry and Fire Protection for review.
P ROPOSAL FOR S ERVICES J ULY 2025
P ORTOLA V ALLEY S AFETY E LEMEN T S UPPORT
4 TASK 4. FINAL SAFETY ELEMENT AND ADOPTION
This task includes Atlas Planning’s participation in the final adoption hearings before the Planning Commission and Town Council, as required for the Safety Element’s adoption. Following the hearings, Atlas Planning and Urban Planning Partners will finalize the Safety Element and submit it to CAL FIRE for review. A Final Safety Element incorporating any CAL FIRE comments will then be prepared.
ESTIMATED FEE
Our estimated fee to complete the scope of work outlined in this proposal is $42,178. A detailed fee breakdown is provided in the attached table. The work will be performed on a time-and-materials basis, not to exceed the estimated amount without prior written approval.
Portola Valley Safety Element Update Estimated Fee
Curtis Banks
Project Director
Carla Violet
Project Manager
Planner/ Support
Aaron Pfannenstiel,
Project Manager
Associate Planner
Hourly Rate: $250 $250 $160 $250 $145
Task 1. Project Management and Coordination
Team Meetings (6) and Project Management 5 10 - $ 3,750 5 - $ 1,250 $ 5,000 5 10 - $ 3,750 5 - $ 1,250 $ 5,000
Task 2. Community Engagement Support
Town Hall/Open House Meeting (flyer, presentation + attendance) 4 16 24 $ 8,840 6 - $ 1,500 $ 10,340 4 16 24 $ 8,840 6 - $ 1,500 $ 10,340
Task 3. Updated Draft Safety Element
Review List of Compiled Comments (from July 2023) 2 2 - $ 1,000 2 - $ 500 $ 1,500 Update Fire Map (based on recent CalFire maps) 1 2 4 $ 1,390 4 8 $ 2,160 $ 3,550Geologic Committee Mtg (presentation ‐ UPP) (attendance ‐ Aaron only) 1 4 6 $ 2,210 4 - $ 1,000 $ 3,210Prepare 2nd Public Draft Safety Element 2 4 8 $ 2,780 4 8 $ 2,160 $ 4,940Compile comments with any recommended changes for PC/TC review 2 6 6 $ 2,960 8 8 $ 3,160 $ 6,120 8 18 24 $ 10,340 24 22 $ 8,980 $ 19,320
Task 4. Final Safety Element and Adoption
Attend one PC and one TC Meeting - - - $ - 8 - $ 2,000 $ 2,000 Finalize Safety Element and send to CalFire for 60‐day review 2 2 4 $ 1,640 2 6 $ 1,370 $ 3,010Prepare Final Safety Element (w/responses to CalFire Edits (if any)) 1 2 1 $ 910 4 4 $ 1,580 $ 2,490 3 4 5 $ 2,550 10 14 $ 4,950 $ 7,500
TOTAL LABOR ESTIMATE
hours 20 48 53 41 34
$ 5,000 12,000 8,480 $ 25,480 10,250 4,930 $ 15,180 $ 40,660
DIRECT COSTS
Subconsultant Mark‐up (10%) $ 1,518 1,518 $
$ 1,518 $ - $ 1,518
TOTAL ESTIMATED FEE
$ 15,180 26,998 $ 42,178 $
UPP Total
TASK 1 SUBTOTALTASK 3 SUBTOTALTASK 4 SUBTOTALTASK 2 SUBTOTAL
TOTAL MISCELLANEOUS COSTS
Team Total
Urban Planning Partners Atlas Planning
Atlas Planning Total
https://urbanplanningpartners.sharepoint.com/sites/FS/Shared Documents/Marketing/00 - Proposals - SOQs/2025/P25-030 PVSE2/Proposal/PVSE2 Fee_25_0708 7/15/2025
P ROPOSAL FOR S ERVICES J ULY 2025
P ORTOLA V ALLEY S AFETY E LEMEN T S UPPORT
6 RESUMES
CURTIS BANKS, AICP
Associate Principal
Curtis has over 30 years of experience with expertise in planning and community development, including planning, building, affordable housing, and code enforcement. He has served as a Community Development Director and has worked in a variety of capacities. Curtis has experience interacting closely with elected officials, senior management, commissioners, city departments, state and local agencies, and members of the public. He is skilled at leading staff, preparing budgets, and managing complex planning projects. He has managed comprehensive General Plan updates, Downtown Development Plan updates, Neighborhood Plans, and the preparation of ordinances. Curtis has worked on a wide variety of residential and nonresidential projects, included mixed‐use projects, and has overseen the management of affordable housing programs. Curtis was the project managerforthe redevelopment of a 20‐acre industrial site fortheCity of Redwood City. Curtis was also the Project Director for the Saratoga Housing Element Update and EIR, the Portola Valley Housing and Safety Element Updates IS/MND, and the Antioch Housing and Safety Element Updates and EIR.
PROJECT EXPERIENCE
Planning Policy
MTC/ABAG Alameda County Planning Collaborative Consulting Services | Alameda County, CA
Antioch Housing Element, General Plan, Zoning Code and Safety Element Update and EIR
Saratoga Housing Element, General Plan and Safety Element Update and EIR Portola Valley Housing and Safety Element Update
Car Free Ramona Street Project | Palo Alto
Contract Planning
City of Millbrae On Call Contract Planning
6781 Thorton Avenue Mixed Use Project, Contract Planning, Newark, CA City of Newark ADU Implementation
City of Saratoga Housing Element Implementation
City of Saratoga Contract Planning
Harbor View Redevelopment Project, Contract Planning, Redwood City, CA 505 East Bayshore Townhouse Project, Contract Planning Redwood City, CA
EDUCATION
Bachelor of Arts, Public Administration
& Political Science | Hayward State
University
Master of Urban & Regional Planning |
San Jose State University
CERTIFICATIONS AND
AFFILIATIONS
Team member since 2019
CURTIS BANKS | Associate Principal
Roselli Park Expansion IS/MND, Contract Planning, Redwood City, CA Developer Services
Entitlement Assistance for Bayer Berkely Campus Master Plan Update Entitlement Assistance for Fairmont Shopping Center Master Plan Update in Pacifica, First Washington Reality
Shopping Center Land Use Strategy for First Washington Realty Previous Foster City Experience as Community Development Director Affordable Housing Program Management, Foster City, CA Land Use/Circulation, Housing, and Recreation Elements of the General Plan, Foster City, CA
Foster Square Mixed Use Senior Development, Foster City, CA Pilgrim Triton Master Plan, Foster City, CA
Levee Protection Planning and Improvements Project, Foster City, CA Gilead Sciences Master Plan, Foster City, CA
Lincoln Centre Life Sciences Research Campus Project, Foster City, CA
CARLA VIOLET
Associate Principal
Carla is a seasoned land use and housing policy expert with over a decade of experience in development services, environmental review, and strategic planning. She has led a wide range of efforts, including specific and station area plans, Housing Element updates with zoning code amendments, and entitlement support for complex infill projects. Carla brings deep expertise in managing community outreach strategies tailored to project goals, political context, and stakeholder concerns.
Her public sector work spans several Bay Area jurisdictions—including Albany, Berkeley, Dublin, El Cerrito, Foster City, Novato, and Union City—where she has served as an extension of staff, navigating local regulatory frameworks and addressing diverse community priorities.
Currently, Carla manages the Alameda County Housing Collaborative, supporting jurisdictions with 6th Cycle Housing Element implementation. She also serves as the community engagement lead for the Los Gatos Objective Design Standards update.
Recently, she collaborated with the developer team and City of El Cerrito staff on the El Cerrito Plaza BART TOD Development, creating an entitlement roadmap and community engagement strategy for the first AB 2923 project in California. Her policy planning expertise is reflected in her work on 6th Cycle housing elements and associated zoning amendments as well as the Alameda Point Main Street Neighborhood Specific Plan, enabling supportive housing redevelopment.
With a strong track record in stakeholder engagement, policy development, and land use strategy, Carla delivers impactful housing and community development solutions.
PROJECT EXPERIENCE
Planning Policy
ABAG/MTC Alameda County Housing Collaborative Technical Assistance | CA El Cerrito Plaza BART TOD Community Engagement and Entitlements | CA Saratoga 6th Cycle Housing and Safety Element Update and EIR | CA Portola Valley 6th Cycle Housing and Safety Element Update and IS/MND | CA Belmont 6th Cycle Housing Element Update | CA
Irvington BART Station Site Plan and Area Plan and Environmental Review | City of Fremont and BART
EDUCATION
Master of Science in Community and
Regional Planning | University of
Texas – Austin
Bachelor of Arts in Sociology |
University of California – Davis
CERTIFICATIONS AND
AFFILIATIONS
American Planning Association (APA)
SPUR
Urban Land Institute (ULI)
Team member since 2013
CARLA VIOLET | Associate Principal
Alameda Point Main Street Neighborhood Specific Plan | City of Alameda, CA Community Engagement
Los Gatos Updated/Additional Objective Design Standards for Multi‐Family and Mixed‐Use Developments Community Engagement | CA
BART EV Charging Community Engagement | Daly City and Colma, CA Link21 Second Transbay Rail Crossing Community Engagement | Oakland/East Bay, CA
Irvington BART Station Community Engagement | City of Fremont and BART Environmental Review
5801 Christie Avenue Mixed Use Project Infill Checklist | Emeryville CA California College of the Arts Oakland Campus Redevelopment Project EIR | Oakland, CA
The Eastline at 2100 Telegraph Avenue Project EIR | Oakland, CA Levee Protection Planning and Improvements Project EIR and Addenda | Foster City, CA
Gilead Sciences Master Plan Corporate Campus EIR Addenda | Foster City, CA Lincoln Centre Life Sciences Research Campus Project EIR, Foster City, CA Chevron Refinery Modernization Project Outreach and EIR | Richmond, CA Contract Planning
Station East Residential and Mixed‐Use Project Contract Planning | Union City, CA
Lazuli Landing Affordable Housing Project Contract Planning | Union City, CA On‐Call Planning Services for the cities of Albany, Berkeley, Dublin, El Cerrito, Novato, and Union City
CLAIRE MEI
Planner
Claire is an urban planner with a strong background in a variety of areas including long‐range planning, housing policy, community engagement, urban design and social research. She has experience performing mixed‐ methods research, statistical and spatial analyses, creating maps and graphics, and facilitating community engagement efforts.
She is currently working on contract planning work at the City of Union City, providing support on various projects including the Lazuli Landing Affordable Housing Project and Station East Residential Mixed Use Project. Claire is also serving as Deputy Project Manager for the Alameda County Housing Collaborative aiding Alameda County jurisdictions in implementing their 6th Cycle Housing Elements. She has worked on turning Parklet, ADU, and Single‐ Family and Multi‐Family Objective Design Standard (ODS) standards into digestible formats for homeowners, developers, and planners. Additionally, she has supported the preparation of environmental review documents and community engagement events in the East Bay for the Link 21 Program and Costco projects in Fresno and San Jose.
PROJECT EXPERIENCE
Planning Policy
Car‐free Ramona Street Outdoor Dining Project | Palo Alto, CA Palo Alto Accessory Dwelling Unit (ADU) Guidebook | Palo Alto, CA Foster City Single‐Family Objective Design Standards | Foster City, CA Foster City Multi‐Family Objective Design Standards Handbook | Foster City, CA Santa Barbara Zoning Code Update | Santa Barbara, CA
ABAG/MTC Alameda County Housing Collaborative Technical Assistance | CA Saratoga 6th Cycle Housing and Safety Element Update and EIR | CA Portola Valley 6th Cycle Housing and Safety Element Update and IS/MND | CA ABAG/MTC Housing Policy Technical Assistance | San Francisco Bay Area, CA Contract Planning
Hillside Specific Plan and Appian Way Development Contract Planning | Union City, CA
Lazuli Landing Affordable Housing Project Entitlements | Union City, CA Station East Residential Mixed Use Project Entitlements | Union City, CA Development Services
EDUCATION
Master of City and Regional Planning |
The Ohio State University
Bachelor of Science in Geographic
Information Sciences | The Ohio State
University
CERTIFICATIONS AND
AFFILIATIONS
American Planning Association (APA)
SPUR
Team member since 2023
CLAIRE MEI | Planner
Costco Warehouse Entitlements Assistance and Engagement | Fresno, San Jose and El Dorado County, CA
Environmental Review
Downtown Specific Oakland Plan EIR | Oakland, CA
California College of the Arts Oakland Campus Redevelopment Project EIR | Oakland, CA
Community Engagement
Los Gatos Updated/Additional Objective Design Standards for Multi‐Family and Mixed‐Use Developments Community Engagement | CA
BART EV Charging Community Engagement | Daly City and Colma, CA Link21 Second Transbay Rail Crossing Community Engagement | Oakland/East Bay, CA
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EXHIBIT B
(SCHEDULE OF PERFORMANCE)
Estimated Timeline
Portola Valley Housing Element Amendments and Safety Element Update Updated
Bold: Public Meetings 7/15/2025
Lead
Date Date
Project Initiation
Kick-off Meeting All Tue, Aug 12, 2025
Safety Element (SE) Update
Review List of Compiled Comments UPP/Atlas 2 weeks Tue, Aug 26, 2025Second Public Draft Safety Element UPP/Atlas 3 weeks Tue, Sep 16, 2025 1 week Mon, Sep 22, 2025 Geologic Safety Committee Review Atlas Sept 2025Community Meeting (Safety Element Draft) Atlas/UPP Sept 2025 UPP/Atlas Tue, Oct 14, 2025 1 week Tue, Oct 21, 2025
PC Meeting #1 (Draft SE) Atlas Wed, Nov 5, 2025
Town Council Meeting (Draft SE) Atlas Wed, Nov 26, 2025 Transmit to Board of Forestry/CAL FIRE Atlas 1 week Wed, Dec 3, 2025End of 60-day Review Period 60 days Mon, Feb 2, 2026Board/CAL FIRE revisions UPP/Atlas 2 weeks Mon, Feb 16, 2026 1 week Mon, Feb 23, 2026Final Safety Element UPP/Atlas 1 week Mon, Feb 23, 2026 Housing Element and LU Element Update/Zoning Amendments Draft Housing and LU Elements, Zoning Amendments Town/UPP 6 weeks Tue, Sep 23, 2025 2 weeks Tue, Oct 7, 2025 Town/UPP 2 weeks Tue, Oct 21, 2025
Community Meeting (Housing Element) Town Oct 2025
7-day comment period 7 days Tue, Oct 28, 2025
PC Meeting #1 Town/UPP Wed, Nov 5, 2025
Town Council Meeting #1 Town/UPP Wed, Nov 26, 2025
Final Housing Element, LU Element, Zoning Amendments Town/UPP 1.5 weeks Mon, Dec 8, 2025 1 week Mon, Dec 15, 2025Transmit to HCD Town/UPP 1 week Mon, Dec 22, 2025End of 60-day Review Period 60 days Fri, Feb 20, 2026 CEQA Documentation
Draft CEQA Addendum UPP 8 week Tue, Oct 7, 2025 2 weeks Wed, Oct 22, 2025Final CEQA Addendum UPP 1 week Wed, Oct 29, 2025Public Draft Housing and LU Elements, Zoning Amendments Town/Committee Review
Weeks/Days Weeks/Days
Team Work
Compile Comments w/Recommended Changes for PC/TC Review 1 Page 123 of 154
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EXHIBIT C
(INSURANCE REQUIREMENTS)
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to or interference with property which may arise from, or in connection with, the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.
1. MINIMUM SCOPE OF INSURANCE. Coverage shall be at least as broad as:
1.1 Insurance Services Office Form No. CG 0001 covering General Liability and Commercial General Liability on an “occurrence” basis.
1.2 Insurance Services Office Form No. CA 0001 covering Automobile Liability, Code 1 (any auto), Code 8 (hired autos) or Code 9 (non-owned autos), if Consultant has no owned autos.
1.3 Workers’ Compensation Insurance as required by the Labor Code of the State of California and Employer’s Liability Insurance.
1.4 Errors and Omissions Liability Insurance appropriate to the Consultant’s profession. Architects’ and Consultants’ coverage is to be endorsed to include contractual liability.
2. MINIMUM LIMITS OF INSURANCE. Consultant shall maintain limits no less than:
2.1 Comprehensive General Liability. (Including products-completed operations, personal & advertising injury) One Million Dollars ($1,000,000) combined single limit per claim and Two Million Dollars ($2,000,000) in the aggregate for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2.2 Automobile Liability. One Million Dollars ($1,000,000) combined single limit per accident for bodily injury and property damage.
2.3 Workers’ Compensation and Employers Liability. Workers’ compensation limits as required by the Labor Code of the State of California. One Million Dollars ($1,000,000) per accident for bodily injury and property damage.
2.4 Errors and Omissions Liability. Two Million Dollars ($2,000,000) per occurrence.
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3. DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self-insured retentions must be declared to, and approved by, the Town. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or selfinsured retentions as respects the Town, its officials, employees, agents and contractors; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the Town. The Town ay require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
4. OTHER INSURANCE PROVISIONS.
4.1 General Liability and Automobile Liability Coverages. The General Liability and Automobile Liability insurance policies required pursuant to Sections 1.1 and 1.2 shall contain or be endorsed contain the following provisions:
4.1.1 The Town, its officials, employees, agents, contractors and volunteers are covered as additional insureds with respect to liability arising out of work or operations performed by, or on behalf of, the Consultant including materials, parts or equipment furnished in connection with such work or operations, and products and completed operations of the Consultant on premises owned, leased or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the Town, its officials, employees, agents and contractors.
4.1.2 The Consultant’s insurance coverage is the primary insurance as respects the Town, its officials, employees, agents, contractors, and volunteers. Any insurance or self-insurance maintained by the Town, its officials, employees, agents, contractors, and volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
4.1.3 The Insurance Company agrees to waive all rights of subrogation against the Town, its elected or appointed officers, officials, agents, and employees for losses paid under the terms of any policy which arise from work performed by the Town’s insurer.
4.1.4 Coverage shall not be canceled by either party, except after thirty (30) days prior written notice (10 days for non-payment) by regular mail has been given to the Town.
4.1.5 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officials, employees, agents or contractors.
4.1.6 Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
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4.2 Worker’s Compensation Insurance. The Worker’s Compensation Policy required pursuant to Section 1.3 shall contain or be endorsed to contain the provision set forth in subsection 4.1.4 above.
4.3 Acceptability of Insurers. All required insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Town.
4.3 Claims Made Policies. If any of the required policies provide claims-made coverage, the Town requires that coverage be maintained by Consultant for a period of 5 years after completion of the contract.
5. VERIFICATION OF COVERAGE. Consultant shall furnish the Town with original certificates, amendatory endorsements, and actual policies of insurance effecting coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.
All certificates and endorsements are to be received and approved by the Town before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive consultant’s obligation to provide them. The Town reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications, at any time.
Proof of insurance shall be mailed to the following address:
Town of Portola Valley
Attn: Town Clerk
765 Portola Road
Portola Valley, CA 94028
6. SUBCONTRACTORS. Consultant shall include all subcontractors as insureds under its policies or shall obtain separate certificates and endorsements for each subcontractor.
TOWN OF PORTOLA VALLEY
STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mark Linder, Interim Town Manager
Corie Stocker-Pedalino, Assistant Town Manager
DATE: July 23, 2025
RE: Designation of Alpine Road Scenic Corridor as a Priority Conservation Area (PCA)
RECOMMENDATION
Staff and the Conservation Committee, Trails Committee, and Bicycle, Pedestrian, and Traffic Safety Committee recommend that the Town Council authorize a nomination submittal for the designation of Alpine Road Scenic Corridor as a Priority Conservation Area (PCA) to the Association of Bay Area Governments (ABAG).
BACKGROUND/DISCUSSION
Priority Conservation Areas (PCAs) are designated geographic areas identified to support the Bay Area’s regional conservation, resilience, and sustainability objectives.
First introduced in 2007, the PCA program was updated in 2024 to ensure improved alignment with regional planning and funding opportunities. PCAs are characterized as one or more types:
• Natural Lands
• Agricultural & Working Lands
• Urban Greening
• Recreation
• Climate Adaptation (must overlap with one other PCA type) The PCA designation encourages the preservation or enhancement of areas with high conservation values or needs. The PCA nomination process is locally driven, allowing jurisdictions to identify and propose areas of regional significance based on local priorities and community input. Jurisdictions that nominate PCAs gain access to the PCA Grant Program, which provides funding for acquisition, restoration, and public access improvements. Collaboration with community stakeholders, including NGOs and local residents, is strongly encouraged during the nomination process.
PCAs are voluntary designations, and as such, do not take precedence over local control. Under Government Code 65080 (b)(2)(K), a sustainable communities’ strategy (Plan Bay Area) does not supersede a city’s land use authority.
Analysis of Proposed New PCA
Proposed PCA Name: Alpine Road Scenic Corridor
Location: The Alpine Road Scenic Corridor extends along both sides of Alpine Road from the Town border at Ladera to the entrance to the intersection with Willowbrook Drive, ending at the trail entrance to Windy Hill Open Space Preserve. The width of the corridor varies as it wends through town, going as far east as the Los Trancos Creek up to the Alpine Tennis Club and approximately 150 feet on the north and western side of Alpine Road to encompass Alpine Trail as it switches sides on Alpine Road. The Corridor includes Dorothy Ford Park and Open Space Area, Ford Field, Rossotti’s field, Alpine Trail, Dwight Crowder Memorial Trail, and wraps around Corte Madera School, including the Soccer field and the Frog Pond Open Space. It creates a linkage between Ford Park and Open Space, the Hawthorns Open Space Preserve, the Frog Pond Open Space, Coal Mine Ridge Nature Preserve and the Windy Hill Open Space Preserve.
The total area is approximately 127 acres.
Type(s): Recreation, Climate Adaptation
Area (acres): 127 acres
Justification and Eligibility
The Alpine Road Scenic Corridor meets the following PCA criteria:
• Regional Significance: Alpine Road is a route of great natural beauty and variety. The creeks it follows through the foothills are lined with tall trees, and the countryside has kept much of its rural tranquility. The mountain canyon is still wild and new views open up at each turn of the road. The policy of the Town of Portola Valley has always been to maintain a tranquil, rural atmosphere, and to preserve a maximum of green open space. The natural look and feeling of the land between the road and the creek should be maintained. Trees and natural growth are preserved and increased. Recreational uses are kept with a peaceful and rural atmosphere.
• The Corridor provides habitat connectivity between large Open Spaces, biodiversity, and the trail system provides excellent public access opportunities to these and other wild spaces.
• Alignment with PCA Types: The Alpine Road Scenic Corridor supports the objectives of recreation and climate adaptation. The creek habitat along the scenic corridor is home to endangered animals such as the dusky footed woodrat, provides a critical wildlife corridor for mountain lions, deer, and coyotes, preserves biodiversity of animals and plants, and provides a critical expansion flood plain for the creeks. The corridor provides recreation in the form of hiking and biking trails as well as spectacular locations for photography and bird watching along its length and community recreation at the Little League baseball field at Ford Field at the entrance to the Town, Rossotti’s soccer field, and the Corte Madera Soccer field. The Corridor includes several notable trails and biking paths and ends with the wonderful Frog Pond Open space area. • Conservation and Community Goals: It is critical that Portola Valley continue to protect and preserve this route through the hills and plains for our present enjoyment and the delight of future generations. Los Trancos Creek needs space to meander along its route to the Bay. Hikers and bicyclists visit from all over the SF Peninsula to enjoy the trails along the creeks. Safe wildlife corridors must be maintained for the future viability of mountain lions and other animals. These preserved wild spaces and rural areas close to urbanized areas provide the lungs
for the Bay Area, helping to cleanse the air and the water, and to provide space for habitat preservation in the face of climate change. In addition, the Scenic Corridor is a central location for much of the community building and recreation that occurs on our three sports fields encompassed within the Corridor, considered some of the most beautiful playing fields in California, surrounded by native plants, creeks, and heritage trees.
Mapping and Boundary Details
The proposed PCA satisfies the MTC/ABAG eligibility map requirements which ensure consistency in PCA nominations across the region. The proposed PCA boundaries have been carefully mapped to meet eligibility and avoid overlap with ineligible areas.
Attachment A includes a detailed map highlighting key features.
This nomination reflects the priorities outlined in Portola Valley’s General Plan. From a policy statement adopted in July 1969: “The policy of the Town of Portola Valley has always been to maintain a tranquil, rural atmosphere, and to preserve a maximum of green open space. The Alpine Scenic corridor should be developed in accordance with the policy. The natural look and feeling of the land between the road and the creek should be maintained. Trees and natural growth should be preserved and increased.
Recreational uses should be in keeping with a peaceful and rural atmosphere.” In May, 1971, the town adopted the Alpine Parkway Plan, subsequently renamed the Alpine Scenic Corridor Plan, as a part of the town general plan which includes detailed description of the road and of related design policies. Special provisions were implemented to protect the corridor including Open Space zoning for sections of the corridor, special setback lines along a major portion of Alpine Road, and development of trails and bike paths in the corridor. That process included significant input from local stakeholders and community organizations.
FISCAL IMPACT
There are no anticipated fiscal or budgetary impacts resulting from the PCA nomination request. Continued designation allows the Town to apply for funding opportunities in the future. Preparation of grant applications would require staff resources.
Attachments
1. Attachment A: Existing and Newly Nominated PCA Boundary Map
2. Attachment B: Resolution to Nominate New PCAs
3. Attachment C: PowerPoint presentation
Attachment A:
Existing and Newly Nominated PCA Boundary Map
RESOLUTION NO. 2976-2025
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY TO
NOMINATE ALPINE ROAD SCENIC CORRIDOR AS A PRIORITY CONSERVATION
AREA AND AUTHORIZE SUBMISSION TO THE ASSOCIATION OF BAY AREA
GOVERNMENTS (ABAG)
WHEREAS, The Association of Bay Area Governments (ABAG) has updated the Priority Conservation Area (PCA) planning framework which creates a regionally consistent approach to designate key areas for conservation and nature-based improvements; and
WHEREAS, PCAs include diverse landscapes such as nature preserves, farms, ranches, trails, urban parks, and areas that benefit from urban greening or nature-based climate adaptation solutions; and
WHEREAS, the PCA planning framework includes locally nominated PCAs as locations to coordinate local and regional planning for the conservation of regionally significant areas which are adopted by the ABAG; and
WHEREAS, the PCA designation provides opportunities for grant funding to support conservation, restoration, and recreational projects, helping to achieve both local and regional conservation goals; and
WHEREAS, the updated PCA criteria adopted by ABAG in 2024 aim to ensure alignment with regional sustainability and conservation priorities; and WHEREAS, the Alpine Road Scenic Corridor contains Recreation and Climate Adaptation- type features that contribute to the ecological, recreational, and climate resilience needs of the Town of Portola Valley and the greater Bay Area; and WHEREAS the Town of Portola Valley is working with the Portola Valley Conservation Committee, Portola Valley Trails Committee, Portola Valley Bike, Pedestrian, and Traffic Safety Committee, and other community partners to design and implement a project to protect the Los Trancos creek-shed, improve the trails, expand the cycling paths, and restore the Frog Pond Open Space area on the Alpine Road Scenic Corridor; and
WHEREAS the designation of the Alpine Road Scenic Corridor as a Priority Conservation Area does not alter existing land use designations, zoning, or the local jurisdiction’s land use authority; and
WHEREAS the Town of Portola Valley has received generous contributions from the Portola Valley Open Space Fund, Ford Family, Alpine Little League families, Stanford University, and Town Residents. Additional funding is required for restoring the Frog Pond Open Space area, updating the trails and bike paths, and creating new trails linking Portola Valley with the Arastradero Preserve; and
Attachment B
WHEREAS, the Town Council of Portola Valley recognizes the importance of nominating the Alpine Road Scenic Corridor to ensure eligibility for future funding and support for projects that enhance the area; and
NOW THEREFORE, the Town Council of the Town of Portola Valley does hereby RESOLVE as follows:
1. Endorses the nomination of the Alpine Road Scenic Corridor as a Priority Conservation Area to be adopted by the Association of Bay Area Governments, recognizing its regional and local significance;
2. Authorizes staff to complete and submit the required PCA nomination form and any supporting materials to MTC/ABAG;
PASSED AND ADOPTED this 23th day of July, 2025.
AYES:
NOES:
ABSENT:
ABSTAIN:
By: __________________________
Judith Hasko, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk
PRIORITY
CONSERVATION
AREA
2025 PCA Nomination of
Alpine Road Scenic Corridor
PRESENTATION TOPICS
1. What is a PCA
2. Why nominate a PCA
3. Process for nominating PCAs
Association of
Bay Area
Governments
Metropolitan
Transportation
Commission
Attachment C
What is a Priority Conservation Area?
1. Regionally significant areas to be protected and improved.
2. PCAs are nominated by local governments with land use authority, such as: city, town, county, park or open space district
3. PCAs identify a specific geography based on eligibility maps: with a mapped polygon.
3. PCAs are characterized by one or more of the 5 PCA types:
2 Natural Land
Photo credit: Karl Nielsen
San Mateo County, Agriculture
Working Land
Photo credit: Ben Botkin
Marin County, Open Space
Photo credit: Karl Nielsen
Santa Clara County, Milpitas Street Trees
Urban Greening
Photo credit: Phil Schermeister
City and County of San Francisco, Trail
Recreation
Photo credit: Karl Nielsen
Solano, Napa, Sonoma Counties,
Skaggs Island
Climate Adaptation
More Details on PCAs
3 • The PCA grant program – funded through the One
Bay Area Grant (OBAG) program and administered by
the San Francisco Estuary Partnership – was
initiated by MTC in collaboration with the State
Coastal Conservancy.
• As of 2024, 185 PCAs have been adopted by ABAG
since 2013 around the nine-county region.
• PCA grants, in partnership with California State
Coastal Conservancy funding have invested over
$38M in PCAs since 2013.
• PCA designations are intended to guide and elevate
priorities for conservation based on local consensus.
• PCA designation does not result in any formal
changes to land use and land use authority.
Decisions in these areas remain with the local
jurisdictions.
Photo Credit: ABAG
Why Nominate a PCA?
4 • Become part of a regional conservation
framework: elevate local conservation priorities
into regional planning.
• PCAs are eligible to apply for PCA grants which
fund local projects that advance Bay Area
conservation priorities
• Opportunity to improve the linkages between
several Open Space Preserves within and adjacent
to Portola Valley.
• Provides another level of recognition for the
importance the Alpine Road Scenic Corridor plays
in protecting wildlife habitats, wildlife corridors,
creek sheds, and flood plains,
Photo Credit: Dan Quinn Frog Pond Open Space with view of Windy Hill
5 Examples of Grants Awarded
Half Moon Bay – Pillar Point Public Access improvements - $298,000 Menlo Park – Bedwell Bayfront Park Entrance Improvements - $523,000 Mid Peninsula ROSD – Purisma-to-the-Sea Trail and Parking Area - $151,000 Napa County – Napa Valley Vine Trail – Vista Carneros Segment - $750,000 San Francisco – Visitacion Aven Bike/Ped Safety Improvements - $750,000 Santa Clara County – Richmond Ranch Acquisition - $1,000,000 Santa Clara County – Rancho Canada del Oro Bay Area Ridge Trail - $250,000 Sonoma County – Sonoma Schellville Trail Design - $550,000 Sonoma County – Crocker Bridget Bike and Pedestrian Passage - $1,280,000 Solano County – Suisun Valley Farm to Market – Phase 3 Bike Improvements - $2,050,000 San Mateo County – San Bruno Mountain Habitat Conservation Plan Grazing Pilot - $137,900 Santa Clara County – Pajaro River Watershed: Habitat restoration and Climate Resilient Improvements - $379,000
Map of Alpine Road Scenic Corridor - 127 acres
6 • ARSC extends on both sides of Alpine Road
from PV Town Limit at Ladera to the
intersection with Willowbrook Dr, initially
following along Los Trancos Creek
• It links a number of the open space
preserves within and adjacent to the Town
• Dorothy Ford Park and Open Space
• Hawthorns Open Space Preserve
• Frog Pond Open Space
• Coal Mine Ridge Nature Preserve and
• Windy Hill Open Space Preserve.
• It includes Alpine Trail and Dwight Crowder
Memorial Trail and links to trails on Coal
Mine Ridge and Windy Hill Open space as
well as numerous other trails along Alpine
Road.
• It includes 3 playing fields for community
and recreation (Ford Field, Rossotti’s, Corte
Madera Soccer Field)
How do PCA Designations Lead to PCA Grant Awards?
• A PCA grant award supports project activities inside or providing access to a PCA.
• MTC anticipates releasing another PCA Grant Program
Call for Projects for $8 million in 2025
• Potential projects:
• Strengthen the habitat and trail linkages between the open spaces along Alpine Road.
• Improve Bike trails – could create a class I bike path for potential evacuation purposes.
• Plan for trail linkage from the ARSC to Arastradero
Preserve
• Habitat restoration of Frog Pond Open Space for
climate resilience
7 Photo Credit: Rebecca Flynn Ford Park and Open Space
Next Steps
Identified PCA Nominations and Submitted by May 2.
Engaged the Local Community by briefing Committees. Got their recommendation to Town Council to adopt the PCA Designation • May 21: Presentation to Trails & Paths Committee
• May 27: Presentation to Conservation Committee
• June 6: Presentation to Bicycle, Pedestrian, and Traffic Safety Committee. Get ARSC PCA Approved by Town of Portola Valley by July 23. • July 23: Submittal to Portola Valley Town Council to evaluate the proposal and approve the new resolution adopting the Alpine Road Scenic Corridor as a Priority Conservation Area.
After Summer 2025 ABAG Executive Board Action:
• ABAG/MTC Staff will integrate PCAs into the Plan Bay Area 2050+ Implementation Plan.
• New and amended PCAs will be eligible to submit grant applications for PCA grant round 3 ($8M of OBAG).
8
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Mary Hufty
DATE: June 18, 2025
RE: ABAG annual meeting acted as Alternate Delegate for Portola Valley OVERVIEW:
just on time arrival created a stir to a quorum at 375 Beal St, Yerba Buena Conference Room County vote: minutes approval
City vote: minutes approved, I did attend last year.
ABAG has Pension obligations without current employees. Since the merger with MTC, their only asset is partial ownership in the 375 Beale St building, whose annual assessment is significant Th advantages are being assessed to a sale to cover the pension liability.
ABAG ha been a Successful 1st cog in the connectivity of California governance. Now in partnership with MTC and the Air District whose Funding comes through transport. The governance is working hard to assure that these financial liabilities do not transfer to towns and counties. CALPERS unfunded liability is $18 million on retirees for before 2017. Our dues go to services given before 2017.
Dues will increase 3% in 2025. Municipal Transportation provides ABAG all services. They are considering utilizing a 115 trust for pension obligation “a trust established for a government entity, municipality, or any public agency to set aside fund contributions for paying post-retirement employee benefits.” Is this something our small community might be able to use for our Cal Pers obligations? ABAG Programs remain robust:
Bay REN- self balancing from grants from (Utility Commission) CPUC $39 million SF Estuary Partnership $43 million monitoring Federal, EPA and Transportation grants. My favorite and successful partnership which also has a self balancing budget and provides a nationally successful conference.
Coastal Conservancy grant expires in 2 months not yet spent. They will spend it. HMB alert! A By laws update was needed and done, previously unchanged since 1961.Secret ballots were removed, and city and county delegates combined for the quorum count. Although counties and cities
TOWN OF PORTOLA VALLEY
Liaison Memo
will still vote. The executive committee proposes officers. General assembly quorum is difficult to obtain in emergency situations. Annual meeting meets every June.Needs to be after MTA.Large 36-member executive board. Membership driven. Committees appoint their leadership. Long discussion about bylaws and process. 101cities and 9 counties.
Democracy is super messy and wonderful…
Beacon Economics- Christopher Thornburg PhD
Our Social narratives (what we think) do not align with our Economic reality in the US in general.
We need to understand both. Things are not as bad as you think- except in tariffs and immigrationbut risks are rising but not for the reasons we think. Recession probability is rapidly rising; 2 trillion dollars have been borrowed by our government. Foreign capital is supporting this bubble.
Immigration is supplying our growth. We have an overheated economy. Trump is increasing the deficit. Cutting all the wrong things…Broken narratives. The lower ½ of workforce income is up 17%, upper ½ up 10%. There is a4-12% poverty rate depending on calculations and the included taxes and debts with the lowest Realestate transfer taxes for decades. Vacancy rate is at a record low but housing stock is remaining stable. Developers are happy and realtors are distressed, a true reversal of the norm because our strategies are failng. Consumer sentiment is lowest since 2008- social narrative is being mislead. “ what we know that ain’t so” that is really problematic. We are in the midst of a consumption binge. The Covid stimulus package created a disaster. Pandemics do not cause depressions. Recession went to 9% during covid for 8 weeks that is all and was due to lost output of $850 billion to correct that a debt of 6 trillion dollars was created for a stimulus package. Asset prices increased 26% increase in average net worth (artificially) while working with 6% of GDP deficit. We are saving nothing as a nation. DOGE is a distraction to disguise what is really going on. Lack of demand decreases inflation.
Decline in tech jobs. GDP is rising faster than the rest of the nation. We do not have enough workers. We need more housing. Loss of workforce is being driven by lack of housing. There is low housing vacancy because there are Fewer people more households. Smaller households is another sign of prosperity. Decline in people per household. No commonsense efforts to expand the housing supply. We are Not meeting local demand of increasing standard of living.
SF depends on 700,000 payroll jobs. Workers are not stimulating the economy. Get housing close to office building. Red tag buildings for housing. Home prices are going up. Share of income of housing expense are stable or decreasing in California. Dollar is at a 40 year high. A spending problem in California. Bring people downtown. “Various funding sources available?” What are they? Affordability is real. Gentrification is a a signal that you are not building enough.
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Mary Hufty
DATE: June 23, 2025
RE: ASCC Liaison
OVERVIEW:
There is a vacancy on ASCC. Previous ASCC was April 14,2025. 2 month hiatus.
Process questions came up as to how ASCC can be involved earlier in their area of expertise so that outcomes are more consistent with our General Plan and ordinances. Committee notes the number of pages >300 in the packet for 2 items this is the legal minimum. Maybe committees need a way to prioritize careful reading?
1.Architectural and Site Development Review of the development of389 Westridge Drive. An 800 square foot State Exemption Accessory Dwelling Unit (ADU) is also proposed and included for reference however the ADU is not under the purview of the ASCC. Siting is near the road.
Selection has been made of Black metal window frames and gate and modular construction done off site.
Fill- 1,550 sq ft, 10,000 impervious surface (13,000 allowed) 3 blue oaks were being added in the front. Glare potential was mitigated against and screening for residents was considered.
Recognized trail easement on Alpine Canyon Trail and the existence of a dirt trail present on their property is noted on the trails.
Landscaping is sensitive and compliant with the Conservation Committee’s evaluation. The concern is about the appearance from the road and the linearity of the front aesthetic. With a contingent of a further look at the landscaping and flexibility to adjust it was approved 3:1.
2.Also reviewed a Site Development Permit, landscape improvements, hardscape improvements, associated site improvements, and significant tree removal; 125 Golden Oak Approval 4:0
TOWN OF PORTOLA VALLEY
Liaison Memo
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: 05/27/2025
RE: Report of 05/27/2025 Conservation Committee meeting Action Items
Notes
1. Requested budget sent to Town
2. Tree ordinance – need to update on the website with correct information. Marianne will check the application.
3. Recommendation to the Town Council for the designation of Priority Conservation Area for the Alpine Road Scenic Corridor.
4. Fencing ordinance – study session – on June 10, 2025
5. Balancing Fire Safety with Habitat Preservation 6 pm Tuesday 6/3/2025 in Community Hall with Nona Chiarello and Fire Marshall Kim Giuliacci
6. Kudos for people clearing their weeds.
7. Tip of the Month: Yellow Star Thistles showing up. – mowing time.
8. Blooming now: Mallow, Blue Dicks, Ithurial’s spear
9. Astroturf regulations on hold for the moment
10. Owl box to be installed at Frog Pond – need article for the Town Newsletter - Frog Pond needs to be mowed – waiting on School
11. Open Space – need for wildlife corridors – underutilized small open spaces – requirements of the Bill not as broad as the title of the bill (Room to Roam); Maintenance of Open Space – Unclear how funds from Open Space to maintain Open Space are scheduled to be used.
12. Trails – Public works attended – mowing scheduled for this week – plan with preservation of wildflowers – currently 1 foot to each side of the trail. May expand to 3’ for wildfire protection.
Useful to cut the weeds and invasives. The ranch will be mowed later after the wildflowers.
Shady Trail completed.
13. Wildfire Preparedness last meeting in January 2025. Next one in June.
14. ASCC template in progress
TOWN OF PORTOLA VALLEY
Conservation Committee Report
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: 07/15/2025
RE: Liaison Report of 06/11/2025 Friends of the PV Library meeting Action Items
FOPVL recruiting 3 more members. Contact Kwok Lau or Donna Mackowski. https://www.fopvl.org/
Notes
Bylaws updated to expand the board from 15 to 18. Succession planning for every role.
Executive Board (new doc available about the FOPVL and Board membership) • President Kwok to mentor VP Ateret for future president role. • Ateret Haselkorn-VP Events (memoir, PV arts fest author fest) - recruitment and marketing key. - Mary Ellen to help with events.
• Susan Adams - Treasurer - filing taxes, books closed early July. File by Nov. Donations processed. Handle and track investments. Conservative portfolio (60% bonds/40% stocks). Rebalance once a year at Schwab. Need help updating website on Squarespace.
Mina to help out.
• Cindy Rowe - Secretary - takes notes and sends them out. Sets up Archives on Google.
Uploads docs. Roster. Amendments. Jennifer to help out. • Sally Shimada-Lee – Communications - newsletter - comes out Oct/Nov. Updates on PVForum of events. Banners. Ads. Add Website role. Lenora to help out. • Donna Mackowski - Nominations/Recruitment-interview people who are interested, determine strengths.
• Bookstore group - process used books.
Carmen Latona-Adams - Library manager for PV and WD
• Target budget request of $17K for programs, staff training and appreciation, volunteer recognition, Books for home libraries, Dolly Parton’s imagination Library. • Events inside the library during Palooza. Kids come inside during softball games. Events during farmers’ markets.
• Purchase 2 sewing machines.
• More partnership opportunities - Sequoias both independent living and assisted living.
TOWN OF PORTOLA VALLEY
Friends of the PV Library Report
• Friends’ funds can be used for partnerships (Sequoias, Willow Commons/Branch services, Farmers market, Town events). Free books at the farmer’s library, adults too. • Dolly Parton Imagination 250 children under 5 per year. ($31/child to receive a book a year). 47 kids from PV signed up. Advertise through PVForum, 17% of eligible children in the county. Sign up directly with Dolly Parton. Foundation for SMCL is the partner. Can partner with cultural arts.
Budget update: expenses $31,550 ($24K library support) and $38,505 funding (Donations, book, sales.)
JPA and Town update - JPA in budget process now. Planning to add 9 staff for new initiatives.
Currently run a surplus. Town in budget process right now. Near balanced budget. ‘25-26 planning for small deficit. ‘26-27 must go for revenue enhancement to deal with the increased expenses.
Updates
• Nomination for executive officers update- Same slate from last year. • Events update - ice cream truck at Picnic.
• Book sales going well.
• Secretary update – remember to log volunteer hours and conflict of interest forms (Better Impact account).
Next meeting Wed Sept 24 at 1 pm.
_________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Councilmember Flynn
DATE: 06/02/2025
RE: Liaison report on SFO Roundtable Meeting (06/02/2025) COMMUNITY INFORMATION ITEMS:
Report on Noise tracking: Portola Valley continues to report significant levels of noise. Thank you to all those who are reporting the noise. Last two monthly Airport Director’s reports. Noise levels reported by city for March and April begin on pages 7 and 14, respectively. https://sforoundtable.org/wp-content/uploads/2025/05/SFORT-Packet-20250604.pdf Please continue to report aircraft noise at one of these sites:
• https://noise.flysfo.com/
• https://stop.jetnoise.net/
• https://webtrak.emsbk.com/sfo13 (WebTrak) (Click on the relevant noisy plane and then click the tiny little bubble comment icon on the very bottom left of the popup panel to submit the noise complaint) TL/DR (Too long/Didn’t read - Summary)
• Draft Recommended Airport Development Plan EIR released. • Carlette Young from the FAA (Point of contact - supervisory senior advisor for west coast region) attended the SFO Roundtable meeting.
• SFO Director’s report: 99% of prepandemic traffic for May • Review of SFO Fly Quiet Program: SFO works directly with each airline to strategize the best way to minimize noise (e.g. different runways, times, aircraft, etc.) • Results of Ground-Based Noise Measurement Program presented. The SFO CNEL (Community Noise Equivalent Level) contours adequately capture the true aircraft noise environment and are consistently higher than those measured in adjacent communities outside the contours,
FULL MEETING NOTES:
SF Planning Dept released the Draft EIR for the Recommended Airport Development Plan (RADP), the expansion of the airport: Environmental Review Documents | SF Planning. https://sfplanning.org/environmental-reviewdocuments?title=sfo+recommended+airport+development&field_environmental_review_categ_targ et_id=All&items_per_page=10
TOWN OF PORTOLA VALLEY
SFO Roundtable Liaison Update
Concern was raised at the Roundtable meeting about inadequate notification to municipalities of the RADP DEIR and the short period for comments.
• Steve Rinaldi - Millbrae - SFO did not present to Planning Commission or City Council • Suzy Niederhofer - Foster City - concern about the draft EIR issued the next day but no communication provided. 45 day comment period - closed June 2, 2025.
The RADP provides for long-range development to accommodate activity levels forecast to reach approximately 506,000 annual aircraft operations, which is the estimated annual practical capacity of the existing runways regardless of whether the RADP is implemented. The Federal Aviation Administration (FAA) approved SFO’s constrained aviation activity forecast for use in planning in June 2014. Passenger aircraft operations represent the largest portion of the 506,000 annual aircraft operations, which are forecast to accommodate approximately 71.1 million annual passengers considering the forecast passenger aircraft fleet mix. Proposed improvements: reconfiguration of the international terminal, add a new terminal H, a multi-modal parking area in center area.
Carlette Young from the FAA (Point of contact - supervisory senior advisor for west coast region) attended the SFO Roundtable meeting.
SFO Director’s report
• 16.2 million travelers - not yet at 2019 numbers
• 99% of prepandemic traffic for May
• New service to Azores, Portugal, Adelaide
• Advanced air mobility eVtols (Electric Vertical Take-Off and Landing vehicles) - partnered with Berkeley - Forum June 12 10:30-4:30 at SFO
Review of SFO Fly Quiet Program
1. Evaluates each airline’s aircraft and quantity of flights at SFO and rates each airline
2. Maintains remote monitoring stations around SFO and tracks noise exceedance
3. Has a nighttime preferential runway program with voluntary compliance to maximize flights over water and minimize flights over land and populated areas between 1:00 a.m. and 6:00 a.m
4. Each flight is rated for it’s departure route. Departures west of 101 are scored marginal or poor depending on their location.
5. Coast Mountain Gap Departure Quality Rating has been included as a category in the Fly Quiet Program. This procedure directs air traffic to fly a route that takes them over the area northwest of the airport over the cities of South San Francisco, San Bruno, Daly City, and Pacifica. Aircraft are rated based on achieving rapid altitude targets to reduce noise over affected communities.
6. Airlines are rated by Arrival Quality. In an effort to further reduce nighttime noise in neighboring communities, this rating is designed to maximize over-bay approaches to Runways 28 between 11:00 p.m. and 6:00 a.m to minimize noise over Foster City.
SFO works with the airlines to encourage them to take measures to reduce noise. Success with UA flight 512 delays for nighttime flight - got the flight to use a different flight path over the bay. - have to do targeted recommendations directly with each airline.
SFO fly quiet program also provides full acoustic improvements to homes in the flight path. Expanded eligibility initiative ($12 million) - expect to treat 80-90 homes ($100,000) with full insulation, windows, and acoustic improvements reduce 5 dB or below 45 dB.
Spring and fall heavy winds change the runways - heavies go into the wind to take off.
Oakland - SUNNE departures straight down bay (same as 050).
Results of Ground-Based Noise Measurement Program presented.
SFO maintains a comprehensive aircraft noise monitoring system to track and manage noise levels in the communities surrounding the Airport. The “Up-the-Hill noise study showed that the existing CNEL (Community Noise Equivalent Level) contours adequately capture the true aircraft noise environment and were consistently higher than those measured in adjacent communities outside the contours, particularly in adjacent hillside communities where aircraft do not typically fly overhead.
Technical Working Group seeking more members - deeper dive into metrics and methodologies - reach out to Terry O’Connell from Brisbane - interest in website expertise also sought.
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Mary Hufty
DATE: July 16, 2025
RE: Trails and Paths Liaison Report
OVERVIEW: Excellent meeting with Town Engineer in attendance Maintenance: is in general going well. Joe Coleman agreed to collate all areas of concern and review them with Scott (directly)who is doing a terrific job with maintenance and giving regular updates on time spent clearing trails. All mowing has been completed.
Capital Improvements: a list will be reviewed for proposal for next funding cycle Usage: 1 incident of a golf cart on Shady Trail was reported. An educational outreach to residents and users of our trail system was outlined including possible explanatory signsNoting that use of our trails that violate the easement requirements may jeopardize the easements which generally specify no motorized vehicles.
Trail easements: which may need clarifying in the future include some on Sausal Trail (dating from 1905) and on Priory off Sausal Trail to the Priory meadow. Also discussed screening and shade for Portola Trail at the Gambetta House considering new construction at the Priory. The Priory has been very cooperative, and they are aware. An effort is being made to document all trail easements.
Project development oversight: as plans progress with Stanford, Gary Hanning agreed to assure that all trails are constructed before building commences and that the agreed upon trail system will be enacted. He is well connected with all neighbors effected and has been involved at every stage. He has an engineer’s ability to read maps, easements and contracts.
Hawthorns: It was again noted that the completion of the Los Trancos Trail through Portola Valley is dependent on the process with MROSD at the Historic Complex, including our town’s practice of trail completion prior to construction.
TOWN OF PORTOLA VALLEY
Liaison Memo
TOWN OF PORTOLA VALLEY
Zotts to Tots and Town Picnic: There will be a trail booth for public education and as usual well behaved mounted horses will be allowed to participate in the Zotts to Tots Event and may use surrounding trails when there is congestion.
Public Relations: New residents, staff, and all trail users need information on the trail system- its easements, usage, maintenance, advantages, safety net and needs- Keep your trail easements clear for your benefit and your community.
______________________________________________________________________________________ TO: Members of the Town Council
FROM: Helen Wolter
DATE: July 18, 2025
RE: CCAG RMCPC Report
CCAG Resource Mtg Jul 16, 2025
• SMC Office of Sustainability
o RICAPs
Working on a marketing campaign to reach out to higher income HH on the benefits of electrification - Fall 2025
Permitting processes HPHW electrifying simplifying
Instant permit over the counter - for lower amps
• Transfer Tax or Ordinance (?) in the City of Berkeley o To homeowners that want to make their home more sustainable o Energy measures
o $5,000
o Berkeley - ordinance that requires $5,000 on transfer that there are energy upgrades required
Energy Watch w PGE
• Rate payer dollars through CPUC, PCE, CCAG
• Hard to reach customers to reduce emissions
o Local govs, special districts, public school districts K - 12, small business o Referred to programs that can reach these hard to reach o Methane gas calculations
Therms used and the type of
Mostly methane based water heaters
o Outcomes
Over 70 heat pumps - $2 M - saving almost 200 therms
o SMC County of Ed
Data is helping to guide other school district wide
Figuring out how to electrify with their schools
TOWN OF PORTOLA VALLEY
Liaison Memo
o Small businesses
El Concilio going door to door
Program is so good that it keeps over subscribing
Wants to broaden from the hardest of hard small businesses to all small businesses
Kitchens
Commercial kitchen cost studies - looking for more
restaurants to participate
Only need 60-90 minutes to analyze
Cost study - and efficiency studies
Will get $200 for their time
RICAPs
GHG Inventories for all jurisdictions
Quantification for building electrification measurement tools Three implementation groups
Modeshift from transportation, building electrification, EV Infrastructure
Navigating the Reach Code policy challenges which is making electrification standards tricky
o Energy Watch
PGE is willing to continue in the county
2020 - procurement
Vote taken on recommendation to CCAG Board SMC Energy Watch funding. Passed unanimously.
2021 - 2023 Drought Report from BAWSCA
• Progression of the drought from that period
• BAWSCA did a drought report - effectiveness of local and regional DRMs o How did this impact the region economically
o Identify lessons learned from the period
• SFPUC
o Executive order from the governor - said it needed to be cut by 15% o BAWSCA Called for voluntary 11% cutback - our region reached 7.8 % Water Shortage Contingency Plan
• What did the Cities do? It varied from agency to agency • To stop water waste -
o Notifications via door hangers, letter, phone calls
• Other actions
o Towels at hotels not washed, water only to those that want them at restaurants • BAWSCA also limited water based on Tier 2 standards
• Rebate Programs
o Lawn be gone rebates
o Rain barrels
Demand hardening - we are going to have to start - can we squeeze water uses even further?
Due to lower water usage, water quality has problems and is an operational challenge that will continue to be seen.
• Mixtures that move the water so that there are less issues are expensive ~$1M Limited Access to Automated Metering Infrastructure (AMI) reads every 15 seconds - posed challenges for advanced analysis
• Data is now available only for 1-2 years
• But vendors will charge a lot to access the data
• Data is not available to jurisdictions unless the cities do the storage Lessons Learned
• Better coordination is needed
• Conservations measures still need to be continued
• Does message fatigue exist
• Agencies may need to evaluate their plans and consider other opportunities Grants Update
• SMC EV Charging Planning Grant was not awarded
• $1.2 Sam Liccardo - Coastal resilience grant
• $1.5 M One watershed Padilla carried
• $2.9 M ECR greening in Colma from Schiff