Town Council
Priority Setting Study Session
March 16, 2026
Town of Portola Valley
Study Session Overview & Objectives
Goal: Establish Town Council Priorities and Strategies for the next two fiscal years in collaboration with Council and Staff Key Topics:
Review current priority categories and accomplishments Review department work plans and priorities
Finalized list of top priority categories, strategies, and programs Study Session Agenda
Time Activity Key Focus
1:30 PM Kick-off and
Introductions
Opening remarks by Mayor and Town Staff
Introductions
1:45 PM
Current Priorities
and Fiscal Year
Achievements
Overview of current Priority Categories and work
on current Implementation Strategies (Darcy)
1:50 PM Department
Presentations
Department Work Plans, Needs, and Potential
Future Enhancements (Darcy, Sarah, Tony)
Q&A by Council
2:30 PM Public Comment
Future Priorities Council and staff discussions
3:45 PM Break 10-minute recess
3:55 PM Public Comment
Future Priorities Council and staff discussions
5:15 PM Next Steps Council consensus recap and adjournment 5:30 PM End Closing Remarks by Mayor
Five Priority Categories
The five priority categories help establish the top projects and guide the Town based on a shared vision for each fiscal year:
Financial Responsibility and Long-term Viability
Safety
Responsible Land Use
Operational Efficiency and Effectiveness
Environmental Sustainability
Priority Programs Implemented 2025-26
Balanced Town Budget for FY 25/26
Recruited Town Manager, Town Clerk, and Town Engineer Focused on challenges confronting the Planning & Building 1) Identify challenges and pain-points
2) Implement plans to address the challenges
Aligned zoning regulations with the adopted Housing Element and successfully recertified the Housing Element
Improved communication of Town projects status to the community – updated website, Town Manager blog, newsletter Determined proper levels of service in collaboration
with Town Council
Priority Programs Ongoing
Complete Housing Element Amendment, removing
Ford Field open space and finishing necessary zoning
of additional sites
Complete remaining audits and financial statements
Determine long-term financial stability, including
possible 2026 Ballot Measure
Complete Safety Element update
Create a focus on safety, based on Council initiative Major Town Work Items
Major Work Items
Project Q3 Q4 Q1 Q2
Jan-March 26 April-June 26 July-Sept 26 Oct-Dec 26
Locally Controlled Funds Ballot Measure
Audits and Financial statements backlog
Housing Element Amendment
Rebuild Town Workforce
Planning and Building operational efficiency
Master Fee Schedule Update
Safety Element
Ongoing Items
Implement Krisch & Co financial recommendations
Fulfill Housing Element programs
Contract Capital Improvement Projects
25/26 26/27
Department Presentations
Presentations are forward looking
What strategic projects are going to be accomplished next FY? What is needed to be a functional department? What policy questions need TC Direction? What is needed to accomplish this? What's the minimum?
Assuming the Town has additional funding starting in 2027, what are the stretch goals for your department?
Finance Department
Tony McFarlane
Finance Director
Strategic Finance Department Work Items
Complete Past Audits and Financial Statements
Master Fee Schedule Implementation – April 2026
Impact Fee Nexus Study and New Fees – Jan 2027
Annual Reporting
State Controller's Office and other State agencies
San Mateo County
Continue implementing Kirsch Report
Recommendations
Potential Local Control Revenue November 2026
Ballot Measure - March 25th meeting
Finance Department Needs
Needs
More robust financial policies – maintain reserve >20% Career tracks for Finance staff
Future Enhanced Services and Programs
Finance Manager
Financial Reporting through OpenGov
Strategic Finance Department Policy
Discussion Topics
More robust Finance/Budget Policies
Use of Reserves
Use of Restricted Funds – documentation and decisions about expenditures
Staff career development tracks
Planning & Building Department
Sarah Cawrse
Planning & Building Director
1. Plan Reviews
2. Permits
1. General Plan
2. Elements
1. Programs & Projects
2. Rules & Regulations
Planning & Building Planning Department
Implementation Current Planning Advanced Planning
1. Plan Reviews
2. Permits
1. General Plan
2. Elements
1. Programs & Projects
2. Rules & Regulations
Planning & Building Planning Department
Implementation Current Planning Advanced Planning
1. Plan Reviews
2. Permits
1. General Plan
2. Elements
1. Programs & Projects
2. Rules & Regulations
Planning & Building Planning Department
Implementation Current Planning Advanced Planning
1. Plan Reviews
2. Permits
1. General Plan
2. Elements
1. Programs & Projects
2. Rules & Regulations
Planning & Building Planning Department
Implementation Current Planning Advanced Planning
1. Construction
2. Post-Construction
1. Permit Intake
2. Reviews & Approvals
1. Required Inspections
2. Compliance Inspections
Planning & Building Building Department
Permitting Inspections Code
Enforcement
1. Construction
2. Post-Construction
1. Permit Intake
2. Reviews & Approvals
1. Required Inspections
2. Compliance Inspections
Planning & Building Building Department
Permitting Inspections Code
Enforcement
1. Construction
2. Post-Construction
1. Permit Intake
2. Reviews & Approvals
1. Required Inspections
2. Compliance Inspections
Planning & Building Building Department
Permitting Inspections Code
Enforcement
1. Construction
2. Post-Construction
1. Permit Intake
2. Reviews & Approvals
1. Required Inspections
2. Compliance Inspections
Planning & Building Building Department
Permitting Inspections Code
Enforcement
Planning
Planning & Building Director
(Sarah Cawrse)
Building
Planning
Planning & Building Director
(Sarah Cawrse)
Building
Planning
Commission &
ASCC
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
Planning
Commission &
ASCC
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
Planning
Commission &
ASCC
Ocoee Wilson
(Senior Town Planner)
Eva Preciado
(Part Time,
Administrative Assistant)
Karol Galluci
(Part Time,
Administrative Assistant)
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
Planning
Commission &
ASCC
Ocoee Wilson
(Senior Town Planner)
Eva Preciado
(Part Time,
Administrative Assistant)
Karol Galluci
(Part Time,
Administrative Assistant)
Counter Support
& Administration
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Ocoee Wilson
(Senior Town Planner)
Brandon DeLucas
(Senior Planner)
Jamie Bourne
(Associate Planner)
Max Mendenhall
(Assistant Planner)
TBD
(Senior Planner)
Good City
Planning
Urban Planning
Partners
(HEA & SE)
HEART
(HE Programs)
HIP
(HE Programs)
Atlas Planning
(SE)
Lynx
(GIS)
Permitting &
Reviews Inspections Code
Enforcement
Planning
Commission &
ASCC
Eva Preciado
(Part Time,
Administrative Assistant)
Karol Galluci
(Part Time,
Administrative Assistant)
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Ocoee Wilson
(Senior Town Planner)
Brandon DeLucas
(Senior Planner)
Jamie Bourne
(Associate Planner)
Max Mendenhall
(Assistant Planner)
TBD
(Senior Planner)
Good City
Planning
Urban Planning
Partners
(HEA & SE)
HEART
(HE Programs)
HIP
(HE Programs)
Atlas Planning
(SE)
Lynx
(GIS)
Permitting &
Reviews Inspections Code
Enforcement
Planning
Commission &
ASCC
Eva Preciado
(Part Time,
Administrative Assistant)
Karol Galluci
(Part Time,
Administrative Assistant)
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
Planning
Commission &
ASCC
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
CSG CSG CSG & Shums
Coda
Joaquin Chavez
(DRT & Building
Inspector, CSG)
Yvette Granados
(DRT, Shums Coda)
Jesse Bonner
(Building Inspector)
Greg McFann
(Building Official)
Thomas Mlady
(Code Enforcement
Officer)
Multiple Reviewers
(Engineering, etc., CSG)
Planning
Commission &
ASCC
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
CSG CSG CSG & Shums
Coda
Joaquin Chavez
(DRT & Building
Inspector, CSG)
Yvette Granados
(DRT, Shums Coda)
Jesse Bonner
(Building Inspector)
Greg McFann
(Building Official)
Thomas Mlady
(Code Enforcement
Officer)
Multiple Reviewers
(Engineering, etc., CSG)
Planning
Commission &
ASCC
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Permitting &
Reviews Inspections Code
Enforcement
CSG CSG CSG & Shums
Coda
Joaquin Chavez
(DRT & Building
Inspector, CSG)
Yvette Granados
(DRT, Shums Coda)
Jesse Bonner
(Building Inspector)
Greg McFann
(Building Official)
Thomas Mlady
(Code Enforcement
Officer)
Multiple Reviewers
(Engineering, etc., CSG)
Planning
Commission &
ASCC
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Ocoee Wilson
(Senior Town Planner)
Brandon DeLucas
(Senior Planner)
Jamie Bourne
(Associate Planner)
Max Mendenhall
(Assistant Planner)
TBD
(Senior Planner)
Good City
Planning
Urban Planning
Partners
(HEA & SE)
HEART
(HE Programs)
HIP
(HE Programs)
Atlas Planning
(SE)
Lynx
(GIS)
Permitting &
Reviews Inspections Code
Enforcement
CSG CSG CSG & Shums
Coda
Joaquin Chavez
(DRT & Building
Inspector, CSG)
Yvette Granados
(DRT, Shums Coda)
Jesse Bonner
(Building Inspector)
Greg McFann
(Building Official)
Thomas Mlady
(Code Enforcement
Officer)
Multiple Reviewers
(Engineering, etc., CSG)
Planning
Commission &
ASCC
Eva Preciado
(Part Time,
Administrative Assistant)
Karol Galluci
(Part Time,
Administrative Assistant)
Planning
Planning & Building Director
(Sarah Cawrse)
Town Staff
Building
Current Planning
Advanced
Planning &
Implementation
Ocoee Wilson
(Senior Town Planner)
Brandon DeLucas
(Senior Planner)
Jamie Bourne
(Associate Planner)
Max Mendenhall
(Assistant Planner)
TBD
(Senior Planner)
Good City
Planning
Urban Planning
Partners
(HEA & SE)
HEART
(HE Programs)
HIP
(HE Programs)
Atlas Planning
(SE)
Lynx
(GIS)
Permitting &
Reviews Inspections Code
Enforcement
CSG CSG CSG & Shums
Coda
Joaquin Chavez
(DRT & Building
Inspector, CSG)
Yvette Granados
(DRT, Shums Coda)
Jesse Bonner
(Building Inspector)
Greg McFann
(Building Official)
Thomas Mlady
(Code Enforcement
Officer)
Multiple Reviewers
(Engineering, etc., CSG)
Planning
Commission &
ASCC
Eva Preciado
(Part Time,
Administrative Assistant)
Karol Galluci
(Part Time,
Administrative Assistant)
What is PBD working on next year?
What do we need to be functional?
Planning & Building
Department
Planning
Planning & Building Director
(Sarah Cawrse)
Current Planning
Building
Advanced
Planning Implementation Permitting & Reviews Inspections Code Enforcement
Planning
Commission &
ASCC
1.Housing Element Amendment
2.Housing Element Implementation
• Opt-In Ordinance
• Zoning Code Updates for State compliant ADU
Ordinance
• SB 9 Ordinance
3. Safety Element
Planning
Planning & Building Director
(Sarah Cawrse)
Current Planning
Building
Advanced
Planning Implementation Permitting & Reviews Inspections Code Enforcement
Planning
Commission &
ASCC
4.Updated Processes, Procedures, Records,
Reporting, and Financial and Data Management
• Digital permitting software (OpenGov)
• Service requests & code enforcement (OpenGov)
• Reviewer & inspections workflows (OpenGov)
• Records and reporting (OpenGov)
• Data management (OpenGov, Laserfiche, Sharepoint)
• GIS updates, permitting integration, and public viewer (GIS, OpenGov) • Financial reporting (OpenGov)
• External communications & awareness (OpenGov, Website) Financial Responsibility & Long-term Viability
Hire Senior DRT or Senior DRT/Building Inspector
Additional Development Review Technician (DRT) I/II to provide counter customer service and support the Senior DRT
Additional Assistant/Associate Planner to provide counter customer service and support the Senior Planner
Resources for Updated Processes, Procedures, Records, Reporting, and Financial and Data Management
Planning & Building
Department
Anticipated Needs
FY 2026-2027
Operational Efficiency and Effectiveness
Planning
Planning & Building Director
(Sarah Cawrse)
Current Planning
Building
Advanced
Planning Implementation
Senior Planner
Permitting &
Reviews Inspections Code
Enforcement
DRT I/II Assistant /
Associate Planner
Senior DRT or Senior DRT/Building Inspector
Counter Support
& Administration
Responsible Land Use
Planning & Building
Department
Anticipated Needs
FY 2026-2027
Safety
Environmental Sustainability
Resources for Advanced Planning & Implementation work Resources for Updated Processes, Procedures, Records, Reporting, and Financial and Data Management
Future Enhanced Services and Programs
Zoning Code Updates
Process for prioritizing one-off or holistic zoning code updates
Resources for zoning code updates
Other Advanced Planning & Implementation Work
Safety Element Implementation
Open Space Element
Planning & Building
Department
Future Needs
Administration and Public Works v
Darcy Smith
Town Manager
v
Town Manager &
Administration Department
Strategic Administration Work Items
Additional locally controlled revenue/November 2026 ballot measure
Special litigation and insurance-related claims
Improving IT services and programs
Ongoing technology enhancements
Administration
Needs
Review current administration organization structure
Hire Assistant Town Manager
Release an RFP for IT Services
Future Enhanced Services and Programs
Enhanced support for committees and their programs and other organization wide programs and projects
Website and communication enhancements and updates
v
Public Works
Current Major Capital Improvement Projects
Street resurfacing (Various funds- ongoing)
Town Center Court Resurfacing (PV Fund)
Schoolhouse IT (PV Fund)
Ford Field Bathroom and Concession Stand (partially funded) Portola Valley Ranch Bridge Repairs (partially funded) EV Charger Project (MTC Grant)
Town Hall Efficiency Upgrades (PCE Grant)
Project Manager and support (minimum new 1 FTE) to manage CIP projects and other parks, recreation, and public facility projects 5-Year CIP with equipment and vehicle replacement schedule and funding allocation
Storm Water Master Plan - comprehensive plan with assessment, modeling of future, prioritization, budget, funding strategies 5-Year Trails & Recreation Facilities Maintenance Plan and annual funding
Town property lease work for Rossotti’s Field, Ford Field, etc Alpine Road and Alpine Rd/Arastradero Road Engineering Study Study new ordinance requiring property owners to maintain landscaping and trees in right-of-way
Capital Improvement Program & Public
Works Needs
Future Enhanced Services and Programs
Funding for repair deteriorating storm drains to
prevent system failure, flooding, water pollution
and sinkholes
Vegetation and brush management program to
reduce wildfire risk
Expanded road maintenance including street
sweeping, pothole repairs
Enhanced emergency preparedness
Funding to implement PW organizational structure
study
Evacuation projects along the Alpine Road corridor
Organization Wide Needs
Organizational structure study
Class and compensation study for Town staff
Analysis of staff career tracks
Policy for Town staff merit increases
Sustainable financial planning
Transparent financial reporting
Town Committee projects and programs workflow guidelines Questions?