Agenda packet — Portola Valley City Council, September 10, 2025

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, September 10, 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).

VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
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Passcode: 048294
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll-free)
Mute/Unmute – Press *6 / Raise Hand – Press *9

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Packet amended 9/10/25 to revise resolutions for item #7a and #7b Town Council Agenda
September 10, 2025

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3. PRESENTATIONS/ PROCLAMATIONS
a. Proclamation Designating September 2025 as Suicide Prevention Month

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 Regular Meeting Minutes of August 27, 2025
b. Approve Warrant List of September 10, 2025
c. Consider Accepting the Updated Reimbursement Policy
d. Consider Appointing Mayor Judith Hasko as the Voting Delegate, and Vice Mayor Craig Taylor and Councilmember Mary Hufty as the Alternate Delegates to Represent the Town of Portola Valley at the Annual General Assembly at the 2025 League of California Cities Annual Conference

7. REGULAR AGENDA
a. Consider Adoption of a Resolution Appropriating $70,026.76 for Town Planning Fees from the Town of Portola Valley Affordable Housing Fund to Jim White and Patty White for the Willow Commons Housing Project Owned by IACPV LLC at 4388 Alpine Road and Determining the Project is Exempt under the California Environmental Quality Act (Revised Resolution)
b. Consider Adoption of a Resolution Appropriating up to $3.5 Million from the Town of Portola Valley Affordable Housing Fund to Jim White and Patty White for the Willow Commons Housing Project Owned by IACPV LLC at 4388 Alpine Road, Authorizing the Town Manager to Enter into an Affordable Housing Grant Agreement, and Determining the Project is Exempt under the California Environmental Quality Act (Revised Resolution)

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.

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Town Council Agenda
September 10, 2025

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9. ADJOURNMENT
The next Regular Town Council meeting will be held on September 24, 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.

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PROCLAMATION
Honoring September 2025 as Suicide Prevention
Month
WHEREAS, the Town of Portola Valley will join the country and state in honoring Suicide Prevention Month (September), National Suicide Prevention Week (September 7-13) and World Suicide Prevention Day (September 10) to spread the message that suicide can be prevented; and WHEREAS, in 2024, 69 people died by suicide in San Mateo County and 13,239 calls were received by the San Mateo County Crisis Line (650-579-0350), including 5,613 routed from 988 (42%) and 1,028 texts and 499 chats from 988; and
WHEREAS, Portola Valley residents are urged to play a role in supporting each other and preventing suicide by knowing the signs of suicide, finding the words of support and reaching out to local resources, including calling or texting the 988 Crisis Lifeline, mobile crisis teams by calling 650-579-0350, Alternatives to Suicide Peer Support Group (by Heart and Soul, Inc), Suicide Loss Support Group (by Mission Hospice & Homecare) and Be Sensitive Be Brave and Mental Health First Aid Trainings (by Kingdom Love); and
WHEREAS, the San Mateo County Behavioral Health and Recovery Services Office of Diversity and Equity, Suicide Prevention Committee and partners are collectively organizing activities that our community can participate throughout September Suicide Prevention Month, including free in-person and virtual events, advocacy days and communication campaign. The 2025 theme is “Support, Your Way”. Ongoing updates posted at SMCHealth.org/SPM; and WHEREAS, beyond September, you can join the San Mateo County Suicide Prevention Committee which provides oversight and direction to suicide prevention efforts in the County and advances this mission by focusing on strategies and activities in the Suicide Prevention Roadmap 2021-2026. The Roadmap recommends activities that span across the continuum of care, including stable housing, education and trainings and risk-appropriate treatment.

NOW, THEREFORE, BE IT PROCLAIMED, that I, JUDITH HASKO, Mayor, Town of Portola Valley, hereby designates September 2025 as Suicide Prevention Month and call upon everyone in the Portola Valley community to find their role in suicide prevention.

Dated this 10th day of September 2025.
___________________________
Judith Hasko, Mayor
Item #3a

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Volume 47
August 27, 2025

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PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – AUGUST 27, 2025

1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 7:01 p.m. Roll call was taken by the Clerk.

Present: Councilmembers Helen Wolter, Rebecca Flynn, Mary Hufty, Vice Mayor Craig Taylor, Mayor Judith Hasko

Absent: None.

Others: Town Manager Darcy Smith, Assistant Town Manager Corie Stocker-Pedalino, 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) – None
Mayor Hasko announced an agenda change that Study Session Item 8a will be heard after the Consent Agenda and before Regular Agenda Item 7a.

3. PRESENTATIONS / PROCLAMATIONS
a. Proclamation for Alpine Little Leage 12U All-Star Team participation in the Little League West Regional Tournament
Mayor Hasko provided remarks and congratulated the Alpine Little League team players, coaches, and families.

The Alpine Little League team accepted the proclamation.

4. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
• San Mateo County Supervisor Ray Mueller office hours with Mayor • Last Summer Concert
• Zotts to Totts
• Regular update on financial audits

5. ORAL COMMUNICATIONS
The following members of the public addressed the Town Council:
• Danna Breen
Item #6a

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Volume 47
August 27, 2025

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• Karen Askey

6. CONSENT AGENDA
Mayor Hasko invited public comment. None were received.

Motion and second (Flynn, Hufty) to approve Consent Agenda item 6a. The motion carried 4-0-1 by voice vote, with Councilmember Wolter abstaining.

Motion and second (Flynn, Wolter) to approve Consent Agenda item 6b. The motion carried unanimously by voice vote.

Councilmember Wolter recused herself from 6c to avoid the appearance of a conflict of interest and left the dais to allow for Council discussion. Motion and second (Flynn, Taylor) to approve Consent Agenda item 6c. The motion carried 4-0-1 by voice vote, with Councilmember Wolter recusing. Councilmember Wolter returned after the vote. a. Approve Regular Meeting Minutes of July 23, 2025
b. Review and Accept Warrant List of August 27, 2025
c. Adopt Resolution to Accept and Appropriate MTC Funds in the amount of $317,000 for EV Charger Project

7. REGULAR AGENDA
a. Report from Safety and Resilience Subcommittee on Objectives Vice Mayor Taylor presented the item and Council discussed.

Mayor Hasko invited public comment.

Public Comment
• Nan Shostak
• Rita Comes
No action was taken.

8. STUDY SESSION
a. Receive Information and Provide Direction to Staff and Town Council Subcommittee Regarding Opinion Research for Revenue Enhancement Options for November 2026 Ballot

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Volume 47
August 27, 2025

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This item was heard before the Regular Agenda.

Finance Director McFarlane presented the item.

Mayor Hasko invited public comment.

Public Comment
• Nona Chiariello
• Ed McGavin
• Rita Comes
• Betsy Morgenthaler
• Phone number ending -7562
• Karen Askey
Council provided feedback. No action was taken.

The Council recessed for a short break at 9:38 p.m. and returned at 9:48 p.m. to hear the Regular Agenda.

9. COLLEAGUE MEMORANDUM / AGENDA SETTING – None.

10. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES

REPORTS
Councilmembers reported on several local and regional meetings they attended recently.

11. ADJOURNMENT
The meeting adjourned at 11:06 p.m.
_________________________ _________________________
Judith Hasko, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its September 10, 2025 regular meeting.

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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: September 10, 2025
RE: Review and Accept Warrant List
RECOMMENDATION:

1. Review and accept the following Warrant List for the month of September:
09/10/2025 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 9/10/2025 5398 5432 35 112,405.04 9/11/2025 8/27/2025 5397 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 9/10/2025 103,348.77
Open Space 9/10/2025 3,500.00
Library 9/10/2025 1,110.27
Gas Tax 9/10/2025 900.00
Measure M 9/10/2025 1,195.00
Customer Deposits 9/10/2025 2,351.00
Total $ 112,405.04
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT
Item #6b

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Warrant List September 10, 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
For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].

ATTACHMENTS

1. 09/10/2025 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
9/10/2025 5405 Missionsquare Retirement 101 Various Aug Contributions $ 5,051.64 9/10/2025 5407 Navia Benefit Solutions 101 Various Aug Contributions 343.33 9/10/2025 5410 CalPERS 101 Various Sep Premium 16,815.03 9/10/2025 5414 Verizon Wireless 101 610 Aug Cellular Service 870.16 Warrants issued as ACH/EFT
Date Warrant # Issued to Fund Dept Reason Amount
8/27/2025 5372 Cynthia Rowe 101 410 Wrong Amount/Payee $ (1,280.00) 9/10/2025 5417 Cynthia Rowe 101 410 Summer Classes $ 780.00 9/10/2025 5432 Taryn Lam 101 410 Deposit Refund 500.00
Warrants Voided and Reissued
Date Warrant # Issued to Fund Dept Purpose Amount
Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
Disclosure

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TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
September 10, 2025
Claims totaling $112,405.04 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
Item #6b - Attachment 1

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apachreg Town of Portola Valley mmagahiz 09/04/2025 10:13 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5398 20 ALLIANT INSURANCE SERVICES 901.00 09/10/255399 83 CAPTUREPOINT.COM 4,800.00 09/10/255400 121 SCA OF CA, LLC 2,095.00 09/10/255401 135 CSG CONSULTANTS INC 16,942.00 09/10/255402 176 EXCEL LD 27.48 09/10/255403 184 FRIENDLY PONY PARTIES 2,500.00 09/10/255404 213 HILLYARD INC 1,199.47 09/10/255405 218 MISSIONSQUARE RETIREMENT 5,051.64 09/10/25 EFTPS5406 234 J. W. ENTERPRISES 546.88 09/10/255407 330 NAVIA BENEFIT SOLUTIONS 343.33 09/10/25 EFTPS5408 330 NAVIA BENEFIT SOLUTIONS 200.00 09/10/255409 353 PARTY WITH 630 2,764.60 09/10/255410 364 PERS HEALTH 21,499.46 09/10/25 EFTPS5411 372 PINNACLE BUILDING & DESIGN 2,000.00 09/10/255412 375 PLATINUM FACILITY SERVICES 4,936.68 09/10/255413 441 SPARTAN ENGINEERING 951.00 09/10/255414 489 VERIZON WIRELESS 870.16 09/10/25 EFTPS5415 518 GOT GOPHERS? 1,050.00 09/10/255416 547 ALPINE W. MENLO LITTLE LEAGUE 1,000.00 09/10/255417 697 CYNTHIA ROWE 780.00 09/10/255418 708 BAY AREA FACE PAINTERS 360.00 09/10/255419 726 BLISS POPS POP CULTURE LLC 1,190.00 09/10/255420 860 STEPFORD 3,949.52 09/10/255421 1016 SHUTE, MIHALY & WEINBERGER LLP 10,762.90 09/10/255422 1170 AMAR PATEL 500.00 09/10/255423 1195 LEAF CAPITAL FUNDING, LLC 495.47 09/10/255424 1217 WBCP, INC. 14,775.95 09/10/255425 1221 ZOTTS LLC 370.00 09/10/255426 1265 MARRNE & MARRONE 592.50 09/10/255427 1273 LEAGUE OF WOMEN VOTERS OF SSMC 250.00 09/10/255428 1274 BRADFORD 100.00 09/10/255429 1275 AVT INC. DBA AVT PRODUCTIONS 4,500.00 09/10/255430 1276 CBRE INC. 3,500.00 09/10/255431 1277 TESSA BERMAN ALLEN 100.00 09/10/255432 1278 TARYN LAMM 500.00 09/10/25Check totals: 84,640.45ACH totals:EFTPS totals: 27,764.59Wire transfer totals:Payment Manager totals:GRAND TOTALS 112,405.04

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Check totals: 84,640.45
ACH totals:EFTPS totals: 27,764.59Wire transfer totals:Payment Manager totals:GRAND TOTALS 112,405.04

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apackfnd2 Town of Portola Valley mmagahiz 09/04/2025 10:15 Page 1 Checks by Fund - 09/10/25 to 09/10/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number Date
Formatted
Fund 101 Dept Balance SheetALPINE W. MENLO LITTLE LEAGUE 101-21052-000-000000 Rollover deposit 500.00 5416 09/10/25 refund PROF-21-4
ALPINE W. MENLO LITTLE LEAGUE 101-21052-000-000000 Rollover deposit 500.00 5416 09/10/25 refund PROF-23-43
AMAR PATEL 101-21052-000-000000 Rollover deposit 500.00 5422 09/10/25 refund PROF-21-2
BRADFORD 101-21052-000-000000 Deposit Refund - 100.00 5428 09/10/25 Picnic Table LEAGUE OF WOMEN VOTERS OF SSMC 101-21051-000-000000 Deposit Refund - 250.00 5427 09/10/25 Buckeye Room
MARRNE & MARRONE 101-21098-000-000000 Business License .40 5426 09/10/25 Refund DuplicatePymt
MISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Aug 5,051.64 5405 09/10/25 31, 2025
NAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 343.33 5407 09/10/25 08/31/2025
TARYN LAMM 101-21052-000-000000 Deposit Refund - 500.00 5432 09/10/25 All Sports Court
TESSA BERMAN ALLEN 101-21052-000-000000 Deposit Refund - 100.00 5431 09/10/25 Picnic Table ZOTTS LLC 101-21052-000-000000 Deposit Refund - 370.00 5425 09/10/25 Ford Field Rental --------------
Fund 101 Dept Total 8,215.37
Fund 101 Dept 115 Town CommitteesBAY AREA FACE PAINTERS 101-63208-115-000000 Face Painter Picnic 360.00 5418 09/10/25 09/20/2025
BLISS POPS POP CULTURE LLC 101-63208-115-000000 Popsicles for Town 1,190.00 5419 09/10/25 Picnic 9/20/25 FRIENDLY PONY PARTIES 101-63208-115-000000 Town Picnic, 2,500.00 5403 09/10/25 Petting Zoo/Ponies9/20/25
PARTY WITH 630 101-63208-115-000000 Town Picnic, 2,764.60 5409 09/10/25 Inflatables/Equipment Rentals
--------------
Fund 101 Dept 115 Total 6,814.60
Fund 101 Dept 120 Town ManagerPERS HEALTH 101-55021-120-000000 September Health 10,802.15 5410 09/10/25

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apackfnd2 Town of Portola Valley mmagahiz 09/04/2025 10:15 Page 2 Checks by Fund - 09/10/25 to 09/10/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number Date
Formatted
--------------
Fund 101 Dept 120 Total 10,802.15
Fund 101 Dept 140 FinancePERS HEALTH 101-55021-140-000000 September Health 6,043.82 5410 09/10/25 --------------
Fund 101 Dept 140 Total 6,043.82
Fund 101 Dept 310 Planning DivisionCSG CONSULTANTS INC 101-62099-310-000000 Jul Code 1,650.00 5401 09/10/25 Enforcement Bldg Svcs, Permit TechIn House Plan
PERS HEALTH 101-55021-310-000000 September Health 1,670.69 5410 09/10/25 --------------
Fund 101 Dept 310 Total 3,320.69
Fund 101 Dept 320 Building DivisionCSG CONSULTANTS INC 101-62099-320-000000 Jul Code 14,212.00 5401 09/10/25 Enforcement Bldg Svcs, Permit TechIn House Plan
MARRNE & MARRONE 101-43045-320-000000 Business License 3.60 5426 09/10/25 Refund DuplicatePymt
PERS HEALTH 101-55021-320-000000 September Health 556.90 5410 09/10/25WBCP, INC. 101-62099-320-000000 Recruitment 14,775.95 5424 09/10/25 Services - Building Director
--------------
Fund 101 Dept 320 Total 29,548.45
Fund 101 Dept 330 Code ComplianceCSG CONSULTANTS INC 101-62099-330-000000 Jul Code 1,080.00 5401 09/10/25 Enforcement Bldg Svcs, Permit TechIn House Plan
--------------
Fund 101 Dept 330 Total 1,080.00

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apackfnd2 Town of Portola Valley mmagahiz 09/04/2025 10:15 Page 3 Checks by Fund - 09/10/25 to 09/10/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number Date
Formatted
Fund 101 Dept 410 Community HallALLIANT INSURANCE SERVICES 101-63104-410-000000 Premium Town 901.00 5398 09/10/25 Special Event Liability Insurance
CAPTUREPOINT.COM 101-62305-410-000000 Community Pass 4,800.00 5399 09/10/25 Software FY2025 -2026
CYNTHIA ROWE 101-63013-410-000000 SUMMER 2025 Classes 780.00 5417 09/10/25 PERS HEALTH 101-55021-410-000000 September Health 289.58 5410 09/10/25PLATINUM FACILITY SERVICES 101-61051-410-000000 Janitorial Services 1,081.49 5412 09/10/25 - August 2025
--------------
Fund 101 Dept 410 Total 7,852.07
Fund 101 Dept 420 Field RentalsGOT GOPHERS? 101-61055-420-000000 Town Fields Gopher 1,050.00 5415 09/10/25 Trapping- Aug 2025 J. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 315.44 5406 09/10/25 Rental & ServicesJ. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 231.44 5406 09/10/25 Rental & Services --------------
Fund 101 Dept 420 Total 1,596.88
Fund 101 Dept 510 Public WorksHILLYARD INC 101-62011-510-000000 Janitorial Supplies 1,199.47 5404 09/10/25 PERS HEALTH 101-55021-510-000000 September Health 1,185.53 5410 09/10/25PLATINUM FACILITY SERVICES 101-61054-510-000000 Janitorial Services 2,296.91 5412 09/10/25 - August 2025
PLATINUM FACILITY SERVICES 101-62011-510-COVD19 Janitorial Services 448.01 5412 09/10/25 - August 2025. Fridays disinfection svcs
SPARTAN ENGINEERING 101-61052-510-000000 Monitoring the 420.00 5413 09/10/25 security 9/10/25-9/9/26
SPARTAN ENGINEERING 101-61052-510-000000 Monitoring the fire 531.00 5413 09/10/25 alarm 9/10/25-9/9/26
--------------
Fund 101 Dept 510 Total 6,080.92
Fund 101 Dept 610 Non-Departmental

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apackfnd2 Town of Portola Valley mmagahiz 09/04/2025 10:15 Page 4 Checks by Fund - 09/10/25 to 09/10/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number Date
Formatted
AVT INC. DBA AVT PRODUCTIONS 101-62307-610-000000 Town Hall 4,500.00 5429 09/10/25 Audio/VisualEquipment Rental
EXCEL LD 101-62021-610-000000 August Telephone LD 27.48 5402 09/10/25 ServicesLEAF CAPITAL FUNDING, LLC 101-62307-610-000000 Toshiba Printer 495.47 5423 09/10/25 Copy Lease
MARRNE & MARRONE 101-41411-610-000000 Business License 535.00 5426 09/10/25 Refund DuplicatePymt
101-41411-610-000000 53.50 5426 09/10/25
NAVIA BENEFIT SOLUTIONS 101-55025-610-000000 August 2025 Monthly 200.00 5408 09/10/25 Fee
PERS HEALTH 101-55021-610-000000 September Health 950.79 5410 09/10/25SHUTE, MIHALY & WEINBERGER LLP 101-62032-610-000000 Jul Legal Service 10,411.90 5421 09/10/25STEPFORD 101-62046-610-000000 Monthly Service 3,920.00 5420 09/10/25 Charges 09/01/2025THRU 09/30/2025
STEPFORD 101-62305-610-000000 256GB USB drive 29.52 5420 09/10/25 VERIZON WIRELESS 101-62021-610-000000 August Cellular 870.16 5414 09/10/25 --------------
Fund 101 Dept 610 Total 21,993.82
--------------
Fund 101 Total 103,348.77
Fund 204 Dept 725 Open SpaceCBRE INC. 204-74011-725 Appraisal Report 3,500.00 5430 09/10/25 --------------
Fund 204 Dept 725 Total 3,500.00
--------------
Fund 204 Total 3,500.00
Fund 205 Dept 510 Public WorksPLATINUM FACILITY SERVICES 205-61054-510-000000 Janitorial Services 1,110.27 5412 09/10/25 - August 2025
--------------
Fund 205 Dept 510 Total 1,110.27
--------------
Fund 205 Total 1,110.27

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apackfnd2 Town of Portola Valley mmagahiz 09/04/2025 10:15 Page 5 Checks by Fund - 09/10/25 to 09/10/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number Date
Formatted
Fund 206 Dept 510 Public WorksSCA OF CA, LLC 206-61012-510-000000 August 900.00 5400 09/10/25 Litter/Street Clean --------------
Fund 206 Dept 510 Total 900.00
--------------
Fund 206 Total 900.00
Fund 212 Dept 510 Public WorksSCA OF CA, LLC 212-61017-510-000000 August 1,195.00 5400 09/10/25 Litter/Street Clean --------------
Fund 212 Dept 510 Total 1,195.00
--------------
Fund 212 Total 1,195.00
Fund 701 Dept 340 Customer DepositsPINNACLE BUILDING & DESIGN 701-62325-340 Deposit Refund - 1,000.00 5411 09/10/25 501 Portola Rd
PINNACLE BUILDING & DESIGN 701-62325-340 Deposit Refund - 1,000.00 5411 09/10/25 501 Portola Rd
SHUTE, MIHALY & WEINBERGER LLP 701-62033-340 Jul Legal Service 351.00 5421 09/10/25 --------------
Fund 701 Dept 340 Total 2,351.00
--------------
Fund 701 Total 2,351.00
--------------
**** Grand Total 112,405.04
* * * End of Report * * *

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.
apapdinv2 mmagahiz Town of Portola Valley Page 1
10:17 09/04/25 Paid Invoices by Date
From: 09/10/2025 to 09/10/2025
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 20 ALLIANT INSURANCE SERVICES
09/10/25 5398 Premium Town Special Event Liability Insurance 901.00 901.00 3217341 Vendor: 83 CAPTUREPOINT.COM
5399 Community Pass Software FY2025 - 2026 4,800.00 4,800.00 SI-229975 Vendor: 121 SCA OF CA, LLC
5400 August Litter/Street Clean 2,095.00 2,095.00 2025-008111 Vendor: 135 CSG CONSULTANTS INC
5401 Jul Code Enforcement Bldg Svcs, Permit Tech In House Plan 16,942.00 16,942.00 JUL-2025 Vendor: 176 EXCEL LD
5402 August Telephone LD Services 27.48 27.48 1199886833 Vendor: 184 FRIENDLY PONY PARTIES
5403 Town Picnic, Petting Zoo/Ponies 9/20/25 2,500.00 2,500.00 09202025 Vendor: 213 HILLYARD INC
5404 Janitorial Supplies 1,199.47 1,199.47 605929214
Vendor: 218 MISSIONSQUARE RETIREMENT
5405 Deferred Comp - Aug 31, 2025 5,051.64 5,051.64 AUG-202531 Vendor: 234 J. W. ENTERPRISES
5406 Handicap Unit Rental & Services 546.88 315.44 268429 Handicap Unit Rental & Services 231.44 268430
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5407 Navia Benefit 08/31/2025 343.33 343.33 08312025
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5408 August 2025 Monthly Fee 200.00 200.00 10999531
Vendor: 353 PARTY WITH 630
5409 Town Picnic, Inflatables/Equipment Rentals 2,764.60 2,764.60 54624 Vendor: 364 PERS HEALTH
5410 September Health 21,499.46 21,499.46 100000018027140 Vendor: 372 PINNACLE BUILDING & DESIGN
5411 Deposit Refund - 501 Portola Rd 2,000.00 1,000.00 BLDR0151-2024 Deposit Refund - 501 Portola Rd 1,000.00 BLDR0178-2025

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.
apapdinv2 mmagahiz Town of Portola Valley Page 2
10:17 09/04/25 Paid Invoices by Date
From: 09/10/2025 to 09/10/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 375 PLATINUM FACILITY SERVICES
5412 Janitorial Services - August 2025 4,936.68 4,488.67 51342 Janitorial Services - August 2025. Fridays disinfection svcs 448.01 51343 Vendor: 441 SPARTAN ENGINEERING
5413 Monitoring the security 9/10/25-9/9/26 951.00 420.00 11460M Monitoring the fire alarm 9/10/25-9/9/26 531.00 11461M
Vendor: 489 VERIZON WIRELESS
5414 August Cellular 870.16 870.16 6121941129
Vendor: 518 GOT GOPHERS?
5415 Town Fields Gopher Trapping- Aug 2025 1,050.00 1,050.00 89617 Vendor: 547 ALPINE W. MENLO LITTLE LEAGUE
5416 Rollover deposit refund PROF-21-4 1,000.00 500.00 PROF-21-4 Rollover deposit refund PROF-23-43 500.00 PROF-23-43
Vendor: 697 CYNTHIA ROWE
5417 SUMMER 2025 Classes 780.00 780.00 SUMMER-2025.

Vendor: 708 BAY AREA FACE PAINTERS
5418 Face Painter Picnic 09/20/2025 360.00 360.00 445
Vendor: 726 BLISS POPS POP CULTURE LLC
5419 Popsicles for Town Picnic 9/20/25 1,190.00 1,190.00 09202025 Vendor: 860 STEPFORD
5420 256GB USB drive 3,949.52 29.52 2502092
Monthly Service Charges 09/01/2025 THRU 09/30/2025 3,920.00 2502082 Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
5421 Jul Legal Service 10,762.90 10,762.90 JUL-25-SMW
Vendor: 1170 AMAR PATEL
5422 Rollover deposit refund PROF-21-2 500.00 500.00 PROF-21-2 Vendor: 1195 LEAF CAPITAL FUNDING, LLC
5423 Toshiba Printer Copy Lease 495.47 495.47 18903888
Vendor: 1217 WBCP, INC.
5424 Recruitment Services - Building Director 14,775.95 14,775.95 7441 Vendor: 1221 ZOTTS LLC

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.
apapdinv2 mmagahiz Town of Portola Valley Page 3
10:17 09/04/25 Paid Invoices by Date
From: 09/10/2025 to 09/10/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
09/10/25 5425 Deposit Refund - Ford Field Rental 370.00 370.00 PROF-25-36 Vendor: 1265 MARRNE & MARRONE
5426 Business License Refund Duplicate Pymt 592.50 592.50 BL-25-270 Vendor: 1273 LEAGUE OF WOMEN VOTERS OF SSMC
5427 Deposit Refund - Buckeye Room 250.00 250.00 PRCH-25-43 Vendor: 1274 BRADFORD
5428 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-43 Vendor: 1275 AVT INC. DBA AVT PRODUCTIONS
5429 Town Hall Audio/Visual Equipment Rental 4,500.00 4,500.00 8550-61336 Vendor: 1276 CBRE INC.
5430 Appraisal Report 3,500.00 3,500.00 076784-1-25
Vendor: 1277 TESSA BERMAN ALLEN
5431 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-53 Vendor: 1278 TARYN LAMM
5432 Deposit Refund - All Sports Court 500.00 500.00 PROF-25-44 Check Date Totals 112,405.04
Grand Total 112,405.04

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Approve updates to the Reimbursement Policy for Local Officials originally adopted by Council in May 2006 and updated in September 2017.

REPORT SUMMARY
AB1234 passed in 2005 required the Town to adopt an official Reimbursement Policy since it allows specified local officials to receive reimbursement for expenses. The current policy was adopted by the Town Council in May 2006 and was updated in September 2017. The proposed updates for 2025 include the following:

1. Purpose Statement.

2. Clarifying language for mileage reimbursement to specify use of a personal vehicle.

3. Updated links for lodging and meal per diem rates indexed to Portola Valley.

4. New Travel Expense Reimbursement Form.

All proposed updates are consistent with AB1234.

FISCAL IMPACT
There is no fiscal impact from approval of the policy.

ENVIRONMENTAL IMPACT:

The action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

ATTACHMENT

1. Reimbursement Policy

TOWN OF PORTOLA VALLEY

STAFF REPORT
Item #6c

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Town of Portola Valley
Reimbursement Policy for Local Officials
September 27, 2017 September 10, 2025
Purpose
The purpose of the Reimbursement Policy for Local Officials is to establish responsibilities and guidelines for elected officials when attending business or professional conferences, training seminars, or other travel on authorized Town business.

It is the intent of the Town of Portola Valley to assure compliance with all federal and state regulations and laws, including the United States Internal Revenue Service regulations and California Assembly Bill 1234 (2005).

NOTE: Per California law effective January 1, 2006, all local officials who receive reimbursement of expenses are required to receive two hours of ethics training every two years. The training must cover both ethics laws and ethics principles. The Town Clerk aids in identifying several options for complying with this requirement and will also ensure that all Council and Commission Members are complying.

Authorized Expenses
Town funds, equipment, supplies (including letterhead), titles, and staff time must only be used for authorized Town business. The following types of expenses generally constitute authorized expenses, if the other requirements of this policy are met:

1. Communicating with representatives of local, regional, state, and national government on Town adopted policy positions.

2. Attending educational seminars designed to improve officials’ skill and information levels.

3. Participating in local, regional, state, and national organizations whose activities affect the Town’s interests.

4. Recognizing service to the Town (for example, thanking a long-time employee with a retirement gift or celebration of nominal value and cost).

5. Attending Town events.

6. Attending a charitable event for the Portola Valley School District; and

7. Travel within the Town attending to Town business.

As an example, attendance at meetings and events, include but are not limited to, the following organizations are considered important in representing the Town’s interests and hearing, learning about, and sharing the far-reaching concerns of the community:
• Association of Bay Area Governments (ABAG)
• California Legislature
• City/County Association of Governments (C/CAG)
Item #6c - Attachment 1

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Procedure\Reimbursement Policy.doc
9/10/20259/27/2017
• Cities Selection Committee
• Council of Cities (Council of Mayors)
• League of California Cities, both Peninsula Division and State • SAMCEDA
All other expenditures require prior Town Council approval. The following expenses also require prior Town Council approval:

1. International and out-of-state travel.

2. Expenses which exceed the annual budget established by the Town Council for education and training.

Examples of expenses that the Town will not reimburse include, but are not limited to:

1. The non-business extension of any trip.

2. Political contributions or events.

3. Family expenses, including partner’s expenses when accompanying an official on agencyrelated business, as well as children- or pet-related expenses.

4. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf-related expenses), or other cultural events.

5. Non-mileage personal automobile expenses, including repairs, traffic citations, insurance, or gasoline; and

6. Personal losses incurred while on Town business.

Any questions regarding the propriety of a particular type of expense should be resolved by the Town Council before the expense is incurred.

Cost Control
To conserve Town resources and keep expenses within community standards for public officials, expenditures should adhere to the following guidelines.

Transportation
The most economical mode and class of transportation reasonably consistent with scheduling needs must be used, using the most direct and time-efficient route. If a more expensive transportation form or route is used, the cost borne by the Town will be limited to the cost of the most economical, direct, efficient and reasonable transportation form.

Mileage
Automobile mileage through use of a personal vehicle is reimbursable at Internal Revenue Services rates presently in effect (see www.irs.gov). These rates are designed to compensate the driver for gasoline, insurance, maintenance, and other expenses associated with operating the vehicle. This amount does not include bridge and road tolls, which are also reimbursable.

Lodging
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Lodging costs will be reimbursed or paid for when travel on official Town business reasonably requires an overnight stay. If such lodging is in connection with a conference, lodging costs should not exceed the group rate published by the conference sponsor for the meeting in question. For overnight stays in other contexts, costs will be reimbursed at Internal Revenue Service per diem rates for lodging, which include adjustments for higher cost locations. (See Publication 1542) at www.irs.gov or GSA per diem rates for ZIP Code 94028 | GSA at US General Services Administration.

Meals
Meal expenses and associated gratuities should be moderate, considering community standards and the prevailing restaurant costs of the area. A helpful source of guidance is Internal Revenue Service per diem rates for meals and incidental expenses, which include adjustments for higher cost locations (see Publication 1542) at www.irs.gov or GSA per diem rates for ZIP Code 94028 | GSA at US General Services Administration
Parking
Parking costs will be reimbursed only if no free parking is available within two (2) blocks of an event or if an official is disabled.

Telephone/Fax/Cellular
Officials will be reimbursed for actual telephone and fax expenses incurred on Town business.

Telephone bills should identify which calls were made on Town business. For cellular calls when the official has a particular number of minutes included in the official’s plan, the official can identify the percentage of calls made on public business.

Cash Advance Policy
From time to time, it may be necessary for an official to request a cash advance or payment directly to the host of an event of cover anticipated expenses while traveling or doing business on the Town’s behalf. Such request for an advance should be submitted to the Town Manager at least three (3) days prior to the need for the advance with the following information:
• The purpose of the expenditure(s).
• The benefits of such expenditure(s) to the residents of the Town. • The anticipated amount of the expenditure(s) (for example, hotel rates, meal costs, and transportation expenses); and
• The dates of the expenditure(s).

Any unused advance must be returned to the Town Manager within five (5) days of the official’s return, along with an expense report and receipts documenting how the advance was used in compliance with this expense policy.

Expense Report Content and Submission Deadline
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Expense reports must document that the expense in question met the requirements of the policy.

For example, if the meeting is with a legislator, the local agency official should explain whose meals were purchased, what issues were discussed, and how those relate to the Town’s adopted legislative positions and priorities.

Officials must submit their expense reports within thirty (30) days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to any credit card receipts, are also part of the necessary documentation.

Inability to provide such documentation in a timely fashion may result in the expense being borne by the official.

Audits of Expense Reports
All expenses are subject to verification of compliance with this policy.

Reports to Governing Board
At the first Town Council meeting or meeting of the commission after the official has attended a reimbursable event, the official shall briefly report on meetings attended at Town expense. If multiple officials attended, a join report may be made.

Compliance with Laws
Town officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All agency expenditures are public records subject to disclosure under the Public Records Act and other laws.

Violations of This Policy
Use of public resources or falsifying expense reports in violation of this policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the Town, 3) the Town’s reporting the expenses as income to the elected official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three times the value of the resources used, and 5) prosecution for misuse of public resources.

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Name
Address
City
State
Year
Model
License Plate
Insurer
Date Start End Miles Parking Other*
- $ - $ -
- $ - $ -
- $ - $ -
- $ - $ -
- $ - $ -
Total - $ - $ -
*Other includes Bus, Taxi, Rideshare Ratea$0.70
Mileage $ -
Parking $ -
Other $ -
Mealsc$22 $23 $36
Date Rate Date Breakfast Lunch Dinner
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
-$ -$ -$ -$
Total -$ Total -$ -$ -$
authorized town business and duties and assignments given to me Signature Date
$0.00
Lodging - $183 per nightb
I certify that the expenses reported above were required in connection with Mileage - (Use of personal vehicle)
Automobile and Insurance Information
Location

TOWN OF PORTOLA VALLEY
Councilmember Travel Expense Reimbursement Form
Total Amount to be Reimbursed

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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager
DATE: September 10, 2025
RE: Consider Appointing Mayor Judith Hasko as the Voting Delegate, and Vice Mayor Craig Taylor and Councilmember Mary Hufty as the Alternate Delegates to Represent the Town of Portola Valley at the Annual General Assembly at the 2025 League of California Cities Annual Conference

RECOMMENDATION
Staff recommends that the Town Council Designate Mayor Judith Hasko as the City's Voting Delegate and Vice Mayor Craig Taylor and Councilmember Mary Hufty as alternates for the 2025 League of California Cities Annual Conference.

DISCUSSION
The League of California Cities (Cal Cities) is a non-profit association that provides legislative advocacy, professional development and educational resources for incorporated cities and towns in California. The Town of Portola Valley is a member of League of CA Cities.

Every year, Cal Cities convenes a member-driven General Assembly at the Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy through consideration and voting on resolutions that establish Cal Cities policy. The General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. The appointed Voting Delegate plays an important role during the General Assembly by representing the town and voting on resolutions.

To cast a vote during the General Assembly which is scheduled for October 10, 2025 in Long Beach, California, the Town Council must formally designate a Voting Delegate and up to two alternate Voting Delegates, one of whom may vote if the designated Voting Delegate is unable to serve in that capacity. Voting Delegates may either be an elected or appointed official.

TOWN OF PORTOLA VALLEY

STAFF REPORT
Item #6d

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Voting Delegate and Alternate Delegates to Represent the Town of Portola Valley at the Annual General Assembly at the 2025 League of California Cities Annual Conference September 10, 2025

Page 2 ends

Mayor Judith Hasko is recommended to be appointed as the Voting Delegate. If she is unable to attend, then either Vice Mayor Craig Taylor or Councilmember Mary Hufty can serve as the alternate voting delegates. There is no order to the alternates. Generally, the Vice Mayor is given the first opportunity and if they are unable to serve as the Voting Delegate, then the second alternate may serve in the role. Councilmember Hufty was selected as she is currently the Town Council liaison to Cal Cities.

ENVIRONMENTAL DETERMINATION:

This action is not a “Project” subject to CEQA, because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. (CEQA Guidelines Section 15378(b)(5).)

FISCAL IMPACT
The Town operating budget has sufficient funds to cover the costs associated with the delegate’s attendance at the League of California Annual Conference.

ATTACHMENT

1. Cal Cities 2025 Voting Delegate Packet

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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, July 16, 2025
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Oct. 8-10, 2025 Long Beach Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.

Taking place on Oct. 10, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.

To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.

Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.

Following council action, please submit your city’s delegates through the online submission portal by Wed., Sept. 24. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.

Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre-conference communications with voting delegates.

Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration is open on the Cal Cities website.

Council Action Advised by September 24, 2025
Item #6d - Attachment 1

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For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.

Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

The voting delegate desk, located in the conference registration area of the Long Beach Convention Center in Long Beach, will be open at the following times: Wednesday, Oct. 8, 8:00 a.m.-6:00 p.m. and Thursday, Oct. 9, 7:30 a.m.-4:00 p.m. On Friday, Oct. 10, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for submitting your voting delegate and alternates by Wednesday, Sept. 24. If you have questions, please contact Zach Seals at [email protected].

Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly

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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines

1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.

6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.

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Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
five additional member cities or
individual members.

How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control.

The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how resolutions and the General Assembly work.

The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.

Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.

Recommendations are forwarded
to the Resolutions Committee.

Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.

Voting delegates
are appointed by each
member city; every city
has one voting delegate.

The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.

Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.

Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.

During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.

Cal Cities policy
development is a memberinformed process,
grounded in the voices and
experiences of city officials
throughout the state.

For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.

General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
Assembly, unless disqualified.2
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f).

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TOWN OF PORTOLA VALLEY

STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Special Projects Manager.

DATE: September 10, 2025
RE: Consider Adoption of a Resolution Appropriating $70,026.76 for Town Planning Fees from the Town of Portola Valley Affordable Housing Fund to Jim White and Patty White for the Willow Commons Housing Project Owned by IACPV LLC at 4388 Alpine Road and Determining the Project is Exempt under the California Environmental Quality Act

RECOMMENDATION
Staff recommends that the Town Council approve a request for the appropriation of Town planning fees in the amount of $70,026.76 for the Willow Commons Housing Project. This request is made pursuant to Portola Valley Municipal Code (PVMC) Section 18.34.070 (c). The funds would come from the Town’s Affordable Housing Fund.

BACKGROUND/DISCUSSION
The Town Architectural Site Control Committee (ASCC) approved the Willow Commons Housing Project (Project) on December 13, 2021 with 13 total housing units. The project address is 4388 Alpine Road. Willow Commons, owned by IACPV LLC, is a permanent supportive housing and services project for intellectually and/or developmentally disabled (IDD) adults. The project provides housing with supportive services, as well as common areas for building community among the residents. The Project was completed in June 2025.

The Project is governed by an Affordable Supportive Housing Regulatory Agreement requiring nine (9) of the 11 units to be restricted to occupancy by low-income households as a condition of receiving the supportive housing and density bonus by right approvals. In California, "low-income households" are those whose gross income does not exceed 80% of the Area Median Income (AMI) for their specific county and household size. The California Department of Housing and Community Development (HCD) publishes these income limits annually. Two (2) of the eleven units are set aside for on-site employees and are not deed restricted.

Item #7a

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Willow Commons Housing Project Affordable Housing Fund Appropriation for Planning Fees
September 10, 2025 Page 2
At the January 12, 2022 Town Council meeting, the Project applicants Jim and Patty White (Applicants) requested a $3.5 million grant from the Town’s Affordable Housing Fund (also referred to as the “Inclusionary-in-Lieu Fund”) for the Project. Their current request is included as Attachment 3. The Affordable Housing Fund is a subdivision developer’s fee, payable by fee or land that can only be used for affordable housing.

Currently, the fund balance is approximately $4,857,725. To date, the developer’s request has been the only request submitted for the use of these funds. When considered on a preliminary basis in 2022, the Councilmembers at that time expressed general support for the Project. However, the Council delayed any decision on the request until Affordable Housing Fund policies could be developed and approved. The Council indicated possible support for funding fee waivers for the project. In the staff presentation, fee waivers were projected to total $23,048.

The developer has requested an additional fee waiver of $72,191.73 which is the total planning fees paid for the project. The request is included as Attachment 2. However, this amount includes fees of $2,165 paid to the Woodside Fire Protection District. The amount paid to the Town for planning processing fees is $70,026.73.

General Plan Policies
The Housing Element of the General Plan encourages the Town to provide opportunities for a diverse population to live in the town. This includes people of all income levels, people with special housing needs, elderly residents and people who work in Portola Valley. The Housing Element envisions that one way to encourage these housing opportunities is through financial support, including fee waivers. The Housing Element policies relating to fee waivers include:

Program 4-4: Establish and implement an Affordable Housing Fund Policy. Moneys in the Fund may be used to: 1) Increase and improve the supply of affordable housing, or 2) Cover reasonable administrative expenses not reimbursed through processing or other fees.

Zoning Code Regulations
To implement the General Plan, the Portola Valley Municipal Code Section 18.34.070 (c) - Waiver of fees includes the following regulations that specify the criteria for the Town Council to determine when fees may be waived by Council action:

Any residential development project with ten or more units in which at least fifty percent of the dwelling units will be price-restricted to be affordable to households with incomes at moderate incomes or below, as defined by the California Department of Housing and Community Development. A development agreement shall be used

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Willow Commons Housing Project Affordable Housing Fund Appropriation for Planning Fees
September 10, 2025 Page 3
to grant any fee waiver under this subsection. The development agreement shall set forth the total number of units in the development project, the number of affordable units to be included, and the level of affordability of the units, as well as the amount of fees to be waived. The development agreement shall be prepared to the satisfaction of the town attorney. The council's determination as to whether and what portion of fees to waive shall be based on the following criteria:

1. The mix of units by income level;

2. The extent to which the units are anticipated to serve populations in town with a particular need for affordable housing in the town, such as senior citizens and people who work in town;

3. The expected financial impact on the town of waiving fees; and

4. The financial feasibility of the project if some or all of the fees are not waived.

Therefore, a fee waiver in the amount of $70,026.73 qualifies under the criteria discussed above. The development agreement requirement has been satisfied by the recordation of the Affordable Supportive Housing Regulatory Agreement.

This project meets a critical need and provides the community with an affordable housing facility for IDD adults. Recognizing that affordable housing projects require substantial subsidies to be feasible, Staff recommends that the above criteria can be met and recommends approval the requested fee waiver.

ENVIRONMENTAL IMPACT:

The action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

FISCAL IMPACT
If approved, the additional fee waivers for the Willow Commons project would be $70,026.73. The Willow Commons fee waivers would come from the Affordable Housing Fund and would not impact the Town’s General Fund. Currently, the Affordable Housing Fund has a balance of $4,857,725.

Attachments

1. Resolution

2. Applicant’s Email request for fee waivers and $3.5 million grant

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RESOLUTION NO. 2978-2025

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY APPROPRIATING $70,026.76 FOR TOWN PLANNING FEES

FROM THE TOWN OF PORTOLA VALLEY AFFORDABLE HOUSING

FUND TO JIM WHITE AND PATTY WHITE FOR THE WILLOW COMMONS HOUSING PROJECT OWNED BY IACPV LLC AT 4388 ALPINE ROAD AND

DETERMINING THE PROJECT IS EXEMPT UNDER THE CALIFORNIA

ENVIRONMENTAL QUALITY ACT
WHEREAS, Program 4-4 of the adopted Portola Valley 2023-2031 Housing Element requires the Town to establish and implement an Affordable Housing Fund Policy. Moneys in the Fund may be used to: 1) Increase and improve the supply of affordable housing, or 2) Cover reasonable administrative expenses not reimbursed through processing or other fees; and WHEREAS, to implement the General Plan, the Portola Valley Municipal Code Section 18.34.070 (c) - Waiver of fees includes regulations that specify the criteria for the Town Council to determine when fees may be waived by Council action; and
WHEREAS, Pursuant to the inclusionary housing requirements in Portola Valley Municipal Code Section 17.20.215, the Town has collected and has on account “in-lieu” housing funds designated for affordable housing purposes in the Affordable Housing Fund (also referred to as the “Inclusionary-in-Lieu Fund”); and
WHEREAS, the Willow Commons Housing Project (Project) was constructed with 11 housing units and is located at 4388 Alpine Road, Portola Valley. It is a permanent supportive housing and services project for intellectually and/or developmentally disabled (IDD) adults. The project provides housing with supportive services, as well as common areas for building community among the residents. The Willow Commons project was completed in June 2025;
WHEREAS, the Project is subject to an Affordable Supportive Housing Regulatory Agreement that requires nine (9) of the 11 units to be restricted to occupancy by low-income households as a condition of receiving the supportive housing and density bonus by right approvals. "Low income households" are those whose gross income does not exceed 80% of the Area Median Income (AMI) for their specific county and household size, as published by the California Department of Housing and Community Development; and
WHEREAS, The Town Council finds that the funding request for the Project owned by IACPV LLC at 4388 Alpine Road conforms with Program 4-4 Item #7a - Attachment 1

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of the adopted Portola Valley 2023-2031 Housing Element and Portola Valley Municipal Code Section 18.34.070 (c) as it includes nine units that are deedrestricted to low-income households for 55 years; and WHEREAS, This project has been found consistent with California Environmental Quality Act (CEQA) Guidelines § 15061(b)(3), the “General Rule” exemption which means that CEQA only applies to projects which have the potential for causing a significant impact and if there is no possibility that the activity in question may have a significant impact, the activity is not covered by CEQA; and
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Portola Valley hereby appropriates $70,026.76 for Town Planning Fees from the Town of Portola Valley Affordable Housing Fund to Jim White and Patty White for the Willow Commons Housing Project owned by IACPV LLC at 4388 Alpine Road and determines the Project is exempt under the California Environmental Quality Act
REGULARLY PASSED AND ADOPTED this 10th day of September, 2025.

AYES:

NOES:

ABSENT/ABSTAINED:

RECUSED:

By: __________________________
Judith Hasko, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk

Page 38 of 71 ends

From: Jim White <[email protected]>
Sent: Thursday, June 19, 2025 4:05 PM
To: Mark Linder <[email protected]>
Cc: Patty Ann O’Brien/White <[email protected]>
Subject: Follow up items
Mark - here are the follow-up items you requested:

1. 2.

3. Willow Common’s final Fee Waiver:

4. The Fee Waiver program has been the only approved Portola Valley General Plan affordable housing program - see pg 7. of PV's general plan here:

5. https://www.portolavalley.net/home/showpublisheddocument/6658/63558120745607000 0 6.
a.
b.
c. Program 4: Waiver of Fees 2414 This program called for the town to amend its fee d. ordinances to allow fees to be waived for projects that dedicate at least 50% of units for people with moderate incomes or below. Portola Valley General Plan Housing Element, Adopted January 14, 2015 7 Status 2414a The zoning ordinance was amended to include
e. a fee waiver provision in January 2011.
f.

7. 8.

9. Willow Common’s Financial Support Request from our original application (October

10.2021) and Portola Valley Staff December 13, 2021ASCC’s Entitlement Report which starts on page 3 here:

11.https://www.portolavalley.net/home/showpublisheddocument/15486/6377474966260700 00 12.
a.
b.
c. Pg 49 lists the Incentive/Concession requests awarded to the project for being 100% d. Deed-Restricted Affordable and Supportive Housing Project using both the State Density Bonus Law and Supportive Housing Law (AB2162).
e.
f.
g.
h. Pg 51 “c.
i. Town Financial Assistance. The Applicant hereby requests Town approval of j. financial assistance to the Project. The applicant proposes a grant or forgivable loan of $3,500,000, and a waiver of Town permit application fees and development fees. The proceeds of the assistance would be used to pay for the cost of the school district Item #7a - Attachment 2

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k. and other governmental fees, as well as costs of construction of the residential units.

Upon request, the Applicant will provide the Town a pro forma or other report evidencing that the requested assistance results in identifiable, financially sufficient, l. and actual cost reductions that are necessary to make the housing units economically feasible. The Applicant would enter into a grant or loan agreement with the Town to memorialize the terms and conditions of the assistance. The agreement for the financial m. assistance might require the Applicant to restrict some of the independent units to very low-income persons instead of lower-income persons. Financial assistance for the project would be consistent with Program 7 of the Town’s Housing Element, which states
n. that the Town should consider the use of the money in the Town’s in-lieu housing fund, including the money from the sale of the Blue Oaks BMR lots, to meet identified local affordable housing needs and provide affordable housing.” o.

We also reserved one Incentive/Concession for future use: “d. Reservation of Additional Incentives or Concessions. The Applicant reserves the right to request additional incentives or concessions at a later time, to the extent needed.” Let me know if you need anything more. I can help you with some more information to make sure the staff and council are informed. Jim

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TOWN OF PORTOLA VALLEY

STAFF REPORT
____________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Mark Linder, former Interim Town Manager
DATE: September 10, 2025
RE: Consider Adoption of a Resolution Appropriating up to $3.5 Million from the Town of Portola Valley Affordable Housing Fund to Jim White and Patty White for the Willow Commons Housing Project Owned by IACPV LLC at 4388 Alpine Road, Authoring the Town Manager to Enter into an Affordable Housing Grant Agreement, and Determining the Project is Exempt under the California Environmental Quality Act

RECOMMENDATION
Staff recommends granting the Willow Commons Housing Project $1.35M from the Affordable Housing Fund.

Item #7b

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Willow Commons Housing Project Affordable Housing Fund Appropriation September 10, 2025 Page 2
At the January 12, 2022 Town Council meeting, the Project applicants Jim and Patty White (Applicants) requested a $3.5 million grant from the Town’s Affordable Housing Fund (also referred to as the “Inclusionary-in-Lieu Fund”) for the Project. Their current request is included as Attachment 3. The Affordable Housing Fund is a subdivision developer’s fee, payable by fee or land that can only be used for affordable housing.

At its February 8, 2023 Town Council meeting, the Council approved $186,890.37 in Town fee waivers for the Project. This amount included the fees paid to the Town at that time. The Council approved the fee waiver funding from the General Fund, pending approval of the Affordable Housing Fund Policy. The Council subsequently appropriated full funding of the fee waivers from the Affordable Housing Fund. Council is considering separate action at its September 10, 2025 Council meeting to approve an additional $70,026.76 in Town planning fee waivers for the Project. Thus, the fee waivers for the project are anticipated to total $256,917.13, or $28,546.34 or each of the nine (9) deedrestricted low-income units.

At the November 8, 2023 Town Council meeting, a subcommittee of then Councilmember Hasko and Councilmember Hufty presented proposed Affordable Housing Fund policies and guidelines through a colleague's memo. At its December 13, 2023 meeting, the Council approved a final version of the Affordable Housing Fund Policy, which is included as Attachment 4.

Currently, the Affordable Housing Fund has a balance of $4,857,725 million. As of the date of this report publication, only $115,000 has been authorized to be used from this Fund for the update of the Housing Element. While the applicant’s request is consistent with the Affordable Housing Fund Policy, fully funding the request of $3.5M would require a significant expenditure of the current fund balance.

At the time of the applicant’s initial request there were no other affordable housing projects seeking a grant from the fund. However, there are now three affordable projects being contemplated within the town. One is proposed at Village Square, another at a site adjacent to the Ladera Community Church, and one at Christ Church.

The two church projects are likely to seek funding from the Affordable Housing Fund.

I am proposing that the Council consider an alternative $1.35M grant in Affordable Housing Funds to support the affordable component of the Project. This equates to $150,000 per each of the nine (9) units that are deed restricted to occupancy only by low-income households. This alternative makes a strong statement of Town support for affordable housing projects including affordable housing for special needs while leaving a sufficient balance to assist other affordable projects within the Town. Other options the Council could consider are to fund the entire $3.5 million or another alternative

Page 42 of 71 ends

Willow Commons Housing Project Affordable Housing Fund Appropriation September 10, 2025 Page 3
amount. The applicant’s request states “the agreement for the financial assistance might require the Applicant to restrict some of the independent units to very low-income persons instead of lower-income persons.” Council may consider this offer in appropriating the funding amount, and require as a condition of the approval of the grant funding that the Applicant amend the Affordable Supportive Housing Regulatory Agreement to change the affordability unit of a specific number of units from LowIncome to Very Low Income. Low-income units are designated for households earning between 50% and 80% of the Area Median Income (AMI), while very low-income units are for households earning between 30% and 50% of the AMI.

The Town’s Affordable Housing Fund Policy requires that every recipient of affordable housing funds shall enter into a written agreement with the Town which sets forth the terms and conditions of the grant or loan. At a minimum, the agreement shall describe the allowable uses of the grant or loan funds, the dollar amount and disbursement method, compliance with the applicable town standards and policies for affordable housing and periodic reporting to assist the town in the monitoring of compliance with the agreement. Thus, if the Town Council approves a grant for Willow Commons from the Affordable Housing Fund, staff will negotiate an Affordable Housing Grant Agreement with the Whites as set forth in the policy. The award of funds would also trigger State prevailing wage laws (Labor Code 1720 et seq.), unless the Project is exempt. The written agreement will therefore include language ensuring compliance with prevailing wage laws, and indemnification of the Town.

ENVIRONMENTAL IMPACT:

The action is not considered a “Project” per CEQA Guidelines and therefore no further environmental analysis is required.

FISCAL IMPACT
Council is considering separate action at its September 10, 2025 Council meeting to approve an additional $70,026.76 in Town planning fee waivers for the Project. If this is recommendation is approved at the meeting as well as the staff recommendation of an additional $1.35M in a grant, the total appropriation of the Town Affordable Housing Fund would total $1,606,917.13, or $178,546.35 or each of the nine (9) deed-restricted low-income units.

The Willow Commons fee waivers would come from the Affordable Housing Fund and would not impact the Town’s General Fund. Currently, the Affordable Housing Fund has a balance of $4,857,725.

Attachments

1. Resolution

2. Recorded Affordable Supportive Housing Regulatory Agreement

3. Town of Portola Valley Affordable Housing Fund Policy

4. Applicant’s Email request for fee waivers and $3.5 million grant

Page 43 of 71 ends

Willow Commons Housing Project Affordable Housing Fund Appropriation September 10, 2025 Page 4
Additional Reference Documents:
(available by hyperlink)

1. 12/13/21 ASCC staff report on the Willow Commons project

2. Minutes from the 12/13/21 ASCC meeting

3. 1/12/22 Town Council staff report on the $3.5 million request

4. Minutes from the 1/12/22 Town Council meeting

5. Staff report on fee waivers from the 2/8/23 Town Council meeting

6. Minutes from the 2/8/23 Town Council meeting

Page 44 of 71 ends

RESOLUTION NO. 2979-2025

RESOLUTION OF THE TOWN COUNCIL OF THE
TOWN OF PORTOLA VALLEY APPROPRIATING _______ FROM THE TOWN OF

PORTOLA VALLEY AFFORDABLE HOUSING FUND TO JIM WHITE AND PATTY

WHITE FOR THE WILLOW COMMONS HOUSING PROJECT OWNED BY IACPV LLC AT 4388 ALPINE, AUTHORING THE TOWN MANAGER TO ENTER INTO AN

AFFORDABLE HOUSING GRANT AGREEMENT, AND DETERMINING THE

PROJECT IS EXEMPT UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY ACT
WHEREAS, Program 4-4 of the adopted Portola Valley 2023-2031 Housing Element requires the Town to establish and implement an Affordable Housing Fund Policy. Monies in the Fund may be used to: 1) Increase and improve the supply of affordable housing, or 2) Cover reasonable administrative expenses not reimbursed through processing or other fees; and
WHEREAS, Pursuant to the inclusionary housing requirements in Portola Valley Municipal Code Section 17.20.215, the Town has collected and has on account “inlieu” housing funds designated for affordable housing purposes in the Affordable Housing Fund (also referred to as the “Inclusionary-in-Lieu Fund”); and WHEREAS, Action T6 of the Post-Adoption Housing Element Plan states that a policy be developed for use of inclusionary funds, which are funds available for affordable housing in Town; and
WHEREAS, The Town Council adopted Resolution No. 2929-2023 on December 13, 2023 establishing an Affordable Housing Fund Policy and adopting policies that guide the use of affordable housing funds; and WHEREAS, the Affordable Housing Fund Policy requires that the Town enter into an agreement with the recipient of affordable housing funds setting forth the allowable uses of the grant or loan funds, the dollar amount and disbursement method, compliance with the applicable town standards and policies for affordable housing and periodic reporting to assist the Town in the monitoring of compliance with the agreement; and
WHEREAS, the Willow Commons Housing Project (Project) was constructed with 11 housing units and is located at 4388 Alpine Road, Portola Valley. It is a permanent supportive housing and services project for intellectually and/or developmentally disabled (IDD) adults. The project provides housing with supportive services, as well as common areas for building community among the residents. The Willow Commons project was completed in June 2025;
WHEREAS, the Project is subject to an Affordable Supportive Housing Regulatory Agreement that requires nine (9) of the 11 units to be restricted to occupancy by low-income households as a condition of receiving the supportive housing and density bonus by right approvals. "Low-income households" are those whose gross income does not exceed 80% of the Area Median Income (AMI) for their Item #7b - Attachment 1

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specific county and household size, as published by the California Department of Housing and Community Development; and
WHEREAS, The Town Council finds that the funding request for the Project owned by IACPV LLC at 4388 Alpine Road conforms with the adopted Affordable Housing Fund Policy as it includes nine units that are deed-restricted to low-income households for 55 years; and
WHEREAS, This project has been found consistent with California Environmental Quality Act (CEQA) Guidelines § 15061(b)(3), the “General Rule” exemption which means that CEQA only applies to projects which have the potential for causing a significant impact and if there is no possibility that the activity in question may have a significant impact, the activity is not covered by CEQA; and NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Portola Valley hereby appropriates ______ from the Town of Portola Valley Affordable Housing Fund for the Willow Commons Housing Project owned by IACPV LLC at 4388 Alpine Road and determines the Project is exempt under the California Environmental Quality Act.

NOW, THEREFORE, BE IT FURTHER RESOLVED that prior to the award of affordable housing funds, the Town Manager is authorized and directed to enter into an Affordable Housing Grant Agreement with Jim and Patty White for the Willow Commons Housing Project in a form acceptable to the Town Attorney.

REGULARLY PASSED AND ADOPTED this 10th day of September, 2025.

AYES:

NOES:

ABSENT/ABSTAINED:

RECUSED:

By: __________________________
Judith Hasko, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk

Page 46 of 71 ends

REQUESTED BY
AND WHEN RECORDED MAIL TO:

Town of Portola Valley
765 Portola Road
Portola Valley, California 94028
Attention: Town Clerk
2025-014231 CONF
3:48 pm 03/27/2025AG Fee: NO FEE
Count of Pages 14
Recorded in Official Records
County of San Mateo
Mark Church
Assessor-County Clerk-Recorder
1 11111I1111111111111!1 1111111111111111111111 I llll lllll 1111111 11 111 1111 * $ R O O O 3 5 5 5 9 3 5 $ *
This document is exempt from a recording fee pursuant to Government Code Sections 6103 and 27383.

AFFORDABLE SUPPORTIVE HOUSING REGULATORY AGREEMENT
This AFFORDABLE SUPPORTIVE HOUSING REGULATORY AGREEMENT (this "Regulatory Agreement"), dated as of March 14, 2025 (the "Date of Agreement"), is entered by and between the TOWN OF PORTOLA VALLEY, a California municipal corporation (the "Town"), and IAC-PV, LLC, a California limited liability company (the "Owner").

RECITALS
A. Owner is the owner of an approximately 54,450 square foot parcel ofreal property located at 4388 Alpine Road, Portola Valley, California (the "Property"). The Property is further descr.ibed in the Legal Description attached hereto as Exhibit "A" and incorporated herein.

B. Owner intends to construct and operate an eleven (11) unit supportive housing project on the Property (the "Project"), with nine (9) of such units restricted for occupancy by Low Income Households, as defined below, (the "Affordable Units", each an "Affordable Unit"), and the other two (2) units to be used by property managers and staff of the Project (the "Manager's Units").

C. Owner has applied for and obtained Town approval of a density bonus for the Project pursuant to Portola Valley Municipal Code Chapter 18.17 and Government Code Section 65915. That approval was granted on December 13, 2021, when the Town's Architectural Site Control Commission adopted Resolution No. 2021-01 granting Architectural Review, Site Development, and State Density Bonus applications for the Project. Pursuant to Government Code Section 65915(b)(l)(G), the Project is entitled to an eighty percent (80%) density bonus, because one hundred percent (100%) of all units in the Project, including total base units and density bonus units, but exclusive of Manager's Units, are reserved for Low Income Households.

D. The Project is a "supportive housing" project as defined under California Government Code Section 65650, et seq. (the "Supportive Housing Law"), which is a use by 1 Item #7b - Attachment 2

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right under the Supportive Housing Law. That definition specifies that "Supportive housing" means housing with no limit on length of stay, that is occupied by the target population, and that is linked to onsite or offsite services that assist the supportive housing residents in retaining the housing, improving their health status, and maximizing their ability to live, and when possible, work in the community.

E. As a condition of receiving the density bonus, the Project is required to ensure the continued affordability of all Affordable Units for a period of fifty-five (55) years via an executed and recorded deed restriction. The density bonus requirements of the Portola Valley Municipal Code further provide that the Owner shall enter into an affordable housing agreement with the Town to the satisfaction of the Town Attorney guaranteeing the affordability of the rental or ownership units and identifying the type, size and location of each Affordable Unit, with such affordable housing agreement to be recorded in the San Mateo County Recorder's Office.

F. The Supportive Housing Law requires that one hundred percent (100%) of the units, excluding managers' units, within the Project shall be restricted to low income households, and that the Project be subject to a recorded affordability covenant for a term of fifty-five (55) years.

G. The Parties intend that the execution and recordation of this Regulatory Agreement be an encumbrance to the Property that runs with the land and is binding on Owner and Owner's successors and assigns for the full term of this Regulatory Agreement to satisfy the affordable housing requirements of the Density Bonus Law, Chapter 18.17 of the Portola Valley Municipal Code, and the Supportive Housing Law.

NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:

SECTION 1. DEFINITIONS.
"Affordability Period" means the period commencing on the date on which this Regulatory Agreement is recorded in the Official Records and ending fifty-five (55) years from the date the Town issues a Certificate of Occupancy for the Project. "Affordable Rent" means the maximum Monthly Rent that may be charged to and paid by tenants of the Affordable Units. Affordable Rent for Low Income Households shall be onetwelfth (1/12) of thirty percent (30%) of eighty percent (80%) of AMI for a household size appropriate to the unit. Household size appropriate to the unit shall be two persons for a one bedroom unit.
"Affordable Unit" means each of the nine (9) apartment units within the Project that are reserved for occupancy by Low Income Households.
"AMI" means the median household income (adjusted for household size) for San Mateo County promulgated and published annually by HCD pursuant to Title 25, Section 6932 of the California Code of Regulations. If HCD ceases to annually publish median incomes, the Parties shall agree upon an adequate substitute manner for determining AMI. 2

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"Certificate of Occupancy" means the final certificate of occupancy issued by the Town for the completion of construction of the Project.
"Certification of Continuing Program Compliance" means an annual recertification to be provided by Owner to the Town in accordance with Section 3.08 hereof. "Date of Agreement" is defined in the initial paragraph hereof. "Default" means the failure of a Party to perform any action or covenant required by this Regulatory Agreement within the time periods provided hereunder following notice and opportunity to cure, as set forth in Section 11 of this Regulatory Agreement. "Developmentally Disabled Household" means a household which includes a person with a developmental disability as defined in Welfare and Institutions Code Section 4512 (or successor statute), or persons eligible for services provided under the Lanterman Developmental Disabilities Act (Welfare and Institutions Code, Section 4500 et seq.). "Governmental Requirements" means all laws, ordinances, statutes, codes, rules, regulations, orders and decrees, of the United States, the State of California, the County of San Mateo, the Town, and any other political subdivision, agency, instrumentality, or other entity exercising jurisdiction over Owner, the Project, or the Property. "HCD" means the California Department of Housing and Community Development. "Low Income Household" means a person or household with an income which does not exceed the low income limits applicable to San Mateo County, as published and periodically updated by HCD pursuant to Section 50079.5 of the California Health and Safety Code, or successor statute.
"Manager's Unit" means each of the two (2) apartment units within the Project that are reserved for occupancy by property managers and staff of the Project, and are not subject to the income and rent limits of this Regulatory Agreement.
"Monthly Rent" means the total of monthly payments by the tenant for (a) use and occupancy of each Affordable Unit and land and facilities associated therewith, (b) any separately charged fees or service charges assessed by Owner which are required of all tenants, other than security deposits, (c) a reasonable allowance for an adequate level of service of utilities not included in (a) or (b) above, including garbage collection, sewer, water, electricity, gas and other heating, cooking and refrigeration fuels, but not including telephone or cable service, and (d) possessory interest, taxes or other fees or charges assessed for use of the land and facilities associated therewith by a public or private entity other than Owner. In the event that all utility charges are paid by the Owner rather than the tenant, no utility allowance shall be deducted from the rent. In the event that (i) Supportive Housing services provided to tenants will be paid by the California Department of Developmental Services. Regional Center or sources other than the tenant, or (ii) the payment for specific Supportive Housing services is not a requirement of the tenant's lease, the Supportive Housing services charge shall not be considered a payment of Monthly Rent hereunder.
3

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"Notice" means a notice in the form prescribed by Section 12.01 hereof. "Official Records" means the Official Records of the County of San Mateo, California. "Owner" means IAC-PV, LLC, and any successors and assignees of Owner. "Parties" means jointly, Town and Owner. Town and Owner are each a "Party." "Project" means an affordable supportive housing project located on the Property consisting of eleven (11) residential dwelling units and all required on-site improvements necessary to serve the Project.
"Property" means that certain real property described in Recital A and the Legal Description attached hereto as Exhibit "A."
"Regulatory Agreement" means this Affordable Supportive Housing Regulatory Agreement.
"Town" means the Town of Portola Valley, a California municipal corporation.

SECTION 2. USE OF PROPERTY.

2.01 Covenants To Use In Accordance With Town Municipal Code And Agreement.

Owner covenants and agrees for itself, its successors, assigns, and every successor in interest to Owner's interest in the Property or any part thereof, that Owner shall devote the Property to the uses specified in the Portola Valley Municipal Code and this Regulatory Agreement at all times during the Affordability Period.

SECTION 3. AFFORDABLE UNITS.

Owner shall provide for the Affordable Units as follows:

3.01 Provision of Affordable Units. Owner shall make available, restrict occupancy to, and rent nine (9) of the units in the Project to Low Income Households at an Affordable Rent throughout the Affordability Period ("Affordable Units"). Owner may restrict the maximum income level and rents of tenants of any of the Affordable Units to lower levels than those specified in the definitions of Affordable Rent and Low Income Households. The location of the Affordable Units within the Project may be changed from time to time in the discretion of the Owner.

3.02 Special Needs. Owner shall make available, restrict occupancy to, and rent all of the Affordable Units to Developmentally Disabled Households.

3.03 Selection of Tenants. Owner shall be responsible for the selection of tenants for the Affordable Units in compliance with all lawful and reasonable criteria and fair housing laws.

The Parties acknowledge and agree that due to the nature of the tenant population being served and the need to find tenants who will be good candidates for the Supportive Housing services to be provided at the Project, the selection of tenants of the Affordable Units will require Owner to conduct extensive professional evaluation of each potential tenant's ability to successfully live 4

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independently in an Affordable Unit and to successfully participate in the Supportive Housing services program ("Evaluation"). The criteria used in evaluation of potential tenants may include, without limitation, the presence of nearby family or other persons who will be able to provide assistance and support to such tenants. The Parties further acknowledge that Owner cannot select tenants based upon a random lottery, first-come first-served basis, or system other than the Evaluation. The Owner shall accept as tenants, on the same basis as all other prospective tenants, persons who are recipients of federal certificates for rent subsidies pursuant to the existing housing program under Section 8 of the United States Housing Act, or its successor, or similar programs. The Owner shall not apply selection criteria to holders of Section 8 certificate or similar certificates or vouchers that is more burdensome than criteria applied to all other prospective tenants, nor shall the Owner apply or permit the application of management policies or lease provisions with respect to the Project which have the effect of precluding occupancy of units by such prospective tenants.

3.04 Occupancy By Low Income Household Tenants. An Affordable Unit occupied by a Low Income Household who qualified as a Low Income Household at the commencement of the occupancy shall be treated as occupied by a Low Income Household until a recertification of such tenant's income in accordance with Section 3.06 below demonstrates that such tenant no longer qualifies as a Low Income Household. An Affordable Unit previously occupied by a Low Income Household and then vacated shall be considered occupied by a Low Income Household until the Affordable Unit is reoccupied, provided Owner uses its best efforts to re-lease the vacant Affordable Unit to another Low Income Household. Any vacated Affordable Unit shall be held vacant until re-leased to a Low Income Household.

3.05 Initial Income Computation and Certification. Prior to a tenant's occupancy of an Affordable Unit, Owner shall obtain an income computation and certification from the proposed tenant. Copies of tenant income certifications shall be available to Town upon request. Owner shall maintain in its records each Income Computation and Certification Form obtained pursuant to this section for a minimum of five (5) years.

3.06 Annual Income Recertification. Owner shall annually recertify the income of each Low Income Household tenant by obtaining a completed income computation and certification from the tenant.

3.07 Increase in Tenant Income. If, upon recertification of a Low Income Household tenant's income, the Owner determines that such tenant's household income has increased above the income level permitted for a Low Income Household, that household may not be permitted to remain in the Affordable Unit after a reasonable transition period.

3.08 Certification of Continuing Program Compliance. During the term of this Regulatory Agreement, on or before each March 1 following the date Town issues a Certificate of Occupancy for the Project, Owner shall annually advise Town,of the occupancy of the Project during the preceding calendar year by delivering a Certification of Continuing Program Compliance in a form reasonably acceptable to the Town stating the Affordable Units of the Project which have been rented to and are occupied by Low Income Households.

3.09 Monitoring and Record Keeping. Representatives of Town shall be entitled, upon not less than forty-eight (48) hours' notice, to inspect the records of the Property with respect to 5

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tenant income and rents paid, and to conduct an independent audit or inspection of such records, in order to monitor compliance with this Regulatory Agreement. Owner agrees to cooperate with Town in making such records available for such inspection or audit. Owner agrees to maintain records in a businesslike manner, and to maintain copies of original tenant certifications for five (5) years.

3.10 Remedy For Violation of Rental Requirements. It shall constitute a default for Owner to charge or accept for any Affordable Unit rent amounts in excess of the amount provided for in Section 3.01 of this Regulatory Agreement. In the event that Owner charges or receives such higher rental amounts, Owner shall be required to reimburse the tenant that occupied such Affordable Unit at the time the excess rent was received for the entire amount of such excess rent received, provided that such tenant can be found following reasonable inquiry.

3.11 Residential Use. None of the Affordable Units in the Project will at any time be utilized on a transient basis or will ever be used as a hotel, motel, dormitory, fraternity house, sorority house, rooming house, nursing home, hospital, sanitarium, or trailer court or park.

SECTION 4. PAYMENT OF TAXES AND ASSESSMENTS.

Owner shall pay prior to delinquency all ad valorem real estate taxes, special taxes, assessments and special assessments levied against the Property, subject to Owner's right to apply for and receive applicable tax exemptions and to contest any such tax in good faith.

SECTION 5. MAINTENANCE.

Owner shall maintain the Property and all improvements thereon in good condition, free of debris, waste and graffiti, in compliance with all applicable provisions of the Town Municipal Code, and in accordance with the custom and practice generally applicable to comparable high quality, well-managed apartment complexes.

SECTION 6. SOCIAL SERVICES.

Owner shall make available and/or provide a variety of Supportive Housing services at the Project which are appropriate for the tenant population and designed to foster independent living.

SECTION 7. NONDISCRIMINATION.

Owner covenants by and for itself and any successors in interest that there shall be no discrimination against or segregation of any person, or group of persons on any basis set forth in Section 12955 of the Government Code, in the sale, lease, sublease, transfer, use, occupancy, tenure, or enjoyment of the Property, or any part thereof, nor shall Owner, or any person claiming under or through Owner, establish or permit any such practice or practices of discrimination or segregation with reference to the selection, location, number, use, or occupancy of tenants, lessees, subtenants, sublessees, or vendees of the Property, or any part thereof. The foregoing covenants shall run with the land.
6

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SECTION 8. TOWN IS BENEFICIARY OF REGULATORY AGREEMENT.

Town is deemed the beneficiary of the terms and provisions of this Regulatory Agreement and of the covenants running with the land, without regard to whether Town has been, remains or is an owner of any land or interest therein in the Property or in the Project.

Town shall have the right, if this Regulatory Agreement or any of the covenants herein are breached, to exercise all rights and remedies as set forth in Section 11 hereof. The covenants contained in this Regulatory Agreement shall remain in effect until the expiration of the Affordability Period, except that the covenants regarding discrimination as set forth in Section 7 shall remain in effect in perpetuity.

SECTION 9. COMPLIANCE WITH LAWS.

Owner shall comply with all Governmental Requirements applicable to the Project and the Property.

SECTION 10. ASSIGNMENT.

10.01 Transfers. Owner may transfer ownership of the Property and/or the Project to any person or entity in Owner's sole discretion, and the consent or approval of Town shall not be required for any such transfers. Owner shall enter into an agreement for the assignment and assumption of this Regulatory Agreement with any such transferee of the Property and/or the Project.

10.02 Release of Owner. Upon any such transfer made in compliance with Section

10.01 above which is evidenced by a written assignment and assumption agreement, Owner shall be released from any liability under this Regulatory Agreement arising from and after the date of such assignment.

SECTION 11. DEFAULTS AND REMEDIES.

11.01 Default. Failure by either Party to perform any action or covenant required by this Regulatory Agreement within the time periods provided herein and therein following Notice and failure to cure as described hereafter, constitutes a "Default" under this Regulatory Agreement. A Party claiming a Default shall give written Notice of Default to the other Party specifying such Default. Except as otherwise expressly provided in this Regulatory Agreement, the claimant shall not institute any proceeding against any other Party, and the other Party shall not be in Default if such party within thirty (30) days from receipt of such Notice, cures, corrects or remedies such failure or delay, or if such Default cannot reasonably be cured within thirty (30) days, such Party commences such cure within thirty (30) days of receipt of such Notice and thereafter diligently prosecutes such cure to completion.

11.02 Remedies; Institution of Legal Actions. Owner's sole remedy for Town's breach of this Regulatory Agreement shall be to institute an action at law or equity to seek specific performance of the terms of this Regulatory Agreement. Owner shall not be entitled to recover damages for any Default of Town hereunder. Town shall be entitled to seek any remedy available at law and in equity for Owner's breach of this Regulatory Agreement. All legal actions must be instituted in the Superior Court of the County of San Mateo, State of California. 7

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11.03 Acceptance of Service of Process. In the event that any legal action is commenced by Owner against Town, service of process on Town shall be made by personal service upon the Town Clerk or in such other manner as may be provided by law. In the event that any legal action is commenced by Town against Owner, service of process on Owner shall be made in such manner as may be provided by law.

11.04 Rights and Remedies Are Cumulative. Except as otherwise expressly stated in this Regulatory Agreement, the rights and remedies of the Parties are cumulative, and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same Default or any other Default by the other Party.

11.05 Inaction Not a Waiver of Default. Any failures or delays by either Party in asserting any of its rights and remedies as to any Default shall not operate as a waiver of any Default or of any such rights or remedies, or deprive either such Party of its right to institute and maintain any actions or proceedings which it may deem necessary to protect, assert or enforce any such rights or remedies.

11.06 Applicable Law. The laws of the State of California shall govern the interpretation and enforcement of this Regulatory Agreement, without regard to conflict of law principles.

SECTION 12. GENERAL PROVISIONS.

12.01 Notices, Demands and Communications Between the Parties. Any notices, requests, demands, documents, approvals or disapprovals given or sent under this Regulatory Agreement from one Party to another (collectively, "Notices") may be personally delivered, delivered by reputable courier that provides a receipt with the date and time of delivery, or deposited with the United States Postal Service for mailing, postage prepaid, to the address of the other Party as stated in this Section, and shall be deemed to have been given or sent at the time of personal delivery, delivery by courier, or, if mailed, on the second day following the date of deposit in the course of transmission with the United States Postal Service. Notices shall be sent as follows:

If to Town:

With a copy to:

If to Owner:

Town of Portola Valley
765 Portola Road
Portola Valley, California 94028
Attention: Town Manager
Town Attorney
Shute, Mihaly & Weinberger LLP
396 Hayes Street
San Francisco, CA 94102
Willow Commons Apartments
4388 Alpine Road
Portola Valley, CA 94028
8

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12.02 No Third Party Rights. With the exception of the Town, the Parties intend that no rights or remedies be granted to any third party as a beneficiary of this Regulatory Agreement or of any covenant, duty, obligation or undertaking established herein.

12.03 Town Approvals and Actions. Whenever a reference is made herein to an action or approval to be undertaken by Town, the Town Manager is authorized to act on behalf of Town unless this Regulatory Agreement specifically provides otherwise or the context should require otherwise.

12.04 Counterparts. This Regulatory Agreement may be signed in multiple counterparts which, when signed by all Parties, shall constitute a binding agreement.

12.05 Integration. This Regulatory Agreement contains the entire understanding between the parties relating to the transaction contemplated by this Regulatory Agreement. Each Party is entering this Regulatory Agreement based solely upon the representations set forth herein and upon each Party's own independent investigation of any and all facts such party deems material. This Regulatory Agreement constitutes the entire understanding and agreement of the Parties, notwithstanding any previous negotiations or agreements between the parties or their predecessors in interest with respect to all or any part of the subject matter hereof.

12.06 Attorneys' Fees. In any action between the Parties to interpret, enforce, reform, modify, rescind, or otherwise in connection with, any of the terms or provisions of this Regulatory Agreement, the prevailing Party in the action shall be entitled, in addition to damages, injunctive relief, or any other relief to which it might be entitled, reasonable costs, expenses including, without limitation, litigation costs, reasonable attorneys' fees, and expert witness fees.

12.07 Titles and Captions. Titles and captions are for convenience of reference only and do not define, describe, or limit the scope or the intent of this Regulatory Agreement or of any of its terms. Reference to section numbers are to sections in this Regulatory Agreement, unless expressly stated otherwise.

12.08 Interpretation. As used in this Regulatory Agreement, masculine, feminine, or neuter gender and the singular or plural number shall each be deemed to include the others where and when the context so dictates. The word "including" shall be construed as if followed by the words "without limitation." This Regulatory Agreement shall be interpreted as though prepared jointly by both Parties.

12.09 No Waiver. All waivers of the provisions of this Regulatory Agreement must be in writing by the appropriate authorities of Owner and Town. A waiver by either Party of a breach of any of the covenants, conditions or agreements under this Regulatory Agreement to be performed by the other Party shall not be construed as a waiver of any succeeding breach of the same or other covenants, agreements, restrictions or conditions of this Regulatory Agreement.

12.10 Modifications. Any alteration, change or modification of or to this Regulatory Agreement, in order to become effective, shall be made in writing and in each instance signed on behalf of each Party.
9

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12.11 Severability. If any term, provision, condition or covenant of this Regulatory Agreement or its application to any party or circumstances shall be held, to any extent, invalid or unenforceable, the remainder of this Regulatory Agreement, or the application of the term, provision, condition or covenant to persons or circumstances other than those as to whom or which it is held invalid or unenforceable, shall not be affected, and shall be valid and enforceable to the fullest extent permitted by law.

12.12 Computation of Time. The time in which any act is to be done under this Regulatory Agreement is computed by excluding the first day (such as the day escrow opens), and including the last day, unless the last day is a holiday or Saturday or Sunday, and then that day is also excluded. The term "holiday" shall mean all, holidays as specified in Section 6700 and 6701 of the California Government Code. If any act is to be done by a particular time during a day, that time shall be Pacific Time Zone time.

12.13 Legal Advice. Each Party represents and warrants to the other the following:
they have carefully read this Regulatory Agreement, and in signing this Regulatory Agreement, they do so with full knowledge of any right which they may have; they have received independent legal advice from their respective legal counsel as to the matters set forth in this Regulatory Agreement, or have knowingly chosen not to consult legal counsel as to the matters set forth in this Regulatory Agreement, and they have freely signed this Regulatory Agreement without any reliance upon any agreement, promise, statement or representation by or on behalf of the other Party, or their respective agents, employees, or attorneys, except as specifically set forth in this Regulatory Agreement, and without duress or coercion, whether economic or otherwise.

12.14 Time of Essence. Time is expressly made of the essence with respect to the performance by Town and Owner of each and every obligation and condition of this Regulatory Agreement.

12.15 Cooperation. Each Party agrees to cooperate with the other in this transaction and, in that regard, to sign any and all documents which may be reasonably necessary, helpful, or appropriate to carry out the purposes and intent of this Regulatory Agreement including, but not limited to, releases or additional agreements.

12.16 Amendments. This Regulatory Agreement may be amended or modified only by a written instrument signed by both Parties or their successors in title, and duly recorded in the Official Records of the County of San Mateo.
[Signatures on Following Page]
10

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IAC-PV, LLC, a California limited liability
company
By:
. White, Partner
IN WITNESS WHEREOF, the parties have executed this Regulatory Agreement as of the Date of Agreement.

TOWN:

TOWN OF PORTOLA VALLEY,
a California mu pal corporation
By.

Mark Linder, teriiYi Town Manager
Approved as to Form:

By:

Catherine Engberg, Town Atto
OWNER:
11

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A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

State of California •
County of sptg-Tp, CLARA
On MARCI4 26, 2D25 , before me, I<EVIN WAI4G, NciTP POBLIcr (insert name and title of the officer)
Notary Public, personally appeared 3WES N. WtAtTE
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

KEVIN WANG
Notary Public • California
Santa Clara County g Commission # 2408917 — My Comm. Expires An 13, 2026 Signature (Seal)
12

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. rif •
•• tt • •,• "1`410.... ;
i.••
. ... • . ........

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State of California
County of SANIP% CAARA
On CAARCM a, Z025 , before me, 14.\111J WANG, 1\101M PUBLIC. , Notary Public, personally appeared MARK LINDER.
(insert name and title of the officer)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

KEVIN WANG
Notary Public - California
Santa.Clara County Commission t 24089 t 7 My Comm. Exoires Jun 23, 2026 Signature_
WITNESS my hand and official seal.
(Seal)

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EXHIBIT A

LEGAL DESCRIPTION OF THE PROPERTY
All of that certain real property located in the Town of Portola Valley, County of San Mateo, State of California, described as follows:

PARCEL I:

THE NORTHEASTERLY PORTION OF LOT 3 AS SHOWN ON THAT CERTAIN MAP ENTITLED "MAP OF PORTOLA TERRACE", FILED IN THE OFFICE OF THE COUNTY RECORDER OF SAN MATEO COUNTY, ON JANUARY 4, 1912 IN BOOK 8 OF MAPS AT PAGE 2, MORE PARTICULARLY DESCRIBED AS FOLLOWS:

BEGINNING AT THE EASTERLY CORNER OF SAID LOT 3; THENCE ALONG THE NORTHEASTERLY LINE OF SAID LOT, NORTH 48° 04' WEST 406.97 FEET TO THE

NORTHWESTERLY LINE OF SAID LOT, THENCE ALONG SAID NORTHWESTERLY LINE, SOUTH 41° 45' WEST 139.00 FEET; THENCE SOUTH 50° 51' 20" EAST 174.84 FEET; THENCE SOUTH 45° 46' 30" EAST 211.57 FEET TO THE SOUTHEASTERLY LINE OF SAID LOT; THENCE ALONG SAID SOUTHEASTERLY LINE, NORTH 50° 30' EAST 140.52 FEET TO THE POINT OF BEGINNING.

PARCEL II:

A NON-EXCLUSIVE EASEMENT FOR INGRESS AND EGRESS AND UTILITIES WITHIN A

PORTION OF LANDS DESCRIBED IN THAT CERTAIN DEED RECORDED IN DEED #86027914, OFFICIAL RECORDS OF SAN MATEO COUNTY, CALIFORNIA, SAID PORTION BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS:

BEGINNING AT THE MOST EASTERLY CORNER OF AFOREMENTIONED LANDS, THENCE

FROM SAID POINT OF BEGINNING NORTHWESTERLY ALONG THE NORTHEASTERLY LINE OF SAID LANDS, NORTH 45° 46' 30" WEST 52.00 FEET, THENCE SOUTH 4° 27' 24" WEST 16.92 FEET, THENCE SOUTH 45° 46' 30" EAST 39.75 FEET TO THE

SOUTHEASTERLY LINE OF SAID LANDS, THENCE ALONG SAID SOUTHEASTERLY LINE, NORTH 50° 30' 00" EAST 13.08 FEET TO THE POINT OF BEGINNING.

SAID EASEMENT IS APPURTENANT TO AND FOR THE BENEFIT OF THE LANDS OF

SIMONIC AS SAID LANDS ARE SET FORTH IN THAT CERTAIN DEED RECORDED IN REEL 7968 OF OFFICIAL RECORDS AT IMAGE 700, (DOCUMENT NO. 60965-AP) RECORDS OF

SAN MATEO COUNTY, CALIFORNIA, AND WAS CREATED BY THAT CERTAIN DOCUMENT RECORDED AT JANUARY 18, 1991 UNDER SERIES NO. 91006527, OFFICIAL RECORDS OF SAN MATEO COUNTY.

PARCEL III:

AN EASEMENT FOR INGRESS, EGRESS AND PUBLIC UTILITIES AS SET FORTH IN THE GRANT DEEDS RECORDED AUGUST 7, 1962 IN BOOK 4265, PAGES 435 AND 436, OFFICIAL RECORDS OF SAN MATEO COUNTY, CALIFORNIA.

APN: 079-072-120
-14-

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WHEREAS, The adoption and implementation of this policy does not, in and of RESOLUTION NO. 2936 - 2023

RESOLUTION OF THE TOWN COUNCIL OF THE

TOWN OF PORTOLA VALLEY ESTABLISHING AN AFFORDABLE HOUSING

FUND AND ADOPTING POLICIES THAT GUIDE THE USE OF AFFORDABLE

HOUSING FUNDS
WHEREAS, Goal 1 of the Housing Element adopted in May of 2023 by the Town Council and under review by the State of California Department of Housing and Community Development states – “Expand the types of housing allowed in the community. Facilitate the development of a range of housing types to meet the Town’s fair share of regional housing needs and accommodate current and new Portola Valley residents of diverse ages, races, and socioeconomic backgrounds”; and WHEREAS, Pursuant to its inclusionary housing requirements (PV Muni Code

17.20.215) the Town has collected and has on account “in lieu” housing funds designated for affordable housing purposes; and
WHEREAS, Action T6 of the Post-Adoption Housing Element Plan states that a policy be developed for use of inclusionary funds, which are funds available for affordable housing in Town; and
WHEREAS, A subcommittee of the Town Council was established and was charged with developing a policy consistent with Action T6 of the Post-Adoption Housing Element Plan; and
WHEREAS, The subcommittee, in collaboration with the Finance Committee, Open Space Committee and Race and Equity Committees, has completed its draft of this policy and recommends its adoption to the Town Council, and WHEREAS, The recommended Affordable Housing Fund Policy formally establishes the fund and includes policies that guide the use of the affordable housing funds; and
WHEREAS, This project has been found consistent with California Environmental Quality Act (CEQA) Guidelines § 15061(b)(3), the “General Rule” exemption which means that CEQA only applies to projects which have the potential for causing a significant impact and if there is no possibility that the activity in question may have a significant impact, the activity is not covered by CEQA; and Item #7b - Attachment 3

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Jeff Aalfs, Mayor
ATTEST
Jennifer Torres, Town Clerk
itself, have the possibility of causing a significant impact as it is policy document that provides guidance on the use of funds for affordable housing purposes.

NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Portola Valley hereby adopts the Affordable Housing Fund Policy included as Attachment ‘A” to this resolution.

REGULARLY PASSED AND ADOPTED this 13th day of December, 2023.

Page Page 2 of 2 64 of 71

AFFORDABLE HOUSING FUND POLICY
The affordable housing fund and on-going funding.

1. There is hereby established by the town council an affordable housing fund (Fund). All fees collected pursuant to inclusionary housing in-lieu fee regulations and other monies controlled by the town for affordable housing shall be deposited in the Fund.

2. Principal and interest from loan repayments, proceeds from grant repayments, forfeitures, reimbursements, and all other income from Fund activities shall be deposited into the Fund. All monies in the account shall earn interest at least at the same rate as pooled investments managed by the Town. All interest earnings from the Fund shall be reinvested and dedicated to the Fund. Transferred monies shall accrue interest from the time of transfer.

Fund use location.

The Fund shall serve to increase the supply of affordable housing within the limits of the Town of Portola Valley.

Administration.

The Fund shall be administered by the town manager or an outside entity/nonprofit agency selected by the Town Council, subject to an executed agreement between any such outside entity, and the Town and in each case, such administration shall be consistent with this policy.

Eligible fund expenses.

Moneys in the Fund may be used to:

1. Increase and improve the supply of affordable housing through the following means:
a. Provide funding for pre-development and construction expenses necessary to create new affordable housing.
b. Purchase land directly (land banking) or provide funding to affordable housing developers or community land trusts to purchase suitable sites to build affordable housing.
c. Engage experts, consultants, or advisors with demonstrated experience in the development of affordable housing projects to evaluate the feasibility of potential affordable housing sites, projects, or funding programs and/or develop site and building designs that reflect an appropriate affordable housing project on such sites. d. Provide funding for purchase and/or rehabilitation of existing multi-family housing for conversion to deed restricted affordable housing.
e. Support the development and construction of accessory dwelling units and junior accessory dwelling units for low or very low-income households with a recorded deed restriction of 55 years.

ATTACHMENT 1 Page Page 1 of 3 65 of 71
f. Fund efforts to streamline affordable housing processes in Portola Valley. g. Provide funding assistance to other agencies or housing development corporations, through loans including, equity participation loans, grants, pre-home ownership coinvestment, participation leases, or other public/private partnership arrangements. h. Other affordable housing opportunities as they may arise that the Town Council deems appropriate.

2. Cover reasonable administrative expenses not reimbursed through processing or other fees, including:
a. Reasonable consultant and legal expenses related to the establishment and/or administration of the Fund,
b. Reasonable expenses for administering the process of calculating, collecting, and accounting for in-lieu and housing impact fees, and
c. Town administrative costs for the development, permitting, and the on-going monitoring of affordable housing projects constructed with monies from the Fund.

Funding priorities.

Funding requests shall be considered, giving priority to the following:

1. Identifying, funding the acquisition of, and funding the construction of affordable units on Housing Element Opportunity Sites, or alternative sites that contribute to meeting the RHNA obligations of the Housing Element on an equivalent basis, with input from the Planning Commission and the Architectural and Site Control Commission or other boards or commissions the Town Council deems appropriate.

2. Projects that would enable developers to support or increase the percentage of units in a project that are for very low- and low-income households.

3. Other projects for which the Town Council determines will have the greatest impact in addressing the Town’s affordable housing needs, consistent with the Town’s General Plan.

Expenditure from fund.

1. Expenditures from the Fund shall be controlled, authorized, and paid in accordance with the town’s general budgetary policies. For all funding opportunities, an application shall be submitted to the Town, reviewed by town staff, and a report prepared with input from the Planning Commission and the Architectural and Site Control Commission or other boards or commissions the Town Council deems appropriate, for approval by the Town Council. The report should contain a summary of the current Fund status, assessment of project consistency with this policy, and a review of project ATTACHMENT 1 Page Page 2 of 3 66 of 71
documentation, pro forma, and other reports demonstrating project and applicant readiness and capability.

2. Every recipient shall enter into a written agreement with the town which sets forth the terms and conditions of the grant or loan. At a minimum, the agreement shall describe the allowable uses of the grant or loan funds, the dollar amount and disbursement method, compliance with the applicable town standards and policies for affordable housing and periodic reporting to assist the town in the monitoring of compliance with the agreement.

Accounting of fund.

The Fund shall be accounted for in the town’s annual financial audit.

ATTACHMENT 1 Page Page 3 of 3 67 of 71
From: Jim White <[email protected]>
Sent: Thursday, June 19, 2025 4:05 PM
To: Mark Linder <[email protected]>
Cc: Patty Ann O’Brien/White <[email protected]>
Subject: Follow up items
Mark - here are the follow-up items you requested:

1. 2.

3. Willow Common’s final Fee Waiver:

4. The Fee Waiver program has been the only approved Portola Valley General Plan affordable housing program - see pg 7. of PV's general plan here:

7. 8.

9. Willow Common’s Financial Support Request from our original application (October

10.2021) and Portola Valley Staff December 13, 2021ASCC’s Entitlement Report which starts on page 3 here:

Page 68 of 71 ends

k. and other governmental fees, as well as costs of construction of the residential units.

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______________________________________________________________________________________ TO: Members of the Town Council
FROM: Helen Wolter
DATE: September 10, 2025
RE: EPC Committee Report Out from Sept 4, 2025 Meeting
Public Comment -
• Bridge near Alpine Hills - comment from community member - it would need to be two lanes to be an evacuation route
ITEM 4 - Subcommittee Report Out on EOC/EOP
• What is an EOP?
• EOP Development Process
• EOP Docs
EOP Operations Plan
• A single doc
• It is accompanied by appendices and annexes
o PV will have three annexes - earthquake, severe weather, and wildfire • Not a field document
Development process included outreach to comprehensive stakeholders What is an Emergency Operations Center
• Physical or virtual entity configured framework coordination hub to support logistics such as fire and police levels needed
EOC vs. Field Level Operations
• EOC does not carry tactical activities - Costco vs. Roberts EOC Documents
• EOC Operations Manual - customized per jurisdiction/organization

TOWN OF PORTOLA VALLEY
Liaison Memo
Item #8a

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• Kept at the EOC in a red binder
• Contact list of staff and emergency personnel
As of today, EPC has developed a DRAFT EOP Outline
Are there any EPC Committee members who would be interested in registering as Disaster Service Workers?
• Not under CERT - would be assigned to the Town
Fire is going to be the controlling dispatcher during an emergency - what is the role for CERT? DSWs need to have workers comp so that the Town does not have liability Next steps - EOC can be activated - but EPC is working on improving preparedness ITEM 5 - Discussion of Council Directives from Vice Mayor Taylor • What percentage of PV residents are enrolled in SMC Alert to help increase registration? • Weekly preparedness updates – Could EPC do something like that? • PV Ready Annual handbook
o Post on the Town’s website current best practices
• Evaluation of Fehr and Peers evacuation plan - Alpine Road Corridor Committee • Existing evac routes - where are the gates?
Safety Element -
• Discussion around how to move the SE along. What is the best structure on getting it done?

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Portola Valley City CouncilSeptember 10, 2025

Portola Valley City Council
September 10, 2025