Portola Valley City Council
October 22, 2025

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, October 22, 2025
7:00 PM
MAYOR: Judith Hasko
VICE MAYOR: Craig Taylor
COUNCILMEMBERS: Rebecca Flynn, Mary Hufty, Helen Wolter

A G E N D A
HISTORIC SCHOOLHOUSE - 765 Portola Road, Portola Valley, CA 94028 Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your public comments by using the 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 the Portola Valley Town Council for consideration during the meeting and included in the public record. Members of the public may also provide comments in person at the meeting. The agenda and staff report will be posted on the Town’s website by approximately 5:00 PM the Friday prior to the meeting. Additionally, technology permitting, the public body will take questions using the Raise Hand button for those who attend the meeting online or by phone. The Mayor 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 speaker's 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.

VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
https://us06web.zoom.us/j/89851432893?pwd=kMV80wEGrWpBxHwXgkF84GxtSutpxR.1 Webinar ID: 898 5143 2893
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
1 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).

3. REPORT OUT FROM CLOSED SESSION

4. PRESENTATIONS / PROCLAMATIONS
a. Proclamation for National Native American Heritage Month b. Proclamation for Domestic Violence Awareness Month

5. TOWN MANAGER REPORT

6. ORAL COMMUNICATIONS

7. CONSENT AGENDA
a. Approve Regular Meeting Minutes of October 8, 2025
b. Approve Warrant List of October 22, 2025
c. Appoint Sarah Gilbert to Conservation Committee
d. Appoint Simon Klemperer to Geologic Safety Committee

8. REGULAR AGENDA
a. Consider Approval of a Professional Consultant Services Agreement for On-Call Planning, Building, Code Enforcement, and Engineering Services with CSG, Inc. and a Professional Consultant Services Agreement for On-Call Planning, Building, and Engineering Services with Interwest, Inc.

9. STUDY SESSION
a. Receive Information and Provide Direction to Staff and the Parks and Recreation Committee on the Replacement of Existing Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space) with a Permanent Building Containing Flushable Restrooms and Snack Service Area

10. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS a. 9/13/2025 Geologic Safety Committee

11. ADJOURNMENT
There are no written materials, and the Town Council does not take action under this agenda item.

Persons wishing to address the Town Council on any subject may do so now. Please submit a speaker’s slip located at the front 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.

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.

The next Regular Town Council meeting will be held on November 12, 2025 at 7:00 p.m. 2 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. 3 PROCLAMATION

National Native American Heritage Month
November 2025

WHEREAS, the history and culture of our great nation have been significantly influenced by Native Americans and indigenous peoples; and WHEREAS, the contributions of Native Americans have enhanced the freedom, prosperity, and greatness of America today, and
WHEREAS, their customs and traditions are respected and celebrated as part of a rich legacy throughout the United States; and
WHEREAS, Native American Awareness Week began in 1976 and recognition was expanded by Congress and approved by President George Bush in August 1990, designating the month of November, as National Native American Heritage Month; and WHEREAS, in honor of National Native American Heritage Month, community celebrations as well as numerous cultural, artistic, educational, and historical activities have been planned.

NOW, THEREFORE, BE IT PROCLAIMED, that I, JUDITH HASKO, Mayor, Town of Portola Valley, do hereby proclaim the month of November 2025, as National Native American Heritage Month in the Town of Portola Valley and encourage residents to observe this month with appropriate programs, ceremonies, and activities.

Dated this 22nd day of October 2025.
___________________________
Judith Hasko, Mayor

4 PROCLAMATION

Domestic Violence Awareness Month

WHEREAS, more than one in three women, one in four men, and one in two transgender individuals experience some form of physical or sexual violence and/or stalking by their intimate partner in their lifetime; and
WHEREAS, the marginalization of certain groups in society, including undocumented individuals, transgender individuals, and people living with disabilities, increases their vulnerability to domestic violence; and
WHEREAS, CORA staff provided more than 10,000 critical services in the past year, ensuring survivors have access to safety, advocacy, and healing; WHEREAS, CORA provided over $1 million in client cash assistance, including subsidized rent, security deposits, and a range of emergency expenses, from car repairs to storage costs; and
WHEREAS, in San Mateo County, 121 adults and children were provided emergency shelter, including stays in safe houses and motels, and 144 adults and children were provided longer term rental assistance to escape their abusers last year; and WHEREAS, 606 adults and children received therapy to help them with domestic violence-related trauma, and CORA fielded 2,092 requests for legal assistance; and WHEREAS, San Mateo County recognizes the critical need for county-wide services in order to support our residents; and
WHEREAS, intimate partner violence continues to be among the most under-reported crimes and San Mateo County is committed to eliminating all forms of intimate partner abuse.

NOW, THEREFORE, BE IT PROCLAIMED, that I, JUDITH HASKO, Mayor, Town of Portola Valley, do hereby proclaim the month of October 2025, as Domestic Violence Awareness Month, to raise awareness about and encourage all residents of San Mateo County to do their part to help rid our community of intimate partner violence.

Dated this 22nd day of October 2025.
___________________________
Judith Hasko, Mayor

5 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: October 22, 2025
RE: Approve Regular Meeting Minutes of October 8, 2025

RECOMMENDATION
Staff recommends Town Council review and approve the October 8, 2025 meeting minutes.

ATTACHMENTS

1. 10-08-2025 Council Regular Meeting Minutes.docx
6 Volume 47
October 8, 2025

PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – OCTOBER 8, 2025

1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 7:02 p.m. Roll call was taken by the Clerk.

Present: Councilmembers 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.

The Council recessed for 10 minutes to fix audio issues and reconvened at 7:12 p.m.

3. PRESENTATIONS / PROCLAMATIONS
a. Acceptance of Eagle Scout Plaque for Town Archives
Karyn Ellis shared remarks and Eagle Scouts shared projects they have completed. b. Proclamation for Fire Prevention Week
Mayor Hasko presented the proclamation to Fire Marshall Kim Giuliacci.

4. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
 Town trivia night on November 8
 Various Town Committees open positions
 Upcoming posting of vacant seat on ASCC
 Working on cleaning up Townhall lobby and public spaces  Upcoming open recruitments for staff positions

5. ORAL COMMUNICATIONS
Mayor Hasko invited public comment.
7 Volume 47
October 8, 2025

Public Comment
 Caroline Vertongen
 Rita Comes

6. CONSENT AGENDA
Mayor Hasko invited public comment.

Public Comment
 Rita Comes
 Karen Askey
 Kristi Corley
 Sarah Green
 Keikilani McKay
Consent Agenda items 6a, 6b, and 6c were each pulled for separate discussion and action.
a. Approve Minutes of September 24, 2025
Council member Flynn noted a correction as follows:
 spelling of “Zotts to Tots”
 “Motion and second (Flynn, Wolter) to approve Consent Agenda item 6a 6b.”
Motion and second (Flynn, Wolter) to approve Consent Agenda item 6a. The motion carried unanimously by voice vote.
b. Approve Warrant List of October 8, 2025
Motion and second (Hufty, Wolter) to approve Consent Agenda item 6b. The motion carried unanimously by voice vote.
c. Consider Adoption of a Resolution Granting Consent to the County of Santa Cruz to establish the Santa Cruz Mountains Wine Improvement District (SCMWID) and include the Town of Portola Valley in the SCMWID
Motion and second (Flynn, Hufty) to approve Consent Agenda item 6c. The motion carried unanimously by voice vote.

7. REGULAR AGENDA
a. Mid-Year San Mateo County Sheriff’s Office Report by Captain Frank Dal Porto 8 Volume 47
October 8, 2025

Captain Frank Dal Porto gave a presentation.

Mayor Hasko invited public comment.

Public Comment
 Caroline Vertongen
 David Cardinal
 Karen Askey
 Kristi Corley
Council asked questions and discussed the item.

No action was taken.

The Council recessed for a short break at 8:45 p.m. and returned at 8:52 p.m. b. Consider Adoption of a Resolution Approving an Agreement for Law Enforcement Services Between the County of San Mateo and the Town of Portola Valley for a One-Year Term Commencing on July 1, 2025.

Assistant Town Manager Stocker-Pedalino presented the item.

Mayor Hasko invited public comments.

Public Comment
 Caroline Vertongen
 David Cardinal
 Kristi Corley
Council asked questions and discussed the item.

Motion and second (Taylor, Wolter) to approve the resolution as amended:

Resolution of the Town Council of the Town of Portola Valley Authorizing the Mayor to work with the Town Manager to negotiate and execute an agreement for law enforcement services between the County of San Mateo and the Town of Portola Valley for a one-year term commencing on July 1, 2025 The motion carried unanimously by voice vote.
c. Ad-Hoc Housing Element Post-Adoption Plan Town Council Subcommittee Update Mayor Hasko presented the item.
9 Volume 47
October 8, 2025

Mayor Hasko invited public comments.

Public Comment
 Caroline Vertongen
Council asked questions and discussed the item.

No action was taken.

8. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES

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

Mayor Hasko invited public comments. None were received.

9. ADJOURNMENT
The meeting adjourned at 10:34 p.m.
_________________________ _________________________
Judith Hasko, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its October 22, 2025 regular meeting. 10 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: October 22, 2025
RE: Warrant List for October 22, 2025
RECOMMENDATION:

1. Review and accept the following Warrant List for the month of October:
10/22/2025 Warrant List

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

The following table lists payments by fund.

Date
Ending
Warrant #
Warrant 10/22/2025 5502 5541 40 242,190.02 10/23/2025 10/8/2025 5501 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 10/22/2025 206,411.39
Gas Tax 10/22/2025 1,100.00
Measure M 10/8/2025 1,195.00
Customer Deposits 10/8/2025 33,483.63
Total $ 242,190.02
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
11

Warrant List October 22, 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. 10/22/2025 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
10/22/2025 5503 Bank of America 101 Various Sep Credit Card Statement $ 4,583.80 10/22/2025 5505 CalPERS 101 Various Sep Contributions/Oct UAL 37,591.89 10/22/2025 5512 Missionsqaure Retirement 101 Various Oct 15 Contributions 1,632.77 10/22/2025 5517 Navia Benefit Solutions 101 Various Oct 15 Contributions 343.33 10/22/2025 5518 PG&E 101 610 Sep Utilities 1,627.24
10/22/2025 5526 State Compensation Ins Fund 101 Various Nov W/C Premium 2,503.15 10/22/2025 5527 Verizon Wireless 101 Various Sep Mobile Phone 897.84 Warrants issued as ACH/EFT
Date Warrant # Issued to Fund Dept Reason Amount
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
12 TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
October 22, 2025
Claims totaling $242,190.02 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
13 apachreg Town of Portola Valley mmagahiz 10/16/2025 11:53 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5502 41 AT&T 305.29 10/22/255503 44 BANK OF AMERICA 4,583.80 10/22/25 EFTPS5504 78 CALIFORNIA WATER SERVICE CO 9,652.44 10/22/255505 80 CALPERS 37,591.89 10/22/25 EFTPS5506 121 SCA OF CA, LLC 2,095.00 10/22/255507 124 COMCAST 516.51 10/22/255508 135 CSG CONSULTANTS INC 20,192.00 10/22/255509 195 GOOD CITY COMPANY 35,964.25 10/22/255510 203 GREEN HALO SYSTEMS 114.00 10/22/255511 213 HILLYARD INC 844.00 10/22/255512 218 MISSIONSQUARE RETIREMENT 1,632.77 10/22/25 EFTPS5513 227 INTERSTATE TRAFFIC CNTRL 200.00 10/22/255514 276 KUTZMANN & ASSOCIATES 6,942.63 10/22/255515 295 LYNX TECHNOLOGIES INC 1,050.00 10/22/255516 324 MIRANDAS LANDSCAPE 2,727.00 10/22/255517 330 NAVIA BENEFIT SOLUTIONS 343.33 10/22/25 EFTPS5518 367 PG&E 1,627.24 10/22/25 EFTPS5519 373 PITNEY BOWES INC. 148.48 10/22/255520 376 PORTOLA VALLEY HARDWARE 174.22 10/22/255521 403 RON RAMIES AUTOMOTIVE INC. 1,964.89 10/22/255522 406 RR DONNELLEY 592.25 10/22/255523 421 SCOTT WEBER 178.96 10/22/255524 437 SMALL BUSINESS BENEFIT PLAN TR 2,303.00 10/22/255525 445 STANDARD INSURANCE CO. 543.13 10/22/255526 448 STATE COMP INSURANCE FUND 2,503.15 10/22/25 EFTPS5527 489 VERIZON WIRELESS 897.84 10/22/25 EFTPS5528 505 WOODSIDE FIRE PROTECTION DISTR 6,880.31 10/22/255529 533 SMCCMA 500.00 10/22/255530 553 COUNTY OF SAN MATEO-PSC 19,351.50 10/22/255531 860 STEPFORD 35,121.85 10/22/255532 914 UNITED MECHANICAL INC 23,447.00 10/22/255533 1118 STERICYCLE, LNC. DBA SHRED-LT 119.04 10/22/255534 1195 LEAF CAPITAL FUNDING, LLC 426.02 10/22/255535 1204 SHUMS CODA ASSOCIATES 9,412.50 10/22/255536 1216 WIZIX TECHNOLOGY GROUP, INC. 107.25 10/22/255537 1217 WBCP, INC. 9,536.48 10/22/255538 1221 ZOTTS LLC 100.00 10/22/255539 1281 JENNIFER DER YUEN 400.00 10/22/255540 1288 EVAN GUZMAN 1,000.00 10/22/255541 1289 DOM FELLOWSHIPS 100.00 10/22/25 14 apachreg Town of Portola Valley mmagahiz 10/16/2025 11:53 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type Check totals: 193,010.00ACH totals:EFTPS totals: 49,180.02Wire transfer totals:Payment Manager totals:GRAND TOTALS 242,190.02Check totals: 193,010.00ACH totals:EFTPS totals: 49,180.02Wire transfer totals:Payment Manager totals:GRAND TOTALS 242,190.02 15 apackfnd2 Town of Portola Valley mmagahiz 10/16/2025 11:54 Page 1 Checks by Fund - 10/22/25 to 10/22/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept Balance SheetCALPERS 101-21032-000-000000 September 10,324.88 5505 10/22/25 Retirement- CLASSICCALPERS 101-21032-000-000000 September 13,287.09 5505 10/22/25 Retirement- PEPRA DOM FELLOWSHIPS 101-21052-000-000000 Deposit Refund - 100.00 5541 10/22/25 Picnic Spaces EVAN GUZMAN 101-21051-000-000000 Deposit Refund - 1,000.00 5540 10/22/25 Community HallMISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Oct 1,632.77 5512 10/22/25 15, 2025
NAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 343.33 5517 10/22/25 10/15/2025
ZOTTS LLC 101-21052-000-000000 Deposit Refund - 100.00 5538 10/22/25 Ford Field Rental --------------
Fund 101 Dept Total 26,788.07
Fund 101 Dept 120 Town ManagerBANK OF AMERICA 101-65014-120-000000 September Credit 790.00 5503 10/22/25 Card Statement
SMALL BUSINESS BENEFIT PLAN TR 101-55024-120-000000 Dental/Vision 2,303.00 5524 10/22/25SMCCMA 101-65014-120-000000 SMCCMA Annual Dues, 500.00 5529 10/22/25 FY 2025-2026 DARCYSMITH
STANDARD INSURANCE CO. 101-55031-120-000000 LTD/Life Premium 543.13 5525 10/22/25STATE COMP INSURANCE FUND 101-55033-120-000000 Premium Surcharges 2,503.15 5526 10/22/25 10/06/2025-10/06/2026
--------------
Fund 101 Dept 120 Total 6,639.28
Fund 101 Dept 220 Fire ServicesWOODSIDE FIRE PROTECTION DISTR 101-62047-220-000000 9/01/25-9/30/25 6,880.31 5528 10/22/25 Fire MitigationCrew Support
--------------
Fund 101 Dept 220 Total 6,880.31
Fund 101 Dept 230 Dispatch ServicesCOUNTY OF SAN MATEO-PSC 101-62203-230-000000 Public Safety 19,351.50 5530 10/22/25 Dispatch Svcs, 16 apackfnd2 Town of Portola Valley mmagahiz 10/16/2025 11:54 Page 2 Checks by Fund - 10/22/25 to 10/22/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Jul-Sept 2025
--------------
Fund 101 Dept 230 Total 19,351.50
Fund 101 Dept 310 Planning DivisionCSG CONSULTANTS INC 101-62099-310-000000 Sep Code, Bldg. 3,262.50 5508 10/22/25 Insp, Permit Tech, Bldg, In House Plan GOOD CITY COMPANY 101-62039-310-000000 Planning Consultant 9,423.25 5509 10/22/25 Services - Sep 2025 LYNX TECHNOLOGIES INC 101-62305-310-000000 GIS Professional 1,050.00 5515 10/22/25 Services in Aug &Sept 2025 SHUMS CODA ASSOCIATES 101-62099-310-000000 Sr Permit Tech 2,531.25 5535 10/22/25 Services providedby SCA for Aug SHUMS CODA ASSOCIATES 101-62099-310-000000 Sr Permit Tech 2,175.00 5535 10/22/25Services providedby SCA for Sept --------------
Fund 101 Dept 310 Total 18,442.00
Fund 101 Dept 320 Building DivisionCSG CONSULTANTS INC 101-62099-320-000000 Sep Code, Bldg. 15,512.00 5508 10/22/25 Insp, Permit Tech, Bldg, In House Plan GREEN HALO SYSTEMS 101-62305-320-000000 Oct Hosting & Acces 114.00 5510 10/22/25 SHUMS CODA ASSOCIATES 101-62099-320-000000 Sr Permit Tech 2,531.25 5535 10/22/25Services providedby SCA for Aug SHUMS CODA ASSOCIATES 101-62099-320-000000 Sr Permit Tech 2,175.00 5535 10/22/25Services providedby SCA for Sept WBCP, INC. 101-62099-320-000000 Recruitment 9,536.48 5537 10/22/25 Services - Building Director
--------------
Fund 101 Dept 320 Total 29,868.73
Fund 101 Dept 330 Code ComplianceCSG CONSULTANTS INC 101-62099-330-000000 Sep Code, Bldg. 1,417.50 5508 10/22/25 Insp, Permit Tech, Bldg, In House Plan
17 apackfnd2 Town of Portola Valley mmagahiz 10/16/2025 11:54 Page 3 Checks by Fund - 10/22/25 to 10/22/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
--------------
Fund 101 Dept 330 Total 1,417.50
Fund 101 Dept 410 Community HallJENNIFER DER YUEN 101-43121-410-000000 CPASS Refund 400.00 5539 10/22/25 --------------
Fund 101 Dept 410 Total 400.00
Fund 101 Dept 420 Field RentalsMIRANDAS LANDSCAPE 101-61055-420-000000 Sept Landscape 2,727.00 5516 10/22/25 Services --------------
Fund 101 Dept 420 Total 2,727.00
Fund 101 Dept 510 Public WorksBANK OF AMERICA 101-62014-510-000000 September Credit 566.31 5503 10/22/25 Card Statement
HILLYARD INC 101-62011-510-000000 Janitorial Supplies 844.00 5511 10/22/25PORTOLA VALLEY HARDWARE 101-62014-510-000000 September Statement 174.22 5520 10/22/25 Tools
RON RAMIES AUTOMOTIVE INC. 101-61081-510-000000 2013 Ford-F-150 XL 1,355.38 5521 10/22/25RON RAMIES AUTOMOTIVE INC. 101-61081-510-000000 Sept Fuel Statement 609.51 5521 10/22/25 SCOTT WEBER 101-62014-510-000000 Reimbursement - 178.96 5523 10/22/25 Work Boots
UNITED MECHANICAL INC 101-62011-510-000000 HVAC AC/HEAT Repair 21,328.00 5532 10/22/25 & maintenance FY24-25
UNITED MECHANICAL INC 101-62011-510-000000 HVAC AC/HEAT Repair 2,119.00 5532 10/22/25 & maintenance --------------
Fund 101 Dept 510 Total 27,175.38
Fund 101 Dept 610 Non-DepartmentalAT&T 101-62021-610-000000 September Statement 61.27 5502 10/22/25AT&T 101-62021-610-000000 September Statement 182.75 5502 10/22/25AT&T 101-62021-610-000000 September Statement 61.27 5502 10/22/25 BANK OF AMERICA 101-62305-610-000000 September Credit 2,300.86 5503 10/22/25 Card Statement
101-62099-610-000000 790.88 5503 10/22/25
101-62301-610-000000 10.48 5503 10/22/25
101-62399-610-000000 124.90 5503 10/22/25
18 apackfnd2 Town of Portola Valley mmagahiz 10/16/2025 11:54 Page 4 Checks by Fund - 10/22/25 to 10/22/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
BANK OF AMERICA 101-62331-610-000000 September Credit .37 5503 10/22/25 Card Statement
CALIFORNIA WATER SERVICE CO 101-62022-610-000000 Water Service 600.93 5504 10/22/25 9/11/25 - 10/9/25
101-62022-610-000000 2,555.42 5504 10/22/25101-62022-610-000000 1,044.54 5504 10/22/25101-62022-610-000000 231.63 5504 10/22/25101-62022-610-000000 5,116.22 5504 10/22/25 101-62022-610-000000 41.48 5504 10/22/25101-62022-610-000000 62.22 5504 10/22/25 CALPERS 101-55011-610-000000 October UAL CLASSIC 13,579.75 5505 10/22/25CALPERS 101-55011-610-000000 October UAL PEPRA 400.17 5505 10/22/25COMCAST 101-62021-610-000000 WIFI-10.16.2025-11. 516.51 5507 10/22/25

5.2025
LEAF CAPITAL FUNDING, LLC 101-62307-610-000000 Toshiba Printer 426.02 5534 10/22/25 Copy Lease
PG&E 101-62022-610-000000 October Statement 119.62 5518 10/22/25 Sept Usage
101-62022-610-000000 15.76 5518 10/22/25101-62022-610-000000 1,404.64 5518 10/22/25101-62022-610-000000 87.22 5518 10/22/25 PITNEY BOWES INC. 101-62307-610-000000 Postage Meter 148.48 5519 10/22/25 Rental, Equipment & Svc 7/02/25 -10/01/2025
RR DONNELLEY 101-62301-610-000000 Green Electrical & 88.25 5522 10/22/25 Gas Service Labels
101-62301-610-000000 504.00 5522 10/22/25
STEPFORD 101-62305-610-000000 WIFI Upgrade- 5,645.01 5531 10/22/25 Ceiling mount, Antenna, EthernetWiring
STEPFORD 101-62305-610-000000 Infrastructure 19,435.34 5531 10/22/25 Upgrade STEPFORD 101-62046-610-000000 Monthly Service 3,920.00 5531 10/22/25Charges 10/01/2025THRU 10/31/2025 STEPFORD 101-62305-610-000000 Veeam Backup and 621.50 5531 10/22/25 Replication for Disaster Recovery - Oct 25
STEPFORD 101-62305-610-000000 Infrastructure 5,500.00 5531 10/22/25 Upgrade- Labor Configuration & Installation
STERICYCLE, LNC. DBA SHRED-LT 101-62301-610-000000 Paper Shredding 119.04 5533 10/22/25 Services VERIZON WIRELESS 101-62021-610-000000 September Cellular 897.84 5527 10/22/25 WIZIX TECHNOLOGY GROUP, INC. 101-62301-610-000000 Printer 107.25 5536 10/22/25 19 apackfnd2 Town of Portola Valley mmagahiz 10/16/2025 11:54 Page 5 Checks by Fund - 10/22/25 to 10/22/25
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
--------------
Fund 101 Dept 610 Total 66,721.62
--------------
Fund 101 Total 206,411.39
Fund 206 Dept 510 Public WorksINTERSTATE TRAFFIC CNTRL 206-61013-510-000000 Handicap Parking 200.00 5513 10/22/25 SignSCA OF CA, LLC 206-61012-510-000000 September 900.00 5506 10/22/25 Litter/Street Clean --------------
Fund 206 Dept 510 Total 1,100.00
--------------
Fund 206 Total 1,100.00
Fund 212 Dept 510 Public WorksSCA OF CA, LLC 212-61017-510-000000 September 1,195.00 5506 10/22/25 Litter/Street Clean --------------
Fund 212 Dept 510 Total 1,195.00
--------------
Fund 212 Total 1,195.00
Fund 701 Dept 340 Customer DepositsGOOD CITY COMPANY 701-62041-340 Planning Consultant 26,541.00 5509 10/22/25 Services - Sep 2025KUTZMANN & ASSOCIATES 701-62041-340 Sep 25 Plan Checks 6,942.63 5514 10/22/25 --------------
Fund 701 Dept 340 Total 33,483.63
--------------
Fund 701 Total 33,483.63
20 --------------
**** Grand Total 242,190.02
* * * End of Report * * *
21 .
apapdinv2 mmagahiz Town of Portola Valley Page 1
11:54 10/16/25 Paid Invoices by Date
From: 10/22/2025 to 10/22/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 41 AT&T
10/22/25 5502 September Statement 305.29 61.27 000024172796 September Statement 182.75 000024172797September Statement 61.27 000024172798 Vendor: 44 BANK OF AMERICA
5503 September Credit Card Statement 4,583.80 4,583.80 1388-SEP25 Vendor: 78 CALIFORNIA WATER SERVICE CO
5504 Water Service 9/11/25 - 10/9/25 9,652.44 9,652.44 SEP-2025 Vendor: 80 CALPERS
5505 October UAL CLASSIC 37,591.89 13,579.75 100000018073491 October UAL PEPRA 400.17 100000018073501September Retirement- CLASSIC 10,324.88 100000018019774September Retirement- PEPRA 13,287.09 100000018019797 Vendor: 121 SCA OF CA, LLC
5506 September Litter/Street Clean 2,095.00 2,095.00 2025-009112 Vendor: 124 COMCAST
5507 WIFI-10.16.2025-11.15.2025 516.51 516.51 7290-OCT25 Vendor: 135 CSG CONSULTANTS INC
5508 Sep Code, Bldg. Insp, Permit Tech, Bldg, In House Plan 20,192.00 20,192.00 SEP-2025 Vendor: 195 GOOD CITY COMPANY
5509 Planning Consultant Services - Sep 2025 35,964.25 35,964.25 4436 Vendor: 203 GREEN HALO SYSTEMS
5510 Oct Hosting & Access 114.00 114.00 6047
Vendor: 213 HILLYARD INC
5511 Janitorial Supplies 844.00 844.00 605965949
Vendor: 218 MISSIONSQUARE RETIREMENT
5512 Deferred Comp - Oct 15, 2025 1,632.77 1,632.77 OCT-202515 Vendor: 227 INTERSTATE TRAFFIC CNTRL
5513 Handicap Parking Sign 200.00 200.00 272688
Vendor: 276 KUTZMANN & ASSOCIATES
5514 Sep 25 Plan Checks 6,942.63 6,942.63 2525560
22 .
apapdinv2 mmagahiz Town of Portola Valley Page 2
11:54 10/16/25 Paid Invoices by Date
From: 10/22/2025 to 10/22/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 295 LYNX TECHNOLOGIES INC
5515 GIS Professional Services in Aug & Sept 2025 1,050.00 1,050.00 10498 Vendor: 324 MIRANDAS LANDSCAPE
5516 Sept Landscape Services 2,727.00 2,727.00 2436
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5517 Navia Benefit 10/15/2025 343.33 343.33 10152025
Vendor: 367 PG&E
5518 October Statement Sept Usage 1,627.24 1,627.24 SEP-2025 Vendor: 373 PITNEY BOWES INC.
5519 Postage Meter Rental, Equipment & Svc 7/02/25 - 10/01/2025 148.48 148.48 1028237535 Vendor: 376 PORTOLA VALLEY HARDWARE
5520 September Statement Tools 174.22 174.22 193-SEP25
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
5521 Sept Fuel Statement 1,964.89 609.51 G20250930-4
2013 Ford-F-150 XL 1,355.38 81793
Vendor: 406 RR DONNELLEY
5522 Green Electrical & Gas Service Labels 592.25 592.25 090336294 Vendor: 421 SCOTT WEBER
5523 Reimbursement - Work Boots 178.96 178.96 FRRS-25-4 Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
5524 Dental/Vision 2,303.00 2,303.00 NOV-2025
Vendor: 445 STANDARD INSURANCE CO.
5525 LTD/Life Premium 543.13 543.13 2025-SEP
Vendor: 448 STATE COMP INSURANCE FUND
5526 Premium Surcharges 10/06/2025-10/06/2026 2,503.15 2,503.15 1003223358 Vendor: 489 VERIZON WIRELESS
5527 September Cellular 897.84 897.84 6124425752
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
5528 9/01/25-9/30/25 Fire Mitigation Crew Support 6,880.31 6,880.31 WFPDCREW-202509 Vendor: 533 SMCCMA
23 .
apapdinv2 mmagahiz Town of Portola Valley Page 3
11:54 10/16/25 Paid Invoices by Date
From: 10/22/2025 to 10/22/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
10/22/25 5529 SMCCMA Annual Dues, FY 2025-2026 DARCY SMITH 500.00 500.00 FY2025-2026 Vendor: 553 COUNTY OF SAN MATEO-PSC
5530 Public Safety Dispatch Svcs, Jul-Sept 2025 19,351.50 19,351.50 PVPD 26-01 Vendor: 860 STEPFORD
5531 WIFI Upgrade- Ceiling mount, Antenna, Ethernet Wiring 35,121.85 5,645.01 2502118 Infrastructure Upgrade 19,435.34 2502119Monthly Service Charges 10/01/2025 THRU 10/31/2025 3,920.00 2502159Veeam Backup and Replication for Disaster Recovery - Oct 25 621.50 2502160Infrastructure Upgrade- Labor Configuration & Installation 5,500.00 2502180 Vendor: 914 UNITED MECHANICAL INC
5532 HVAC AC/HEAT Repair & maintenance FY24-25 23,447.00 21,328.00 107362 HVAC AC/HEAT Repair & maintenance 2,119.00 108177
Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
5533 Paper Shredding Services 119.04 119.04 8012154109
Vendor: 1195 LEAF CAPITAL FUNDING, LLC
5534 Toshiba Printer Copy Lease 426.02 426.02 19063678
Vendor: 1204 SHUMS CODA ASSOCIATES
5535 Sr Permit Tech Services provided by SCA for Aug 9,412.50 5,062.50 11611 Sr Permit Tech Services provided by SCA for Sept 4,350.00 11612 Vendor: 1216 WIZIX TECHNOLOGY GROUP, INC.
5536 Printer 107.25 107.25 532359
Vendor: 1217 WBCP, INC.
5537 Recruitment Services - Building Director 9,536.48 9,536.48 7465 Vendor: 1221 ZOTTS LLC
5538 Deposit Refund - Ford Field Rental 100.00 100.00 PROF-25-58 Vendor: 1281 JENNIFER DER YUEN
5539 CPASS Refund 400.00 400.00 042519239
Vendor: 1288 EVAN GUZMAN
5540 Deposit Refund - Community Hall 1,000.00 1,000.00 PRCH-25-47 Vendor: 1289 DOM FELLOWSHIPS
5541 Deposit Refund - Picnic Spaces 100.00 100.00 PROF-25-49 24 .
apapdinv2 mmagahiz Town of Portola Valley Page 4
11:54 10/16/25 Paid Invoices by Date
From: 10/22/2025 to 10/22/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Check Date Totals 242,190.02
Grand Total 242,190.02
25 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: October 22, 2025
RE: Appoint Sarah Gilbert to Conservation Committee

RECOMMENDATION
Staff recommends that the Town Council consider and appoint Sarah Gilbert to the Conservation Committee.

DISCUSSION
The Conservation Committee currently has two vacancies. Sarah Gilbert's application has been shared with the committee Chair.

FISCAL IMPACT
There is no fiscal impact associated.

ATTACHMENTS

1. Conservation Committee Application
26 Submitter DB ID 7701
IP Address
Submission Recorded On 09/27/2025 2:43 PM
Time to Take the Survey 37 minutes, 53 secs.

Name of committee which I am interested in serving on (please note that only committees currently seeking volunteers are listed):

Conservation Committee
Applicant Information
Full Name Sarah Gilbert
Email Address
Street Address
City/Zip Portola Valley, CA 94028
Number of years in Portola Valley 11
Cell Phone
Home Phone
Other Phone Not answered
Emergency Preparedness Not answered
Preferred Phone Contact Number
Home
Please state why you have an interest in this committee, and state any background or experience you may have that may be useful in your service to this committee.

I have been on the Portola Valley Ranch Landscape committee since 2015 and have been the chair of that committee since 2017. I learned a huge amoun about native plants, local ecosystems, and invasive plants & pathogens from our former Land Manager Miriam Sachs Martin, but I still have plenty to learn. Our Land Manager resigned in 2021 and we have engaged ecologist consultants to help us continue to be good stewards of the land, especially the 235 acre Coal Mine Ridge Nature Preserve. I greatly value the vision of the Town of Portola Valley and would like to help support it. I look forward to interacting with the members of the Portola Valley Conservation Committee; I'm eager to learn more about the local ecosystem and hope our land management experiences at PVR will provide some benefit to the Town.

Do you have any personal or financial interest that could be perceived by others as a conflict of interest relative to your service on the committee? If so, please describe.

No
TIME COMMITMENT: Generally committees meet monthly and require a significant time commitment and participation at regular meetings. Please consider this level of commitment when evaluating your interest in serving on one of the Town's Committees.
10/16/25, 9:17 AM Manage Survey Statistics - Text Report https://www.portolavalley.net/Admin/Components/Form/Statistics/TextStatisticsDetail/?page=8&size=30&formId=27&itemID=15979&id=7701 1/1 27 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: October 22, 2025
RE: Appoint Simon Klemperer to Geologic Safety Committee

RECOMMENDATION
Staff recommends that the Town Council consider and appoint Simon Klemperer to the Geologic Safety Committee.

DISCUSSION
The Geologic Safety Committee currently has two vacancies. Simon Klemperer's application has been shared with the committee Chair, Mayor, and Council liaison.

Although the applicant lives in Woodside, he resides in the Portola Valley School District and his children attended the schools. Town Council may waive the residency requirement as outlined in the Committee Handbook:
“The Town Council may, on a case-by-case basis, waive the Town residency requirement for residents within the Town’s sphere of influence or Portola Valley School District depending upon:

The number of vacancies on a specific committee
The number of applications that have been received
Relevant experience/qualifications and prior community involvement and service on the part of the applicant(s)."

FISCAL IMPACT
There is no fiscal impact associated.

ATTACHMENTS

1. Geologic Safety Committee Application

2. Letter of Support
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LG  29
30 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Steve McHarris, Interim Planning and Building Director, Robert Burt, Town Engineer DATE: October 22, 2025
RE: Consider Approval of a Professional Consultant Services Agreement for On-Call Planning, Building, Code Enforcement, and Engineering Services with CSG, Inc. and a Professional Consultant Services Agreement for On-Call Planning, Building, and Engineering Services with Interwest, Inc.

RECOMMENDATION
Staff recommends that Council, by motion, approve and authorize the Town Manager or designee to execute an 8-month Professional Consultant Services Agreement (“Contract”) with CSG, Inc. and an 8- month Contract with Interwest Inc. (Attachments 1 and 2) in an amount not to exceed $200,0000 per Contract for On-Call Planning, Building, Code Enforcement, and Engineering Services through June 30, 2026.

BACKGROUND
The FY 25-26 Budget includes Planning, Building, Code Enforcement, and Engineering contract services for day-to-day operations, which is not expected to change this fiscal year. A review of these contracts has revealed they both require renewal. In addition, the FY 25-26 Budget includes a Council priority for staff to focus on the challenges confronting the Planning and Building Department which are both organizational as well as service related. Staff is currently in the process of assessing development services in terms of in-house staffing, on-call contract staffing, and process effectiveness and efficiencies.

DISCUSSION
A review of current Planning and Building contracts has revealed, current contracts with both CSG (Building and Code Enforcement Services) and Interwest (Building Services) have expired and require extension. However, staff has prepared new contracts which include a more detailed scope of service description than found in previous Town contracts. The contracts are prepared as follows:

1. CSG, Inc contract is for on-call professional building plan check, inspection, and code enforcement services. CSG has provided these services for the past several years and staff has had no performance issues with CSG services. CSG also offers professional on-call planning and engineering services which have been included in their contract service scope, on an as-needed basis.

2. Interwest. Inc. (formerly Kutzman) contract is for on-call professional building plan check services.

CSG has provided these services for the past several years, and staff has had no performance issues with Interwest services. Interwest also offers professional on-call planning and engineering services which have been included in their contract service scope, on an as-needed basis.

Both contracts identify an end term of June 30, 2026 which provides staff time to initiate and complete a Request for Qualifications (RFQ) process later in the fiscal year fiscal year. The RFQ process will provide existing and other consultant firms to demonstrate their capabilities related to the service needs and expectations of the Town. Staff anticipate new contracts will be presented to the Town Council for 31 approval at the end of the fiscal year.

FISCAL IMPACT
Funding for these on-call services is available in the FY 2025-26 adopted Town Budget for the Planning and Building Department, and the Public Works Department/Engineering. Most of these services are related to Planning and Building services which are derived by application fees and deposits and are pass-through costs. There are some general fund and Capital Improvement Program (CIP) costs that are also included in the adopted FY25/26 Town CIP and Operating budget.

ENVIRONMENTAL REVIEW
Approval of these contracts is exempt from environmental review under the California Environmental Quality Act (CEQA) because it can be seen with certainty that the contract approval alone will not have a significant effect on the environment.

ATTACHMENTS

1. Agreement Between the Town of Portola Valley and CSG, Inc.

2. Agreement Between the Town of Portola Valley and Interwest, Inc. 32 1

AGREEMENT FOR ON-CALL PLANNING, BUILDING, ENGINEERING,

AND CODE ENFORCEMENT SERVICES
THIS AGREEMENT is made and entered into this __ day of __________, ____ by and between the Town of Portola Valley, a municipal corporation, (“Town”) and CSG Consultant. (“Consultant”).

RECITALS
A. The Town desires to retain the professional consulting services of Consultant as an independent contractor to provide Planning, Building, Engineering, and Code Enforcement services to the Town, as described in more detail in Exhibit A.

B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

NOW, THEREFORE, in consideration of performance by the parties of the promises, covenants and conditions contained herein, the parties hereby agree as follows:

1. SCOPE AND LEVEL OF SERVICES. The nature, scope and level of the specific services to be performed by Consultant are as set forth in detail in Exhibit A attached hereto.

2. [RESERVED]

3. STANDARD OF PERFORMANCE. As a material inducement to the Town to enter into this Agreement, Consultant hereby represents and warrants that it has the qualifications and experience necessary to undertake the services to be provided pursuant to this Agreement. Consultant shall perform all work to the highest professional standards and in a manner reasonably satisfactory to the Town.

Consultant hereby covenants that it shall follow the highest professional standards in performing all services required hereunder and will perform the services to a standard of reasonable professional care.

4. COMPLIANCE WITH LAW. All services rendered hereunder by Consultant shall be provided in accordance with all ordinances, resolutions, statutes, rules and regulations of the Town, and any federal, state or local governmental agency having jurisdiction in effect at the time the service is rendered.

5. TERM. This Agreement is effective on the date set forth in the initial paragraph of this Agreement and shall remain in effect until June 30, 2026, unless earlier terminated pursuant to Section 17, below.

6. COMPENSATION. The Town agrees to compensate Consultant for its services according to the fee schedule set forth in Exhibit B, to a maximum of two hundred thousand ($200,000). The Town also agrees to compensate Consultant for its 33 2
out-of-pocket expenses to the extent authorized in Exhibit B. In no event shall the total compensation and costs payable to consultant under this Agreement exceed the sum of two hundred thousand ($200,000), unless specifically approved in writing by the Town Council.

7. METHOD OF PAYMENT. Consultant shall invoice the Town for work performed after each task is completed as set forth in Exhibit A. Payments to Consultant by Town shall be made within thirty (30) days after receipt by Town of Consultant’s itemized invoices.

8. REPRESENTATIVE. Chai Lor is hereby designated as the representative of Consultant authorized to act on its behalf with respect to the services specified herein. It is expressly understood that the experience, knowledge, capability and reputation of Chai Lor were a substantial inducement for Town to enter into this Agreement. Therefore, Chai Lorinc shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The representative may not be changed by Consultant without the express written approval of the Town.

9. INDEPENDENT CONTRACTOR. Consultant is, and shall at all times remain as to the Town, a wholly independent contractor and not an agent or employee of Town. Consultant shall receive no premium or enhanced pay for work normally understood as overtime, nor shall Consultant receive holiday pay, sick leave, administrative leave, or pay for any other time not actually worked. The intention of the parties is that Consultant shall not be eligible for benefits and shall receive no compensation from the Town except as expressly set forth in this Agreement.

Consultant shall have no power to incur any debt, obligation, or liability on behalf of the Town or otherwise act on behalf of the Town as an agent. Neither the Town, nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall at no time, or in any manner, represent that it or any of its agents or employees are in any manner employees of the Town. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold the Town harmless from any and all taxes, assessments, penalties, and interest asserted against the Town by reason of the independent contractor relationship created by this Agreement.

Consultant shall fully comply with the worker’s compensation law regarding Consultant and Consultant’s employees. Consultant further agrees to indemnify and hold the Town harmless from any failure of Consultant to comply with applicable worker’s compensation laws. The Town shall not have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to Town from Consultant as a result of Consultant’s failure to promptly pay the Town any reimbursement or indemnification arising under this Section.

10. CONFIDENTIALITY. Consultant, in the course of its duties, may have access to financial, accounting, statistical and personal data of private individuals and employees of the Town. Consultant covenants that all data, documents, discussion, or other information developed and received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant 34 3
without written authorization by the Town. The Town shall grant such authorization if disclosure is required by law. Upon request, all Town data shall be returned to the Town upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

11. OWNERSHIP OF MATERIAL. All reports, documents, or other written materials developed or discovered by Consultant or any other person engaged directly or indirectly by Consultant in the performance of this Agreement shall be and remain the property of the Town without restriction or limitation upon its use or dissemination by the Town.

12. CONFLICT OF INTEREST. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. Consultant agrees not to accept any employment or representation during the term of this Agreement which is or may make Consultant “financially interested” (as provided in California Government Code Sections 1090 and 87100) in any decision made by the Town on any matter in connection with which Consultant has been retained pursuant to this Agreement. Nothing in this section shall, however, preclude Consultant from accepting other engagements with the Town.

13. ASSIGNABILITY; SUBCONTRACTING. The parties agree that the expertise and experience of Consultant are material considerations for this Agreement.

Consultant shall not assign, transfer, or subcontract any interest in this Agreement, nor the performance of any of Consultant’s obligations hereunder, without the prior written consent of the Town Council, and any attempt by Consultant to do so shall be void and of no effect and a breach of this Agreement.

14. INDEMNIFICATION.

14.1 To the fullest extent permitted by law, Consultant shall indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, employees, agents and volunteers against any claims, losses, or liability that may arise out of or result from damages to property or personal injury received by reason of, or in the course of work performed under this Agreement due to the acts or omissions of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive completion of the services or the termination of this Agreement. The acceptance of such services shall not operate as a waiver of such right of indemnification.

14.2 With regard to Consultant’s professional services, Consultant agrees to use that degree of care and skill ordinarily exercised under similar circumstances by members of Consultant’s profession, including without limitation adherence to all applicable safety standards. To the fullest extent permitted by law, Consultant shall 35 4
indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, and employees from and against all liabilities, including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including, but not limited to, reasonable attorneys’ fees, court costs and costs of alternative dispute resolution regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive completion of the services or the termination of this Agreement. The acceptance of said services and duties by Town shall not operate as a waiver of such right of indemnification.

14.3 The Town does not and shall not waive any rights that they may possess against Consultant because of the acceptance by the Town or the deposit with the Town of any insurance policy or certificate required pursuant to this Agreement.

This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.

15. INSURANCE REQUIREMENTS. Consultant agrees to have and maintain the policies set forth in Exhibit D entitled “INSURANCE REQUIREMENTS,” which is attached hereto and incorporated herein. All policies, endorsements, certificates, and/or binders shall be subject to approval by the Town Attorney as to form and content.

These requirements are subject to amendment or waiver only if so approved in writing by the Town Attorney. Consultant agrees to provide Town with a copy of said policies, certificates, and/or endorsements before work commences under this Agreement. A lapse in any required amount or type of insurance coverage during this Agreement shall be a breach of this Agreement.

16. SUSPENSION. The Town may, in writing, order Consultant to suspend all or any part of Consultant’s services under this Agreement for the convenience of the Town, or for work stoppages beyond the control of the Town or the Consultant. Subject to the provisions of this Agreement relating to termination, a suspension of work does not void this Agreement. In the event that work is suspended for a period exceeding 120 days, the schedule and cost for completion of the work will be adjusted by mutual consent of the parties.

17. TERMINATION.

17.1 This Agreement may be terminated by either the Town or Consultant following five (5) days written notice of intention to terminate. In the event the Agreement is terminated, Consultant shall be paid for any services properly performed to the last working day the Agreement is in effect. Consultant shall substantiate the final cost of services by an itemized, written statement submitted to the Town. The Town’s right of termination shall be in addition to all other remedies available under law to the Town.
36 5

17.2 In the event of termination, Consultant shall deliver to the Town copies of all reports, documents, computer disks, and other work prepared by Consultant under this Agreement, if any. If Consultant’s written work is contained on a hard computer disk, Consultant shall, in addition to providing a written copy of the information on the hard disk, immediately transfer all written work from the hard computer disk to a soft computer disk and deliver said soft computer disk to Town.

Town shall not pay Consultant for services performed by Consultant through the last working day the Agreement is in effect unless and until Consultant has delivered the above described items to the Town.

18. CONSULTANT’S BOOKS AND RECORDS. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, supplies, materials, or equipment provided to Town for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement.

19. NON-WAIVER OF TERMS, RIGHTS AND REMEDIES. Waiver by either party of any breach or violation of any one or more terms or conditions of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. Acceptance by the Town of the performance of any work or services by Consultant shall not be deemed to be a waiver of any term or condition of this Agreement. In no event shall the Town’s making of any payment to Consultant constitute or be construed as a waiver by the Town of any breach of this Agreement, or any default which may then exist on the part of Consultant, and the making of any such payment by the Town shall in no way impair or prejudice any right or remedy available to the Town with regard to such breach or default.

20. NOTICES. Any notices, bills, invoices, reports or other communications required or permitted to be given under this Agreement shall be given in writing by personal delivery, by facsimile transmission with verification of receipt or by U.S. mail, postage prepaid, and return receipt requested, addressed to the respective parties as follows:

To Town:

Town Manager
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Fax: (650) 851-4677
To Consultant:
________________________
________________________
________________________
Fax: (___) _______________
Notice shall be deemed communicated on the earlier of actual receipt or fortyeight (48) hours after deposit in the U.S. mail, the date of delivery shown on deliverer’s receipt, or by acknowledgment of facsimile transmission. 37 6

21. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.

In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition. Consultant will take affirmative action to ensure that employees are treated without regard to race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition.

22. ATTORNEYS’ FEES; VENUE. In the event that any party to this Agreement commences any legal action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover reasonable attorneys’ fees and other costs incurred in that action or proceeding, in addition to any other relief to which the successful party may be entitled.

The venue for any litigation shall be San Mateo County.

23. COOPERATION. In the event any claim or action is brought against the Town relating to Consultant’s performance or services under this Agreement, Consultant shall render any reasonable assistance and cooperation which Town might require.

24. EXHIBITS, PRECEDENCE. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement.

25. PRIOR AGREEMENTS AND AMENDMENTS; ENTIRE AGREEMENT.

This Agreement, and any other documents incorporated herein by specific reference, represent the entire and integrated agreement between the Town and Consultant. This Agreement supersedes all prior oral and written negotiations, representations or agreements. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by a written amendment duly executed by the parties to this Agreement. Any amendment relating to compensation for Consultant shall be for only a not-to-exceed sum.

IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement effective as of the date written above.

TOWN: CONSULTANT:

By: _______________________
Mayor
By: _______________________
Name (printed):________________
Title: _______________________
EIN _______________________
ATTEST:
38 7
____________________________
Town Clerk
APPROVED AS TO FORM:
____________________________
Town Attorney
39 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

EXHIBIT A
(PLANNING SCOPE AND LEVEL OF SERVICES)

1. Planning Staff Services
This contract covers professional on-call town planning staff services to be provided by CSG Consultant for the benefit of the Town of Portola Valley in relation to supplemental Town Planning staff services. The staff services will be delivered in accordance with applicable Portola Valley Municipal Code, State and Federal legislation, Town Policies, and industry best practices.

2. Scope of Services
The consultant shall provide the following staff services, on an as-needed basis:

2.1 Preliminary Planning Information
• Site review and constraints analysis
• General Plan Policy, Municipal Code, Design Guidelines interpretation • Policy and regulatory framework review
• Preliminary information on land use proposals
• Applicant preapplication meetings/guidance
• Historical permit/information research
• Zoning verification letters

2.2 Planning Strategy and Reports
• Preparation of planning strategies or masterplans
• Town design guidelines, policies, programs input
• Drafting Planning Proposals / Amendments
• Development feasibility assessment
• Drafting staff reports and presenting to Council, Commissions, Committees, public

2.3 Development Application Services
• Intake and process Development Applications
• Coordinate technical consultants (e.g., engineering, geologic, architect, arborist) • CEQA Environmental Assessments/Reports/Determinations (NODs) • Analize planning permit applications, drafting staff reports and presenting to Council, Commissions, Committees, public
• Responses to Council and Commission Requests for Information • Utilization and integration of Energov Permit System
• Close-out procedures for planning permits
40 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

2.4 General Plan/ Rezoning / Reclassification Services
• Preparation and submission of Planning Proposals
• Coordination with local, state or regional planning agencies • Community consultation support
• Staff analysis and report writing

2.5 Planning Representation
• Representation at Council, Commission, Committees or other public meetings/hearings
• Representation at outside organizations and agencies

2.6 Stakeholder Engagement
• Consultation with Council, Commissions, Committees, government agencies, and the public
• Community consultation and reporting
• Stakeholder meeting facilitation
• Front public counter and virtual consultation, as needed.

2.7 Other Services
• GIS Mapping and spatial analysis
• Infrastructure coordination

3. Level of Service
• Assistant to Senior Planner level of professional planning service, as requested • Ensure back-up or alternate staff are available during absences. • Location: Portola Valley Town Hall and Historical School House • Availability: Mon-Fri, 8:30am-5:30pm or as agreed, and Council/Commission meeting nights, as assigned
• Project Planner shall communicate their contact information as point-of-contact to applicant and owner at the time of planning review/permit case assignment. • Planning Permit applications Plan Check turnaround times per Permit Streamlining Act.

Note: Times may vary based on project complexity and completeness of submittal.
41 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

EXHIBIT A
(BUILDING SCOPE AND LEVEL OF SERVICES)

1. Building - Plan Review and Inspection Services
The contract covers scope, responsibilities, and service levels for plan review (plan check) and inspection services for construction projects within the Town's jurisdiction.

This ensures public safety, compliance with applicable codes, and consistent enforcement of regulations.

Services shall be provided under the authority granted by:
• State Building Code
• Local Municipal Code
• Zoning Ordinance
• Health and Safety Regulations
• Fire Code
• Other applicable federal, state, or local laws

2. Scope of Services

2.1 Plan Review Services
The consultant shall provide the following services, on an as-needed basis:
• Review of architectural, structural, mechanical, electrical, plumbing, and energy systems (Fire protection is referred to Woodside Fire Protection District). • Verification of compliance with:
o Zoning and land use requirements
o Building code (IBC, IRC, WUI ordinance, etc.)
o Title 24 Energy code
o Accessibility standards (ADA, local variants)
o Local ordinances and design guidelines
o Stormwater and grading requirements (if applicable)
• Coordination with other departments and agencies (Woodside Fire, Planning, Engineering, Public Works, Woodside Fire, San Mateo County agencies) as needed.
• Issuance of Plan Check Correction Letters.
• Final approval of construction documents and permit issuance. • Utilize and integrate Energov permit system
Types of Projects Reviewed:
• New residential and commercial buildings
42 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc • Additions and remodels
• Tenant improvements
• Accessory Dwelling Units (ADUs)
• Decks, pools, retaining walls
• Solar, EV charging stations, generators
• Demolition plans
• Temporary structures
• Landscape and Hardscape Plan Review

2.2 Inspection Services
Objective:

The consultant shall provide the following services for compliance with approved plans and applicable codes (as applicable):
• Site inspections at required stages of construction
• Review special inspections (as required by code or structural engineer contracted by developer)
• Re-inspections, as needed
• Issuance of correction notices, stop work orders, and Certificates of Occupancy • Fire and life safety inspections (in coordination with Woodside Fire, when required)
• Complaint-based inspections (e.g., unpermitted work, unsafe structures) • Final sign-off upon project completion

3. Level of Service and Timelines

3.1 Plan Check Turnaround Times
(Standard targets from the date of complete submittal)
Project Type First Review Re-Review
Single-Family Residential (minor) 10 business days 5 business days Single-Family Residential (new) 10 business days 5 business days Commercial Tenant Improvement 15 business days 10 business days New Commercial/Multi-Family 15 business days 10 business days Expedite Review (over-the-counter) 5 days 5 days
Note: Times may vary based on project complexity and completeness of submittal, and State regulatory requirements.
43 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

3.2 Inspection Scheduling and Response Time
Service Response Time
Standard Building Inspection Next business day (if scheduled before 2 PM) Emergency Inspection Same day (case-by-case)
Re-inspections Within 1-2 business days
Complaint Inspections Within 3 business days

4. Performance Standards
• Code compliance shall be enforced consistently, objectively, and professionally. • All staff must be certified by appropriate bodies (ICC, state licensing boards). • Inspections shall be documented and tracked in the permitting system. • Customer service response within 24 hours for inquiries and scheduling. • Continuous improvement through training and updates to procedures and technology.

5. Coordination
• Planning & Building Department – zoning, setbacks, land use, tree removals. • Public Works/Engineering – grading, drainage, geology/soils, public ROW impacts.
• Woodside Fire Protection District – fire access, hydrants, alarms/suppression systems.
• San Mateo County Environmental Health – septic systems, wells, hazardous materials, commercial pools.

6. Recordkeeping and Reporting
• Maintain digital records of all submitted plans, inspection reports, and approvals. • Annual reports on number of plan checks, permits issued, inspections performed, and enforcement actions.
44 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

EXHIBIT A
(ENGINEERING SCOPE AND LEVEL OF SERVICES)

1. Engineering Services
The contract covers scope, responsibilities, and service levels for professional engineering services in support of the Town Engineer related to the Town’s infrastructure planning, design, construction, and maintenance programs. Services also include plan review (plan check) and inspection services for all construction projects within the Town's jurisdiction. This ensures public safety, compliance with applicable codes, and consistent enforcement of regulations.

2. Scope of Services
The Consultant shall provide the following services, on an as-needed basis:

2.1. General Engineering Support
• Attend meetings with Town staff, elected and/or appointed officials, and the public.
• Provide technical consultation on infrastructure-related matters. • Prepare staff reports, exhibits, and technical memoranda.

2.2. Capital Improvement Projects (CIP)
• Assist in CIP planning and project prioritization.
• Develop preliminary and final engineering designs.
• Prepare construction documents (plans, specifications, and estimates). • Coordinate with permitting agencies (e.g., DOT, EPA, local utilities). • Provide bidding assistance and contractor selection support.

2.3. Construction Management
• Provide construction inspection and administration.
• Review and process submittals and Requests for Information (RFIs). • Maintain records of construction progress.
• Assist with change orders and claims analysis.
• Perform final inspections and close-out documentation.

2.4. Stormwater Annual Reporting
• Provide Stormwater Annual Reporting Support services per the requirements of the Municipal Regional Stormwater NPDES Permit (MRP) in coordination with Town Engineer and staff.
45 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc • Develop report utilizing Bay Area Municipal Stormwater Collaborative agency. • Compile Town’s database and staff meeting information to report annual activities to comply with current MRP.
• Develop a list of newly installed stormwater treatment systems. • Submit Final Report to the Water Board via the SMARTS database.

2.5. Development Review
• Review engineering plans and reports submitted by developers. • Ensure compliance with Town State and codes, standards, ordinances and regulations.
• Provide comments and recommendations to Town planning and building staff. • Provide support to Town staff regarding Town Committee review, comments, and conditions of approval.

2.6 Specialized Services (if applicable)
• Stormwater management and drainage studies.
• Pavement condition assessment and asset management.
• Traffic and transportation engineering.
• Water and wastewater systems design and evaluation.
• Environmental review and permitting.

3. Level of Service
The Consultant shall perform all services in accordance with industry standards and the specific expectations set by the Town, including:

3.1. Responsiveness
• Respond to Town inquiries within 1 – 2 business days
• Attend scheduled meetings and provide deliverables in a timely manner. • Standard targets from the date of complete submittal:

Project Type First Review Re-Review
Single-Family Residential (minor) 10 business days 5 business days Single-Family Residential (new) 10 business days 5 business days Commercial Tenant Improvement 15 business days 10 business days New Commercial/Multi-Family 15 business days 10 business days Expedite Review (over-the-counter) 5 days 5 days
Note: Times may vary based on project complexity and completeness of submittal, and State regulatory requirements.
46 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

3.2. Quality Control
• Maintain a documented QA/QC process for all deliverables. • Submit draft documents for Town review before finalization.

3.3. Availability
• Assign a designated Project Manager who will be the primary point of contact. • Provide adequate staffing and resources to meet project schedules.

3.4. Communication
• Provide regular project updates (e.g., bi-weekly or monthly). • Use clear, concise, and professional written and verbal communication.

3.5. Compliance
• Adhere to all applicable federal, state, and local laws, codes, and standards. • Maintain necessary licenses and certifications.

4. Deliverables
Depending on the scope of the individual task orders or assignments, deliverables may include:
• Preliminary Engineering Reports
• Design Drawings and Specifications
• Cost Estimates
• Environmental Documentation
• Development Review Comments
• Permit Submittal Review Comments and mark-up
• Construction Schedules
• Inspection Reports
• As-Built Drawings
• Technical Memos
47 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

EXHIBIT A
(CODE ENFORCEMENT SCOPE AND LEVEL OF SERVICES)

1. Code Enforcement Services
The contract covers scope, responsibilities, and service levels for code enforcement services within the Town's jurisdiction in accordance with the adopted municipal codes, ordinances, and applicable state laws. Services are to be delivered in a professional, timely, and impartial manner to promote health, safety, and the general welfare of the community.

2. Scope of Services
The Contractor shall perform the following services, on an as-needed basis):
a. Inspection & Investigation
• Conduct field inspections in response to complaints and referrals. • Investigate potential violations of the town’s zoning code, nuisance ordinances, building codes (when applicable), and other municipal regulations. • Document violations with photos, notes, and relevant evidence. b. Noticing & Compliance Process
• Issue notices of violation, administrative citations, stop work orders, and other enforcement documents.
• Provide property owners and/or responsible parties with due process notifications and opportunities for compliance.
• Coordinate with Town Attorney/legal counsel for citations, liens, or court actions as necessary.
c. Case Management
• Maintain accurate and up-to-date records of all enforcement actions using a town-approved software system or tracking method.
• Track status of open cases, follow-up inspections, and compliance deadlines. • Close cases upon verification of full compliance.
d. Community Engagement & Education
• Provide information and guidance to the public regarding code requirements and compliance steps.
• Attend public meetings, as requested, to answer questions or present updates on enforcement activities.
• Support community cleanup or abatement efforts when applicable. 48 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc e. Abatement Coordination (if applicable)
• Coordinate with Town departments or external contractors to abate violations such as weed abatement, junk removal, or securing vacant properties. • Provide documentation for cost recovery and lien processes. f. Reporting & Communication
• Submit regular written reports, as needed, summarizing:
o Number and type of cases opened and closed.
o Notable violations or enforcement challenges.
o Trends or recurring issues.
• Attend coordination meetings with Town staff, as needed.

3. Level of Service
• Hours of Operation: Contractor shall be available to perform services during regular town business hours (e.g., Monday – Friday, 8 AM – 5 PM), and on weekends or evenings as needed for special enforcement tasks or emergencies. • Response Time:
o Respond to complaints within 48 hours.
o High-priority or health/safety-related issues (e.g., hazardous structures) must be addressed within 24 hours or one business day depending on the case.
• Staffing:
o Provide certified, experienced code enforcement officers. o Ensure backup or alternate staff are available during absences. • Professional Standards:
o Officers must carry identification and conduct themselves in a respectful, neutral, and professional manner.
o Follow all applicable federal, state, and local laws and privacy regulations. 49 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

EXHIBIT B
(COMPENSATION)
See CSG Hourly Rate Sheet for each service.
50 1

CSG ENGINEERING RATE SCHEDULE

PERSONNEL / ROLE HOURLY RATE
Administrative Assistant $115
Engineering Intern $145
Assistant Engineer $180
Associate Engineer $220
Structural Engineer $270
Associate Surveyor $210
Senior Engineer $245
Senior Land Surveyor $245
Senior Structural Engineer $295
Principal Engineer $295
Senior Principal Engineer $315
Two-Person Survey Crew $440
Assistant Project Manager $180
Project Manager $240
Senior Project Manager $260
Office Engineer $180
Construction Inspector $190
Senior Construction Inspector $210
Assistant Resident Engineer $210
Resident Engineer / Construction Manager $265
Structural Representative $265
Senior Construction Manager $315
Terms
• All hourly rates include overhead costs including but not limited to salaries, benefits, workers’ compensation insurance, local travel, and miscellaneous office expenses. • Overtime services and services provided outside of normal business hours will be billed at 1.5x the applicable hourly rate.
• On July 1 of each year following the contract start year, CSG will initiate an hourly rate increase based on change in CPI for the applicable region.
• CSG will mail/email an invoice every month for services rendered during the previous month. Unless otherwise agreed, payment terms are 30 days from receipt of invoice. • This fee proposal is valid for a period of 90 days from the date of submittal. 51 2

CSG BUILDING AND CODE ENFORCEMENT RATE SCHEDULE

PERSONNEL / REVIEW TYPE ALL INCLUSIVE FEE / HOURLY RATE Building Plan Review by Percentage
Full Building Plan Review by Percentage 65% of Agency’s Building Plan Check Fees Structural Only Plan Review by Percentage 50% of Agency’s Building Plan Check Fees Expedited Plan Review by Percentage 90% of Agency’s Building Plan Check Fees Minimum Plan Review Fee Per Project (See Exclusions) $250 Building Plan Review Hourly Rates (Minimum 1 Hour Per Submittal) Building Plan Review $150
Structural Only Plan Review $170
CASp Plan Review/Consultation $160
Expedited Plan Review (Hourly) 1.5 x Hourly Rate
Building Department Services
Permit Technician $100
Senior Permit Technician $110
CASp Inspection (4 hour minimum) $160
Building Inspector (4 hour minimum) $125
Combination Building Inspector (4 hour minimum) $135
Building Official $170
Administration/Plan Processing $80
Code Enforcement
Code Enforcement Manager $215
Senior Code Enforcement Officer $170
Code Enforcement Officer II $135
Code Enforcement Officer I $110
Terms
• Plan reviews based on a percentage of the agency’s plan check fees include the initial plan review and two subsequent reviews. Additional reviews, deferred submittals, revisions, and RFIs will be charged at the appropriate hourly rate.
• The minimum plan review fee per project for percentage-based reviews excludes solar, energy storage system (ESS), and electric vehicle charging station (EVCS) reviews. • RFIs for large developments will be performed at an hourly rate, and turnaround times will be agreed upon in advance with the agency.
• Depending on project size and scope, CSG’s percentage-based expedited plan review rate may be adjusted if mutually agreed upon between the agency and CSG. 52 3
• All hourly rates include overhead costs including but not limited to salaries, benefits, workers’ compensation insurance, local travel, and miscellaneous office expenses. • Should the scope of work change or circumstances develop which necessitate special handling, CSG will notify the agency prior to proceeding.
• Overtime services and services provided outside of normal business hours will be billed at 1.5x the applicable hourly rate.
• Hourly rates for publicly funded projects will be based on current prevailing wage rates. • On July 1 of each year following the contract start year, CSG will initiate an hourly rate increase based on change in CPI for the applicable region.
• CSG will mail/email an invoice every month for services rendered during the previous month. Unless otherwise agreed, payment terms are 30 days from receipt of invoice. • This fee proposal is valid for a period of 90 days from date of submittal. • If plans are not submitted electronically, CSG will coordinate the pickup and return of all plans to CSG via CSG staff or a licensed courier service.
• Administration/Plan Processing fees are incurred for specific additional services requested by the agency beyond the normally provided CSG administrative services which typically include coordinating the pick-up and return of plans; performing scanning, collating, and tracking; and providing plan review status updates to the agency. Cost for additional services will be negotiated based on the type of request with a minimum fee based on 0.5 hours of service per project. • For hourly projects only, performance of plan review services utilizing the agency’s adopted plan review software (e.g., ProjectDox or Bluebeam Studios) to, for example, markup plans with corrections and redlines and/or coordinate with other internal agencies, may involve additional time being added to the plan review time at the associated plan review rate. 53 4

CSG PLANNING AND ENVIRONMENTAL RATE SCHEDULE

PERSONNEL / ROLE HOURLY RATE
Environmental Planning
Principal-in-Charge $255
Sustainability Programs Manager $210
Sustainability Programs Analyst $160
Environmental Director $225
Senior Environmental Planner $190
Associate Environmental Planner $175
Assistant Environmental Planner $160
Planning Services
Planning Director $225
Planning Manager $210
Principal Planner $200
Senior Planner $185
Associate Planner $170
Assistant Planner $155
Planning Technician $140
GIS Mapping and Analysis
GIS Analyst $140
GIS Technician $105
Publications Specialist $130
Note: All hourly rates include overhead costs including, but not limited to, salaries, benefits, Workers Compensation Insurance, travel, and office expenses. Overtime work will be billed at 1.5x the hourly rates indicated in the table above. On July 1 of each year following the contract start year, CSG will initiate a rate increase based on a change in CPI for the applicable region. CSG will deliver an invoice every month for services rendered during the prior month 54 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

EXHIBIT C
(INSURANCE REQUIREMENTS)
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to or interference with property which may arise from, or in connection with, the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

1. MINIMUM SCOPE OF INSURANCE. Coverage shall be at least as broad as:

1.1 Insurance Services Office Form No. CG 0001 covering General Liability and Commercial General Liability on an “occurrence” basis.

1.2 Insurance Services Office Form No. CA 0001 covering Automobile Liability, Code 1 (any auto), Code 8 (hired autos) or Code 9 (non-owned autos), if Consultant has no owned autos.

1.3 Workers’ Compensation Insurance as required by the Labor Code of the State of California and Employer’s Liability Insurance.

1.4 Errors and Omissions Liability Insurance appropriate to the Consultant’s profession. Architects’ and Consultants’ coverage is to be endorsed to include contractual liability.

2. MINIMUM LIMITS OF INSURANCE. Consultant shall maintain limits no less than:

2.1 Comprehensive General Liability. (Including products-completed operations, personal & advertising injury) One Million Dollars ($1,000,000) combined single limit per claim and Two Million Dollars ($2,000,000) in the aggregate for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2.2 Automobile Liability. One Million Dollars ($1,000,000) combined single limit per accident for bodily injury and property damage.

2.3 Workers’ Compensation and Employers Liability. Workers’ compensation limits as required by the Labor Code of the State of California. One Million Dollars ($1,000,000) per accident for bodily injury and property damage.

2.4 Errors and Omissions Liability. Two Million Dollars ($2,000,000) per occurrence.
55 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

3. DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self-insured retentions must be declared to, and approved by, the Town. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or selfinsured retentions as respects the Town, its officials, employees, agents and contractors; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the Town. The Town ay require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

4. OTHER INSURANCE PROVISIONS.

4.1 General Liability and Automobile Liability Coverages. The General Liability and Automobile Liability insurance policies required pursuant to Sections 1.1 and 1.2 shall contain or be endorsed contain the following provisions:

4.1.1 The Town, its officials, employees, agents, contractors and volunteers are covered as additional insureds with respect to liability arising out of work or operations performed by, or on behalf of, the Consultant including materials, parts or equipment furnished in connection with such work or operations, and products and completed operations of the Consultant on premises owned, leased or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the Town, its officials, employees, agents and contractors.

4.1.2 The Consultant’s insurance coverage is the primary insurance as respects the Town, its officials, employees, agents, contractors, and volunteers. Any insurance or self-insurance maintained by the Town, its officials, employees, agents, contractors, and volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

4.1.3 The Insurance Company agrees to waive all rights of subrogation against the Town, its elected or appointed officers, officials, agents, and employees for losses paid under the terms of any policy which arise from work performed by the Town’s insurer.

4.1.4 Coverage shall not be canceled by either party, except after thirty (30) days prior written notice (10 days for non-payment) by regular mail has been given to the Town.

4.1.5 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officials, employees, agents or contractors.

4.1.6 Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
56 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.1.CSG 2025.Exhibit B.doc

4.2 Worker’s Compensation Insurance. The Worker’s Compensation Policy required pursuant to Section 1.3 shall contain or be endorsed to contain the provision set forth in subsection 4.1.4 above.

4.3 Acceptability of Insurers. All required insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Town.

4.3 Claims Made Policies. If any of the required policies provide claims-made coverage, the Town requires that coverage be maintained by Consultant for a period of 5 years after completion of the contract.

5. VERIFICATION OF COVERAGE. Consultant shall furnish the Town with original certificates, amendatory endorsements, and actual policies of insurance effecting coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and endorsements are to be received and approved by the Town before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive consultant’s obligation to provide them. The Town reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications, at any time.

Proof of insurance shall be mailed to the following address:

Town of Portola Valley
Attn: Town Clerk
765 Portola Road
Portola Valley, CA 94028

6. SUBCONTRACTORS. Consultant shall include all subcontractors as insureds under its policies or shall obtain separate certificates and endorsements for each subcontractor.
1821675.1
34 57
1 AGREEMENT FOR ON-CALL PLANNING, BUILDING, ENGINEERING

SERVICES
THIS AGREEMENT is made and entered into this __ day of __________, ____ by and between the Town of Portola Valley, a municipal corporation, (“Town”) and INTERWEST CONSULTING GROUP, INC. (“Consultant”).

RECITALS
A. The Town desires to retain the professional consulting services of Consultant as an independent contractor to provide Planning, Building, Engineering, and Code Enforcement services to the Town, as described in more detail in Exhibit A.

B. Consultant represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

NOW, THEREFORE, in consideration of performance by the parties of the promises, covenants and conditions contained herein, the parties hereby agree as follows:

1. SCOPE AND LEVEL OF SERVICES. The nature, scope and level of the specific services to be performed by Consultant are as set forth in detail in Exhibit A attached hereto.

2. [RESERVED]

3. STANDARD OF PERFORMANCE. As a material inducement to the Town to enter into this Agreement, Consultant hereby represents and warrants that it has the qualifications and experience necessary to undertake the services to be provided pursuant to this Agreement. Consultant shall perform all work to the highest professional standards and in a manner reasonably satisfactory to the Town.

Consultant hereby covenants that it shall follow the highest professional standards in performing all services required hereunder and will perform the services to a standard of reasonable professional care.

4. COMPLIANCE WITH LAW. All services rendered hereunder by Consultant shall be provided in accordance with all ordinances, resolutions, statutes, rules and regulations of the Town, and any federal, state or local governmental agency having jurisdiction in effect at the time the service is rendered.

5. TERM. This Agreement is effective on the date set forth in the initial paragraph of this Agreement and shall remain in effect until June 30, 2026, unless earlier terminated pursuant to Section 17, below.

6. COMPENSATION. The Town agrees to compensate Consultant for its services according to the fee schedule set forth in Exhibit B, to a maximum of _________________ ($______). The Town also agrees to compensate Consultant for 58 2
its out-of-pocket expenses to the extent authorized in Exhibit B. In no event shall the total compensation and costs payable to consultant under this Agreement exceed the sum of _________________ ($______), unless specifically approved in writing by the Town Council.

7. METHOD OF PAYMENT. Consultant shall invoice the Town for work performed after each task is completed as set forth in Exhibit A. Payments to Consultant by Town shall be made within thirty (30) days after receipt by Town of Consultant’s itemized invoices.

8. REPRESENTATIVE. Mark Rifey is hereby designated as the representative of Consultant authorized to act on its behalf with respect to the services specified herein. It is expressly understood that the experience, knowledge, capability and reputation of Mark Rifey were a substantial inducement for Town to enter into this Agreement. Therefore, Mark Rifey shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The representative may not be changed by Consultant without the express written approval of the Town.

9. INDEPENDENT CONTRACTOR. Consultant is, and shall at all times remain as to the Town, a wholly independent contractor and not an agent or employee of Town. Consultant shall receive no premium or enhanced pay for work normally understood as overtime, nor shall Consultant receive holiday pay, sick leave, administrative leave, or pay for any other time not actually worked. The intention of the parties is that Consultant shall not be eligible for benefits and shall receive no compensation from the Town except as expressly set forth in this Agreement.

Consultant shall have no power to incur any debt, obligation, or liability on behalf of the Town or otherwise act on behalf of the Town as an agent. Neither the Town, nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall at no time, or in any manner, represent that it or any of its agents or employees are in any manner employees of the Town. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold the Town harmless from any and all taxes, assessments, penalties, and interest asserted against the Town by reason of the independent contractor relationship created by this Agreement.

Consultant shall fully comply with the worker’s compensation law regarding Consultant and Consultant’s employees. Consultant further agrees to indemnify and hold the Town harmless from any failure of Consultant to comply with applicable worker’s compensation laws. The Town shall not have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to Town from Consultant as a result of Consultant’s failure to promptly pay the Town any reimbursement or indemnification arising under this Section.

10. CONFIDENTIALITY. Consultant, in the course of its duties, may have access to financial, accounting, statistical and personal data of private individuals and employees of the Town. Consultant covenants that all data, documents, discussion, or other information developed and received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant 59 3
without written authorization by the Town. The Town shall grant such authorization if disclosure is required by law. Upon request, all Town data shall be returned to the Town upon the termination of this Agreement. Consultant’s covenant under this Section shall survive the termination of this Agreement.

11. OWNERSHIP OF MATERIAL. All reports, documents, or other written materials developed or discovered by Consultant or any other person engaged directly or indirectly by Consultant in the performance of this Agreement shall be and remain the property of the Town without restriction or limitation upon its use or dissemination by the Town.

12. CONFLICT OF INTEREST. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement. Consultant agrees not to accept any employment or representation during the term of this Agreement which is or may make Consultant “financially interested” (as provided in California Government Code Sections 1090 and 87100) in any decision made by the Town on any matter in connection with which Consultant has been retained pursuant to this Agreement. Nothing in this section shall, however, preclude Consultant from accepting other engagements with the Town.

13. ASSIGNABILITY; SUBCONTRACTING. The parties agree that the expertise and experience of Consultant are material considerations for this Agreement.

Consultant shall not assign, transfer, or subcontract any interest in this Agreement, nor the performance of any of Consultant’s obligations hereunder, without the prior written consent of the Town Council, and any attempt by Consultant to do so shall be void and of no effect and a breach of this Agreement.

14. INDEMNIFICATION.

14.1 To the fullest extent permitted by law, Consultant shall indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, employees, agents and volunteers against any claims, losses, or liability that may arise out of or result from damages to property or personal injury received by reason of, or in the course of work performed under this Agreement due to the acts or omissions of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive completion of the services or the termination of this Agreement. The acceptance of such services shall not operate as a waiver of such right of indemnification.

14.2 With regard to Consultant’s professional services, Consultant agrees to use that degree of care and skill ordinarily exercised under similar circumstances by members of Consultant’s profession, including without limitation adherence to all applicable safety standards. To the fullest extent permitted by law, Consultant shall 60 4
indemnify, defend (with independent counsel approved by the Town) and hold harmless the Town, and its elective or appointive boards, officers, and employees from and against all liabilities, including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including, but not limited to, reasonable attorneys’ fees, court costs and costs of alternative dispute resolution regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of Consultant or Consultant’s officers, employees, agents or subcontractors. The provisions of this Section survive completion of the services or the termination of this Agreement. The acceptance of said services and duties by Town shall not operate as a waiver of such right of indemnification.

14.3 The Town does not and shall not waive any rights that they may possess against Consultant because of the acceptance by the Town or the deposit with the Town of any insurance policy or certificate required pursuant to this Agreement.

This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense.

15. INSURANCE REQUIREMENTS. Consultant agrees to have and maintain the policies set forth in Exhibit D entitled “INSURANCE REQUIREMENTS,” which is attached hereto and incorporated herein. All policies, endorsements, certificates, and/or binders shall be subject to approval by the Town Attorney as to form and content.

These requirements are subject to amendment or waiver only if so approved in writing by the Town Attorney. Consultant agrees to provide Town with a copy of said policies, certificates, and/or endorsements before work commences under this Agreement. A lapse in any required amount or type of insurance coverage during this Agreement shall be a breach of this Agreement.

16. SUSPENSION. The Town may, in writing, order Consultant to suspend all or any part of Consultant’s services under this Agreement for the convenience of the Town, or for work stoppages beyond the control of the Town or the Consultant. Subject to the provisions of this Agreement relating to termination, a suspension of work does not void this Agreement. In the event that work is suspended for a period exceeding 120 days, the schedule and cost for completion of the work will be adjusted by mutual consent of the parties.

17. TERMINATION.

17.1 This Agreement may be terminated by either the Town or Consultant following five (5) days written notice of intention to terminate. In the event the Agreement is terminated, Consultant shall be paid for any services properly performed to the last working day the Agreement is in effect. Consultant shall substantiate the final cost of services by an itemized, written statement submitted to the Town. The Town’s right of termination shall be in addition to all other remedies available under law to the Town.
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17.2 In the event of termination, Consultant shall deliver to the Town copies of all reports, documents, computer disks, and other work prepared by Consultant under this Agreement, if any. If Consultant’s written work is contained on a hard computer disk, Consultant shall, in addition to providing a written copy of the information on the hard disk, immediately transfer all written work from the hard computer disk to a soft computer disk and deliver said soft computer disk to Town.

Town shall not pay Consultant for services performed by Consultant through the last working day the Agreement is in effect unless and until Consultant has delivered the above described items to the Town.

18. CONSULTANT’S BOOKS AND RECORDS. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, supplies, materials, or equipment provided to Town for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant pursuant to this Agreement.

19. NON-WAIVER OF TERMS, RIGHTS AND REMEDIES. Waiver by either party of any breach or violation of any one or more terms or conditions of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition. Acceptance by the Town of the performance of any work or services by Consultant shall not be deemed to be a waiver of any term or condition of this Agreement. In no event shall the Town’s making of any payment to Consultant constitute or be construed as a waiver by the Town of any breach of this Agreement, or any default which may then exist on the part of Consultant, and the making of any such payment by the Town shall in no way impair or prejudice any right or remedy available to the Town with regard to such breach or default.

20. NOTICES. Any notices, bills, invoices, reports or other communications required or permitted to be given under this Agreement shall be given in writing by personal delivery, by facsimile transmission with verification of receipt or by U.S. mail, postage prepaid, and return receipt requested, addressed to the respective parties as follows:

To Town:

Town Manager
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Fax: (650) 851-4677
To Consultant:
________________________
________________________
________________________
Fax: (___) _______________
Notice shall be deemed communicated on the earlier of actual receipt or fortyeight (48) hours after deposit in the U.S. mail, the date of delivery shown on deliverer’s receipt, or by acknowledgment of facsimile transmission. 62 6

21. NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY.

In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition. Consultant will take affirmative action to ensure that employees are treated without regard to race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental handicap, or medical condition.

22. ATTORNEYS’ FEES; VENUE. In the event that any party to this Agreement commences any legal action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover reasonable attorneys’ fees and other costs incurred in that action or proceeding, in addition to any other relief to which the successful party may be entitled.

The venue for any litigation shall be San Mateo County.

23. COOPERATION. In the event any claim or action is brought against the Town relating to Consultant’s performance or services under this Agreement, Consultant shall render any reasonable assistance and cooperation which Town might require.

24. EXHIBITS, PRECEDENCE. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement.

25. PRIOR AGREEMENTS AND AMENDMENTS; ENTIRE AGREEMENT.

This Agreement, and any other documents incorporated herein by specific reference, represent the entire and integrated agreement between the Town and Consultant. This Agreement supersedes all prior oral and written negotiations, representations or agreements. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by a written amendment duly executed by the parties to this Agreement. Any amendment relating to compensation for Consultant shall be for only a not-to-exceed sum.

IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement effective as of the date written above.

TOWN: CONSULTANT:

By: _______________________
Mayor
By: _______________________
Name (printed):________________
Title: _______________________
EIN _______________________
ATTEST:
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____________________________
Town Clerk
APPROVED AS TO FORM:
____________________________
Town Attorney
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EXHIBIT A
(PLANNING SCOPE AND LEVEL OF SERVICES)

1. Planning Staff Services
This contract covers professional on-call town planning staff services to be provided by CSG Inc. for the benefit of the Town of Portola Valley in relation to supplemental Town Planning staff services. The staff services will be delivered in accordance with applicable Portola Valley Municipal Code, State and Federal legislation, Town Policies, and industry best practices.

2. Scope of Services
The consultant shall provide the following staff services, on an as-needed basis:

2.1 Preliminary Planning Information
• Site review and constraints analysis
• General Plan Policy, Municipal Code, Design Guidelines interpretation • Policy and regulatory framework review
• Preliminary information on land use proposals
• Applicant preapplication meetings/guidance
• Historical permit/information research
• Zoning verification letters

2.2 Planning Strategy and Reports
• Preparation of planning strategies or masterplans
• Town design guidelines, policies, programs input
• Drafting Planning Proposals / Amendments
• Development feasibility assessment
• Drafting staff reports and presenting to Council, Commissions, Committees, public

2.3 Development Application Services
• Intake and process Development Applications
• Coordinate technical consultants (e.g., engineering, geologic, architect, arborist) • CEQA Environmental Assessments/Reports/Determinations (NODs) • Analize planning permit applications, drafting staff reports and presenting to Council, Commissions, Committees, public
• Responses to Council and Commission Requests for Information • Utilization and integration of Energov Permit System
• Close-out procedures for planning permits
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2.4 General Plan/ Rezoning / Reclassification Services
• Preparation and submission of Planning Proposals
• Coordination with local, state or regional planning agencies • Community consultation support
• Staff analysis and report writing

2.5 Planning Representation
• Representation at Council, Commission, Committees or other public meetings/hearings
• Representation at outside organizations and agencies

2.6 Stakeholder Engagement
• Consultation with Council, Commissions, Committees, government agencies, and the public
• Community consultation and reporting
• Stakeholder meeting facilitation
• Front public counter and virtual consultation, as needed.

2.7 Other Services
• GIS Mapping and spatial analysis
• Infrastructure coordination

3. Level of Service
• Assistant to Senior Planner level of professional planning service, as requested • Ensure back-up or alternate staff are available during absences. • Location: Portola Valley Town Hall and Historical School House • Availability: Mon-Fri, 8:30am-5:30pm or as agreed, and Council/Commission meeting nights, as assigned
• Project Planner shall communicate their contact information as point-of-contact to applicant and owner at the time of planning review/permit case assignment. • Planning Permit applications Plan Check turnaround times per Permit Streamlining Act.

Note: Times may vary based on project complexity and completeness of submittal.
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EXHIBIT A
(BUILDING SCOPE AND LEVEL OF SERVICES)

1. Building - Plan Review and Inspection Services
The contract covers scope, responsibilities, and service levels for plan review (plan check) and inspection services for construction projects within the Town's jurisdiction.

This ensures public safety, compliance with applicable codes, and consistent enforcement of regulations.

Services shall be provided under the authority granted by:
• State Building Code
• Local Municipal Code
• Zoning Ordinance
• Health and Safety Regulations
• Fire Code
• Other applicable federal, state, or local laws

2. Scope of Services

2.1 Plan Review Services
The consultant shall provide the following services, on an as-needed basis:
• Review of architectural, structural, mechanical, electrical, plumbing, and energy systems (Fire protection is referred to Woodside Fire Protection District). • Verification of compliance with:
o Zoning and land use requirements
o Building code (IBC, IRC, WUI ordinance, etc.)
o Title 24 Energy code
o Accessibility standards (ADA, local variants)
o Local ordinances and design guidelines
o Stormwater and grading requirements (if applicable)
• Coordination with other departments and agencies (Woodside Fire, Planning, Engineering, Public Works, Woodside Fire, San Mateo County agencies) as needed.
• Issuance of Plan Check Correction Letters.
• Final approval of construction documents and permit issuance. • Utilize and integrate Energov permit system
Types of Projects Reviewed:
• New residential and commercial buildings
67 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.2.Interwest 2025 Exhibit B.doc • Additions and remodels
• Tenant improvements
• Accessory Dwelling Units (ADUs)
• Decks, pools, retaining walls
• Solar, EV charging stations, generators
• Demolition plans
• Temporary structures
• Landscape and Hardscape Plan Review

2.2 Inspection Services
Objective:

The consultant shall provide the following services for compliance with approved plans and applicable codes (as applicable):
• Site inspections at required stages of construction
• Review special inspections (as required by code or structural engineer contracted by developer)
• Re-inspections, as needed
• Issuance of correction notices, stop work orders, and Certificates of Occupancy • Fire and life safety inspections (in coordination with Woodside Fire, when required)
• Complaint-based inspections (e.g., unpermitted work, unsafe structures) • Final sign-off upon project completion

3. Level of Service and Timelines

3.1 Plan Check Turnaround Times
(Standard targets from the date of complete submittal)
Project Type First Review Re-Review
Single-Family Residential (minor) 10 business days 5 business days Single-Family Residential (new) 10 business days 5 business days Commercial Tenant Improvement 15 business days 10 business days New Commercial/Multi-Family 15 business days 10 business days Expedite Review (over-the-counter) 5 days 5 days
Note: Times may vary based on project complexity and completeness of submittal, and State regulatory requirements.
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3.2 Inspection Scheduling and Response Time
Service Response Time
Standard Building Inspection Next business day (if scheduled before 2 PM) Emergency Inspection Same day (case-by-case)
Re-inspections Within 1-2 business days
Complaint Inspections Within 3 business days

4. Performance Standards
• Code compliance shall be enforced consistently, objectively, and professionally. • All staff must be certified by appropriate bodies (ICC, state licensing boards). • Inspections shall be documented and tracked in the permitting system. • Customer service response within 24 hours for inquiries and scheduling. • Continuous improvement through training and updates to procedures and technology.

5. Coordination
• Planning & Building Department – zoning, setbacks, land use, tree removals. • Public Works/Engineering – grading, drainage, geology/soils, public ROW impacts.
• Woodside Fire Protection District – fire access, hydrants, alarms/suppression systems.
• San Mateo County Environmental Health – septic systems, wells, hazardous materials, commercial pools.

6. Recordkeeping and Reporting
• Maintain digital records of all submitted plans, inspection reports, and approvals. • Annual reports on number of plan checks, permits issued, inspections performed, and enforcement actions.
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EXHIBIT A
(ENGINEERING SCOPE AND LEVEL OF SERVICES)

1. Engineering Services
The contract covers scope, responsibilities, and service levels for professional engineering services in support of the Town Engineer related to the Town’s infrastructure planning, design, construction, and maintenance programs. Services also include plan review (plan check) and inspection services for all construction projects within the Town's jurisdiction. This ensures public safety, compliance with applicable codes, and consistent enforcement of regulations.

2. Scope of Services
The Consultant shall provide the following services, on an as-needed basis:

2.1. General Engineering Support
• Attend meetings with Town staff, elected and/or appointed officials, and the public.
• Provide technical consultation on infrastructure-related matters. • Prepare staff reports, exhibits, and technical memoranda.

2.2. Capital Improvement Projects (CIP)
• Assist in CIP planning and project prioritization.
• Develop preliminary and final engineering designs.
• Prepare construction documents (plans, specifications, and estimates). • Coordinate with permitting agencies (e.g., DOT, EPA, local utilities). • Provide bidding assistance and contractor selection support.

2.3. Construction Management
• Provide construction inspection and administration.
• Review and process submittals and Requests for Information (RFIs). • Maintain records of construction progress.
• Assist with change orders and claims analysis.
• Perform final inspections and close-out documentation.

2.4. Stormwater Annual Reporting
• Provide Stormwater Annual Reporting Support services per the requirements of the Municipal Regional Stormwater NPDES Permit (MRP) in coordination with Town Engineer and staff.
70 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.2.Interwest 2025 Exhibit B.doc • Develop report utilizing Bay Area Municipal Stormwater Collaborative agency. • Compile Town’s database and staff meeting information to report annual activities to comply with current MRP.
• Develop a list of newly installed stormwater treatment systems. • Submit Final Report to the Water Board via the SMARTS database.

2.5. Development Review
• Review engineering plans and reports submitted by developers. • Ensure compliance with Town State and codes, standards, ordinances and regulations.
• Provide comments and recommendations to Town planning and building staff. • Provide support to Town staff regarding Town Committee review, comments, and conditions of approval.

2.6 Specialized Services (if applicable)
• Stormwater management and drainage studies.
• Pavement condition assessment and asset management.
• Traffic and transportation engineering.
• Water and wastewater systems design and evaluation.
• Environmental review and permitting.

3. Level of Service
The Consultant shall perform all services in accordance with industry standards and the specific expectations set by the Town, including:

3.1. Responsiveness
• Respond to Town inquiries within 1 – 2 business days
• Attend scheduled meetings and provide deliverables in a timely manner. • Standard targets from the date of complete submittal:

Project Type First Review Re-Review
Single-Family Residential (minor) 10 business days 5 business days Single-Family Residential (new) 10 business days 5 business days Commercial Tenant Improvement 15 business days 10 business days New Commercial/Multi-Family 15 business days 10 business days Expedite Review (over-the-counter) 5 days 5 days
Note: Times may vary based on project complexity and completeness of submittal, and State regulatory requirements.
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3.2. Quality Control
• Maintain a documented QA/QC process for all deliverables. • Submit draft documents for Town review before finalization.

3.3. Availability
• Assign a designated Project Manager who will be the primary point of contact. • Provide adequate staffing and resources to meet project schedules.

3.4. Communication
• Provide regular project updates (e.g., bi-weekly or monthly). • Use clear, concise, and professional written and verbal communication.

3.5. Compliance
• Adhere to all applicable federal, state, and local laws, codes, and standards. • Maintain necessary licenses and certifications.

4. Deliverables
Depending on the scope of the individual task orders or assignments, deliverables may include:
• Preliminary Engineering Reports
• Design Drawings and Specifications
• Cost Estimates
• Environmental Documentation
• Development Review Comments
• Permit Submittal Review Comments and mark-up
• Construction Schedules
• Inspection Reports
• As-Built Drawings
• Technical Memos
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EXHIBIT B
(COMPENSATION)
See INTERWEST CONSULTING GROUP, INC. Hourly Rate Sheet
73 EXHIBIT B
(COMPENSATION)
Exhibit B – Billing Rates
In conjunction with executing a contract amendment, the following rates are to be included. This information was provided at the request of the Town. The rates below represent a small 4% increase from our original rates, as listed in the contract. The additional miscellaneous section added below is now standard language included with all fee schedules. These new rates will take effect on work performed on or after the execution date of the contract amendment.

Classification Hourly Rate Classification Hourly Rate
Engineering Construction Management
Principal in Charge $ 265 Construction Manager $ 190
Principal Engineer $ 240 Assistant Construction Manager $ 170 City Surveyor $ 230 Supervising Public Works Observer $ 185 City Engineer $ 235 Senior Public Works Observer $ 180
Project Manager $ 220 Public Works Observer III $ 165
Senior Traffic Engineer $ 210 Public Works Observer II $ 150 Traffic Engineer III $ 200 Public Works Observer I $ 135 Traffic Engineer II $ 190
Traffic Engineer I $ 180 Real Estate
Traffic Engineering Associate II $ 165 Supervising Corporate Broker $ 270 Traffic Engineering Associate I $ 155 Senior Project Manager $ 210 Transportation Engineer $ 220 Project Manager $ 190
Supervising Engineer $ 215 Senior Acquisition / Relocation Agent $ 145
Senior Engineer $ 210 Acquisition / Relocation Agent $ 130 Licensed Land Surveyor $ 200 ROW Technician $ 120
Engineering Associate III $ 165 ROW Coordinator $ 105
Engineering Associate II $ 155 Administrative Support $ 80 Type of Plan Review Fee
Complete Building Plan Review 70% of Town’s Plan Review Fee Per Streamlined Residential Solar Review $175 Flat Fee
The fees stated above include an initial plan review plus two re-checks. The hourly rates listed below on the Schedule of Hourly Rates will be used to apply charges for the following:

1. Additional re-checks beyond the third review.

2. The review of deferred submittals such as truss calculations, stairs, etc., submittal after the project has been approved.

3. The review of revisions to previously approved drawings 74 Building (cont.) Environmental (cont.)
Senior Fire Plans Examiner $ 140 CEQA/NEPA Associate Planner $ 160 Fire Plans Examiner $ 130 CEQA/NEPA Assistant Planner $ 130 Fire Inspector $ 130 CEQA/NEPA Planning Tech $ 110
ICC Building Plans Examiner $ 130
Senior Code Enforcement Officer $ 145 Administrative
Code Enforcement Officer $ 135 Grant Manager $ 170
Trainee $ 75 Grant Writer $ 160
Support Services $ 100 Management Analyst II $ 130
Account Reconciliation $ 160 Management Analyst I $ 120 Senior Administrative $ 120
Administrative III $ 100
Administrative II $ 95
Engineering Associate I $ 145
Survey Technician $ 135 Landscape Design Review
Services
Senior Engineering Technician $ 135 Project Manager $ 195 Engineering Technician III $ 135 Senior Landscape Design Reviewer $ 175 Engineering Technician II $ 120 Landscape Design Reviewer $ 160 Engineering Technician I $ 110 Landscape Maintenance Inspector $ 135 Student Trainee $ 55 Landscape Field Supervisor $ 135
Grading Plans Examiner $ 170
Planning Services
Building Safety Services Community Development Director $ 230 Certified Building Official $ 170 Project Manager $ 210 Deputy Building Official $ 160 Planning Manager $ 210
Licensed Plan Review Engineer (structural,
civil, electrical, mechanical) / Architect $ 165 Principal Planner $ 190 Supervising Structural Engineer $ 210 Senior Planner $ 175 Senior Structural Engineer $ 195 Associate Planner $ 140 Senior Plans Examiner $ 150 Assistant Planner $ 115
CASp $ 155 Planning Technician $ 95
Inspector III $ 120
Inspector II $ 110 Environmental Services
Inspector I $ 100 CEQA/NEPA Project Manager $ 225
Permit Technician $ 85 CEQA/NEPA Principal Planner $ 215 75 Miscellaneous
Work Outside Standard Hours - Services provided in excess of 8 hours per day, outside regular business hours, nights, weekends and holidays will be invoiced at 150% of the above standard rates.

Prevailing Wages – Where work is required under the CA Labor Code for prevailing wages per jurisdiction, fees will be adjusted on a project by project basis in accordance with future wage determinations pursuant to the labor rates as determined by the CA Department of Industrial Relations. Mileage & Tolls – For inspection staff reporting to the job site from out of town, mileage will be reimbursed to and from the employee’s reporting location, including their home location if not reporting to a company 76 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.2.Interwest 2025 Exhibit B.doc

EXHIBIT C
(INSURANCE REQUIREMENTS)
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to or interference with property which may arise from, or in connection with, the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.

1. MINIMUM SCOPE OF INSURANCE. Coverage shall be at least as broad as:

1.1 Insurance Services Office Form No. CG 0001 covering General Liability and Commercial General Liability on an “occurrence” basis.

1.2 Insurance Services Office Form No. CA 0001 covering Automobile Liability, Code 1 (any auto), Code 8 (hired autos) or Code 9 (non-owned autos), if Consultant has no owned autos.

1.3 Workers’ Compensation Insurance as required by the Labor Code of the State of California and Employer’s Liability Insurance.

1.4 Errors and Omissions Liability Insurance appropriate to the Consultant’s profession. Architects’ and Consultants’ coverage is to be endorsed to include contractual liability.

2. MINIMUM LIMITS OF INSURANCE. Consultant shall maintain limits no less than:

2.1 Comprehensive General Liability. (Including products-completed operations, personal & advertising injury) One Million Dollars ($1,000,000) combined single limit per claim and Two Million Dollars ($2,000,000) in the aggregate for bodily injury, personal injury and property damage. If Commercial General Liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2.2 Automobile Liability. One Million Dollars ($1,000,000) combined single limit per accident for bodily injury and property damage.

2.3 Workers’ Compensation and Employers Liability. Workers’ compensation limits as required by the Labor Code of the State of California. One Million Dollars ($1,000,000) per accident for bodily injury and property damage.

2.4 Errors and Omissions Liability. Two Million Dollars ($2,000,000) per occurrence.
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3. DEDUCTIBLES AND SELF-INSURED RETENTIONS. Any deductibles or self-insured retentions must be declared to, and approved by, the Town. At the option of the Town, either: the insurer shall reduce or eliminate such deductibles or selfinsured retentions as respects the Town, its officials, employees, agents and contractors; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses in an amount specified by the Town. The Town ay require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.

4. OTHER INSURANCE PROVISIONS.

4.1 General Liability and Automobile Liability Coverages. The General Liability and Automobile Liability insurance policies required pursuant to Sections 1.1 and 1.2 shall contain or be endorsed contain the following provisions:

4.1.1 The Town, its officials, employees, agents, contractors and volunteers are covered as additional insureds with respect to liability arising out of work or operations performed by, or on behalf of, the Consultant including materials, parts or equipment furnished in connection with such work or operations, and products and completed operations of the Consultant on premises owned, leased or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the Town, its officials, employees, agents and contractors.

4.1.2 The Consultant’s insurance coverage is the primary insurance as respects the Town, its officials, employees, agents, contractors, and volunteers. Any insurance or self-insurance maintained by the Town, its officials, employees, agents, contractors, and volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

4.1.3 The Insurance Company agrees to waive all rights of subrogation against the Town, its elected or appointed officers, officials, agents, and employees for losses paid under the terms of any policy which arise from work performed by the Town’s insurer.

4.1.4 Coverage shall not be canceled by either party, except after thirty (30) days prior written notice (10 days for non-payment) by regular mail has been given to the Town.

4.1.5 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officials, employees, agents or contractors.

4.1.6 Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
78 T:\Council Staff Reports-Deposit staff reports here\2025\10-22-2025\7a.2.Interwest 2025 Exhibit B.doc

4.2 Worker’s Compensation Insurance. The Worker’s Compensation Policy required pursuant to Section 1.3 shall contain or be endorsed to contain the provision set forth in subsection 4.1.4 above.

4.3 Acceptability of Insurers. All required insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the Town.

4.3 Claims Made Policies. If any of the required policies provide claims-made coverage, the Town requires that coverage be maintained by Consultant for a period of 5 years after completion of the contract.

5. VERIFICATION OF COVERAGE. Consultant shall furnish the Town with original certificates, amendatory endorsements, and actual policies of insurance effecting coverage required by this clause. The certificates for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

All certificates and endorsements are to be received and approved by the Town before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive consultant’s obligation to provide them. The Town reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications, at any time.

Proof of insurance shall be mailed to the following address:

Town of Portola Valley
Attn: Town Clerk
765 Portola Road
Portola Valley, CA 94028

6. SUBCONTRACTORS. Consultant shall include all subcontractors as insureds under its policies or shall obtain separate certificates and endorsements for each subcontractor.
1821675.1
79 TOWN OF PORTOLA VALLEY

STAFF REPORT
______________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager
DATE: October 22, 2025
RE: Receive Information and Provide Direction to Staff and the Parks and Recreation Committee on the Replacement of Existing Portable Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space) with a Permanent Building Containing Flushable Restrooms and Snack Service Area

RECOMMENDATION
Staff recommends that the Town Council receive information and provide direction to Staff and the Parks and Recreation Committee on a potential replacement of existing portable restrooms and snack shack at Ford Field (Dorothy Ford Park & Open Space) with a permanent building containing flushable restrooms and snack service area.

BACKGROUND
Ford Field is a well-used Town facility at which many of our Little League teams have practiced and competed. The facility currently relies on aging portable restroom facilities that present multiple challenges including maintenance concerns, limited ADA accessibility, environmental risks from potential chemical leaks near the creek, weather vulnerability, and aesthetic impacts to the Alpine Road scenic corridor. The Town has been examining the replacement of these restrooms going back to the early 2000s when the Town first started work on the Ford Field renovations. A State grant in the amount of $232,212 was used for the renovation project to the baseball field. This project was constructed almost entirely utilizing grant funds and extensive community fundraising, including generous donations of $104,000 from Alpine West Menlo Little League and $100,000 from Sand Hill Foundation.

Current Approved Grant Funding for the Bathroom
The Town of Portola Valley currently has approved grants from the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All Act of 20181(State of California Proposition 68 Per Capita Grant Program) totaling $180,763. The Town has an executed contract with the State of California – Natural Resources Agency Department of Parks and Recreation to utilize this grant to fund the construction of a new restroom building at Ford Field to provide users with toilet and sink facilities. The executed grant scope and

1 2018 Parks and Water Bond Act (Proposition 68) Grant Program 80 Potential Replacement of Existing Portable Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space)
October 22, 2025 Page 2
cost estimate form, signed by the Town Manager in December 2021 as part of the grant application, is provided as Attachment 1. The 2021 cost estimate includes an estimated total project cost of $389,400. This estimate results in a funding gap of $208,673. The State allows the required Town match and gap funding to be 100% paid from private donations.

Notably, the Town is required to contribute funds in the form of a 20% grant match, as well as make up the funding gap. This creates a challenge given the Town’s current financial situation. The Town Council has not approved this project as a capital project in the FY25/26 Operating and Capital Budget. Town funding sources are limited as the current budget includes a deficit. There is approximately $17,561 in the Park in Lieu Fund (221) which could be utilized to fund part of this required match.

The grant will expire on June 20, 2028, but all work should be completed by January 2028 to ensure full payment of the grant. This provides only 26 months to complete the project.

Parks and Recreation Committee Memorandum
The Portola Valley Parks and Recreation Committee (“Committee”) prepared a memorandum and reviewed it at their September 16, 2025, meeting. The memorandum, which was submitted to the Town respectfully requested a Town Council study session to provide direction on the proposed replacement of existing portable restrooms and snack shack at Ford Field (Dorothy Ford Park & Open Space) with a permanent building containing flushable restrooms and snack service area.

The Committee conceptually considered a permanent 340-square-foot building that would consolidate facilities and include:
 Two ADA-compliant flush restrooms
 Concession booth
 Storage area
One approach to the bathroom construction would utilize a pre-cast, concrete building. This is estimated to cost approximately $230,000. Additional costs include but are not limited to design, construction management, permitting, site work, and utilities. These costs vary based on the final design and placement of the building. The Committee recommends maintaining the current location due to site constraints including the baseball field layout, 55- foot creek setback requirements, existing utility connections, and ADA accessibility considerations.

As noted in the memorandum, this proposed project represents a significant opportunity to enhance visitor experience, improve sanitary conditions, and provide additional amenities that will benefit all users of the Dorothy Ford Park & Open Space, as well as the extensive recreational trails along Alpine Road, which does not include any permanent public restroom facilities including sinks for sanitary hand washing.

The Committee is seeking direction as to whether the Town Council will designate this as a Portola Valley (PV) Fund project and also accept other donations to initiate Town work on the project. The Council adopted a Town Donation and Gift Acceptance Policy on May 14, 2025.

Pursuant to this policy, donations can be accepted for Town-approved projects when the project is approved via resolution by the Town Council. Town staff or a Town Committee can nominate a project for approval under this policy, either during the budget process or at any time during the fiscal year if the need is immediate. Portola Valley Fund is a fundraising non-profit established to assist the Town in fundraising for projects. 81 Potential Replacement of Existing Portable Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space)
October 22, 2025 Page 3

DISCUSSION
This agenda item is a study session for the Town Council to review and provide direction on policy and budget topics related to this proposed project. The Parks and Recreation Committee Memorandum (Attachment 2) provide a detailed proposal for the project and the Town Council items that they would like direction on.

Town Council Study Session Discussion and Feedback Topics Council Study Session direction topics are shown below. Taking these questions sequentially, the first topic for the Council to consider is:

Should the Town start activities to facilitate the design and construction of a new Ford Field flushable restroom and snack service building? If the Town Council provides direction to move the project forward, additional directions are needed on the following items to finalize the funding strategy:

Funding Strategy
Clear direction on funding mechanisms will enable the Town Council, staff, and Committee to develop a fundraising goal, engage with community donors who have expressed interest in supporting the project, and coordinate the PV Fund work on this project. Council direction is needed as follows:

Should the Town designate this as a Portola Valley Fund project and also accept other donations to initiate Town work on the project? Based on direction, staff could return to a future Town Council meeting with a Resolution to formally designate the project as an official Town approved project for donations and the PV Fund, and appropriating funding for staff and contractual work.

Location of Building
Due to the irregular parcel shape, baseball field layout (which generates fly balls outside the field area), creek setback requirements, existing utility locations, and ADA accessibility needs, alternative locations would be extremely difficult and more expensive to develop. Placement near Alpine Road would lower sewer installation costs and provide greater separation between the sewer line and creek. There is only a small portion of the project site where the building could be located outside 75-foot Alpine Road scenic corridor setback and 55-foot creek setback, as shown in the graphic below.
82 Potential Replacement of Existing Portable Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space)
October 22, 2025 Page 4
Understanding the Council's position on setback requirements early in the design process will be essential for site planning and design development. The Committee and staff seeks clarity whether the community benefits of the facility justify placement of the new building in the View Corridor setback, which is where the current facilities are located. The placement in the view corridor could be one of several alternatives considered, with the costs of the alternatives analyzed in more detail. Thus Council feedback is needed on:

If the project moves forward, could the facility be located in the Town View Corridor setback?
This is essential to proceed to the next phase in the project of site planning and design development. Since this is a Town project, a variance approval would normally not be required, but the Town Council should provide direction on this as a policy topic.

The exact bathroom placement requires further analysis and consideration of costs to finalize before bathroom design plans and construction documents are finalized. Therefore, at this stage, staff recommends that the Council consider directing staff and the Committee to work with the Town ASCC and Planning Commission to appoint a liaison to work with staff and the Parks and Committee as the evaluation of the bathroom placement moves forward. The final design plans would be approved by the Town Council.

NEXT STEPS
Upon receiving Town Council direction, staff will return to the Town Council to advance the next steps in the project, which could include:
 Resolution designating the project as an official Town approved project for donations and the PV Fund, and appropriation of funding and designation of the restroom project as a capital project in the FY25/26 Operating and Capital Budget.  Finalization of the building placement based on input from the ASCC, Planning Commission, Park and Recreation Committee, and other Town committees as appropriate.
83 Potential Replacement of Existing Portable Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space)
October 22, 2025 Page 5
ENVIRONMENTAL IMPACT:

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

FISCAL IMPACT
There is no fiscal impact for Council direction. Future fiscal impact will depend on Council decisions regarding project selection and funding allocation.

ATTACHMENT

1. Executed State Grant Scope and Cost Estimate Form, December 2021

2. Parks and Recreation Committee Memorandum, September 18, 2025 84 85
______________________________________________________________________________________ TO: Darcy Smith, Town Manager
FROM: Parks and Recreation Committee
DATE: September 18, 2025
RE: Request for Town Staff and Council Input on Proposed Replacement of Existing Portable Restrooms and Snack Shack at Ford Field (Dorothy Ford Park & Open Space) with a Permanent Building Containing Flushable Restrooms and Snack Service Area

EXECUTIVE SUMMARY
The Portola Valley Parks and Recreation Committee respectfully requests a Town Council study session to consider the proposed replacement of existing portable restrooms and snack shack at Ford Field (Dorothy Ford Park & Open Space) with a permanent building containing flushable restrooms and snack service area. This proposal represents a significant opportunity to enhance visitor experience, improve sanitary conditions, and provide additional amenities that will benefit both residents and visitors to this popular recreational facility. Decisions must be made quickly in order to take advantage of a $180,000 grant, as project completion should occur before January 2028.

BACKGROUND
Ford Field currently relies on an old, poorly constructed snack shack and portable restroom facilities to serve the numerous visitors who utilize this important recreational space. While these temporary facilities have provided basic services, they present several ongoing challenges:
● Maintenance and Cleanliness Concerns: Portable facilities require frequent servicing and often fail to meet optimal cleanliness and environmental safety standards, thus leading to increased disease and virus transmission; ● Limited Accessibility: Current facilities may not fully comply with ADA accessibility requirements;
● Environmental Risk: The portable toilet facilities pose environmental risks through potential chemical leaks and spills of their sanitizers and accumulated waste, which can contaminate soil, groundwater, or the nearby creek. 86 ● Weather Vulnerability: Portable units are susceptible to weather damage and provide limited comfort during inclement conditions;
● Aesthetic Impact: Temporary facilities detract from the natural beauty of the park environment in the Alpine Road scenic corridor near the Town entrance; and, ● Limited Functionality: The current snack shack is outdated and potentially very unsafe.

Photos of Existing Facility:
87 DISCUSSION
The Parks and Recreation Committee proposes the Town construct a permanent building containing flushable restrooms and a snack service area to address current deficiencies while providing enhanced amenities for park users. This facility would include:
● Two (2) ADA-compliant flush restrooms
● Concession Booth
● Storage Area
(Please refer to Attachment A for sample design drawing) Primary Benefits:

Enhanced Sanitation and Health Standards
● Permanent plumbing connections ensuring consistent water supply and waste management
● Improved ventilation systems for better air quality
● Enhanced cleaning protocols possible with permanent facilities ● Reduced environmental impact compared to portable waste management, which is especially important given the proximity to a local creek Improved Accessibility
● Full ADA compliance with accessible entrances, fixtures, and pathways ● Enhanced safety features including proper lighting and secure construction Visitor Experience Enhancement
● Professional appearance that complements the park's natural setting ● Snack service capability to provide refreshments for park visitors ● Potential for additional amenities such as water bottle filling stations ● Potential to increase the number of parking spaces, including ADA spots ● A comfortable climate in all weather conditions
Operational Efficiency
● Potential to reduce ongoing maintenance costs compared to portable facility servicing
● Improved durability and longevity of permanent construction ● Opportunity for improved snack service operations
Community Value
● Enhanced attractiveness of Ford Field as a destination for events and gatherings ● Improved property values for surrounding areas
● Demonstration of the Town's commitment to safe and environmentally responsible public restroom facilities
● Potential to serve as a model for other donor supported, sustainable, and ecologically sensitive park improvements
88 Sample Photo of a “Portola Valley” style exterior

IMPLEMENTATION CONSIDERATIONS
In reviewing the existing conditions on the overall site, the Parks & Recreation Committee recommends that the existing site of the snack shack and portable toilets is the best location for a joint restroom/concession building.

Location Analysis
The proposed building location requires careful consideration of the Town View Corridor setback requirements. The Committee recognizes that any construction within or near the setback area must balance facility functionality with preservation of scenic views that are valued by the community. As this is a Town-created local requirement, the Town Council has the ability to make a policy decision as to whether or not the Town wants to voluntarily meet this requirement. This setback requirement applies to private property owners, but under California's governmental immunity doctrine and the principle that municipalities are generally not bound by their own regulatory ordinances when acting in their governmental capacity, the Town is not legally bound to comply with the same setback requirements it imposes on private parties.

The current portable toilets and snack shack (with decks) occupy approximately 325 square feet, with an unused area between the structures. By consolidating all the structures into one building of approximately 340 square feet, we believe that more usable area will be created for picnicking, game viewing and parking. This would be another consideration the Town Council could take into their policy analysis.

Due to the irregular shape of the parcel, the layout of the baseball field, the 55-foot creek setback requirement, the location of the existing electrical hook up and water line, and accessibility issues for ADA-compliant restrooms, it would be extremely difficult and more expensive to install the building in an alternative location. Placement of the building nearer to Alpine Road would also offer lower sewer installation costs, and ensure greater separation between the sewer line and creek. This greater setback from the creek would be 89 beneficial if the sewer line ever failed in the future. Please refer to the visuals in Attachments B and C.

Potential Funding Strategy
The Town of Portola Valley currently has two active State 2002 Bond Act Per Capita Program Grant1for the Ford Field Restroom Building totaling $180,763. The 20% match calculation is based on the project amount, not on the grant amount. According to the State Department of Parks and Recreation, the grant will expire on June 20, 2028. All work should be completed by January 2028 to ensure full payment of the grant.

There is approximately $15,000 in the Parks in Lieu Fund (201) which could be assigned to initial planning, so Town General Funds are not impacted.

We could also explore the additional possibility of a grant given this is now a Priority Conservation Area.

In addition, this project presents an opportunity to utilize PV Fund resources while also potentially leveraging community support through other private donations. This hybrid funding approach could accelerate project implementation while demonstrating community investment in the improvement.

Fund-raising analysis would ideally cover both installation costs AND any increased maintenance costs.

Design Integration
The building design should incorporate materials and architectural elements that harmonize with the natural park environment while providing modern functionality and efficiency. The Town staff would work with a qualified Landscape Architect to finalize the architectural plans and construction drawings, ensuring a high quality design that is compatible with the park.

REQUESTED TOWN COUNCIL DIRECTION
The Parks and Recreation Committee respectfully requests the Town Manager consider our request for a Town Council Study Session to provide direction on the following critical decision items:

Project Authorization
Should the Town move forward now with the next stage of construction design and fundraising work for the proposed new Ford Field flushable restroom and snack service building?
1 Per Capita Program
90 This fundamental decision will determine whether to proceed with detailed planning, environmental review, and design development for the proposed facility.

If the Town Council provides direction to move the project forward, additional direction is needed on these two items:

1. Location Approval
If the project moves forward, could the facility be located in the Town View Corridor setback?
Understanding the Council's position on setback requirements will be essential for site planning and design development. The Committee seeks clarity on whether the community benefits of the facility justify placement of the new building in the View Corridor setback, which is where the current facilities are located.

2. Funding Authorization
Should the Town designate this as a PV Fund project and also accept other donations to initiate Town work on the project?
Clear direction on funding mechanisms will enable the Committee to develop a fundraising goal, engage with community donors who have expressed interest in supporting the project, and support the Town staff as they coordinate the PV Fund work on this project.

NEXT STEPS
Upon receiving Town Council direction, the Parks and Recreation Committee is prepared to work with Town staff in the next steps. To initiate the project, funding would be needed for the Town to proceed with the issuance of a Request for Proposals (RFP) to contract with a qualified Landscape Architect Consultant firm who would prepare and finalize the construction drawings. The Landscape Architect would engage various subconsultants as needed for this project, such as a civil engineer, structural engineer, and electrical engineer.

Community and other Town committee input would be obtained, and the appropriate Town review and permit process will be followed. Town staff will work with potential donors and funding sources, with Committee support as needed.

CONCLUSION
The proposed Ford Field flushable restroom and snack service building represents a valuable investment in environmentally responsible community infrastructure that will serve Portola Valley residents and visitors for decades to come. The project addresses current deficiencies while providing enhanced amenities that reflect the Town's commitment to quality public facilities.

We appreciate the Town Council's consideration of this proposal and look forward to the opportunity to present additional details during the requested study session. 91 FISCAL IMPACT
There is no Fiscal Impact associated with this request for the Study Session with the Town Council. The Committee will present this item at the Study Session, thus resulting in minimal staff work on this agenda item.
92 ATTACHMENT A
CONCEPTUAL DESIGN:

COMBINED CONCESSION/RESTROOM BUILDING
(2 ADA-COMPLIANT BATHROOMS)
93 ATTACHMENT B
94 ATTACHMENT C

MAP OF EXISTING LOCATION OF

SNACK SHACK AND PORTABLE TOILETS
95 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Councilmember Mary Hufty
DATE: October 22, 2025
RE: 9/13/2025 Geologic Safety Committee

BACKGROUND
Attendance: John Wallace- Geologic consultant with Cotton Shires, Robert Burtt- Town Engineer, Darcy Smith- manager. Applying member Simon Klemperer PhD Stanford professor. The full committee- Nan Shostak,
A Map Update Project is recommended by the Committee through the Chair- Nan Shostak.

Process of Creating the Geologic Work Product was reviewed by the Manager and John Wallace.

Amendments are all available to buyers.

The roles of the committee and the Geology Consultant were illuminated. Cotton Shires keeps the records that contractors need to do the Geologic Evaluations. The committee has added great value by showing potential Geologic hazards that would effect evacuation if there were a dual emergency of earthquake followed by fire, for example or flooding which is an issue for both Portola Road and Alpine.

In 1998 Alpine was inundated and could not be used by auto traffic. It was mentioned that the 2 inches of rain we may get tonight might have all of us weighing the advantages and disadvantages of our two exits. The more information we have on evacuation routes the better.

It was mentioned that there as many as 15 possible amendments needed on the Planning Map but that we are not yet in a position to amend all of them.

In the prepurchase process the maps are available through John Wallace’s office for prepurchase evaluation. A small group of geologic consultants are reviewing projects. Every application will need a new visit for a site development and then returns for the beginning of project. Civil issues are not the responsibility of the town staff. All documents at Cotton Shires are digitalized so it may be much easier to do updates than before.

Grove was done with primarily aerial surveys in the 1960’s and the ground truthing is out of date. The PD zone (Potential Deep and Steep landslide Potential) was mapped in the town road. This has now been corrected.

Resolution 500 the Geologist is allowed to change the lines and keeps those records. John has worked with the town since 1990. The change has to be approved by the town. There is an entire lidar data base at Cotton Shire digitalization allows more real time updates. Consider an annual update which includes amendments which have been documented.

Quaternary fault and fold data base goes to the state and USGS. AP zone work goes into the data base.

Local maps may be more accurate. Seismic Refraction/ Geophysical information does not apply to permitting.
96 Berrocal Fault and Black Mountain Fault were discussed. These traces are on the map with 1000 feet of road cracking along Alpine Road. Mapped by Brenner in 1895. John suggested there may be need to Revisit the work done on the ranch.

These are the areas that should be considered for more evaluation for changes.

The Black Mountain Fault can be seen at Page Mill crossing and Corte Madera Creek, with a distinctive right lateral off set .It may be a candidate for an updated inclusion or amendment on the Geologic Planning Map.

Mid 1990 trench at Neely’s confirmed the Woodside Trace of the San Andreas Fault which is now very apparent on the Lidar Maps.

The Cotton Shire’s map is a planning document. The GSC committee are making a map which allows us to plan for an event. It’s going to get up on the web site.

The Trancos Fault goes through Corte Madera as well.

Questions: Is there a disconnect between town and Cotton Shires records? Best Practice is that policy issues come to the Town Council.

Question: When does the Planning Commission come into this policy level discussion on presenting new faults? Policies should be set largely at the Council level although Planning can be helpful in this process.

The current map shows 2008 as the last update on the web site. There is a 2017 update. This will be updated as the GSC revamps its web site.

A plan for forward movement and working together has begun. 97