Portola Valley City Council
February 25, 2026

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, February 25, 2026
7:00 PM
MAYOR: Craig Taylor
VICE MAYOR: Mary Hufty
COUNCILMEMBERS: Rebecca Flynn, Judith Hasko, 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:
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Passcode: 048294
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll-free)
Mute/Unmute - Press *6 / Raise Hand - Press *9
1 1. CALL TO ORDER / ROLL CALL

2. SB 707 CONSIDERATIONS: Announcements/Consideration of remote attendance by Councilmembers, pursuant to SB 707, Government Code 54953.8.3 (just cause circumstances).

3. PRESENTATIONS
a. Annual Committee Presentations
Geologic Safety
Trails & Paths

4. ANNOUNCEMENTS
a. Award of Founders' Award to Nancy Lund
b. Thank you to Corie Stocker-Pedalino

5. TOWN MANAGER REPORT

6. ORAL COMMUNICATIONS

7. CONSENT AGENDA
a. Approve Regular Meeting Minutes of February 11, 2026 b. Approve Warrant List for February 25, 2026
c. Authorize the Mayor to Execute an Amendment to the Current Professional Consultant Services Agreement with Urban Planning Partners for the Housing Element Amendment d. Authorize the Mayor to Execute an Amendment to the Current Software Services Agreement with OpenGov for Additional Services
e. Appoint Vivek Ragavan to Wildfire Preparedness Committee

8. REGULAR AGENDA
a. Consider Adoption of a Resolution Amending the Adopted Fiscal Year 2025-26 Budget

9. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS a. 2/09/26 Geological Safety Committee Liaison Memo
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 not on the agenda or related to Presentations/Proclamations or the Town Manager Report 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.

Council break to reception
The Town Council will take a short recess for a reception and then return to take action on the rest of the agenda.

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. 2 10. ADJOURNMENT
The next Regular Town Council meeting will be held on March 11, 2026.

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 FOUNDERS’AWARD

NOMINATION FORM
Founders’ Award for Lifetime Contributions to the Town of Portola Valley Portola Valley’s Founder’s Award for Lifetime Contributions recognizes the cumulative civic engagement and leadership of longstanding volunteers in the Town of Portola Valley.

Nominee: Nancy Lund
Nominator: Gary Nielsen
Recommenders: Patty Dewes, James Lipman, Susan Thomas
Date: February 25, 2026
Qualifications:

Nancy Lund embodies the spirit and substance of the Founder’s Award through a lifetime of civic, educational, and historical contributions to the Town of Portola Valley and the greater community. For more than five decades, she has devoted her talents, energy, and intellect to preserving local history, strengthening civic culture, and enriching community life.

Her contributions span education, historical preservation, civic life, and cultural programming. As an educator on the Peninsula, she helped connect generations of students to local history and community identity, most notably through the creation of Ladera Lore, which continues to be used by the school district decades after its original publication. As a writer and historian, she has published widely, including Life on the San Andreas, and has contributed for many years to the Town newsletter and the Almanac, ensuring that Portola Valley’s stories, context, and institutional memory remain accessible to residents.

Nancy’s service to the Town includes both formal and informal roles. She has worked closely for many years with the Town as its historian and historical resource, building and safeguarding an extraordinary archive of documents, photographs, correspondence, and records relating to Portola Valley and the surrounding region. Town staff, volunteers, and elected officials have long relied on her knowledge, judgment, and historical perspective.

Her impact extends well beyond historical preservation. She is a co-founder of Blues & Barbecue through the Cultural Arts Committee, a beloved community event that has strengthened the Town’s cultural life for more than a decade. She has also contributed extensively to regional conservation and research communities through her long association with Jasper Ridge Biological Preserve and its historical documentation projects.

Nancy represents the quintessential Portola Valley volunteer: deeply dedicated, intellectually generous, civic-minded, and consistently focused on the long-term good of the community. Her work reflects the Town’s values of stewardship, education, civility, and respect for place. 4 Her contributions have benefited Portola Valley in both formal and informal ways for well over the twenty years required by the award criteria, and across a remarkably broad range of activities. She has never served on the Town Council and fully meets the eligibility requirements.

Through her lifetime of service, Nancy Lund has helped shape how Portola Valley understands its past, lives its civic values, and prepares for its future. She is an ideal and deserving recipient of the Founder’s Award.

Attachments: Nancy Lund Resume
Nomination Letter from Gary Nielsen
Letter of Recommendation from Patty Dewes
Letter of Recommendation from James Lipman
Letter of Recommendation from Susan Thomas
5 APPENDIX
Award Criteria:
• Twenty years or more of distinguished service to the Town including on a committee, a commission and/or on the Town Council, as well as within other Town working groups, or within other Portola Valley local organizations (i.e. Portola Valley School District, Midpeninsula Regional Open Space, Friends of the Library, The Sequoias, etc.). • Represent the character of the quintessential Portola Valley volunteer in terms of dedication and commitment to town values, vision, and civility.
• Continued and significant contributions across a broad range that have benefitted the Town of Portola Valley and its community in both formal and informal ways. • Has not served on the Town Council for at least 5 years. • May be awarded posthumously.

Nominating and Award Selection Process:
• Nomination can occur at any time on an ad hoc basis (vs. annually) • Nomination must include a nomination letter, the resume of the nominee (or list of contributions), and a minimum of 3 supporting letters of recommendation, sent to the Town Manager.
• Nominees to be evaluated and recommended by a standing subcommittee of the Council. • Nomination process will be confidential; however, nominees will be notified once nominated.

The nominee would confirm their willingness to be nominated for consideration by the entire Town Council.
• Recipients will be acknowledged at a Council meeting with a plaque, as well as having their name listed on a plaque at Town Center (location TBD).
• Limit of up to 4 award recipients per year.
6 Nancy Lund
Town Historian, Educator, and Community Historian
Portola Valley, California
Summary of Qualifications
Nancy Lund has served the Town of Portola Valley and the surrounding Peninsula community for more than five decades as an educator, historian, archivist, and civic contributor. Her work has preserved the Town’s institutional memory, strengthened civic culture, and enriched community life through education, scholarship, and cultural programming. She has served as Town Historian since the 1970s and is widely recognized as a central historical resource for the community.

Education
1 Master of Education, Harvard University
2 Bachelor’s Degree, University of Iowa
3 Postgraduate studies in California history, Foothill College Professional and Civic Service
1 Town Historian, Town of Portola Valley (1970s–Present, 50 years) — Successor to Dorothy Regnery; maintains extensive archival materials; provides historical consultation; preserves documents and records of civic significance.
2 Educator, Los Lomitas School District — Sixth grade teacher integrating local history into curriculum; led historical research and publication projects. 3 Author and Community Historian — Co-author of Ladera Lore (1970); author of Life on the San Andreas; longtime contributor to the Almanac and Town publications.

Historical Preservation and Research
1 Jasper Ridge Biological Preserve (Stanford University) — Member, Millennium Class “Ootchamin ’Ooyakma”; collaborating author of A Hundred Years of Research with Dr. Laura Jones, Dr. Nona Chiariello, and Julie Cain.
2 Local preservation leadership including research on the Woods property, Julia Morgan garage, and Hawthorns property.

Community Cultural Contributions
Co-Founder, Blues & Barbecue (Cultural Arts Committee), established with Susan Thomas and Jane Gallagher; longstanding community cultural event strengthening civic life.

Publications and Archival Contributions
1 Ladera Lore (co-author)
2 Life on the San Andreas
7 3 Numerous historical articles and Town contributions 4 Creator and steward of a comprehensive Portola Valley historical archive Eligibility for Lifetime Contributions / Founder’s Award 1 More than 50 years of distinguished service to the Town 2 Broad and sustained contributions across education, preservation, and civic life 3 Embodiment of Portola Valley civic values
4 Has not served on the Town Council
8 January 21, 2026
Members of the Portola Valley Town Council,
I support and recommend the selection of Nancy Lund as a recipient of the Founders Award for Lifetime Contributions. Her many contributions over the years go far beyond her five decades role as Town Historian. She left her imprint on children in the area, including our daughter, from her teaching years in Ladera.

Through the years, I and others in our Town government have leaned on her wise counsel on situations facing our town. She has energized our interest in local history. She still serves as chair of the Historic Resources Committee, a committee she has guided for decades. She is a true leader.

On a personal note, Nancy and my wife, Liz, were fellow teachers at Ladera School. Nancy’s husband, Tor, and I were fellow winemakers. Over the years we have developed a close and lasting friendship.

Gary Nielsen
9 Jan 28, 2026
I wish to add my support to the nomination of Nancy Lund for the Portola Valley Founders Award. It is an honor to recognize someone whose dedication to our community spans nearly five decades; someone who has quietly and persistently worked to ensure that Portola Valley's history is not just remembered but preserved for generations to come.

In her quest to successfully retrieve and archive critically important Town documents, Nancy has shown a passion and sheer persistence that comes from a deep love and caring for this community and its residents. To Nancy, these aren't just dusty papers and hazy photos in boxes, this is our history that tells us who we are. Her book, Life on the San Andreas Fault, is a definitive reference for understanding our community's evolution.

As a member of the History Resources Group, it has been my privilege to work alongside Nancy for several years. I am constantly amazed at her recollection of events, people, places and things that have happened in Portola Valley. Visitors come on Tuesday afternoons when we are in the History Resources room at the Library and she will answer questions and provide personal anecdotes: "Oh, I taught your father in second grade, oh - I remember when that house was built, I remember the earthquake/ She can look at a picture or artifact and tell you a story. It is truly magical to witness.

Nancy Lund is more than worthy of the Founders Award. She is the embodiment of everything this award celebrates: commitment to our Town's values, passion for her community, extraordinary dedication, lasting contributions, and the finest volunteer spirit and character Portola Valley has to offer. Her passion for preserving our history reflects a deep love for this community and respect for what makes Portola Valley special.

Regards,
Patty Dewes
10 SUPPORTING NANCY LUND’S NOMINATION for FOUNDER’S AWARD This letter is in support of the nomination of Nancy Lund to receive our Town’s Founder’s Award.

Disclaimer: I am a member of the Portola Valley Historical Resources Committee.

Nancy is the committee’s chairperson. Basically, I provide computer support to the committee. My profession is electronics.

Nancy has dedicated a significant portion of her life collecting historical material of our Town. She is a co-author of Life on the San Andreas Fault, a book about our history. And she devotes countless hours every week updating our records and, when appropriate, correcting entries.

The Historical Resources Committee’s physical items are found in two rooms attached to the Town’s library, but are rooms for our Committee. We have on display a number of our older memories. When California became an American state, land ownership was based on Spanish land grants. (These land grants still establish the starting point for modern land ownership.) At that time, there was considerable activity in our Town providing redwood lumber to building projects elsewhere. The display cases in the outer room for our collection, that is open to the public any time the library is open, displays a number of photos of people and activities occurring when California became a state.

In the second room, there are a number of four- and five-drawer file cabinets containing documents. These documents include typewritten material, handwritten material, printed material, photographs, both prints and negatives, and other odd items.

Due to the way that this collection has evolved, we maintain three separate computerbased indices that cover three separate sub-collections.

And, on top of this all, we also have a very robust digital collection. This digital collection includes photos and texts. The digital items number well over ten thousand! Many, perhaps most, of the digital items are copies of physical items in our file cabinets.

It is our expectation that, by the end of 2026, our digital material will be on-line for the public to access, both the digital indices and the digital data (archives). The public will be able to go to our Town’s Web site and search through the indices. If someone finds something they would like to see, if it is digital, they can go directly to that item and 11 download it. If it is a physical item, that person will have to come to our spaces to review it.

I think that I have sufficiently described what Nancy has been able to accomplish for our Town. Clearly, she is an irreplaceable gem.

Please give her the recognition she deserves.

Jim Lipman
12 13

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: February 25, 2026
RE: Approve Regular Meeting Minutes of February 11, 2026

RECOMMENDATION
Staff recommends Town Council review and approve the February 11, 2026 regular meeting minutes.

ATTACHMENTS

1. 02-11-2026 Council Regular Meeting Minutes
14 Volume 47
February 11, 2026

PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – FEBRUARY 11, 2026

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

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

Absent: None
Others: Town Manager Darcy Smith, Town Attorney Catherine Engberg, Finance Director Tony McFarlane, Town Engineer Robert Burtt, Town Clerk Veronica Dao

2. SB 707 CONSIDERATIONS: Announcements/Consideration of remote attendance by Councilmembers, pursuant to SB 707, Government Code 54953.8.3 (just cause circumstances)
Town Attorney Engberg confirmed remote attendance for Councilmember Rebecca Flynn participating from Hotel Mercure Paris 17 Batignolles, 118 Rue de Tocqueville, 75017 Paris, France.

3. PRESENTATIONS / PROCLAMATIONS
a. Proclamation for recognition of the Santa Clara Valley Science and Engineering Fair Association (SCVSEFA) Science Fair winner Camelia Burnham from Portola Valley
Mayor Taylor presented the proclamation and gave remarks. b. Proclamation Recognizing February 2026 as Black History Month Mayor Taylor gave remarks.
c. Annual Committee Presentations by the Emergency Preparedness and Open Space Committees
Craig Heberer and Kim Cashin, Chair and Vice Chair, of the Emergency Preparedness Committee gave a presentation on committee work and priorities.

Carter Warr and Jackie Magno, Chair and Vice Chair, of the Open Space Committee gave a presentation on committee work and priorities. 15 Volume 47
February 11, 2026

4. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
 Telecommunications outage and town response efforts
 Townhall closure on President’s Day
 New County Sheriff and County Supervisor meet and greet on February 21

5. ORAL COMMUNICATIONS
Mayor Taylor invited public comment.

Public Comment
 Vic Schachter

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

Motion and second (Hufty, Hasko) to approve Consent Agenda items 6a – 6d. The motion carried unanimously by roll call vote.
a. Approve Regular Meeting Minutes of January 28, 2026
b. Accept Warrant List for February 11, 2026
c. Appointment of Frederick Myers to Emergency Preparedness Committee d. Authorize the Mayor to Execute an Amendment to the Current Services Agreement for Fiscal Sustainability Services with Lew Edwards Group

7. REGULAR AGENDA
a. Consider Adoption of a Resolution Approving the Fiscal Year 2025-26 Mid-Year Budget Appropriation Changes
Finance Director McFarlane presented the item.

Mayor Taylor invited public comment.

Public Comment
 Patty Dewes
 Karen Askey
 David Cardinal
Council asked questions and provided feedback.
16 Volume 47
February 11, 2026

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 Taylor invited public comment.

Public Comment
 David Cardinal

9. ADJOURNMENT
The meeting adjourned at 10:25 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its February 25, 2026 regular meeting. 17 ______________________________________________________________________________________ TO:

FROM:

DATE:

RE:

Mayor and Members of the Town Council
Tony McFarlane, Finance Director
February 25, 2026
Approve Warrant List for February 25, 2026
RECOMMENDATION:

Review and accept the Warrant List for February 25, 2026:

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 2/25/2026 5792 5816 25 120,899.22 2/12/2026 2/11/2026 5791 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 2/25/2026 102,594.59
Gas Tax 2/25/2026 900.00
Measure M MVF 2/25/2026 1,195.00
Inclusion In-lieu 2/25/2026 9,855.40
Capital Projects 2/25/2026 3,789.30
Customer Deposits 2/25/2026 2,564.93
Total $ 120,899.22
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
18

Warrant List February 25, 2026
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. 02/25/2026 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
2/25/2026 5793 CalPERS 101 Various Jan Retirement/Feb UAL $ 43,460.69 2/25/2026 5795 SCA of CA, LLC 206/212 510 Jan Street Sweeping 2,095.00 2/25/2026 5798 Missionsquare Retirement 101 Various Feb 15 Employee Deductions 4,686.64 2/25/2026 5801 Navia Benefit Solutions 101 Various Feb 15 Employee Deductions 562.50 2/25/2026 5811 Amazon Capital Services 101 610 Jan/Feb Office Supplies 137.63 $ 50,942.46
Warrants issued as ACH/EFT
Total
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
19 TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
February 25, 2026
Claims totaling $120,899.22 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 _____________________________ ________________________________ Anthony McFarlane, Finance Director
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Darcy Smith, Town Manager Craig Taylor, Mayor
20 apachreg Town of Portola Valley mmagahiz 02/19/2026 11:23 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5792 41 AT&T 309.85 02/25/265793 80 CALPERS 43,460.69 02/25/26 EFTPS5794 110 CITY OF FOSTER CITY 1,164.00 02/25/265795 121 SCA OF CA, LLC 2,095.00 02/25/26 ACH5796 203 GREEN HALO SYSTEMS 114.00 02/25/265797 217 HUMAN INVESTMENT PROJECT 7,500.00 02/25/265798 218 MISSIONSQUARE RETIREMENT 4,686.64 02/25/26 EFTPS5799 234 J. W. ENTERPRISES 546.88 02/25/265800 295 LYNX TECHNOLOGIES INC 675.00 02/25/265801 330 NAVIA BENEFIT SOLUTIONS 562.50 02/25/26 EFTPS5802 343 OPENGOV INC. 909.56 02/25/265803 437 SMALL BUSINESS BENEFIT PLAN TR 2,026.10 02/25/265804 484 TYLER TECHNOLOGIES INC 23,151.43 02/25/265805 518 GOT GOPHERS? 525.00 02/25/265806 537 HOUSING ENDOWM. AND REG. TRUST 1,361.00 02/25/265807 860 STEPFORD 2,740.00 02/25/265808 914 UNITED MECHANICAL INC 3,689.00 02/25/265809 1016 SHUTE, MIHALY & WEINBERGER LLP 21,094.94 02/25/265810 1115 AARONS PUMPING INC. 3,000.00 02/25/265811 1152 AMAZON CAPITAL SERVICES, INC 137.63 02/25/26 EFTPS 5812 1322 FEDERICA BELLI 150.00 02/25/265813 1323 JULIE CRONIN 300.00 02/25/265814 1324 PAMELA RITCHEY 300.00 02/25/265815 1325 WENDI VANDERMEER 300.00 02/25/265816 1326 MOLLY MCSHANE PARELL 100.00 02/25/26Check totals: 69,956.76ACH totals: 2,095.00EFTPS totals: 48,847.46Wire transfer totals:Payment Manager totals:GRAND TOTALS 120,899.22Check totals: 69,956.76ACH totals: 2,095.00EFTPS totals: 48,847.46Wire transfer totals:Payment Manager totals:GRAND TOTALS 120,899.22 21 apackfnd2 Town of Portola Valley mmagahiz 02/19/2026 11:25 Page 1 Checks by Fund - 02/25/26 to 02/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept Balance SheetCALPERS 101-21032-000-000000 January Retirement- 10,324.89 5793 02/25/26

CLASSIC
CALPERS 101-21032-000-000000 January Retirement- 19,155.88 5793 02/25/26 PEPRA
MISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Feb 4,686.64 5798 02/25/26 15, 2026
MOLLY MCSHANE PARELL 101-21052-000-000000 Deposit Refund - 100.00 5816 02/25/26 Picnic TableNAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 562.50 5801 02/25/26 02/15/2026
--------------
Fund 101 Dept Total 34,829.91
Fund 101 Dept 120 Town ManagerSMALL BUSINESS BENEFIT PLAN TR 101-55024-120-000000 Dental/Vision 2,026.10 5803 02/25/26 --------------
Fund 101 Dept 120 Total 2,026.10
Fund 101 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 101-62032-125-000000 Dec Legal Service 15,334.31 5809 02/25/26 --------------
Fund 101 Dept 125 Total 15,334.31
Fund 101 Dept 310 Planning DivisionLYNX TECHNOLOGIES INC 101-62305-310-000000 GIS Professional 675.00 5800 02/25/26 Services in Jan 2026
TYLER TECHNOLOGIES INC 101-62305-310-000000 EnerGov Software 11,575.72 5804 02/25/26 Support & Maintenance 03/1/26- 02/28/27
--------------
Fund 101 Dept 310 Total 12,250.72
Fund 101 Dept 320 Building DivisionGREEN HALO SYSTEMS 101-62305-320-000000 Feb Hosting & Acces 114.00 5796 02/25/26 OPENGOV INC. 101-62305-320-000000 Contractor License 909.56 5802 02/25/26 Verification2/8/26-2/7/27
TYLER TECHNOLOGIES INC 101-62305-320-000000 EnerGov Software 11,575.71 5804 02/25/26 22 apackfnd2 Town of Portola Valley mmagahiz 02/19/2026 11:25 Page 2 Checks by Fund - 02/25/26 to 02/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Support & Maintenance 03/1/26- 02/28/27
--------------
Fund 101 Dept 320 Total 12,599.27
Fund 101 Dept 410 Community HallFEDERICA BELLI 101-63013-410-000000 CPASS Refund 150.00 5812 02/25/26 Receipt # 044111740
JULIE CRONIN 101-63013-410-000000 CPASS Refund 300.00 5813 02/25/26 Receipt # 043931958
PAMELA RITCHEY 101-63013-410-000000 CPASS Refund 300.00 5814 02/25/26 Receipt # 044442109
WENDI VANDERMEER 101-63013-410-000000 CPASS Refund 300.00 5815 02/25/26 Receipt # 044114871
--------------
Fund 101 Dept 410 Total 1,050.00
Fund 101 Dept 420 Field RentalsGOT GOPHERS? 101-61055-420-000000 Town Fields Gopher 525.00 5805 02/25/26 Trapping- Dec & Jan 2026
J. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 315.44 5799 02/25/26 Rental & ServicesJ. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 231.44 5799 02/25/26 Rental & Services --------------
Fund 101 Dept 420 Total 1,071.88
Fund 101 Dept 510 Public WorksAARONS PUMPING INC. 101-62011-510-000000 Towns Septic 600.00 5810 02/25/26 Pumping- Addi Labor Backed Up Sewage
AARONS PUMPING INC. 101-62011-510-000000 Towns Septic 2,400.00 5810 02/25/26 Pumping UNITED MECHANICAL INC 101-62011-510-000000 Preventative 2,119.00 5808 02/25/26 Maintenance HVACREquipment DEC25 UNITED MECHANICAL INC 101-62011-510-000000 Preventative 1,570.00 5808 02/25/26Maintenance HVACREquipment DEC25 --------------
Fund 101 Dept 510 Total 6,689.00
23 apackfnd2 Town of Portola Valley mmagahiz 02/19/2026 11:25 Page 3 Checks by Fund - 02/25/26 to 02/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept 610 Non-DepartmentalAMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Gorilla Guard 56.18 5811 02/25/26 Window Privacy Film AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Jenvita 100% Bamboo 81.45 5811 02/25/26 Compostable Napkins
AT&T 101-62021-610-000000 January Statement 62.18 5792 02/25/26AT&T 101-62021-610-000000 January Statement 185.49 5792 02/25/26AT&T 101-62021-610-000000 January Statement 62.18 5792 02/25/26CALPERS 101-55011-610-000000 February UAL CLASSI 13,579.75 5793 02/25/26CALPERS 101-55011-610-000000 February UAL PEPRA 400.17 5793 02/25/26 CITY OF FOSTER CITY 101-62309-610-000000 CalOpps Job Posting 1,164.00 5794 02/25/26HOUSING ENDOWM. AND REG. TRUST 101-62327-610-000000 Heart Membership 1,002.00 5806 02/25/26 Dues Non-Profit FY25-26
STEPFORD 101-62305-610-000000 Onsite - Jan 26 150.00 5807 02/25/26 --------------
Fund 101 Dept 610 Total 16,743.40
--------------
Fund 101 Total 102,594.59
Fund 206 Dept 510 Public WorksSCA OF CA, LLC 206-61012-510-000000 January 900.00 5795 02/25/26 Litter/Street Clean --------------
Fund 206 Dept 510 Total 900.00
--------------
Fund 206 Total 900.00
Fund 212 Dept 510 Public WorksSCA OF CA, LLC 212-61017-510-000000 January 1,195.00 5795 02/25/26 Litter/Street Clean --------------
Fund 212 Dept 510 Total 1,195.00
--------------
Fund 212 Total 1,195.00
Fund 222 Dept 125 Town Attorney
24 apackfnd2 Town of Portola Valley mmagahiz 02/19/2026 11:25 Page 4 Checks by Fund - 02/25/26 to 02/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
SHUTE, MIHALY & WEINBERGER LLP 222-62032-125 Dec Legal Service 1,996.40 5809 02/25/26 --------------
Fund 222 Dept 125 Total 1,996.40
Fund 222 Dept 310 Planning DivisionHOUSING ENDOWM. AND REG. TRUST 222-62099-310 Heart Membership 359.00 5806 02/25/26 Dues Non-Profit FY25-26
HUMAN INVESTMENT PROJECT 222-62099-310 FY25-26 Mid-Year 7,500.00 5797 02/25/26 Funding -Affordable Housing
--------------
Fund 222 Dept 310 Total 7,859.00
--------------
Fund 222 Total 9,855.40
Fund 401 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 401-62032-125-VOTRBR Dec Legal Service 1,199.30 5809 02/25/26 --------------
Fund 401 Dept 125 Total 1,199.30
Fund 401 Dept 730 FacilitiesSTEPFORD 401-73011-730-ITUPTH Fiber Cabling Work 2,590.00 5807 02/25/26 - Town IT Upgrade
--------------
Fund 401 Dept 730 Total 2,590.00
--------------
Fund 401 Total 3,789.30
Fund 701 Dept 340 Customer DepositsSHUTE, MIHALY & WEINBERGER LLP 701-62033-340 Dec Legal Service 2,564.93 5809 02/25/26 --------------
Fund 701 Dept 340 Total 2,564.93
--------------
Fund 701 Total 2,564.93
25 --------------
**** Grand Total 120,899.22
* * * End of Report * * *
26 .
apapdinv2 mmagahiz Town of Portola Valley Page 1
11:24 02/19/26 Paid Invoices by Date
From: 02/25/2026 to 02/25/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 41 AT&T
02/25/26 5792 January Statement 309.85 62.18 000024765089 January Statement 185.49 000024765090January Statement 62.18 000024765091 Vendor: 80 CALPERS
5793 February UAL CLASSIC 43,460.69 13,579.75 100000018194308 February UAL PEPRA 400.17 100000018194318January Retirement- CLASSIC 10,324.89 100000018151889January Retirement- PEPRA 19,155.88 100000018151913 Vendor: 110 CITY OF FOSTER CITY
5794 CalOpps Job Posting 1,164.00 1,164.00 16767
Vendor: 121 SCA OF CA, LLC
5795 January Litter/Street Clean 2,095.00 2,095.00 CA25005580 Vendor: 203 GREEN HALO SYSTEMS
5796 Feb Hosting & Access 114.00 114.00 6325
Vendor: 217 HUMAN INVESTMENT PROJECT
5797 FY25-26 Mid-Year Funding -Affordable Housing 7,500.00 7,500.00 202600000001 Vendor: 218 MISSIONSQUARE RETIREMENT
5798 Deferred Comp - Feb 15, 2026 4,686.64 4,686.64 FEB-202615 Vendor: 234 J. W. ENTERPRISES
5799 Handicap Unit Rental & Services 546.88 315.44 271990 Handicap Unit Rental & Services 231.44 271991
Vendor: 295 LYNX TECHNOLOGIES INC
5800 GIS Professional Services in Jan 2026 675.00 675.00 10576 Vendor: 330 NAVIA BENEFIT SOLUTIONS
5801 Navia Benefit 02/15/2026 562.50 562.50 02152026
Vendor: 343 OPENGOV INC.
5802 Contractor License Verification 2/8/26-2/7/27 909.56 909.56 INV25187 Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
5803 Dental/Vision 2,026.10 2,026.10 MAR-2026
Vendor: 484 TYLER TECHNOLOGIES INC
5804 EnerGov Software Support & Maintenance 03/1/26 - 02/28/27 23,151.43 23,151.43 CI100-00251890 27 .
apapdinv2 mmagahiz Town of Portola Valley Page 2
11:24 02/19/26 Paid Invoices by Date
From: 02/25/2026 to 02/25/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 518 GOT GOPHERS?
5805 Town Fields Gopher Trapping- Dec & Jan 2026 525.00 525.00 98094 Vendor: 537 HOUSING ENDOWM. AND REG. TRUST
5806 Heart Membership Dues Non-Profit FY25-26 1,361.00 1,361.00 1157 Vendor: 860 STEPFORD
5807 Onsite - Jan 26 2,740.00 150.00 2606045
Fiber Cabling Work - Town IT Upgrade 2,590.00 2601079
Vendor: 914 UNITED MECHANICAL INC
5808 Preventative Maintenance HVACR Equipment DEC25 3,689.00 2,119.00 112240 Preventative Maintenance HVACR Equipment DEC25 1,570.00 112597 Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
5809 Dec Legal Service 21,094.94 21,094.94 DEC-25-SMW
Vendor: 1115 AARONS PUMPING INC.
5810 Towns Septic Pumping- Addi Labor Backed Up Sewage 3,000.00 600.00 22405140 Towns Septic Pumping 2,400.00 3325
Vendor: 1152 AMAZON CAPITAL SERVICES, INC
5811 Gorilla Guard Window Privacy Film 137.63 56.18 1VXF-3D31-CYGD Jenvita 100% Bamboo Compostable Napkins 81.45 1X9G-WCXG-PN11 Vendor: 1322 FEDERICA BELLI
5812 CPASS Refund Receipt # 044111740 150.00 150.00 044111740 Vendor: 1323 JULIE CRONIN
5813 CPASS Refund Receipt # 043931958 300.00 300.00 043931958 Vendor: 1324 PAMELA RITCHEY
5814 CPASS Refund Receipt # 044442109 300.00 300.00 044442109 Vendor: 1325 WENDI VANDERMEER
5815 CPASS Refund Receipt # 044114871 300.00 300.00 044114871 Vendor: 1326 MOLLY MCSHANE PARELL
5816 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-71 Check Date Totals 120,899.22
Grand Total 120,899.22
28 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Sarah Cawrse, Planning & Building Director
DATE: February 25, 2026
RE: Authorize the Mayor to Execute an Amendment to the Current Professional Consultant Services Agreement with Urban Planning Partners for the Housing Element Amendment

RECOMMENDATION
Staff recommends that the Council authorize the Mayor, by motion, to execute an Amendment to the current Professional Consultant Services Agreement with Urban Planning Partners for the Housing Element Amendment to:

Increase the compensation value from $62,270 to $107,668.50 Amend the scope of work as documented in Amendment Exhibit A

BACKGROUND
On July 23, 2025, the Town Council approved a contract with Urban Planning Partners to prepare an amendment to the Housing Element to remove the Dorothy Ford Park and Open Space from the Sites Inventory. The 50 units of Very Low-Income housing units identified for that site will be moved to three other housing sites. Other amendments to the Housing Element are included, as well as Zoning Code and General Plan amendments. The Agreement is provided in Attachment 1. Work related to the Housing Element Amendment continued through January 2026 to submit the Housing Element Amendment to HCD and more work is anticipated to be required based on potential HCD comments and finalizing materials for associated approval processes. This Amendment accommodates an expanded scope of work to provide consultant support through the certification and approval processes of the Housing Element Amendment.

DISCUSSION
This Town Council agenda item would authorize the Mayor to execute an Amendment to the current Professional Consultant Services with Urban Planning Partners for the Housing Element Amendment to:

Increase the compensation value from $62,270 to $107,668.5 Amend the scope of work as documented in Amendment Exhibit A The Amendment is provided in Attachment 2 for Council consideration.

FISCAL IMPACT
The increased compensation for this agreement is available in the Fiscal Year 2025-26 operating budget as amended by the Town Council on February 25, 2026.

ATTACHMENTS
29 1. Executed Agreement

2. Amendment with Exhibit A
30 31
32 33
34 35
36 37
38 39
40 41
42 43
44 AMENDMENT NO. 1 TO AGREEMENT FOR

PROFESSIONAL PLANNING CONSULTANT

SERVICES FOR THE HOUSING ELEMENT

AMENDMENT BETWEEN

TOWN OF PORTOLA VALLEY AND URBAN PLANNING

PARTNERS
This Amendment Number 1 (“Amendment”) is made and entered into this 25th day of February, 2026, with respect to the Agreement by and between the Town of Portola Valley (“Town”) and Urban Planning Partners (“Consultant”).

RECITALS
A. The Town and Consultant entered into the Agreement to provide professional planning consultant services for the Housing Element Amendment on July 23, 2025.

B. The Town and Consultant desire to further modify theAgreement.

NOW THEREFORE, in consideration of the mutual covenants, the Town and Consultant do hereby agree as follows:

1. Compensation. The compensation for services identified in Exhibit A is increased by $45,398 to an amended not to exceed amount of $107,668.5 for the entire Agreement.

2. Scope. The scope of services is expanded to include the services listed in Exhibit A.

3. Except as expressly modified herein, all other terms and covenants set forth in the Agreement shall remain the same and shall be in full force and effect.

IN WITNESS WHEREOF, the parties have executed this Amendment 1 as of the date set forth above.

TOWN OF PORTOLA VALLEY: URBAN PLANNING PARTNERS:

Craig Taylor, Mayor Date Curtis Banks Date
ATTEST:

Veronica Dao, Town Clerk
Exhibit A: Amended Scope of Services 45
January 15, 2026
Darcy Smith, Town Manager
Town of Portola Valley
Sent via email to: [email protected]
RE: PORTOLA VALLEY HOUSING ELEMENT UPDATE – CONTRACT MODIFICATION Dear Darcy,
This letter requests an amendment to increase the current not-to-exceed amount of our contract dated July 23, 2025, by an additional $45,398.50 to address both unanticipated effort to date and the remaining work required to complete the revised 6th Cycle Housing Element Update.

UNANTICIPATED LEVEL OF EFFORT (THROUGH DECEMBER 2025):
to account for additional work associated with preparation of the Draft Housing Element, which was released for public review on December 23, 2025. Formal submittal to the California Department of Housing and Community Development (HCD) is anticipated by the end of January 2026, following Planning Commission and Town Council hearings.

Due to a higher-than-anticipated number of coordination meetings, additional sites analysis, and updates to the Mixed-Use High Density Zoning District density requirement (increasing from 23 to 25 dwelling units per acre, per HCD direction), UPP exceeded the originally budgeted hours for the following tasks:
• Task 1 – Project Management and Coordination: $3,090
• Task 3 – Draft Housing Element, Land Use Element, Zoning Code Amendments:
$10,082.50
The total unanticipated level of effort through December 2025 is $13,172.50.

FUTURE LEVEL OF EFFORT (JANUARY 2026 – MID-2026):

To complete the revised 6th Cycle Housing Element Update, UPP requests an additional $32,136 (which includes a 20% contingency fee) for the following scope of work:
46 Darcy Smith
January 15, 2026

Task 1 – Project Management and Coordination
• Continued project management through anticipated Housing Element adoption in mid2026 (assuming one HCD review cycle). • Weekly standing coordination meetings with Town staff.

Task 3 – Draft Housing Element and Associated Implementation Items • Revisions to the draft Housing Element Amendment, draft Zoning Code Amendments and Map, and draft Comprehensive Plan Diagram based on Town staff direction.

Task 5 – Final Draft and Adoption
• While sufficient funds remain in Task 5 for preparation of the Final Draft and Adopted Housing Element, this amendment would also cover meeting packet support for one additional Planning Commission meeting and one additional Town Council meeting following receipt of HCD comments.

Budget
UPP requests a modification to increase the current not-to exceed fee by an additional $45,398.50, to cover the unanticipated level of effort through December 2025 and the future work needed to complete the revised 6th Cycle Housing Element Update by mid-2026 (see Table 1 below). A 20 percent contingency is also included.

Table 1 Contract Modification Fee Summary
Housing Element Update Amount
Overage through December 2025 $13,172.50
Future Level of Effort $26,870
20% Contingency $5,356
Housing Element Update Total $45,398.50
Approval of this Contract Modification would increase our fee as shown below.

Initial Maximum Budget $62,270
Contract Modification: $45,398.50
Maximum Budget with Increase: $107,668.5
All terms of our original contract would remain in effect. Please contact Curtis or Carla with any questions. We look forward to completing the Housing Element for the Town of Portola Valley. 47 Darcy Smith
January 15, 2026

Sincerely,
URBAN PLANNING PARTNERS, INC.

Curtis Banks Carla Violet

PROJECT DIRECTOR PROJECT MANAGER
[email protected] [email protected]
Attachment:

Contract Modification Budget Table
48 Darcy Smith
January 15, 2026

Contract Modification Budget Table
Curtis BanksProject DirectorCarla VioletProject ManagerPlanner/ Support Word Processing Hourly Rate: $250 $250 $160 $150
Task 1. Project Management and Coordination
12 - 20 - $ 6,200
12 - 20 - $ 6,200
Task 3. Draft Housing Element, Land Use Element, Zoning Code Amendments 6 - 12 6 $ 4,320
20 40 6 $ 12,300
26 - 52 12 $ 16,620
Task 5. Final Draft, Final Adoption
PC Packet Support (up to 1 meeting) 4 4 4 - $ 2,640
TC Packet Support (up to 1 meeting) 2 2 2 - $ 1,320
6 6 6 - $ 3,960

TOTAL LABOR ESTIMATE
hours 44 6 78 12
11,000 1,500 12,480 1,800 $ 26,780

RECOMMENDED CONTINGENCY
20% Contingency - May only be used as authorized by client $ 5,356 $ 32,136 Total
TASK 1 SUBTOTAL
TASK 3 SUBTOTAL
TASK 5 SUBTOTAL
Standing Team Calls w/Town (12 mtgs), Schedule Updates
#1 Revised Draft Housing Element to HCD, Zoning Code
Amendments, and Map and Comprehensive LU Map
Urban Planning Partners
#2 Revised Draft Housing Element to HCD, Zoning Code
Amendments, and Map and Comprehensive LU Map (If needed)

TOTAL ESTIMATED FEE WITH CONTINGENCY
49 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Sarah Cawrse, Planning & Building Director
DATE: February 25, 2026
RE: Authorize the Mayor to Execute an Amendment to the Current Software Services Agreement with OpenGov for Additional Services

RECOMMENDATION
Staff recommends that the Council, by motion, authorize the Mayor to execute an Amendment to the current Software Services Agreement with OpenGov for Additional Services to:

Add the Permitting & Licensing modules for $117,495.94
Amend the Master Services Agreement and add a scope of work for the Permitting & Licensing modules
Provide a new term for the Permitting & Licensing module from March 1, 2026 through June 30, 2027

BACKGROUND
In January 2020, the Town entered into a contract to implement OpenGov Financials (the Financial Management Module). OpenGov is a government-focused software provider offering cloud-based tools designed for public agencies. Its public service platform includes multiple modules that support agency operations. The Financial Management module provides core financial functions, including general ledger management, accounts payable and receivable, fixed asset tracking, and cash receipting. In 2024, the Town expanded its use of OpenGov by adding the Procurement & Contract Management module. The 2024 Executed Agreement is provided in Attachment 1.

Since 2021, the Town has also used EnerGov, another software provider, for permitting and licensing.

Although the Town had previously introduced and used EnerGov, the system was never fully implemented. To better support Town operations, staff has identified the need to fully implement a permitting and licensing solution that meets organizational needs and improves service delivery. After evaluating EnerGov and assessing the capabilities of the Town’s existing software, staff determined that transitioning from EnerGov to OpenGov—and adding the Permitting & Licensing module—would provide the greatest benefit. Using OpenGov across departments, with integrated financial and operational workflows, will help streamline processes, improve reporting, and increase transparency.

Staff and the Town Attorney negotiated the Amendment with OpenGov. The Amendment deletes the auto-renewal provision of the original 2024 Agreement. The Amendment also adds language to reflect OpenGov’s current privacy and data protection standards applicable to all customers and clarifies how OpenGov processes and safeguards Customer Data in compliance with applicable U.S. privacy laws.

DISCUSSION
This Town Council agenda item would authorize the Mayor to execute an Amendment to the current Software Services Agreement with OpenGov for Additional Services that will:
50 Add the Permitting & Licensing modules for $117,495.94. This amount includes the annual fees paid on March 1st and July 1st, 2026. It also includes the $49,860 in custom deployment from the OpenGov professional services team.

Amend the Master Services Agreement and add a scope of work for the Permitting & Licensing modules
Provide a new term for the Permitting & Licensing module from March 1, 2026 through June 30, 2027
The Amendment is provided in Attachment 2 for Council consideration.

FISCAL IMPACT
The increased compensation for this agreement is available in the Fiscal Year 2025-26 operating budget as amended by the Town Council on February 25, 2026.

ATTACHMENTS

1. Executed Agreement

2. Amendment
51 Docusign Envelope ID: 4A80492B-4874-4594-823D-180F580553D3 Sam Kramer
12/11/2024
SVP, Finance
52 OpenGov Master Services Agreement
The parties to this Master Services Agreement (this “Agreement”) are OpenGov, Inc., a Delaware corporation (“OpenGov”), and the customer named in the signature block below (“Customer”). This Agreement, which becomes binding when the parties have signed it (the “Effective Date”), sets forth the terms under which Customer will be permitted to use OpenGov’s hosted software services and receive professional services.

1. Definitions

1.1. “Customer Data” means data that is provided by Customer to OpenGov pursuant to this Agreement (for example, by email or through Customer’s software systems of record).

Customer Data does not include any confidential personally identifiable information.

1.2. “Documentation” means materials produced by OpenGov that provide information about OpenGov’s software products and systems.

1.3. “Intellectual Property Rights” means all intellectual property rights including all past, present, and future rights associated with works of authorship, including exclusive exploitation rights, copyrights, and moral rights, trademark and trade name rights and similar rights, trade secret rights, patent rights, and any other proprietary rights in intellectual property of every kind and nature.

1.4. “Order Form” means the document(s) separately executed by the parties or attached as an Exhibit, that specifies the Software Services that OpenGov will provide to Customer under this Agreement.

1.5. “Term” refers to the Initial Term defined in Section 6.1 plus all Renewal Terms defined in Section 6.2.

2. Software Services, Support, and Professional Services

2.1. Software Services. Subject to the terms and conditions of this Agreement, OpenGov will use commercially reasonable efforts to provide the commercial-off-the-shelf software solutions identified in the applicable Order Form (“Software Services”). Software Services do not include any pre-release features, functionality, and/or software that Customer elects to use while they are in beta.

2.2. Support and Service Levels. Customer support is available by email to [email protected] or by using the chat messaging functionality of the Software Services, both of which are available during OpenGov’s standard business hours.

Customer may report issues any time; however, OpenGov will address issues during business hours. OpenGov will provide support for the Software Services in accordance with the Support and Software Service Levels found at opengov.com/service-sla, as long as Customer is entitled to receive support under the applicable Order Form and this Agreement.
1 OpenGov Master Services Agreement Revised September 1, 2024 53 2.3. Professional Services

2.3.1. If OpenGov or its authorized independent contractors provides professional services to Customer, such as implementation services, then these professional services (“Professional Services”) will be described in an applicable statement of work (“SOW”) agreed to by the parties, which is incorporated by reference. Unless otherwise specified in the SOW, any pre-paid Professional Services must be utilized within one year from the Effective Date.

2.3.2. Relevant travel expenses are provided in the SOW. Any other travel expenses related to the performance of the Professional Services shall be pre-approved by and reimbursed by Customer.

3. Restrictions and Responsibilities

3.1. Restrictions. Customer may not use the Software Services in any manner or for any purpose other than as expressly permitted by the Agreement. In addition, Customer shall not, and shall not permit or enable any third party to: (a) use or access any of the Software Services to build a competitive product or service; (b) modify, disassemble, decompile, reverse engineer or otherwise make any derivative use of the Software Services (except to the extent applicable laws specifically prohibit such restriction); (c) sell, license, rent, lease, assign, distribute, display, host, disclose, outsource, copy or otherwise commercially exploit the Software Services; (d) perform or disclose any benchmarking or performance testing of the Software Services, including but not limited to load testing, or stress testing; (e) remove any proprietary notices included with the Software Services; (f) use the Software Services in violation of applicable law; or (g) transfer any confidential personally identifiable information to OpenGov or the Software Services platform.

3.2. Responsibilities. Customer shall be responsible for obtaining and maintaining computers and third-party software systems of record (such as Customer’s ERP systems) needed to connect to, access or otherwise use the Software Services. Customer also shall be responsible for: (a) ensuring that such equipment is compatible with the Software Services, (b) maintaining the security of such equipment, user accounts, passwords and files, and (c) all uses of Customer user accounts by any party other than OpenGov.

4. Intellectual Property Rights; License Grants; Access to Customer Data

4.1. Software Services. OpenGov owns all interests and Intellectual Property Rights in the Software Services. The look and feel of the Software Services, including any custom fonts, graphics and button icons, are the property of OpenGov. Customer may not copy, imitate, or use them, in whole or in part, without OpenGov’s prior written consent.

Subject to Customer’s obligations under this Agreement, OpenGov grants Customer a non-exclusive, royalty-free license during the Term to use the Software Services.

4.2. Customer Data. Customer Data and the Intellectual Property Rights therein belong to Customer. Customer grants OpenGov and its partners (such as hosting providers) a non-exclusive, royalty-free license to use, store, edit, and reformat Customer Data for 2 OpenGov Master Services Agreement Revised September 1, 2024 54 the purpose of providing the Software Services. Customer further agrees that OpenGov and its partners may use aggregated, anonymized Customer Data for purposes of product enhancement, customer service, and data analysis. Insights gleaned from aggregated, anonymized Customer Data will belong to OpenGov.

4.3. Access to Customer Data. Customer may download Customer Data from the Software Services at any time during the Term, excluding during routine software maintenance periods.

4.4. Deletion of Customer Data. Unless otherwise requested pursuant to this Section 4.4, upon the termination of this Agreement, Customer Data shall be deleted pursuant to OpenGov’s standard data deletion and retention practices, which is to delete Customer Data 45 days after termination or expiration of the Agreement. Upon written request, Customer may request deletion of Customer Data prior to the date of termination of this Agreement. Such a request must be addressed to “OpenGov Vice President, Customer Success” at OpenGov’s address for notice in Section 10.2.

4.5. Feedback. “Feedback” means suggestions, comments, improvements, ideas, or other feedback or materials regarding the Software Services provided by Customer to OpenGov, including feedback provided through online developer community forums.

Customer grants OpenGov a non-exclusive, royalty-free, irrevocable, perpetual, worldwide license to use and incorporate Feedback into the Software Services and Documentation. OpenGov will exclusively own any improvements or modifications to the Software Services and Documentation based on or derived from any of Customer’s Feedback including all Intellectual Property Rights in and to the improvements and modifications.

5. Confidentiality

5.1. “Confidential Information" means all confidential business, technical, and financial information of the disclosing party that is marked as “Confidential” or an equivalent designation or that should reasonably be understood to be confidential given the nature of the information and/or the circumstances surrounding the disclosure. OpenGov’s Confidential Information includes, without limitation, the software underlying the Software Services, and all Documentation.

5.2. Confidential Information does not include: (a) data that Customer has previously released to the public; (b) data that Customer would be required to release to the public upon request under applicable federal, state, or local public records laws; (c) Customer Data that Customer requests OpenGov make available to the public in conjunction with the Software Services; (d) information that becomes publicly known through no breach by either party; (e) information that was rightfully received by a party from a third party without restriction on use or disclosure; or (f) information independently developed by the Receiving Party without access to the Disclosing Party’s Confidential Information.

5.3. Each party agrees to obtain prior written consent before disclosing any of the other party's Confidential Information. Each party further agrees to use the other's 3 OpenGov Master Services Agreement Revised September 1, 2024 55 Confidential Information only in connection with this Agreement. Each party further agrees to protect the other party's Confidential Information using the measures that it employs with respect to its own Confidential Information of a similar nature, but in no event with less than reasonable care. If a party is required to disclose Confidential Information by law or court order, they must notify the other party in writing before making the disclosure to give the other party an opportunity to oppose or limit the disclosure.

6. Term and Termination

6.1. Initial Term. This Agreement begins on the Effective Date and ends on the date the subscription ends (“Initial Term”), according to the Order Form, unless sooner terminated pursuant to Section 6.3.

6.2. Renewal. This Agreement shall automatically renew for another period of the same duration as the Initial Term (each one is a new “Renewal Term”) unless either party notifies the other party of its intent not to renew this Agreement in writing no less than 30 days before the end of the then-current term.

6.3. Termination for Cause. If either party materially breaches any term of this Agreement and fails to cure such breach within 30 days after receiving written notice by the non-breaching party, the non-breaching party may terminate this Agreement.

6.4. Termination for Non-Appropriation. For any term after the first full year of this Agreement, Customer may terminate this Agreement if it does not appropriate funds to continue this Agreement in a future fiscal year by providing notice in writing no less than 30 days before the end of the then-current term. Such termination shall be effective upon the expiration of the then-current term. To invoke termination under this section, Customer must use good faith efforts to secure the appropriate funds for the next year’s fees.

6.5. Effect of Termination. Upon termination of this Agreement pursuant to Section 6: (a) Customer shall pay in full for all Software Services and Professional Services for the then-current annual term, (b) OpenGov shall stop providing Software Services and Professional Services to Customer; and (c) each party shall (at the other party’s option) return or delete any of the other party’s Confidential Information in its possession.

7. Payment of Fees

7.1. Fees; Invoicing; Payment; Expenses.

7.1.1. Fees. Fees for Software Services and for Professional Services are set forth in the applicable Order Form, and OpenGov will invoice Customer accordingly. Customer agrees to pay invoices within 30 days. Invoices are deemed received when OpenGov emails them to Customer’s designated billing contact. Obligations to pay fees are non-cancelable, and payments are non-refundable.

7.1.2. Annual Software Price Adjustment. OpenGov shall increase the fees for the Software Services during any Renewal Term by 5% each year or as otherwise agreed upon in the applicable renewal Order Form.
4 OpenGov Master Services Agreement Revised September 1, 2024 56 7.1.3. Travel Expenses. OpenGov will invoice Customer for travel expenses provided in the SOW or Order Form as they are incurred. Customer shall pay all such valid invoices within 30 days of receipt of invoice. Receipts shall be provided for the travel expenses listed on the invoice.

7.2. Consequences of Non-Payment. If Customer fails to make any payments required under any Order Form or SOW, then in addition to any other rights OpenGov may have under this Agreement or applicable law, (a) Customer will owe a late interest penalty of the maximum rate permitted by law and (b) If Customer’s account remains delinquent (with respect to payment of an undisputed invoice) for 10 days after receipt of a delinquency notice from OpenGov, which may be provided via email to Customer’s designated billing contact, OpenGov may temporarily suspend Customer’s access to the Software Service for up to 90 days to pursue good faith negotiations before pursuing termination in accordance with Section 6.3. Customer will continue to incur and owe all applicable fees irrespective of any such service suspension based on such Customer’s delinquency.

7.3. Taxes. All fees under this Agreement are exclusive of any applicable sales, value-added, use or other taxes (“Sales Taxes”). Customer is solely responsible for all Sales Taxes, not including taxes based solely on OpenGov’s net income. If any Sales Taxes related to the fees under this Agreement are found at any time to be payable, the amount may be billed by OpenGov to, and shall be paid by, Customer. If Customer fails to pay any Sales Taxes, then Customer will be liable for any related penalties or interest and will indemnify OpenGov for any liability or expense incurred in connection with such Sales Taxes. In the event Customer or the transactions contemplated by the Agreement are exempt from Sales Taxes, Customer agrees to provide OpenGov, as evidence of such tax-exempt status, proper exemption certificates or other documentation acceptable to OpenGov.

8. Representations and Warranties; Disclaimer

8.1. By OpenGov.

8.1.1. General Warranty. OpenGov represents and warrants that it has all right and authority necessary to enter into and perform this Agreement.

8.1.2. Professional Services Warranty. OpenGov further represents and warrants that the Professional Services, if any, will be performed in a professional and workmanlike manner in accordance with the related SOW and generally prevailing industry standards. For any breach of the Professional Services warranty, OpenGov will re-perform the applicable services. If OpenGov is unable to re-perform such work as warranted, Customer will be entitled to recover all fees paid to OpenGov for the deficient work. Customer must give written notice of any claim under this warranty to OpenGov within 90 days of the completion of Professional Services pursuant to the applicable SOW to receive such warranty remedies.

8.1.3. Software Services Warranty. OpenGov further represents and warrants that for the Term, the Software Services will perform in all material respects in accordance with the Documentation. The foregoing warranty does not apply to any Software Services 5 OpenGov Master Services Agreement Revised September 1, 2024 57 that have been used in a manner other than as set forth in this Agreement. OpenGov does not warrant that the Software Services will be uninterrupted or error-free.

Customer must give written notice of any claim under this warranty to OpenGov within 90 days of Customer discovering the defect. For any breach of the Software Services warranty, OpenGov will repair or replace any nonconforming Software Services so that the affected portion of the Software Services operates as warranted. If OpenGov is unable to do so, Customer may terminate the license for such Software Services and will be entitled to recover all fees paid to OpenGov for the deficient Software Services.

8.2. By Customer. Customer represents and warrants that (a) it has all right and authority necessary to enter into and perform this Agreement; and (b) OpenGov’s use of Customer Data pursuant to this Agreement will not infringe, violate or misappropriate the Intellectual Property Rights of any third party.

8.3. Disclaimer. OPENGOV DOES NOT WARRANT THAT THE SOFTWARE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES. EXCEPT AS SET FORTH IN THIS SECTION 8, THE SOFTWARE SERVICES ARE PROVIDED “AS IS”

AND OPENGOV DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,

INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

9. Limitation of Liability

9.1. By Type. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES,

REPRESENTATIVES, CONTRACTORS OR EMPLOYEES, SHALL BE RESPONSIBLE OR

LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS AGREEMENT UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER THEORY: (A) FOR ERROR OR

INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OF DATA OR COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B) FOR

ANY INDIRECT, EXEMPLARY, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES; OR (C) FOR ANY MATTER BEYOND A PARTY’S REASONABLE CONTROL, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE.

9.2. By Amount. IN NO EVENT SHALL EITHER PARTY’S AGGREGATE, CUMULATIVE LIABILITY

FOR ANY CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS AGREEMENT

EXCEED THE FEES PAID BY CUSTOMER TO OPENGOV FOR THE SOFTWARE SERVICES UNDER THIS AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY.

9.3. Limitation of Liability Exclusions. The limitations of liability set forth in Sections 9.1 and

9.2 above do not apply to, and each party accepts liability to the other for: (a) claims based on either party’s intentional breach of its obligations set forth in Section 5 (Confidentiality), (b) claims arising out of fraud or willful misconduct by either party and (c) either party’s infringement of the other party’s Intellectual Property Rights. 6 OpenGov Master Services Agreement Revised September 1, 2024 58 9.4. No Limitation of Liability by Law. Because some jurisdictions do not allow liability or damages to be limited to the extent set forth above, some of the above limitations may not apply to Customer.

10. Miscellaneous

10.1. Logo Use. OpenGov shall have the right to use and display Customer’s logos and trade names for marketing and promotional purposes in OpenGov’s website and marketing materials, subject to Customer’s trademark usage guidelines provided to OpenGov.

10.2. Notice. Ordinary day-to-day operational communications may be conducted by email, live chat or telephone. For notices required by the Agreement the parties must communicate more formally in a writing sent via USPS certified mail and via email.

OpenGov’s addresses for notice are: [email protected] with a mailed copy to OpenGov, Inc., 660 3rd Street, Suite 100, San Francisco, CA 94107.

10.3. Anti-corruption. Neither OpenGov nor any of its employees or agents has offered or provided any illegal or improper payment, gift, or transfer of value in connection with this Agreement. The parties will promptly notify each other if they become aware of any violation of any applicable anti-corruption laws in connection with this Agreement.

10.4. Injunctive Relief. The parties acknowledge that any breach of the confidentiality provisions or the unauthorized use of a party’s intellectual property may result in serious and irreparable injury to the aggrieved party for which damages may not adequately compensate the aggrieved party. The parties agree, therefore, that, in addition to any other remedy that the aggrieved party may have, it shall be entitled to seek equitable injunctive relief without being required to post a bond or other surety or to prove either actual damages or that damages would be an inadequate remedy.

10.5. Force Majeure. Neither party shall be held responsible or liable for any losses arising out of any delay or failure in performance of any part of this Agreement, other than payment obligations, due to any act of god, act of governmental authority, or due to war, riot, labor difficulty, failure of performance by any third-party service, utilities, or equipment provider, or any other cause beyond the reasonable control of the party delayed or prevented from performing.

10.6. Severability; Waiver. If any provision of this Agreement is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that this Agreement will otherwise remain in full force and effect and enforceable. Any express waiver or failure to exercise promptly any right under this Agreement will not create a continuing waiver or any expectation of non-enforcement.

10.7. Survival. The following sections of this Agreement shall survive termination: Section 5 (Confidentiality), Section 7 (Payment of Fees), Section 4.4 (Deletion of Customer Data), Section 8.3 (Warranty Disclaimer), Section 9 (Limitation of Liability) and Section 10 (Miscellaneous).

10.8. Assignment. There are no third-party beneficiaries to this Agreement. Except as set forth in this Section 10.8, neither party may assign, delegate, or otherwise transfer this 7 OpenGov Master Services Agreement Revised September 1, 2024 59 Agreement or any of its rights or obligations to a third party without the other party's written consent, which consent may not be unreasonably withheld, conditioned, or delayed. Either party may assign, without such consent but upon written notice, its rights and obligations under this Agreement to its corporate affiliate or to any entity that acquires all or substantially all of its capital stock or its assets related to this Agreement, through purchase, merger, consolidation, or otherwise. Any other attempted assignment shall be void. This Agreement will benefit and bind permitted assigns and successors.

10.9. Independent Contractors. This Agreement does not create an agency, partnership, joint venture, or employment relationship, and neither party has any authority to bind the other.

10.10. Governing Law and Jurisdiction. This Agreement will be governed by the laws of Customer’s jurisdiction, without regard to conflict of laws principles. The parties submit to personal jurisdiction and venue in the courts of Customer’s jurisdiction.

10.11. Complete Agreement. OpenGov has made no other promises or representations to Customer other than those contained in this Agreement. Any additional or different terms in a purchase order or click-through agreement are expressly rejected by the Parties and are void. Any modification to this Agreement must be in writing and signed by an authorized representative of each party.
8 OpenGov Master Services Agreement Revised September 1, 2024 60 Amendment 1 to the
OpenGov Master Services Agreement
with the Town of Portola Valley, CA
This Amendment 1 (“Amendment”) is effective as of the date of the last signature below and is made to amend the OpenGov Master Services Agreement by and between OpenGov, Inc. (“OpenGov”) and the Town of Portola Valley, CA (“Customer”) dated December 11, 2024 (“Agreement”).

1. Definitions. Capitalized words and terms used but not defined in this Amendment, shall have the meanings ascribed to them in the Agreement.

2. Amendments. The Agreement is hereby amended as follows:

2.1. Order Form: The attached Order Form (“Exhibit A”) shall add scope to the Agreement from the date this Amendment is effective forward.

2.2. Data Processing Addendum. A new Section 3.3 is hereby added to the Agreement and shall read as follows:
“To the extent OpenGov processes any Customer Data that contains personal information, personally identifiable information, or sensitive personal information on behalf of Customer in the course of providing the Software Services and Professional Services under this Agreement, the parties agree to comply with the terms of the Data Processing Addendum, located at https://opengov.com/data-processing-addendum, which is incorporated into this Agreement by reference.”

2.3. Section 6.2. Renewal shall be replaced with the following:
“Renewal. Unless the parties enter into a new Order Form to renew the Agreement for an additional period of no less than one year (“Renewal Term”), this Agreement shall terminate at the end of the applicable initial term or Renewal Term.”

3. Legal Effect. Except as expressly amended or modified by this Amendment, all other terms of the Agreement shall remain unchanged and in full force in effect.

4. Conflict. In the event of any conflict between the main body of the Agreement and this Amendment, this Amendment will control.

5. Counterparts. This Amendment may be signed in any number of counterparts, each of which when executed and delivered shall be deemed to be an original but all of which taken together shall constitute one and the same agreement.

Portola Valley, CA OpenGov, Inc.

Signature ___________________________ Signature ___________________________ Name ___________________________ Name ___________________________ Title ___________________________ Title ___________________________ Date ___________________________ Date ___________________________ 61 OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
Order Form Number: Q-14639 Prepared By: Artie Hazelton
Created On: 02/18/2026 Email: [email protected]
Order Form Expiration: 02/28/2026 Contract Term: 16 Months Subscription Start Date: 03/01/2026
Subscription End Date: 06/30/2027
Customer Information:

Customer: Town of Portola Valley, CA Contact Name: Darcy Smith Bill To/Ship To: 765 Portola Rd. Email: [email protected] Portola Valley Town,
California
Phone: (650) 851-1700
94028
United States
Order Details:

Billing Frequency: Prepaid
Payment Terms: Net 30 Days
SOFTWARE SERVICES:

Product Name Start Date End Date Annual Fee
Autofill Interface 03/01/2026 06/30/2026 $773.96
Bluebeam Integration 03/01/2026 06/30/2026 $773.75
Contractor License Verification 03/01/2026 06/30/2026 $613.98 Document Management Interface 03/01/2026 06/30/2026 $921.17 Permitting and Licensing - Community
Development Without Fire Bundle 03/01/2026 06/30/2026 $8,870.33 Permitting and Licensing - Public Works Permits
Additional Service Area 03/01/2026 06/30/2026 $4,344.64 Autofill Interface 07/01/2026 06/30/2027 $2,437.96

EXHIBIT A
62 Bluebeam Integration 07/01/2026 06/30/2027 $2,437.32 Contractor License Verification 07/01/2026 06/30/2027 $1,934.04 Document Management Interface 07/01/2026 06/30/2027 $2,901.69 Permitting and Licensing - Community
Development Without Fire Bundle 07/01/2026 06/30/2027 $27,941.49 Permitting and Licensing - Public Works Permits
Additional Service Area 07/01/2026 06/30/2027 $13,685.61 PROFESSIONAL SERVICES:

Product Name Start Date Description Fee
Professional Services
Deployment - Prepaid 03/01/2026 Custom Deployment from OpenGov Professional Services team. Scope-dependent. $49,860.00 Professional Services Total: $49,860.00
Customer Billing/Service Periods:

Period: Total:
03/01/2026 $66,157.83
07/01/2026 $51,338.11
Order Form Legal Terms:

Fees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice.

By signing this Agreement, Customer acknowledges that it has reviewed, and agrees to be legally bound by the Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the exclusion of all other terms.
63 Statement of Work
Town of Portola Valley, CA
Creation Date: 02/10/2026
SoW Expiration Date:05/11/2026
Document Number: PS-10920.1
Created by: Josh Volpert
PS-10920.1
1 64
Table of Contents
OpenGov Statement of Work 3

1. Project Scope and Understanding 3

2. Exhibits 3

3. OpenGov Responsibilities 3

4. Customer Responsibilities 3

5. Project Delivery 4

6. Estimated Schedule 4

7. Acceptance Procedure 4

8. Modifications 4

9. Communication and Escalation Procedure 5
Exhibit 1: Implementation Activities 6
OpenGov Implementation Methodology Overview 6
Permitting & Licensing 6
Initiate 6
Validate 7
Configure 7
Train 10
Launch 11
Reporting Enablement 11
Exhibit 2: Technical Requirements 12
Permitting & Licensing Technical Requirements 12
PS-10920.1
2 65
OpenGov Statement of Work

1. Project Scope and Understanding
This Statement of Work (“SOW”) outlines the Professional Services OpenGov will provide to the Town of Portola Valley, CA (“Customer”) under the applicable Order Form. Professional Services or technical requirements not listed in this SOW are out of scope.

2. Exhibits
The following exhibits are incorporated by reference and are part of this SOW:

2.1. Exhibit 1: Implementation Activities

2.1.1. Permitting & Licensing

2.2. Exhibit 2: Technical Requirements

2.2.1. Permitting & Licensing

3. OpenGov Responsibilities
OpenGov will provide a framework for planning, communication, progress tracking, and coordination for activities in Exhibit 1. In collaboration with Customer, OpenGov will develop and maintain the Project Plan. The “Project Plan” is a detailed, living document that defines how the project will be executed, including tasks, timelines, milestones, and team assignments. OpenGov will monitor progress against the Project Plan, coordinate adjustments to tasks and schedules as needed, and conduct status meetings as agreed to by the parties. OpenGov will provide weekly status reports, a Project Charter, and a RAID register (Risks, Actions, Issues, and Decisions). The “Project Charter” is a high-level document outlining the project’s purpose, goals, key stakeholders, success criteria, and major milestones.

4. Customer Responsibilities
The Customer will appoint a primary point of contact with authority to make binding decisions (“Customer’s Project Manager”). This person will coordinate internal resources, assign subject matter experts (“SMEs”), and oversee implementation.

Responsibilities include attending status meetings, making timely decisions, providing requested information, escalating issues internally, and collaborating on the Project Plan and Change Order process, if applicable.

Customer acknowledges that the success of this project is contingent on its full participation. Customer must provide data within ten (10) business days of a request, maintain consistent data formats and access throughout the project, and allocate the necessary Customer resources and time to support deliverables and meet agreed-upon timelines.

PS-10920.1
3 66

5. Project Delivery
OpenGov will perform services under this SOW remotely. OpenGov may use a combination of OpenGov personnel and OpenGov-trained implementation partners to deliver the services described in this SOW.

6. Estimated Schedule
The specific timeline, including order of delivery of the suite(s), will be determined during the project planning activities in the Initiate Phase. Services are estimated to begin within two (2) weeks and no later than four (4) weeks from contract signature. OpenGov reserves the right to adjust the schedule based on the availability of Customer or OpenGov resources, and the timeliness of deliverables provided by the Customer.

7. Acceptance Procedure
OpenGov will submit completed deliverables to the Customer’s Project Manager for review. Within five (5) business days of receipt, the Customer’s Project Manager will either provide written acceptance or a list of requested revisions. In the event there are requested revisions, the subsequent review period for acceptance will follow the same timeline until final acceptance. If Customer does not respond within this period, the deliverable will be deemed accepted. Once a deliverable is accepted, any requested changes will require a paid Change Order.

Acceptance milestones and review timelines will be tracked in the Project Plan.

Both parties acknowledge that delays in task completion or unresolved issues may impact the project timeline. If OpenGov determines in good faith that Customer is not fulfilling its responsibilities under this SOW, OpenGov may place services on hold following a minimum of five (5) business days’ written notice. The notice will specify the actions needed to progress the project. During the hold period, OpenGov may reallocate resources without penalty and will not be responsible for resulting delays.

8. Modifications
The fees and estimated timeline are based on the scope and assumptions in this SOW. If either party determines that a change to the scope is necessary, the parties will collaborate to define the required modification, which may result in fee adjustments based on OpenGov’s standard rates. All modifications must be documented in a written Change Order and signed by both parties (“Change Order”) .

PS-10920.1
4 67
Examples of changes include revisions to the project timeline, deliverables, or resource allocation.

9. Communication and Escalation Procedure
OpenGov and Customer agree to maintain regular communication in alignment with the Project Plan to ensure progress, resolve questions promptly, and minimize risk.

Both parties will raise any issues or concerns in a timely manner. If challenges are not resolved through standard project discussions, Customer and OpenGov Project Managers will escalate to their respective executive leadership teams to jointly determine a resolution and align on a path to successful implementation.

PS-10920.1
5 68
Exhibit 1: Implementation Activities
OpenGov Implementation Methodology Overview
Every OpenGov implementation follows a standardized five-phase methodology designed to ensure a structured and collaborative deployment. The phases are:

1. Initiate – OpenGov provisions access and performs initial system setup.

2. Validate – OpenGov works with the Customer to confirm requirements and review initial configurations.

3. Configure – OpenGov completes system configuration as outlined in this SOW.

4. Train – OpenGov provides training to system administrators and/or end users, as applicable.

5. Launch – OpenGov provides post-go-live support and transitions the Customer to OpenGov’s Customer Success Team.

Each implementation is structured around these phases. Deliverables, sign-offs, and completion criteria are aligned to the relevant phase.

Permitting & Licensing
Use Cases for Permitting & Licensing:
● Building Permits & Inspectional Services
● Planning and Zoning Approvals
● Code Enforcement
Initiate
Provisioning Permitting & Licensing Platform
PS-10920.1
6 69
OpenGov will:
● OpenGov will provision Customer’s OpenGov entity and verify Customer has access to all purchased modules.

Customer will:
● Confirm access to entity and modules.

Completion Criteria
● Customer verifies access to the site.

Data Initiation
OpenGov will:
● Provide the needed data and format to the customer.
● Discuss data needs for the foundational initiation of the software. ● Assign a Project Manager once the data has been collected.

Customer will:
● Provide the required data in a timely manner.

Completion Criteria
● Customer sign-off that the Integrations are complete and the data is being captured as planned.

Validate
Technical Project Review
OpenGov will:
● Provide up to one (1) one-hour working sessions at the beginning of the project to:
o Review deliverables
o Review technical requirements
o Provide documentation on requirements and processes
OpenGov Assumptions:
● Customer will provide relevant data within two (2) weeks immediately following the kick-off meeting.

Customer will:
● Identify relevant participants for attendance.
● Confirm deliverables.
● Gather and provide relevant data for the project.

Completion Criteria
● Customer sign-off on project plan.

Configure
Record Types Deliverables
PS-10920.1
7 70
OpenGov will configure the following standard record types, including sub-types, drafts of Customer’s record types in the Permitting & Licensing system including Form, Workflow, Output Document and Fees:

Building and Inspectional Services Service Area
Up to one (1) record types from the following list:
● Building Permit
Planning and Zoning Service Area
Up to one (1) record types from the following list:
● Zoning Permit Application
Code Enforcement Service Area
Up to two (2) record types from the following list:
● Submit Complaint
● Notice of Violation
Customer will:
● Attend working sessions to validate, review, and iterate upon draft records. ● Test all configured record types
Completion Criteria
● Customer sign-off that the Record Types have been configured. Sign-off will occur with each completed Record Type.

Data Deliverables
Master Address Table (MAT) Integration
OpenGov will:
● Provide a template file to be utilized by the Customer to populate MAT information. ● Import the completed template file and validate against the completed template file.

Customer will:
● Populate and validate the MAT template.

Completion Criteria
● Customer sign-off that the Master Address Table has been configured.

ESRI ArcGIS Server Integration
OpenGov will:
● Integrate with the Customer’s ArcGIS public API endpoint.

Completion Criteria
● Customer sign-off on the ESRI Integration.

GIS Flag Integration
OpenGov will:
● Provide a template file to be utilized by the Customer to populate GIS Flag information. ● Import the populated template file after acceptance.
● Enable the GIS Flag Integration.

PS-10920.1
8 71
Customer will:
● Populate and validate the flag template file.

Completion Criteria
● Customer sign-off on the GIS Flag Integration.

Accounting and Finance Export
OpenGov will:
● Provide an export of financial data, based on the Customer’s provided format, to the Customer’s FTPS as often as nightly.

Customer will:
● Agree upon specifications prior to export.

Completion Criteria
● Customer sign-off on the Accounting and Finance Export.

Autofill Integration
OpenGov will:
● Provide up to two (2) Autofills, using source data from OpenGov or provided by the Customer.

Customer will:
● Provide the source data, if applicable.
● Agree upon specifications prior to upload.

Completion Criteria
● Customer sign-off on the Autofill Integration.

State Contractor Integration
OpenGov will:
● Integrate with the California licensed professional dataset for use within OpenGov.

Completion Criteria
● Customer sign-off on the State Contractor Integration.

Bluebeam Studio Prime Integration
OpenGov will:
● Enable Bluebeam Studio Prime integration
● Provide instructions on how to connect Bluebeam Studio Prime.

Customer will:
● Provide Bluebeam Studio prime license(s).
● Handle licensing and training with Bluebeam directly.

Completion Criteria
● Customer sign-off on the Bluebeam Integration.

Single Sign On (SSO) Integration
OpenGov will:
● Provide the SSO enablement form.
● Implement identity provider initiated SSO for Microsoft ADFS, Microsoft Azure AD, or Okta.

Customer will:
● Complete the SSO enablement form.

PS-10920.1
9 72
● Provide the information from the identity provided required to establish SAML or HTTPS certification and add OpenGov as a new application in the identity provider.

Completion Criteria
● Customer sign-off on the SSO Integration.

Document Management Access
OpenGov will:
● Provide the ability for Customer to export from OpenGov and import into a third-party document management system including: listing of file names and file paths of all submitted forms, issued documents, record attachments, and record and location metadata.
● Documents will be accessible in OpenGov’s Document Management Interface for 365 days from the time they are created. The Document Management Interface only provides access to documents created after the interface is enabled.

Customer will:
● Import data into the third-party system
Completion Criteria
● Customer sign-off that the Document Management Access has been provided.

Stripe
OpenGov will:
● Enable the Stripe Pluggable Payment Integration within the OpenGov’s Permitting and Licensing module
● Configure Stripe settings for the Permitting and Licensing module Customer will:
● Customer sign-off on the stripe Integration.

Assumptions
● Stripe is the only pluggable payment provider supported natively within the standard OpenGov platform and included within this Scope of Work. ● All other third-party payment providers or pluggable payment integrations are expressly excluded from this Scope of Work. Any request to assess or implement alternative payment providers will require a separate feasibility evaluation and, if feasible, shall only proceed under a mutually executed Change Order that reflects revised scope, timeline, and cost.

Train
Administrator Training
OpenGov will:
● Provide up to twelve (12) hours of Permitting & Licensing system administrator training to enable system administrators on the following topics:
○ Setting up the public portal
○ Employee app settings
○ Creating and editing record types
PS-10920.1
10 73
○ Managing Forms
○ Editing Documents
○ Creating Workflows
○ Setting up Inspections
○ Reporting & Transparency
■ Download and upload data
■ How to create reports and dashboards
○ Mobile app
Customer will:
● Identify the relevant participants to attend each training session.

Completion Criteria
● Administrator Training has been conducted.

End User Training
OpenGov will:
● Provide up to twelve (12) hours of end-user trainings designed for Plan Review, Inspectors, Finance Staff, etc. to cover the following topics:
○ Navigation of the system
○ Manage inbox and tasks
○ Take payments
○ Conduct inspections
○ Create records
○ Mobile app
Customer will:
● Identify the relevant participants to attend each training session.

Completion Criteria
● End User Training has been conducted.

Launch
HyperAdopt
OpenGov will:
● Provide up to eight (8) hours of HyperAdopt support from the OpenGov Project Team post Go-Live to ensure successful adoption.

Customer will:
● Identify issues and attend sessions
Completion Criteria
● Customer sign-off that the project has been completed.

Reporting Enablement
Administrator Training
PS-10920.1
11 74
OpenGov will:
● Provide up to five (5) - two (2) hour sessions of Permitting & Licensing system administrator training to enable system administrators on the following topics:
○ Creating dashboards and reports
○ Working through configuration updates
● Provide up to five (5) - two (2) hour sessions of Financial Management system administrator training to enable system administrators on the following topics:
○ Importing and exporting data from financials
○ Creating dashboards and reports
PS-10920.1
12 75
Exhibit 2: Technical Requirements
Permitting & Licensing Technical Requirements
Master Address Table
● All addresses must have a unique ID
● Flat file, .csv, .xls, .xlsx, .txt with headers
● Parcels and address points recommended
● Recommended source data: Esri GIS, Alternative source options include: Assessor’s database, E911
ESRI ArcGIS
● A single publicly-accessible secure ESRI REST API URL ArcGIS Flags
● Polygon Layer(s) via ESRI REST API URL, Polylines and points are not supported ● Flags will be populated via the same Publicly-accessible secure ESRI REST API URL as provided for the ESRI ArcGIS integration.

Financial and Record Exports
● Required format (columns) and sample document
Autofills using Customer source data
● Flat file, .csv, .xls, .xlsx, .txt with headers
Bluebeam Studio Prime
● Bluebeam Studio Prime license(s)
Current application forms, workflows, fee structures, and output documents ● PDF, Word, .csv, .xls, .xlsx with headers
Document Management Access
● ODBC access to a Microsoft SQL Server Database view or .csv file FTPS SSO
● SAML or HTTPS certificate, Whitelist OpenGov in Customer VPN or firewall PS-10920.1
13 76

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: February 25, 2026
RE: Appoint Vivek Ragavan to Wildfire Preparedness Committee

RECOMMENDATION
Staff recommends that the Town Council consider and appoint Vivek Ragavan to the Wildfire Preparedness Committee.

DISCUSSION
The Wildfire Preparedness Committee currently has two vacancies with the expansion of their membership. The committee received one application which was shared with the Chair and Mayor.

After discussion with the Mayor, the Chair recommends appointing Vivek Ragavan.

FISCAL IMPACT
There is no fiscal impact associated.

ATTACHMENTS

1. Committee Application
77 78
______________________________________________________________________________________ TO: Mayor and the Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: February 25, 2026
RE: Consider Adoption of a Resolution Amending the Adopted Fiscal Year 2025-26 Budget

RECOMMENDATION
Staff recommends that the Council adopt one of two resolutions amending the adopted Fiscal Year 2025-26 Budget.

BACKGROUND
This is a carry-over item from the February 11, 2026, meeting.

On February 11, 2026, the Town Council received a mid-year budget update and approved the following changes in revenue appropriations.

1. Grants Fund decrease of ($36K).

2. Park In-lieu Fund increase of $15K.

3. Inclusion In-lieu Fund increase of $111K.

4. Customer Deposits Fund increase of $425K.

The Council also approved the following changes in expenditure appropriations.

1. General Fund increase of $48K.

2. Grants Fund decrease of ($36K).

3. Open Space Fund increase of $10K.

4. Park In-lieu Fund increase of $15K.

5. Inclusion In-lieu Fund increase of $131K.

6. Customer Deposits Fund increase of $425K.

Council direction was sought on two projects, the Ford Field Bathroom Feasibility Study and the Town Courts Resurfacing Project. The Town Courts Resurfacing Project was funded out of the Park In-lieu fund in the adopted budget, and the Ford Field Bathroom was deferred to Fiscal Year 2026-27. After the adoption of the budget, concern arose around the availability of the grant funds from the State of California for the bathroom that need to be expended by January 2028. The Town Council directed staff to fund the

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
79

Mid-Year Budget
Review
Ford Field Bathroom Study from Park In-lieu funds and remaining budget from the Parks and Rec Committee’s General Fund appropriation and request fundraising assistance from PV Fund for the Town Courts Resurfacing Project.

There was additional discussion on a CIP project that staff recommended deferring to Fiscal Year 2026-27 due to one initial quote that was obtained informally being significantly higher than what was appropriated. The Storm Drain Assessment Project is recommended by staff to provide a comprehensive assessment of the current condition and performance of the Town’s stormwater drainage system. The assessment would have included a complete inspection of the stormwater drainage system and identify deficiencies in the system such as blockages, debris buildup, capacity constraints, and damage that could obstruct water flow and cause flooding. The Assessment would also include the development of a rainfall-runoff model which contains the portions of the storm drain system that provide essential conveyance for storm runoff. It will identify recommended storm drain system capital improvements and maintenance and the specific costs associated with these, both one-time and ongoing. This information would be used to develop a long-term Storm Water Master Plan, with prioritization on specific improvements and maintenance for risk reduction.

The initial quote the Town received from the current Town engineering consulting firm CSG was an estimated $300 thousand to complete this assessment. A scope of work has not been developed, and a formal RFP has not been issued for the project. It is estimated that the RFP process will take several months, and the work may not be completed until late 2026 or early 2027. Council discussion centered around using the available funds in the General Fund Capital Projects Fund or identifying other funds that could be used to offset the $300 thousand estimate. The Gas Tax fund was suggested; however, further research has determined that the use of Gas Tax funds for this purpose is not specifically identified as an allowable use. Gas Tax funds can be used to repair culverts, and storm drains that are adjacent to any road, or within the right-of-way. Gas Tax funds can also be used for engineering; however, the activity must be linked to a transportation project such as street resurfacing.

Further discussion and direction are needed to determine if this project should be funded during the mid-year, or as part of the Fiscal Year 2026-27 budget. Concerns include the remaining balance of the Capital Projects Fund should there be an emergency, availability of staff resources, and timing of when the project will commence.

Included in this report are two resolutions. Resolution 1 includes all the approved changes in appropriation except for the Storm Drain Assessment Project. The following table illustrates the changes in appropriation by funds. 80

Mid-Year Budget
Review
Resolution 2 includes the storm drain assessment project being funded by the General Fund Capital Projects Fund as illustrated in the following table.

Attachments

1. Resolution 1 without Storm Drain Assessment

2. Resolution 2 with Storm Drain Assessment
Revenues Expenses Variance
Adopted Budget 11,802,733 10,780,694 1,022,039
Changes in Appropriation
101 - General Fund - 47,934 (47,934)
201 - Grants (35,973) (35,973) -
204 - Open Space - 10,000 (10,000)
206 - Gas Tax (70,000) - (70,000)
221 - Park In-lieu 15,000 15,000 -
222 - inclusion In-lieu 230,000 130,900 99,100
501-505 - RMD 30,656 123,203 (92,547)
701 - Customer Deposits 425,000 425,000 -
Total Changes in Appropriation 594,683 716,064 (121,381) Mid-Year Budget 12,397,416 11,496,758 900,658
Schedule of Changes in Appropriation for Mid-Year
Revenues Expenses Variance
Adopted Budget 11,802,733 10,780,694 1,022,039
Changes in Appropriation
101 - General Fund - 47,934 (47,934)
201 - Grants (35,973) (35,973) -
204 - Open Space - 10,000 (10,000)
206 - Gas Tax (70,000) - (70,000)
221 - Park In-lieu 15,000 15,000 -
222 - inclusion In-lieu 230,000 130,900 99,100
401 - Capital Projects 300,000 300,000 -
501-505 - RMD 30,656 123,203 (92,547)
701 - Customer Deposits 425,000 425,000 -
Total Changes in Appropriation 894,683 1,016,064 (121,381) Mid-Year Budget 12,697,416 11,796,758 900,658
Schedule of Changes in Appropriation for Mid-Year
81 RESOLUTION NO. XXXX-2026

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN

OF PORTOLA VALLEY AMENDING THE OPERATING
AND CAPITAL BUDGET FOR FISCAL YEAR 2025-26
WHEREAS, the Town Council adopted the proposed operating and capital budget on June 25, 2025.,
WHEREAS, the Finance Director presented the Mid-Year Budget update to the Town Council and proposed additional appropriations on February 11, 2026 NOW, THEREFORE, the Town Council of the Town of Portola Valley does RESOLVE the following:

1. To amend the Town's Fiscal Year 2025-26 operating and capital budgets, overall reflecting the following:
a. Projected revenues: $12,397,416
b. Projected expenditures & transfers: $11,496,758

2. The amount of the 2025-2026 Fiscal Year operating and capital budget for each account area of the budget may be drawn upon in the form of warrants issued for payment of demands and certified in accordance with the provisions of the California Government Code Sections 37208 and 37209.

3. The Town Manager shall periodically report to the Town Council the amount and classification of revenues received and expenditures made.

4. A copy of the adopted budget shall be kept on file with the Town Clerk of the Town of Portola Valley, as the official budget of the Town of Portola Valley for the 2025-2026 Fiscal Year.

PASSED AND ADOPTED this 25th day of February, 2026.

AYES:

NOES:

ABSENT:

ABSTAIN:

By: __________________________
Craig Taylor, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk
82 RESOLUTION NO. XXXX-2026

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN

OF PORTOLA VALLEY AMENDING THE OPERATING
AND CAPITAL BUDGET FOR FISCAL YEAR 2025-26
WHEREAS, the Town Council adopted the proposed operating and capital budget on June 25, 2025.,
WHEREAS, the Finance Director presented the Mid-Year Budget update to the Town Council and proposed additional appropriations on February 11, 2026 NOW, THEREFORE, the Town Council of the Town of Portola Valley does RESOLVE the following:

1. To amend the Town's Fiscal Year 2025-26 operating and capital budgets, overall reflecting the following:
a. Projected revenues: $12,697,416
b. Projected expenditures & transfers: $11,796,758

2. The amount of the 2025-2026 Fiscal Year operating and capital budget for each account area of the budget may be drawn upon in the form of warrants issued for payment of demands and certified in accordance with the provisions of the California Government Code Sections 37208 and 37209.

3. The Town Manager shall periodically report to the Town Council the amount and classification of revenues received and expenditures made.

4. A copy of the adopted budget shall be kept on file with the Town Clerk of the Town of Portola Valley, as the official budget of the Town of Portola Valley for the 2025-2026 Fiscal Year.

PASSED AND ADOPTED this 25th day of February 2026.

AYES:

NOES:

ABSENT:

ABSTAIN:

By: __________________________
Craig Taylor, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk
83 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Vice Mayor Mary Hufty
DATE: February 25, 2026
RE: 2/09/26 Geological Safety Committee Liaison Memo

BACKGROUND
OVERVIEW: great and talented committee. Thank you volunteers! Zoom remains difficult.

Work Plan for 2026 approved 1/12/26 and being reviewed today under new business for TC presentation. Are guidelines for rebuilding part of their purview? Make geologic awareness part of the process of rebuilding.

New member Simon Klemperer PhD is continuing his Stanford associated seismic geotechnical research at Hawthorne’s and Spring Ridge and has joined Woodside’s parallel committee giving this committee a powerful collaborative vantage and keeping our town informed and as safe as possible.

Complex data is being evaluated Greenstones and serpentinites distribution, contacts and boundaries indicate older faults (versus younger more significant faults). We should not wait for this data.

Suggested that a brief meeting with chair and vice chair with Darcy Smith and Sarah Cawrse to discuss solidifying the seismic data available to the town but need to use the data that is available. For example, USGS has a fault on Hawthorns but the town does not. The criteria that John Wallace and Cotton Shire use for the Town map may be more accurate than USGS map because it incorporates resident mapping. Town maps are pdf not actively linked to a Coordinate System. Any map should be georeferenced. Official map needs to be GIS based.

More robust understanding of the process of removing faults. Example, Westridge has had a fault line removed due to trenching in limited areas. Ideally there would be shared data between the Consultants and the Town. Incidentally, trenching at Family Farm and the Town Center did not document the San Andreas Fault.

Stephanie Wiszowaty, 500 Los Trancos Road, Portola Valley 94028 Attendant and interested in volunteering- wants to get her geological masters. Completed her undergraduate degree. She lives in Los Trancos on the other side of Los Trancos Creek. Doing an internship with Milpitas. Part time with AGS. Discussed informal internships.
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