Portola Valley City Council
March 25, 2026

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, March 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
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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 / PROCLAMATIONS
a. Annual Committee Presentation
Wildfire Preparedness Committee

4. TOWN MANAGER REPORT

5. ORAL COMMUNICATIONS

6. CONSENT AGENDA
a. Approve Regular Meeting Minutes of March 11, 2026
b. Approve Special Meeting Minutes of March 16, 2026
c. Approve Warrant List for March 25, 2026
d. Adopt a Resolution Authorizing the Designation of Applicant’s Agent Resolution for Non-State Agencies (California Office of Emergency Services Form 130) e. Accept Refinement of Town Council Priority Categories for Fiscal Year 2026-27

7. REGULAR AGENDA
a. Receive the Annual Report on the Farmers' Market from Good Roots and Provide Direction to Staff on a Potential License Agreement Amendment
b. Receive Information and Provide Direction to Staff Regarding Fiscal Year 2026-27 Town Budget Overview and Potential Locally Controlled Funding Options

8. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS

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

Persons wishing to address the Town Council on any 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.

Oral and written reports arising out of Council subcommittee and liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item.

The next Regular Town Council meeting will be held on April 8, 2026.

Land Acknowledgement:
2 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 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: March 25, 2026
RE: Annual Committee Presentation
Wildfire Preparedness Committee

BACKGROUND
Wildfire Preparedness Committee has provided a copy of their insurance tracking report for context to their committee presentation.

ATTACHMENTS

1. Insurance Tracking Report
4 Please accept this final report on the 2025 Insurance tracking form survey conducted in 2025 by past Chair Jennifer Hammer of the Wildfire Preparedness Committee.

Regards,
MJ Lee, Chair
Portola Valley Wildfire Preparedness Committee
Wildfire Preparedness Committee
Portola Valley, California 94028
To: Portola Valley Town Council From: MJ Lee
Re: Final Report on the Portola Valley Insurance Tracking Form Date: 3/18/26 5 WPC – Insurance and Finance Subcommittee Page 1 12/7/25 Final Report on the Portola Valley Insurance Tracking Form Table of contents
Final Report on the Portola Valley Insurance Tracking Form......................................................................1 Executive summary..........................................................................................................................2 Background ....................................................................................................................................2 Findings .........................................................................................................................................3 Insurance cancellations ...............................................................................................................3 Insurance Premium Change .........................................................................................................4 New home insurance policy..........................................................................................................5 Residents that have an existing home and fire insurance policy.........................................................5 Residents that have home insurance with no fire insurance ..............................................................5 Residents that have no home insurance or fire insurance .................................................................5 ADU questions and responses ......................................................................................................5 Appendix ............................................................................................................................................7 General data and charts ...................................................................................................................7 Insurance cancellation data and charts .........................................................................................8 Data on residents existing home and fire insurance policies ...........................................................14 Data on high density housing impact on home insurance ...............................................................14 6 WPC – Insurance and Finance Subcommittee Page 2 12/7/25 Executive summary
The Portola Valley insurance tracking form was created by the Portola Valley Wildfire Preparedness Committee [WPC] with the goal of understanding and gathering information on housing challenges in town, focusing in particular on how additional housing units to be built in the course of implementing our Housing Element [HE] will impact existing insurance programs residents use, and the availability and costs of insuring new housing units. Based on these responses, there is no correlation between high density housing such as guest houses, ADUs, or multi-family dwelling and home and fire insurance cancellations or premium increases.

The form tracks four types of changes in home insurance within Portola Valley in the last 4 years: 1) Home insurance cancellation 2) Home insurance premium changes 3) Lack of home fire insurance 4) Residents who have had no change in home insurance.

The tracking form was active for one year. Residents could report changes that had occurred from 2020 to 2025. By September 2025, 117 responses were received.

While this level of response is not statistically significant, it may represent the experience of Portola Valley residents regarding home and fire insurance.

There were 54 insurance cancellations reported between 2022 and 2025. 64% of these cancellations were attributed to a high wildfire risk or home design that suggested high wildfire risk. The responses suggest that residents are finding it difficult to find new home and fire insurance policies and many are resorting to the California Fair Plan. Replacement policies bring premiums increases from 10% to 300%.

Based on these responses, no correlation was found between high density housing such as guest houses, ADUs, or multi-family dwelling and home and fire insurance cancellations or premium increases.

Background
The Portola Valley insurance tracking form was created and managed by Jennifer Hammer, Chair of the Portola Valley Wildfire Preparedness Committee [WPC], with the goal of understanding and gathering information on housing challenges in town, focusing in particular on how additional housing units to be built in the course of implementing our HE will impact existing insurance programs residents use, and the availability and costs of insuring new housing units. The questions asked were created by the WPC Insurance and Finance subcommittee with input from the greater committee and the public. No personal information was gathered by the tracking form. No names, street addresses, or contact information was captured. The tracking form used Google forms to create the form to save on costs.

The tracking form was approved by the Town Manager in May 2024. The tracking form was active for one year.

Residents could report changes that had occurred from 2020 to 2025. By September 2025, 117 responses were received.1 Due to the rescinding of the WPC’s 2024 and 2025 budget, the original plan to send post cards to residents to solicit input was canceled. This resulted in a substantially lower participation rate than the target 20% goal. Once the initial responses were received and the first report was made public, concerns 1 Figure 1 How many times have you filled out this form? 7 WPC – Insurance and Finance Subcommittee Page 3 12/7/25 were expressed by WPC committee members about releasing data that included street names and specific comments residents made while filling out the form. WPC Chair Jennifer Hammer consulted with the town staff, and it was decided that a subset of the date would be released, redacting any reference to street names or locations of insurance cancellations and resident’s comments. Only Chair Hammer had access to the data set.

The following summarizes the responses residents gave when filling out the Portola Valley insurance tracking form. The form tracks four types of changes in home insurance within Portola Valley in the last 4 years: 1) Home insurance cancellation 2) Home insurance premium changes 3) Lack of home fire insurance 4) Residents who have had no change in home insurance.

A PV resident may take this survey multiple times during any given year. For example, if they had a home insurance premium increase, they would fill out this form. If they decided to change insurance companies later that month, they could fill out the form again. If their policy was not renewed or cancelled later that year, they could fill out the form a third time.

Findings
Survey participation
117 responses from 103 Portola Valley households submitted insurance changes, which represents about 6% of Portola Valley.
2 3 Residents on 55 different streets experienced insurance change.4 • 44% or 53 respondents reported non-renewals or cancellations • 31% or 37 respondents reported they had home and fire insurance • 13% or 16 respondents reported premium increases
• 4.3% or 4 respondents reported they had no home or fire insurance • 2.6% or 3 respondents reported they had home insurance but no fire insurance • 3.4% or 4 respondents reported they had new home insurance Insurance cancellations
There were 54 insurance cancellations reported between 2022 and 2025. Residents reported that 17 different insurance companies canceled their policies over the past 3 years.5 Reason for cancellation
53% of insurance cited the wildfire risk score or the high risk of wildfire as the reason for the cancellation. 11% of insurance companies specified some aspect of the individual home that increased wildfire risk including wood siding, the slope of the home, or the inability of fire trucks to reach the home in case of fire. 36% of respondents gave no reason for the insurance cancellation. 6 Over 96% of cancellations occurred
without any site inspection.
7 2 Assuming 1730 households in PV. https://censusreporter.org/profiles/16000US0658380-portola-valley-ca/ 3 Figure 2 General data: What type of insurance change are you reporting? 4 Figure 3 General Data: Number of insurance changes by street 5 Figure 8 Cancellations: Which company canceled your policy? 6 Figure 7 Cancellation: Reason for
7 Figure 15 Cancellation: Site inspection performe
8 WPC – Insurance and Finance Subcommittee Page 4 12/7/25 Dates of cancellation
The dates of cancellation were scattered over 4 years. Given the small sample size, the data is not statistically significant.8 9 Respondents reported home insurance cancellations after being with an insurance company for over 41 years. It made no difference how long you had a policy with a particular insurance company.10
Mitigation work
Of the 54 respondents who reported cancellation, only 5 respondents were informed by the insurance company that they could avoid cancellation or non-renewal if they performed some type of mitigation.11 4 out of 5 respondents performed the suggested mitigation.
• Respondent 1 removed trees and shrubs from around the house as suggested. Their insurance policy was still canceled.
• Respondent 2 obtained a “Wildfire Prepared Certificate.” Their insurance policy was still canceled. • Respondents 3 and 4 repaired the wood shingles on their homes and avoided cancellation.

Comment by Chair MJ Lee: I and a neighbor were non-renewed in 2024, and we both retained our insurance by obtaining the IBHS Wildfire Prepared Home certificate that year.

New policies
Only 50% of the respondents who reported insurance non-renewals or cancellations had obtained insurance at the time they filled out the tracking form.12 Over 30% of new policies were issued by the California Fair Plan. There were no new policies issued by State Farm after April 2022.13 Most respondents who obtained a new policy did not indicate whether their policy coverage had changed or did not know if their coverage had changed. 27% indicated that their coverage had changed, most indicating that they either reduced their coverage or could not obtain the same coverage. 11% indicated that their coverage remained the same. 83% of respondents reported their premium increased while 17% stated the premium stayed the same.

Only one respondent indicated their policy premium stayed the same after obtaining a new policy and 2 respondents indicated that their policy premium decreased, possibly because their coverage had decreased. 33% of respondents indicated that their policy premium increased after obtaining a new policy. 48% of respondent’s new policy premiums increased by 10 to 20%. 10% of respondent’s new policy premiums increased by 50 to 75%. 11% of respondent’s new policy premiums increased by 200%. 26% of respondent’s new policy premiums increased between 300 to 370%. One respondent reported a policy premium increase of 700%.14
Insurance premium change
8 Figure 4 Cancellations: Number per month chartError! Reference source not found. 9 Figure 5 Cancellations: Number per month data
10 Figure 6 Cancellation: How long did you have you house insurance? 11 Figure 12 Cancellation: Did homeowner receive option to mitigate to avoid cancellation? 12 Figure 9 Cancellations: Have you found a new policy? 13 Figure 10 Cancellations: Companies issuing new policies 14 Figure 16 Cancellations: Premium increaseFigure 11 Insurance premium changes 9 WPC – Insurance and Finance Subcommittee Page 5 12/7/25 15 respondents reported a change in their existing insurance policy premium. This means that their premium either increased or decreased. The respondents who reported these changes lived on a variety of streets and there was no significant pattern of policy change by street. All but one respondent reported a premium increase of anywhere from 10% to 67%. There were no site inspections performed on any of these properties before the premium increase. The insurance companies who raised the premiums included 6 policies by State Farm, 1 policy by Farmers, 1 policy by Chubb, and policies from a variety of other insurance companies.

New home insurance policy
4 respondents reported a new policy
• 2 respondents bought a new home, one in 2023 and 1 in 2024, and obtained a policy with the California Fair plan
• 1 respondent obtained a policy with State Farm in 2023 after their home insurance policy was cancelled.
• 1 respondent obtained a policy with Aon in 2025 after their home insurance policy was cancelled.

They reported that their premium tripled.

Respondents that have an existing home and fire insurance policy 37 respondents, from 24 different streets, reported between 7/24/2024 and 7/25/2025 that they had home and fire insurance. 60% had insurance with State Farm, 16% with USAA, 6% with Amica, and 6% with Farmers.

Respondents that have home insurance with no fire insurance 3 respondents reported they had home insurance but no fire insurance. However, their answers were confusing as to why they had no fire insurance. One respondent had AAA home insurance and 1 had the California Fair plan. The third respondent did not give their current insurer.

Respondents that have no home insurance or fire insurance 5 respondents reported that they had neither home insurance nor fire insurance. Only one gave an explanation. They said that when they bought their home in 2023, there were no insurance providers that included fire insurance. They felt that the coverage offered by the California Fair plan was not worth the price.

ADU questions and responses
The respondents who experienced insurance change were asked, “Do you or your adjacent neighbor have an ADU, a guest house, or a duplex, or do you live near some type of high-density housing unit?” This question attempts to determine if having one of these structures on your property, or nearby, might affect your insurance premium or insurance stability. The respondents answered as follows:

Respondents who had their insurance cancelled:15
• 28% of respondents who reported insurance cancellation replied yes, they did have or lived by an ADU, a guest house, or a duplex, or lived near some type of high-density housing unit. • 7% did not know the answer to the question
15 Figure 18 Cancellations: data on high density housing 10 WPC – Insurance and Finance Subcommittee Page 6 12/7/25 • 64% of respondents replied no to this question.

Respondents who reported that their insurance premium changed16 • 62.50% of respondents who had a premium change answered no to this question. • 31.3% answered yes, they did have or lived by an ADU, a guest house, or a duplex, or lived near some type of high-density housing unit.

Respondents who reported that they had existing insurance17 • 64.9% responded no to the question.
• 29.7% reported that yes, they did have or lived by an ADU, a guest house, or a duplex, or lived near some type of high-density housing unit.

Based on these responses, no correlation was found between high density housing such as guest houses, ADUs, or multi-family dwelling and home and fire insurance cancellations or premium increases. 16 Figure 19 Premium changes: High density housing impact on home insurance 17 Figure 20 Existing policies: High density housing impacts on home insurance 11 WPC – Insurance and Finance Subcommittee Page 7 12/7/25 Appendix
General data and charts
Figure 1 How many times have you filled out this form?
Figure 2 General data: What type of insurance change are you reporting? 12 WPC – Insurance and Finance Subcommittee Page 8 12/7/25 Figure 3 General Data: Number of insurance changes by street The actual names of the streets have been redacted per the Town Manager’s instructions.

Insurance cancellation data and charts
Figure 4 Cancellations: Number per month chart
0 1
2 3
4 5
6 7
8 9
10 A
C
E
G
I
K
M
OQ
S
U
W
Y
AA
CC
EE
HH
JJ
LL
NN
PP
RR
TT
VV
XX
AAA
CCC
EEE
Number of insurance changes
0 0.5
1 1.5
2 2.5
3 3.5
4 4.5
1-Jan-19
1-May-19
1-Sep-19
1-Jan-20
1-May-20
1-Sep-20
1-Jan-21
1-May-21
1-Sep-21
1-Jan-22
1-May-22
1-Sep-22
1-Jan-23
1-May-23
1-Sep-23
1-Jan-24
1-May-24
1-Sep-24
1-Jan-25
1-May-25
1-Sep-25
Number of cancellations
Month
Number of cancellations per month
13 WPC – Insurance and Finance Subcommittee Page 9 12/7/25 Figure 5 Cancellations: Number per month data
Figure 6 Cancellation: How long did you have you house insurance? 29%
19% 21%
12%
19%
How long home owner had
insurance policy before
canceation
Less than 5 years
5-10 years
10-20 years
Over 20 years
Over 30 years
14 WPC – Insurance and Finance Subcommittee Page 10 12/7/25 Figure 7 Cancellation: Reason for cancellation
Figure 8 Cancellations: Which company canceled your policy? 15 WPC – Insurance and Finance Subcommittee Page 11 12/7/25 Figure 9 Cancellations: Have you found a new policy?
Figure 10 Cancellations: Companies issuing new policies 16 WPC – Insurance and Finance Subcommittee Page 12 12/7/25 Figure 11 Insurance premium changes
Figure 12 Cancellation: Did homeowner receive option to mitigate to avoid cancellation? Figure 13 Cancellation: Did homeowner perform recommended mitigation? 17 WPC – Insurance and Finance Subcommittee Page 13 12/7/25 Figure 14 Cancellation: Did performing mitigation work avoid cancellation Figure 15 Cancellation: Site inspection performed
Figure 16 Cancellations: Premium increase
18 WPC – Insurance and Finance Subcommittee Page 14 12/7/25 Data on residents with existing home and fire insurance policies Figure 17 Insurance companies with existing policies in PV in 2024 and 2025 Data on high density housing impact on home insurance
Figure 18 Cancellations: data on high density housing
19 WPC – Insurance and Finance Subcommittee Page 15 12/7/25 Figure 19 Premium changes: High density housing impact on home insurance Figure 20 Existing policies: High density housing impacts on home insurance 20 TOWN OF PORTOLA VALLEY

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

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

ATTACHMENTS

1. 03-11-2026 Council Regular Meeting Minutes
21 Volume 47
March 11, 2026

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

1. CALL TO ORDER / ROLL CALL
Mayor Taylor called the meeting to order at 7:03 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, Planning & Building Director Sarah Cawrse, Town Clerk Veronica Dao

2. SB 707 CONSIDERATIONS: None.

3. PRESENTATIONS / PROCLAMATIONS
a. Annual Committee Presentations
 Conservation
 Finance
George Savage, Chair, of the Finance Committee, gave a presentation on committee work and priorities.

Marianne Plunder, Chair of the Conservation Committee, gave a presentation on committee work and priorities.

4. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
 Broom Pull on March 15
 Council Annual Strategic Priority meeting on March 16  Additional telecommunications outages throughout the Town

5. ORAL COMMUNICATIONS
Mayor Taylor invited public comment.

Public Comment
 David Cardinal
22 Volume 47
March 11, 2026

 Rita Comes
 Annelise Connell

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

Motion and second (Hasko, Hufty) to approve all Consent Agenda items. The motion carried unanimously by voice vote.
a. Approve Regular Meeting Minutes of February 25, 2026 b. Accept Warrant List for March 11, 2026

7. REGULAR AGENDA
a. Receive the Annual Report on the Farmers’ Market from Good Roots and Provide Direction to Staff on a Potential License Agreement Amendment This item was continued to the next meeting, March 25, 2026. b. Receive Update and Provide Direction to Staff on the Draft Housing Element Annual Progress Report for 2025 and Consider Authorizing Staff to Submit the Draft Housing Element Annual Progress Report for 2025 to the State Department of Housing and Community Development and Office of Land Use and Climate Innovation
Planning & Building Director Cawrse and Contract Planner Brandon DeLucas presented the item.

Mayor Taylor invited public comment.

Public Comment
 David Cardinal
 Karen Askey
Council asked questions and discussed the item.

The power went out at approximately 8:53 p.m. Council resumed their discussion to finish out the item.

Motion and second (Flynn, Wolter) to forward the Draft Housing Element Progress Report for 2025. The motion carried unanimously by voice vote. 23 Volume 47
March 11, 2026

Council recessed to a short break at 9:02 p.m. to resolve outage issues before resuming the meeting.

The Council resumed the meeting at 9:15 p.m. to continue the rest of the agenda. c. Receive Information about Current and New State Brown Act and Local Agency Official Training Requirements
Town Clerk Dao presented the item.

Council asked questions.

Mayor Taylor invited public comment.

Public Comment
 Kristi C.

No formal 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. None were received.

9. ADJOURNMENT
The meeting adjourned at 9:55 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its March 25, 2026 regular meeting. 24 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: March 25, 2026
RE: Approve Special Meeting Minutes of March 16, 2026

RECOMMENDATION
Staff recommends Town Council review and approve the March 16, 2026 special meeting minutes.

ATTACHMENTS

1. 03-16-2026 Council Special Meeting Minutes
25 Volume 47
March 16, 2026

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MARCH 16, 2026

1. CALL TO ORDER / ROLL CALL
Mayor Taylor called the meeting to order at 1:31 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, Planning & Building Director Sarah Cawrse, Finance Director Tony McFarlane, Town Clerk Veronica Dao

2. SB 707 CONSIDERATIONS: None.

3. ANNUAL TOWN COUNCIL PRIORITY SETTING STUDY SESSION
a. Current Priorities and Fiscal Year Achievements
b. Department Presentations
Finance Director McFarlane, Planning & Building Director Cawrse, and Town Manager Smith each provided their department workplan for the Finance, Planning and Building, and Administration departments
Council asked questions.

Mayor Taylor invited public comment.

Public Comment
 Betsy Morgenthaler
 Cindy P.
 Kristi C.
 Rita Comes
Council discussed their top priority categories.

The Council recessed for a short break at approximately 3:33 p.m. and reconvened at 3:46 p.m.
26 Volume 47
March 16, 2026

c. Future Priorities
Mayor Taylor invited public comment.

Public Comment
 Kristi C.

Council further discussed the priority categories.

Mayor Taylor invited public comment.

Public Comment
 Rita Comes
 Kristi C.
 David Cardinal
d. Next Steps
Council refined the priorities into six top categories. No formal action was taken.

4. ADJOURNMENT
The meeting adjourned at 5:36 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its March 25, 2026 regular meeting. 27 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: March 25, 2026
RE: Warrant List for March 25, 2026.

RECOMMENDATION:

Review and accept the Warrant List for March 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 3/25/2026 5848 5884 37 388,061.57 3/26/2026 3/11/2026 5847 Attached are Warrant Lists for:

Prior Warrant List
Type of Warrant Date
Starting
Warrant #
Ending
Warrant #
Total
Warrants Amount
Warrants
Released
Fund Date Amount
101 - General Fund 3/25/2026 331,382.89
206 - Gas Tax Fund 3/25/2026 900.00
212 - Measure M MVF Fund 3/25/2026 1,195.00
222 - Inclusion In-lieu Fund 3/25/2026 4,773.20
401 - Capital Projects Fund 3/25/2026 372.80
701 - Customer Deposits Fund 3/25/2026 49,437.68
Total $ 388,061.57
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
28

Warrant List March 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. 03/25/2026 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
3/25/2026 5849 Bank of America 101 Various Feb CC Transactions $ 5,269.42 3/25/2026 5850 California Water Service 101 610 Jan/Feb Water Service 1,924.85 3/25/2026 5851 CalPERS 101 610 Feb Contributions/Mar UAL 43,460.69 3/25/2026 5852 SCA of CA, LLC 101 510 Feb Street Sweeping 2,095.00 3/25/2026 5854 CSG Consultants, Inc 101 310/320 Feb Planning/Building Services 60,425.43 3/25/2026 5856 Good City Company 101 310/320 Feb Planning/Building Services 41,689.75 3/25/2026 5859 Missionsquare Retirement 101 Various Mar 15 - Deferred Comp 4,158.87 3/25/2026 5864 Navia Benefit Solutions 101 Various Mar 15 - Employee Deductions 562.50 3/25/2026 5867 PG&E 101 610 Mar Utilities 1,384.69
3/25/2026 5877 Amazon Capital Services 101 610 Mar Office Supplies 647.78 3/25/2026 5880 Elizabeth Martelli 101 610 Reimbursement 92.05 3/25/2026 5881 Matrix Consulting 101 610 Fee Study 8,100.00 3/25/2026 5883 ApplicantPro 101 610 Recruitment - Asst Town Mgr 995.00 $ 170,806.03
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
29 TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
March 25, 2026
Claims totaling $388,061.57 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
30 apachreg Town of Portola Valley mmagahiz 03/18/2026 11:07 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5848 41 AT&T 310.25 03/25/265849 44 BANK OF AMERICA 5,269.42 03/25/26 EFTPS5850 78 CALIFORNIA WATER SERVICE CO 1,924.85 03/25/26 EFTPS5851 80 CALPERS 43,460.69 03/25/26 EFTPS5852 121 SCA OF CA, LLC 2,095.00 03/25/26 ACH5853 124 COMCAST 804.53 03/25/265854 135 CSG CONSULTANTS INC 60,425.43 03/25/26 ACH5855 142 DAILY JOURNAL CORPORATION 276.17 03/25/265856 195 GOOD CITY COMPANY 41,689.75 03/25/26 ACH5857 203 GREEN HALO SYSTEMS 114.00 03/25/265858 213 HILLYARD INC 1,659.74 03/25/265859 218 MISSIONSQUARE RETIREMENT 4,158.87 03/25/26 EFTPS5860 234 J. W. ENTERPRISES 546.88 03/25/265861 265 JUSTIN BIXBY 262.50 03/25/265862 295 LYNX TECHNOLOGIES INC 975.00 03/25/265863 324 MIRANDAS LANDSCAPE 1,566.00 03/25/265864 330 NAVIA BENEFIT SOLUTIONS 562.50 03/25/26 EFTPS5865 339 OCCUSCREEN LLC 55.00 03/25/265866 343 OPENGOV INC. 95,978.20 03/25/265867 367 PG&E 1,384.69 03/25/26 EFTPS5868 376 PORTOLA VALLEY HARDWARE 390.27 03/25/265869 403 RON RAMIES AUTOMOTIVE INC. 441.48 03/25/265870 431 SIERRA PACIFIC TURF SUPPLY INC 1,275.95 03/25/265871 437 SMALL BUSINESS BENEFIT PLAN TR 2,210.70 03/25/265872 505 WOODSIDE FIRE PROTECTION DISTR 39,426.32 03/25/265873 518 GOT GOPHERS? 525.00 03/25/265874 1012 NETFILE, INC. 1,200.00 03/25/265875 1016 SHUTE, MIHALY & WEINBERGER LLP 25,484.79 03/25/265876 1118 STERICYCLE, LNC. DBA SHRED-LT 127.57 03/25/265877 1152 AMAZON CAPITAL SERVICES, INC 647.78 03/25/26 EFTPS 5878 1204 SHUMS CODA ASSOCIATES 21,300.00 03/25/265879 1216 WIZIX TECHNOLOGY GROUP, INC. 87.85 03/25/265880 1223 ELIZABETH MARTELLI 92.05 03/25/26 ACH5881 1224 MATRIX CONSULTING GROUP, LTD 8,100.00 03/25/26 ACH5882 1242 SAN MATEO COUNTY HEALTH SYSTEM 22,234.00 03/25/265883 1251 APPLICANTPRO HOLDING LLLC 995.00 03/25/26 ACH5884 1316 COLANTUONO HIGHSMITH & WHATLEY 3.34 03/25/26Check totals: 217,255.54ACH totals: 113,397.23EFTPS totals: 57,408.80Wire transfer totals:Payment Manager totals:GRAND TOTALS 388,061.57 31 Check totals: 217,255.54
ACH totals: 113,397.23EFTPS totals: 57,408.80Wire transfer totals:Payment Manager totals:GRAND TOTALS 388,061.57 32 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 1 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept Balance SheetCALPERS 101-21032-000-000000 February 10,324.89 5851 03/25/26 Retirement- CLASSICCALPERS 101-21032-000-000000 February 19,155.88 5851 03/25/26 Retirement- PEPRAMISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Mar 4,158.87 5859 03/25/26 15, 2026
NAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 562.50 5864 03/25/26 03/15/2026
--------------
Fund 101 Dept Total 34,202.14
Fund 101 Dept 120 Town ManagerBANK OF AMERICA 101-65012-120-000000 February Credit 1,006.69 5849 03/25/26 Card Statement
101-65014-120-000000 395.00 5849 03/25/26
SMALL BUSINESS BENEFIT PLAN TR 101-55024-120-000000 Dental/Vision 2,210.70 5871 03/25/26 --------------
Fund 101 Dept 120 Total 3,612.39
Fund 101 Dept 125 Town AttorneyCOLANTUONO HIGHSMITH & WHATLEY 101-62052-125-000000 VLF Litigation 3.34 5884 03/25/26 Coalition SHUTE, MIHALY & WEINBERGER LLP 101-62032-125-000000 Jan Legal Service 19,351.79 5875 03/25/26 101-62032-125-26ELCT 67.60 5875 03/25/26
101-62032-125-000000 1,284.40 5875 03/25/26
--------------
Fund 101 Dept 125 Total 20,707.13
Fund 101 Dept 130 Town ClerkNETFILE, INC. 101-62305-130-000000 Annual Subscription 1,200.00 5874 03/25/26 for Agency Services 2/15/26-2/14/27
--------------
Fund 101 Dept 130 Total 1,200.00
Fund 101 Dept 140 FinanceBANK OF AMERICA 101-65012-140-000000 February Credit 225.00 5849 03/25/26 Card Statement
OPENGOV INC. 101-62305-140-000000 OG Core Financials 29,744.00 5866 03/25/26 33 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 2 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
1/15/2026-1/14/2027
OPENGOV INC. 101-62099-140-000000 OpenGov Billable 76.37 5866 03/25/26 Support
--------------
Fund 101 Dept 140 Total 30,045.37
Fund 101 Dept 220 Fire ServicesWOODSIDE FIRE PROTECTION DISTR 101-62047-220-000000 01/01/26-01/31/26 16,072.12 5872 03/25/26 Fire MitigationCrew Support
WOODSIDE FIRE PROTECTION DISTR 101-62047-220-000000 02/01/26-02/28/26 23,354.20 5872 03/25/26 Fire MitigationCrew Support
--------------
Fund 101 Dept 220 Total 39,426.32
Fund 101 Dept 310 Planning DivisionCSG CONSULTANTS INC 101-62099-310-000000 Code Enforcement, 8,600.00 5854 03/25/26 Inspections, Plan & Bldg, Permit Tech GOOD CITY COMPANY 101-62039-310-000000 Planning Consultant 6,080.00 5856 03/25/26 Services - Feb 2026 101-62039-310-000000 3,377.50 5856 03/25/26
LYNX TECHNOLOGIES INC 101-62305-310-000000 GIS Professional 975.00 5862 03/25/26 Services in Feb 2026
OPENGOV INC. 101-62099-310-OPNGV OpenGov Deployment, 26,924.40 5866 03/25/26 Permitting & License, Document Mgmt
101-62305-310-OPNGV 6,986.94 5866 03/25/26
SHUMS CODA ASSOCIATES 101-62099-310-000000 Sr Permit Tech 5,325.00 5878 03/25/26 Services providedby SCA for Jan SHUMS CODA ASSOCIATES 101-62099-310-000000 Sr Permit Tech 5,325.00 5878 03/25/26Services providedby SCA for Feb --------------
Fund 101 Dept 310 Total 63,593.84
Fund 101 Dept 320 Building DivisionCSG CONSULTANTS INC 101-62099-320-000000 Code Enforcement, 10,800.00 5854 03/25/26 Inspections, Plan & Bldg, Permit Tech
34 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 3 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
CSG CONSULTANTS INC 101-62099-320-000000 Code Enforcement, 2,210.00 5854 03/25/26 Inspections, Plan & Bldg, Permit Tech
101-62099-320-000000 8,600.00 5854 03/25/26101-62099-320-000000 4,227.50 5854 03/25/26 GOOD CITY COMPANY 101-62042-320-000000 Planning Consultant 3,377.50 5856 03/25/26 Services - Feb 2026 GREEN HALO SYSTEMS 101-62305-320-000000 Mar Hosting & Acces 114.00 5857 03/25/26OPENGOV INC. 101-62099-320-OPNGV OpenGov Deployment, 15,705.90 5866 03/25/26 Permitting & License, Document Mgmt
101-62305-320-OPNGV 4,075.72 5866 03/25/26
SHUMS CODA ASSOCIATES 101-62099-320-000000 Sr Permit Tech 5,325.00 5878 03/25/26 Services providedby SCA for Jan SHUMS CODA ASSOCIATES 101-62099-320-000000 Sr Permit Tech 5,325.00 5878 03/25/26Services providedby SCA for Feb --------------
Fund 101 Dept 320 Total 59,760.62
Fund 101 Dept 330 Code ComplianceCSG CONSULTANTS INC 101-62099-330-000000 Code Enforcement, 2,160.00 5854 03/25/26 Inspections, Plan & Bldg, Permit Tech
OPENGOV INC. 101-62099-330-OPNGV OpenGov Deployment, 2,243.70 5866 03/25/26 Permitting & License, Document Mgmt
101-62305-330-OPNGV 582.25 5866 03/25/26
--------------
Fund 101 Dept 330 Total 4,985.95
Fund 101 Dept 410 Community HallBANK OF AMERICA 101-61051-410-000000 February Credit 149.88 5849 03/25/26 Card Statement
--------------
Fund 101 Dept 410 Total 149.88
Fund 101 Dept 420 Field RentalsGOT GOPHERS? 101-61055-420-000000 Town Fields Gopher 525.00 5873 03/25/26 Trapping- Feb 2026 35 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 4 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
J. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 315.44 5860 03/25/26 Rental & ServicesJ. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 231.44 5860 03/25/26 Rental & ServicesMIRANDAS LANDSCAPE 101-61055-420-000000 March Landscape 1,566.00 5863 03/25/26 ServicesSIERRA PACIFIC TURF SUPPLY INC 101-61055-420-000000 Fields Fertilizer 1,275.95 5870 03/25/26 --------------
Fund 101 Dept 420 Total 3,913.83
Fund 101 Dept 510 Public WorksCSG CONSULTANTS INC 101-62037-510-000000 Code Enforcement, 2,880.00 5854 03/25/26 Inspections, Plan & Bldg, Permit Tech HILLYARD INC 101-62011-510-000000 Janitorial Supplies 942.02 5858 03/25/26 HILLYARD INC 101-62011-510-000000 Janitorial Supplies 717.72 5858 03/25/26 JUSTIN BIXBY 101-62014-510-000000 Expense 262.50 5861 03/25/26 Reimbursement - Work Boots
OPENGOV INC. 101-62099-510-OPNGV OpenGov Deployment, 4,986.00 5866 03/25/26 Permitting & License, Document Mgmt
101-62305-510-OPNGV 4,652.92 5866 03/25/26
PORTOLA VALLEY HARDWARE 101-62014-510-000000 February Statement 390.27 5868 03/25/26 Tools
RON RAMIES AUTOMOTIVE INC. 101-61081-510-000000 Feb Fuel Statement 441.48 5869 03/25/26 --------------
Fund 101 Dept 510 Total 15,272.91
Fund 101 Dept 610 Non-DepartmentalAMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Post-It Sticky 207.09 5877 03/25/26 Notes, JumboPermanent Markers
AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Legal Pads 12 PK 16.40 5877 03/25/26AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Sunee Steno Pads 60 10.92 5877 03/25/26 Sheets
AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 XL Blk Aluminum 267.93 5877 03/25/26 flip Chart Easel & Presentation Stand
AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 25 Ft Tape Measure 145.44 5877 03/25/26 2PK
APPLICANTPRO HOLDING LLLC 101-62309-610-000000 Recruitment - Asst 995.00 5883 03/25/26 Town Manager
AT&T 101-62021-610-000000 February Statement 62.26 5848 03/25/26 36 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 5 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
AT&T 101-62021-610-000000 February Statement 185.73 5848 03/25/26AT&T 101-62021-610-000000 February Statement 62.26 5848 03/25/26 BANK OF AMERICA 101-62305-610-000000 February Credit 2,247.23 5849 03/25/26 Card Statement
101-62301-610-000000 122.55 5849 03/25/26101-62399-610-000000 673.07 5849 03/25/26101-62309-610-000000 450.00 5849 03/25/26 CALIFORNIA WATER SERVICE CO 101-62022-610-000000 Water Service 614.20 5850 03/25/26 2/11/26 - 3/11/26
101-62022-610-000000 669.39 5850 03/25/26
101-62022-610-000000 495.88 5850 03/25/26101-62022-610-000000 145.38 5850 03/25/26 CALPERS 101-55011-610-000000 March UAL CLASSIC 13,579.75 5851 03/25/26CALPERS 101-55011-610-000000 March UAL PEPRA 400.17 5851 03/25/26COMCAST 101-62021-610-000000 WIFI-3.21.2026-04.2 255.02 5853 03/25/26 .2026
COMCAST 101-62021-610-000000 WIFI-3.16.2026-04.1 549.51 5853 03/25/26 .2026
DAILY JOURNAL CORPORATION 101-62309-610-000000 2nd Reading & 276.17 5855 03/25/26 Adoption Ordinance Publication ELIZABETH MARTELLI 101-62399-610-000000 Mileage 27.79 5880 03/25/26 ReimbursementPickup Farewell Cupcakes ELIZABETH MARTELLI 101-62399-610-000000 Reimbursement- 64.26 5880 03/25/26Beverages for Town Priority Council Session MATRIX CONSULTING GROUP, LTD 101-62099-610-000000 Comprehensive Fee 8,100.00 5881 03/25/26 Study & DevelopmentImpact Fee NexusStudy
OCCUSCREEN LLC 101-62399-610-000000 Background Check - 55.00 5865 03/25/26 Senior PlannerPG&E 101-62022-610-000000 PG&E Mar Usage 1,355.45 5867 03/25/26 101-62022-610-000000 14.62 5867 03/25/26
101-62022-610-000000 14.62 5867 03/25/26
SAN MATEO COUNTY HEALTH SYSTEM 101-62202-610-000000 Animal Control 22,234.00 5882 03/25/26 Costs FY25-26
STERICYCLE, LNC. DBA SHRED-LT 101-62301-610-000000 Paper Shredding 127.57 5876 03/25/26 Services WIZIX TECHNOLOGY GROUP, INC. 101-62301-610-000000 Printer 87.85 5879 03/25/26 --------------
Fund 101 Dept 610 Total 54,512.51
--------------
Fund 101 Total 331,382.89
37 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 6 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 206 Dept 510 Public WorksSCA OF CA, LLC 206-61012-510-000000 February 900.00 5852 03/25/26 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 February 1,195.00 5852 03/25/26 Litter/Street Clean --------------
Fund 212 Dept 510 Total 1,195.00
--------------
Fund 212 Total 1,195.00
Fund 222 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 222-62032-125 Jan Legal Service 1,448.20 5875 03/25/26 --------------
Fund 222 Dept 125 Total 1,448.20
Fund 222 Dept 310 Planning DivisionGOOD CITY COMPANY 222-62039-310 Planning Consultant 3,325.00 5856 03/25/26 Services - Feb 2026 --------------
Fund 222 Dept 310 Total 3,325.00
--------------
Fund 222 Total 4,773.20
Fund 401 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 401-62032-125-VOTRBR Jan Legal Service 372.80 5875 03/25/26 --------------
Fund 401 Dept 125 Total 372.80
38 apackfnd2 Town of Portola Valley mmagahiz 03/18/2026 11:08 Page 7 Checks by Fund - 03/25/26 to 03/25/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
--------------
Fund 401 Total 372.80
Fund 701 Dept 340 Customer DepositsCSG CONSULTANTS INC 701-62041-340 Code Enforcement, 2,812.50 5854 03/25/26 Inspections, Plan & Bldg, Permit Tech
701-62041-340 11,220.43 5854 03/25/26701-62038-340 5,580.00 5854 03/25/26 701-62041-340 860.00 5854 03/25/26
701-62038-340 475.00 5854 03/25/26
GOOD CITY COMPANY 701-62041-340 Planning Consultant 17,469.75 5856 03/25/26 Services - Feb 2026 701-62041-340 8,060.00 5856 03/25/26
SHUTE, MIHALY & WEINBERGER LLP 701-62033-340 Jan Legal Service 2,960.00 5875 03/25/26 --------------
Fund 701 Dept 340 Total 49,437.68
--------------
Fund 701 Total 49,437.68
--------------
**** Grand Total 388,061.57
* * * End of Report * * *
39 .
apapdinv2 mmagahiz Town of Portola Valley Page 1
11:08 03/18/26 Paid Invoices by Date
From: 03/25/2026 to 03/25/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 41 AT&T
03/25/26 5848 February Statement 310.25 62.26 000024907831 February Statement 185.73 000024907832February Statement 62.26 000024907833 Vendor: 44 BANK OF AMERICA
5849 February Credit Card Statement 5,269.42 5,269.42 1388-FEB26 Vendor: 78 CALIFORNIA WATER SERVICE CO
5850 Water Service 2/11/26 - 3/11/26 1,924.85 1,924.85 FEB-2026 Vendor: 80 CALPERS
5851 March UAL CLASSIC 43,460.69 13,579.75 100000018225016 March UAL PEPRA 400.17 100000018225030February Retirement- CLASSIC 10,324.89 100000018177824February Retirement- PEPRA 19,155.88 100000018177844 Vendor: 121 SCA OF CA, LLC
5852 February Litter/Street Clean 2,095.00 2,095.00 CA25006393 Vendor: 124 COMCAST
5853 WIFI-3.16.2026-04.15.2026 804.53 549.51 7290-MAR26 WIFI-3.21.2026-04.20.2026 255.02 1945-APR26
Vendor: 135 CSG CONSULTANTS INC
5854 Code Enforcement, Inspections, Plan & Bldg, Permit Tech 60,425.43 60,425.43 JAN-2026 Vendor: 142 DAILY JOURNAL CORPORATION
5855 2nd Reading & Adoption Ordinance Publication 276.17 276.17 B3997721 Vendor: 195 GOOD CITY COMPANY
5856 Planning Consultant Services - Feb 2026 41,689.75 41,689.75 4654 Vendor: 203 GREEN HALO SYSTEMS
5857 Mar Hosting & Access 114.00 114.00 6391
Vendor: 213 HILLYARD INC
5858 Janitorial Supplies 1,659.74 942.02 90007307
Janitorial Supplies 717.72 90048117
Vendor: 218 MISSIONSQUARE RETIREMENT
5859 Deferred Comp - Mar 15, 2026 4,158.87 4,158.87 MAR-202615 Vendor: 234 J. W. ENTERPRISES
40 .
apapdinv2 mmagahiz Town of Portola Valley Page 2
11:08 03/18/26 Paid Invoices by Date
From: 03/25/2026 to 03/25/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
03/25/26 5860 Handicap Unit Rental & Services 546.88 315.44 272535 Handicap Unit Rental & Services 231.44 272536
Vendor: 265 JUSTIN BIXBY
5861 Expense Reimbursement - Work Boots 262.50 262.50 FRRS-26-1 Vendor: 295 LYNX TECHNOLOGIES INC
5862 GIS Professional Services in Feb 2026 975.00 975.00 10595 Vendor: 324 MIRANDAS LANDSCAPE
5863 March Landscape Services 1,566.00 1,566.00 2942
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5864 Navia Benefit 03/15/2026 562.50 562.50 03152026
Vendor: 339 OCCUSCREEN LLC
5865 Background Check - Senior Planner 55.00 55.00 268912 Vendor: 343 OPENGOV INC.
5866 OG Core Financials 1/15/2026-1/14/2027 95,978.20 29,744.00 INV25408 OpenGov Deployment, Permitting & License, Document Mgmt 66,157.83 INV25516OpenGov Billable Support 76.37 INV25543 Vendor: 367 PG&E
5867 PG&E Mar Usage 1,384.69 1,384.69 MAR-2026
Vendor: 376 PORTOLA VALLEY HARDWARE
5868 February Statement Tools 390.27 390.27 193-FEB26
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
5869 Feb Fuel Statement 441.48 441.48 G20260228-3
Vendor: 431 SIERRA PACIFIC TURF SUPPLY INC
5870 Fields Fertilizer 1,275.95 1,275.95 01053222
Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
5871 Dental/Vision 2,210.70 2,210.70 APR-2026
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
5872 01/01/26-01/31/26 Fire Mitigation Crew Support 39,426.32 16,072.12 WFPDCREW-202601 02/01/26-02/28/26 Fire Mitigation Crew Support 23,354.20 WFPDCREW-202602 Vendor: 518 GOT GOPHERS?
5873 Town Fields Gopher Trapping- Feb 2026 525.00 525.00 99596 41 .
apapdinv2 mmagahiz Town of Portola Valley Page 3
11:08 03/18/26 Paid Invoices by Date
From: 03/25/2026 to 03/25/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1012 NETFILE, INC.
5874 Annual Subscription for Agency Services 2/15/26-2/14/27 1,200.00 1,200.00 10777 Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
5875 Jan Legal Service 25,484.79 25,484.79 JAN-26-SMW
Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
5876 Paper Shredding Services 127.57 127.57 8013585424
Vendor: 1152 AMAZON CAPITAL SERVICES, INC
5877 Legal Pads 12 PK 647.78 16.40 1CG6-NJY9-G76T
Sunee Steno Pads 60 Sheets 10.92 1HKH-H1Y9-H1HJXL Blk Aluminum flip Chart Easel & Presentation Stand 267.93 1T1L-QDYP-GF1925 Ft Tape Measure 2PK 145.44 1XLL-7DRJ-LNVFPost-It Sticky Notes, Jumbo Permanent Markers 207.09 17PH-RT4R-GLJM Vendor: 1204 SHUMS CODA ASSOCIATES
5878 Sr Permit Tech Services provided by SCA for Jan 21,300.00 10,650.00 12005 Sr Permit Tech Services provided by SCA for Feb 10,650.00 12122 Vendor: 1216 WIZIX TECHNOLOGY GROUP, INC.
5879 Printer 87.85 87.85 582784
Vendor: 1223 ELIZABETH MARTELLI
5880 Mileage Reimbursement- Pickup Farewell Cupcakes 92.05 27.79 FRMR-26-4 Reimbursement- Beverages for Town Priority Council Session 64.26 FRRS-26-2 Vendor: 1224 MATRIX CONSULTING GROUP, LTD
5881 Comprehensive Fee Study & Development Impact Fee Nexus Study 8,100.00 8,100.00 2 Vendor: 1242 SAN MATEO COUNTY HEALTH SYSTEM
5882 Animal Control Costs FY25-26 22,234.00 22,234.00 AC25-26-PORTOLA Vendor: 1251 APPLICANTPRO HOLDING LLLC
5883 Recruitment - Asst Town Manager 995.00 995.00 132368-2 Vendor: 1316 COLANTUONO HIGHSMITH & WHATLEY
5884 VLF Litigation Coalition 03.34 03.34 69658
Check Date Totals 388,061.57
Grand Total 388,061.57
42 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Robert Burtt, Town Engineer
DATE: March 25, 2026
RE: Adopt a Resolution Authorizing the Designation of Applicant’s Agent Resolution for Non-State Agencies (California Office of Emergency Services Form 130)

RECOMMENDATION
Staff recommends that the Town Council adopt a Resolution Authorizing the Designation of Applicant’s Agent Resolution for Non-State Agencies (California Office of Emergency Services Form 130).

BACKGROUND
Under Federal Public Law 93-288, as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and State law under the California Disaster Assistance Act, the Town Council must adopt a Resolution every three years authorizing the designation of the Town’s agents to engage with the California Office of Emergency Services (Cal OES) and the Federal Emergency Management Agency (FEMA) regarding grants applied for through the FEMA Public Assistance Program. The required form is CalOES Form 130.

DISCUSSION
An updated California Office of Emergency Services Form 130 is required. This form, as provided in Attachment 1, authorizes the Town Manager, Assistant Town Manager, and Finance Director to serve as Authorized Agents on behalf of the Town for any all open and future disasters declared within three years of the approval date. This is needed for closeout work on the Town’s four claims related to the FEMA Disaster DR-4683: 2022-2023 Early Winter Storms.

FISCAL IMPACT
There is no fiscal impact associated with this agenda item.

ATTACHMENTS

1. Resolution with Exhibit A
43 RESOLUTION NO. 2990-2026

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA VALLEY AUTHORIZING THE DESIGNATION OF APPLICANT’S AGENT RESOLUTION FOR NONSTATE AGENCIES (CALOES FORM 130) WHEREAS, under Federal Public Law 93-288, as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and State law under the California Disaster Assistance Act, the Town Council must adopt a Resolution every three years authorizing the designation of the Town’s agents to engage with the California Office of Emergency Services (Cal OES) and the Federal Emergency Management Agency (FEMA) regarding grants applied for through the FEMA Public Assistance Program; and WHEREAS, an updated Resolution Authorizing the Designation of Applicant’s Agent Resolution for Non-State Agencies(Cal OES Form 130) is required to be submitted to Cal OES; and
WHEREAS, the Cal OES Form 130 authorizes the Town Manager, Assistant Town Manager, and Finance Director to serve as Authorized Agents on behalf of the Town for any all open and future disasters declared within three years of the Resolution approval date.

NOW THEREFORE, the Town Council of the Town of Portola Valley does hereby RESOLVE as follows:

The Town Council does hereby approve a Resolution authorizing the signing of the Applicant’s Agent Resolution for Non-State Agencies (California Office of Emergency Services Form 130).

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

AYES:

NOES:

ABSENT:

ABSTAIN:

By: __________________________

Craig Taylor, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk
EXHIBIT A: Applicant’s Agent Resolution for Non-State Agencies (California Office of Emergency Services Form 130).
44 DESIGNATION OF APPLICANT'S AGENT RESOLUTION FOR NON-STATE AGENCIES

BE IT RESOLVED BY THE OF THE
(Governing Body) (Name of Applicant)

THAT , OR
(Title of Authorized Agent)
, OR
(Title of Authorized Agent)
(Title of Authorized Agent)
is hereby authorized to execute for and on behalf of the , (Name of Applicant)
a public entity established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency Services for the purpose of obtaining federal financial assistance for any existing or future grant program, including, but not limited to any of the following:
- Federally declared Disaster (DR), Fire Mitigation Assistance Grant (FMAG), California State Only Disaster (CDAA), Immediate Services Program (ISP), Hazard Mitigation Grant Program (HMGP), Building Resilient Infrastructure and Communities (BRIC), Legislative Pre-Disaster Mitigation Program (LPDM), under - Public Law 93-288 as amended by the Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.
- Flood Mitigation Assistance Program (FMA), under Section 1366 of the National Flood Insurance Act of 1968.
- National Earthquake Hazards Reduction Program (NEHRP) 42 U.S. Code 7704 (b) ((2) (A) (ix) and 42 U.S. Code 7704 (b) (2) (B) National Earthquake Hazards Reduction Program, and also The Consolidated Appropriations Act, 2018, Div. F, Department of Homeland Security Appropriations Act, 2018, Pub. L. No. 115-141 - California Early Earthquake Warning (CEEW) under CA Gov Code – Gov, Title 2, Div. 1, Chapter 7, Article 5, Sections 8587.8, 8587.11, 8587.12 That the , a public entity established under the
(Name of Applicant)
laws of the State of California, hereby authorizes its agent(s) to provide to the Governor’s Office of Emergency Services for all matters pertaining to such state disaster assistance the assurances and agreements required.

STATE OF CALIFORNIA

CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)

RECOVERY DIRECTORATE

FINANCIAL PROCESSING DIVISION
Cal OES ID No: _____________
Rev. 10-2022 Page 1 of 4 OES-FPD-130 715290 Town Council Town of Portola Valley the Town Manager the Assistant Town Manager the Finance Director Town of Portola Valley Town of Portola Valley ATTACHMENT 2
45 Please check the appropriate box below
This is a universal resolution and is effective for all open and future disasters/grants declared up to three (3) years following the date of approval.

This is a disaster/grant specific resolution and is effective for only disaster/grant number(s):

Passed and approved this __day of , 20
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)
(Name and Title of Governing Body Representative)

CERTIFICATION
I, , duly appointed and of
(Name) (Title)
, do hereby certify that the above is a true and
(Name of Applicant)
correct copy of a resolution passed and approved by the (Governing Body)
of the on the day of , 20 .
(Name of Applicant)
(Signature) (Title)

STATE OF CALIFORNIA

CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES

DESIGNATION OF APPLICANT'S AGENT RESOLUTION

NON-STATE AGENCIES
OES-FPD-130 (Rev. 10-2022)

RECOVERY DIRECTORATE

FINANCIAL PROCESSING DIVISION
Rev. 10-2022 Page 2 of 4 OES-FPD-130
✔
25 March 26 Veronica Dao Town Clerk Town of Portola Valley Town Council Town of Portola Valley 25 March 26 Town Clerk 46 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager
DATE: March 25, 2026
RE: Accept Refinement of Town Council Priority Categories for Fiscal Year 2026-27

RECOMMENDATION
Staff recommends that the Town Council accept the refinement of the Town Council Priority Categories for Fiscal Year 2026-27.

DISCUSSION
The Town Council met for the Special Meeting on Monday, March 16, 2026. The one agenda item was the Annual Town Council Priority Setting Study Session. The Town Council received a staff presentation, considered public comment, and then discussed the future priorities.

The Council provided direction to add a new Priority Category of "Community." The six priority categories help establish the top projects and guide the Town based on a shared vision for each fiscal year.

The refined Priority Categories are:

Financial Responsibility and Long-term Viability
Safety
Operational Efficiency and Effectiveness
Responsible Land Use
Community
Environmental Sustainability
The attached graphic depicts these six priority categories.

FISCAL IMPACT
There is no fiscal impact associated with this agenda item.

ATTACHMENTS

1. Priority Categories Draft
47 Town of Portola Valley
Town Council
Priority Categories
Financial Responsibility and Long-term Viability
Safety
Operational Efficiency and Effectiveness
Responsible Land Use
Community
Environmental Sustainability
The six priority categories help establish the top projects and guide the Town based on a shared vision for each fiscal year.

DRAFT 48

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager
DATE: March 25, 2026
RE: Receive the Annual Report on the Farmers' Market from Good Roots and Provide Direction to Staff on a Potential License Agreement Amendment

RECOMMENDATION
Staff recommends that the Council receive the Annual Report on the Farmers' Market from Good Roots and provide direction to staff on a potential license agreement amendment.

BACKGROUND
Since September 2018, Nile Estep of Good Roots has managed the Portola Valley Farmers' Market. Mr.

Estep has successfully managed the market, bringing in diverse produce and products to serve the community on a weekly basis.

On September 27, 2023, the Town Council adopted Resolution No. 2935-2023 authorizing the Mayor to execute the Farmers' Market License Agreement for the Town Center Weekly Farmers' Market with Good Roots. The staff report, resolution, and executed Agreement is provided in Attachment 1.

DISCUSSION
The current Agreement stipulates that every year Good Roots is required to provide the Town Council with an annual report at a meeting in March or April. The report is required to include Good Roots' opinions on what is working well and what can be improved and may include a request for changes to the farmers' market program. At that time, the Council may consider continuing the farmers' market, applying additional conditions or provisions, or terminating the farmers' market. Staff is seeking this direction at the March 25, 2026 meeting, and based on direction will return to the next Town Council meeting with an Amendment if directed to prepare this to allow the Farmers' Market to continue.

Additionally, staff is seeking direction on the term of the agreement. A two-year term is recommended which would extend the current Agreement to May 31, 2028, but the Council may provide direction on an alternative. The Council may also provide direction on other components of the Agreement.

FISCAL IMPACT
The Agreement requires Good Roots to pay to the Town as rent for the use and occupancy of the License Area the sum of One Dollar ($1.00) per week, payable monthly in advance on the first day of each calendar month. This results in $52 in annual revenue to the Town.

ATTACHMENTS

1. Executed Agreement
49 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council FROM: Kari Chinn, Communications and Community Engagement Analyst Corie Stocker, Assistant Town Manager
DATE: September 27, 2023
RE: Adoption of Resolution Approving and Authorizing Execution of Farmers’ Market License Agreement

RECOMMENDATION
Staff recommends that the Town Council adopt the attached Resolution (Attachment 1) authorizing the Mayor to execute the attached Farmers’ Market License Agreement (Attachment 2) between the Town and Nile Estep, dba Good Roots, a Sole Proprietorship (“Good Roots”) for a two-year contract .

BACKGROUND/DISCUSSION
Since September 2018, Nile Estep of Good Roots has managed the Portola Valley Farmers Market. Mr. Estep has successfully managed the market bringing in diverse produce and product on a weekly basis. During the longer summer markets Mr. Estep has added value to the market by bringing in musicians and activities for children.

The Market is highly valued by residents and is a meeting point for parents and students for after school bus service. The market has provided food trucks on a weekly basis and works to add more food options during the Summer Concert Series.

Staff recommends that the Town Council approve the Resolution authorizing the Mayor to execute Agreement for Mr. Estep to manage the farmers’ market for a two-year contract.

Staff has updated the Farmers’ Market License Agreement (Agreement), with the assistance of the Town Attorney, to have a two-year term with Mr. Estep. Every year Mr.

Estep will provide the Town Council with an annual report. Staff will work with Mr. Estep to bring a report to the Council to evaluate the farmers’ market. At that time, the Council may consider continuing the farmers’ market, applying additional conditions or provisions, or terminating the farmers’ market at the end of the contract.

TOWN OF PORTOLA VALLEY

STAFF REPORT
50

Farmers’ Market License Agreement September 27, 2023
The Agreement has also been updated to include the following provisions:

Adds a provision to provide crossing guard services at the Crosswalk across Portola Road adjacent to the Town Center Parking lot, during the one afternoon school bus stop.

FISCAL IMPACT
The Town includes a nominal amount in the annual budget to support Farmers’ Market activities and engagement. The proposal for the 2023-24 Fiscal Year is $7,000.

ATTACHMENTS

1. Resolution Farmers’ Market License Agreement

2. Farmers’ Market License Agreement

3. Site and Traffic Plan
Approved by: Sharif Etman, Town Manager
51 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF

PORTOLA VALLEY APPROVING AND AUTHORIZING

EXECUTION OF AN AGREEMENT BETWEEN THE TOWN OF
PORTOLA VALLEY AND NILE ESTEP, dba GOOD ROOTS
WHEREAS, the Town Council of the Town of Portola Valley has read and considered that certain Farmers’ Market License Agreement for operation of the Farmers’ Market at the Town Center (“Agreement") between the Town and Nile Estep, dba Good Roots, a Sole Proprietorship (“Good Roots”) for a period of two years; and WHEREAS, Good Roots has operated the Farmers’ Market at the Town Center since October of 2018; and
WHEREAS, Good Roots has been running successful Farmers’ Markets in the area and has been able to adapt the market to meet Town and County recommendations and orders
NOW, THEREFORE, the Town Council of the Town of the Town of Portola Valley does hereby RESOLVE as follows:

1. Public interest and convenience require the Town of Portola Valley to enter into the Agreement as described above.

2. The Town of Portola Valley hereby approves the Agreement and the Mayor is authorized on behalf of the Town to execute the Agreement between the Town of Portola Valley and Good Roots.

PASSED AND ADOPTED at the regular meeting of the Town of Portola Valley on September 27, 2023.

By: _________________________
Mayor
ATTEST:_________________________
Town Clerk

RESOLUTION
NO. 2023
52 -1-
FARMERS’ MARKET

LICENSE AGREEMENT
THIS FARMERS’ MARKET LICENSE AGREEMENT (“Agreement”), dated as of the last date signed below (“Effective Date”), is by and between THE TOWN OF PORTOLA VALLEY, a municipal corporation ("Town") and Nile Estep, dba Good Roots, a Sole Proprietorship (“Good Roots”) and is made with reference to the following facts:

A. Town is the owner of the real property and improvements commonly known as the Town Center located at 765 Portola Road, Portola Valley, California 94028 (“Town Center”).

B. The Town desires to have and Good Roots desires to operate a farmers’ market at the Town Center, subject to all the terms and conditions hereinafter set forth.

NOW, THEREFORE, it is agreed as follows:

1. Grant of License. Town hereby grants to Good Roots a revocable license to use and occupy a portion of the Town Center for the purpose of operating a farmers’ market wherein participating merchants will be engaged in the retail sale of agricultural products and other items customarily offered at a farmers’ market for sale to the general public. The license granted herein shall authorize use and occupancy of the Town Center only by Good Roots and its authorized agents and participating merchants who are engaged in operation of the farmers’ market pursuant to an agreement with Good Roots ("Participating Merchants"). The agreement(s) between Good Roots and the Participating Merchants shall require each Participating Merchant to comply with all of the applicable conditions and requirements set forth in this Agreement.

2. License Area. The area of the Town Center to be occupied by the farmers’ market operated by Good Roots shall be a portion of the parking area adjacent to the Historic School House, as shown on Exhibit A attached hereto and made a part hereof ("License Area").

3. Condition of License Area. Use of the License Area is being granted to Good Roots in its present condition and the Town shall have no obligation to make any alterations or improvements to the License Area to accommodate the farmers’ market. Good Roots acknowledges that the Town has made no representations or warranties concerning the condition of the License Area or its suitability for a farmers’ market. It shall be the sole responsibility of Good Roots to conduct such inspections of the License Area as it deems necessary to confirm that the License Area can be used for the farmers’ market.

4. Term. The term of this Agreement shall be from the Effective Date until May 53 -2-
31, 2025. Good Roots will provide an oral report to the Town Council annually at the Council’s March or April meeting, which shall include Good Roots’ opinions on what is working well and what can be improved and may include a request for changes to the farmer’s market program.

5. Permitted Use; Conditions. The License Area shall be used and occupied by Good Roots and Participating Merchants solely for the purpose of operating a farmers’ market and related activities, such as entertainment, and for no other purpose without the prior written approval of the Town.
a. Day and Time of Operation. The farmers’ market shall be limited to Thursday afternoons for a period of four hours of operation with an additional two hours before operation for set-up and one hour after operation for clean-up, generally from 2 p.m. to 5 or 6 p.m., depending on the time of year. In any case, the farmers’ market shall always close by sunset, and clean-up must be completed within one hour after sunset. b. Town Cancellations and Rescheduling.
i. If the Town needs to cancel any particular week of the farmers’ market due to a conflict with another event at Town Center, the Town shall provide Good Roots with at least one-week advance written notice.
ii. If the regularly scheduled farmers’ market occurs on a holiday (e.g., Thanksgiving or Christmas), the Town Manager may give Good Roots permission for the farmers’ market to occur on an alternate date during the week of the holiday.
c. Site Plan and Traffic Control. The farmers’ market setup and booth lay out shall conform to the Site Plan contained in Exhibit A, which is incorporated by reference. Good Roots and Town may make minor changes to the Site Plan from time to time. Any changes to the Site Plan that are not minor changes must be approved by amendment to this Agreement, which amendment must be signed by both parties to be effective.

Good Roots shall comply with the City-approved site-specific traffic control plan, which is attached to this Agreement as Exhibit A. d. Participating Merchants; Booths.
i. The maximum number of Participating Merchants shall be 30 and shall not be increased without prior written approval of the Town Council. To the greatest extent feasible, subject to Good Roots’ reasonable discretion, Good Roots will seek to engage vendors that 54 -3-
are based in close proximity to the Town and that provide goods and products desired by Town residents.
ii. Good Roots may allow an additional “Community Corner” booth space at the farmers’ market for individuals and groups to engage in expressive activity, such as political advocacy, educational outreach or entertainment. Good Roots must provide a way for Community Corner booth space to be reserved in advance. No sales activity or fundraising will be allowed in the Community Corner.
iii. Good Roots shall require all Participants to comply with Market Rules adopted by Good Roots.
iv. Good Roots shall provide the Town with a space on the Historic School House steps for use by Town committees, Town staff, government agencies with jurisdiction in Portola Valley (e.g., Woodside Fire, Library) and Town service providers (e.g., GreenWaste Recovery) for outreach purposes.
v. Musicians may be invited to enhance the atmosphere of the farmers’ market. Amplified sound shall be allowed at Good Roots’ reasonable discretion, provided it does not disturb adjoining property owners.
e. Sustainability. Good Roots will ensure the farmers’ market is “zero waste.” Good Roots shall require Participating Merchants to comply with the Reusable Bag Ordinance and shall require that Participating Merchants provide compostable serve-ware and produce bags.
f. Clean Up. Upon the conclusion of each farmers’ market, Good Roots and Participating Merchants shall thoroughly clean the License Area; turn off hot water and access to outside spigots; place all trash, waste, recycling and debris into the proper receptacle (if necessary, transporting any extra waste or recycling to the Town’s corporation yard and placing it in the proper receptacle); and restore the License Area to substantially the same condition as existed before the conduct of the farmers’ market, including the repair of any damage to Town property resulting from the farmers’ market activities.
g. Food Demo Booth. Within the maximum number of Participating Merchants identified in subsection (d)(i) above, the Town shall permit a food demo booth. The Town shall pay the annual San Mateo 55 -4-
County Health Department fee associated with the food demo booth.

Good Roots shall obtain a permit for the food demo booth as “Portola Valley Farmer’s Market Healthy Food Demo Booth” and shall be the responsible party with the food manager’s certification. Good Roots will be responsible for scheduling local chefs to provide the demonstrations at the booth, and the Town will provide access to the kitchen sink in the Community Hall for the individual(s) authorized by Good Roots each week to conduct the demonstration. Good Roots shall ensure that the operation of the booth, including but not limited to the individuals making the demonstrations and the demonstrations, comply with all applicable laws, ordinances and regulations. h. Food trucks, food tents and special events. Good Roots can submit for approval to the Town Manager plans for additional special events and food trucks and meal tents during farmers markets, which may require more space. Plans must include information about required permits from County Agencies and comply with all applicable laws, ordinances and regulations, before being approved by the Town Manager. Good Roots shall require and confirm that any food trucks attending the farmers’ market have the required San Mateo County Health permits. i. Market adaptations under emergency orders and other special circumstances. In the event that unforeseen circumstances affecting the operation of the farmers market arise, such as emergencies orders, Good Roots may propose to the City adaptations to the farmers market to comply with such orders and to adapt to such circumstances. Such adaptations may include rearranging booths or barricades within the license area to meet any health and safety guideline recommended by the Town, County, or State. Market adaptations must be approved by Town Manager prior to implementing those adaptations.

6. Crosswalk. Good Roots hereby agrees provide crossing guard services at the Crosswalk across Portola Road adjacent to the Town Center Parking lot, during the one afternoon school bus stop. This responsibility entails ensuring the safety and smooth passage of pedestrians and students. Good Roots agrees to ensure the following, at a minimum:
a. Provide at least one crossing guard who has completed the trainings set forth in subsection 6(b), below, who will be present from at least 3:10 p.m. until SamTrans bus 85 drops off students and has departed. b. Require assigned crossing guards to complete the necessary certifications and training to provide crossing guard services, as directed by the City. c. Implement safety measures and protocols to prevent any potential accidents or hazards. These measures must include, at a minimum, requiring all crossing guards to year a reflective safety vest or similar outerwear and to carry a handheld red “STOP” paddle.
56 -5-

7. Termination.
a. For Convenience. Good Roots or the Town may terminate this Agreement at any time by giving at least one month advance written notice to the other party. This Agreement will automatically terminate at the end of the term, if not extended by the parties’ written agreement. b. For Cause. Town reserves the right to terminate this Agreement and/or suspend or revoke the License conferred hereby at any time if the City determines, in its sole discretion, that Good Roots’ use of the License Area is contrary to the public health, safety, or welfare, or is in violation of any federal, state, or local laws, regulations, or permits, or is contrary to the terms and conditions set forth in this
Agreement. City shall give thirty (30) days prior written notice of termination unless the City determines that there is an immediate threat to public health, safety, or welfare that requires a shorter notice period.

8. Rent. Good Roots shall pay to the Town as rent for the use and occupancy of the License Area the sum of One Dollar ($1.00) per week, payable monthly in advance on the first day of each calendar month.

9. Compliance with Legal Requirements. Good Roots and Participating Merchants shall strictly comply with all applicable federal, state and local laws and regulations concerning transportation, handling, storage, and sale of food and other products offered for sale by the Participating Merchants at the farmers’ market. Good Roots shall strictly comply with all applicable laws, ordinances and regulations pertaining to the operation of a farmers’ market, including, but not limited to, the prohibition of pets within the License Area. Good Roots will maintain a current Portola Valley Business License.

10. Indemnity. Good Roots agrees to indemnify, defend, and hold the Town, and its officers, officials, boards, commissions, employees, agents, and volunteers harmless from and against any and all claims, demands, causes of action, liabilities, costs or expenses, including attorneys’ fees, arising from its use or the Participating Merchants’ use of the License Area or the operation of a farmers’ market thereon, or arising from its performance under or any breach of this Agreement by Good Roots. The indemnity obligations of Good Roots set forth herein shall survive and continue beyond the term of this Agreement.

11. Liability Insurance.
a. During the term of this Agreement, Good Roots, at its own expense, 57 -6-
shall procure and maintain in full force and effect: (i) comprehensive general liability insurance with an aggregate limit of not less than Two Million Dollars ($2,000,000.00); One Million Dollars ($1,000,000.00) per occurrence, insuring against all liability of Good Roots and the Town for bodily injury and property damage arising out of or in connection with Good Root’s use and occupancy of the License Area.
b. The general liability insurance policy shall name the Town of Portola Valley, and its officers, officials, boards, commissions, employees, agents, and volunteers as insured parties thereunder, and shall be endorsed to provide that: (i) the insurance coverage thereunder shall be primary with respect to Town; and (ii) no cancellation or reduction in coverage will be made without 10 days prior written notice to the Town by the carrier.

12. Notices. Any notice required or permitted to be given hereunder shall be in writing and shall be mailed, personally delivered, or delivered via email to the other party at the following address:

Town of Portola Valley
Attn: Town Manager
765 Portola Road
Portola Valley, CA 94028
Email: [email protected]
Nile Estep, Good Roots
PO Box 1527
San Carlos, CA 94070
Email: [email protected]
Any notice sent by mail shall be deemed received on the third business day after deposit of the notice in the U.S. Mail with proper postage prepaid thereon. Personally delivered or emailed notices shall be deemed received immediately.

13. Miscellaneous Provisions.
a. Costs of Suit. In the event legal action between the Town and Good Roots becomes necessary in order to enforce or interpret this Agreement, or any provision contained herein, the prevailing party shall be entitled to recover all costs and expenses that may be incurred in connection therewith, including reasonable attorneys’ fees.
b. No Assignment. This Agreement is personal to Good Roots and may not be assigned or transferred to any other party without the prior written consent of the Town.
c. Successors and Assigns. Subject to the restrictions against assignment by 58 -7-
Good Roots, this Agreement shall be binding upon and inure to the benefit of the respective heirs, executors, administrators, personal representatives, successors and assigns of the parties hereto. d. Severability. If any term or provision of this Agreement or the application to any person or circumstance shall, to any extent, be invalid or unenforceable, the remainder of this Agreement, or the application of such term or provision to persons whose circumstances other than those as to which it is held invalid or unenforceable, shall not be affected. e. Writing. No waivers, amendments, alterations, or modifications of this Agreement, or any agreements in connection with this Agreement, shall be valid unless in writing and duly executed by both Town and Good Roots or their respective successors-in-interest.
f. Authority to Sign. The parties executing this Agreement on behalf of Town and Good Roots represent that they have authority and power to sign this License on behalf of Town and Good Roots, respectively. g. Waiver. The waiver by either party of any breach of any term, covenant, or condition herein contained shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition herein contained nor shall any custom or practice that may arise between the Parties in the administration of the terms hereof be deemed a waiver of, or in any way affect, the right of Town or Good Roots to insist upon the performance by Good Roots or Town in accordance with said terms. h. Prior Agreements. This Agreement contains all of the agreements of the Parties with respect to any matter covered or mentioned in this License, and no prior agreement or understanding pertaining to any such matter shall be effective for any purpose.
i. Governing Law and Venue. This Agreement shall be construed under the laws of the State of California. And lawsuit regarding this Agreement shall be brought in the Superior Court of the State of California for the County of San Mateo.

IN WITNESS WHEREOF, the parties have executed this Agreement effective as of the dates below.

TOWN OF PORTOLA VALLEY NILE ESTEP, GOOD ROOTS
By: ____________________ By: ____________________
Jeff Aalfs, Mayor Nile Estep, Good Roots
Date: __________________ Date: __________________
59 60
-9-

EXHIBIT A
Farmers’ Market License Area & Site Plan
1678746.3
61 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: March 25, 2026
RE: Receive Information and Provide Direction to Staff Regarding Fiscal Year 2026-27 Town Budget Overview and Potential Locally Controlled Funding Options
RECOMMENDATION:

Receive Information and Provide Direction to Staff Regarding Fiscal Year 2026-27 Operating and Capital Budget Revenues and Potential Locally Controlled Funding Options and Town Charter.

REPORT SUMMARY
Prior to 1978, local agencies had greater fiscal authority to determine service levels and levy local taxes and charges to fund those services, however, the State attempted to provide more simplicity in tax application striking a balance between meeting the needs of the modern economy for uniform practices and procedures while continuing the commitment to meaningful local control of local government finances. Although these attempts may have addressed the issues for taxpayer ease, simplicity, and uniformity, they also led to centralizing fiscal authority with the Governor and the Legislature while constraining local fiscal authority.

The passage of Proposition 13 in 1978 not only brought property tax relief but far-reaching consequences as well. Property tax revenues were reduced by nearly 60 percent, and any local control of property tax was eliminated. Although local governments have discretion on the spending of these revenues, the allocation is controlled by the Legislature. Some of the provisions of Proposition 13 impacting local government include,

1. Property tax capped at 1% of assessed value instead of market value.

2. Property values were rolled back to 1975-76 levels, and annual growth capped at 2%.

3. Reassessment at market value only upon change of ownership instead of reassessment at full cash value annually.

4. Property Tax allocation transferred to the Legislature instead of local jurisdictions.

5. Special purpose taxes required a two-thirds voter approval.

6. Taxes imposed by the Legislature required a two-thirds vote of the Legislature.

TOWN OF PORTOLA VALLEY

STAFF REPORT

62

FY 2026-27 Budget Overview March 25, 2026
In the immediate aftermath of the passage of Proposition 13, elderly and low-income homeowners had a lower tax burden, similarly situated properties received disparate treatment, long-term local planning was cumbersome due to the disconnect between service costs and revenues, tax rates and shares were out of alignment with service demands, funding for schools shifted to the State General Fund, and local agencies placed a greater reliance on fees and other local taxes.

Since the passage of Proposition 13, some of the trends in municipal finance include the following,

1. Predictable discretionary funding for key services is on the decline.

2. Sales tax revenue is decreasing as the economy shifts to a more service-based model.

3. Revenues are not keeping pace with population growth increasing demand on services.

4. Public safety costs are increasing.

5. Infrastructure is deteriorating under neglect and not keeping pace with new technologies.

6. Costly mitigation efforts related to climate change.

7. Overlapping agencies fragmenting allocation of limited revenues.

With the substantial decrease in property tax revenues coupled with reductions in both State and Federal aid, local governments looked to increasing fees to recover costs, raising existing taxes on business licenses and hotel taxes (TUT), and adopting, or increasing existing utility user’s tax (UUT) rates. Other action taken by the Legislature, the Courts, or local governments also led to numerous ballot measures since the passage of Proposition 13. In most instances, these ballot measures and court cases have eroded local government control over revenues.

In 1986, Proposition 62 restated the super majority requirement for a special tax measure and majority requirement for general tax measures and prohibited the imposition of taxes on real estate transfers. The provisions of this proposition were superseded by the passage of Proposition 218 in 1996.

In 1991, the California State Supreme Court gave the State the authority to define a “matter of statewide concern”. The State exercised this expanded authority in 1992 to balance the budget by using local property taxes to meet Proposition 98 educational funding requirements. The reason for this exercise in authority was due to the property tax apportionment formulas remaining unchanged since 1978 despite significant changes in local priorities and needs. The State instructed County auditors to deposit specified amounts of city, county, and other local agency property taxes into newly created educational revenue augmentation funds (ERAF).

Local agencies receive their allocated apportionment of any remaining ERAF balance after all educational funding requirements have been met.

In 1996, Proposition 218 expanded restrictions on local government revenue by allowing voters to repeal or reduce taxes, assessments, fees, and charges through the initiative process, restated the voter approval thresholds for special and general tax measures and placed significant limitations on benefit assessments imposed on real property and other property related fees.
63

FY 2026-27 Budget Overview March 25, 2026
In 2004, Proposition 1A was passed in response to the State continuing to shift local property tax revenues to balance the budget, the deterioration of local control over fiscal matters, and the cumbersome provisions of Proposition 218. In 2010, Proposition 22 was passed to protect local government finances. Together these measures,

1. Prohibit the State from reducing the local sales tax rate or the allocation method of local sales tax revenues unless the change is required to comply with federal law or interstate compact.

2. Prohibit the State from restricting the authority of a local government from imposing transaction and use taxes in accordance with the Revenue and Taxation Code.

3. Prohibit the State from extending the temporary reductions in the local sales tax rates used to pay for economic recovery bonds authorized by Proposition 57 in 2004 beyond the period needed to repay these bonds. The Sales Tax Triple Flip.

4. Require the State to provide replacement revenue to local governments if it reduces the VLF rate below 0.65 percent.

5. Prohibit the State from reducing the share of property tax revenues going to local governments and agencies and shifting those shares to schools or other nonlocal government functions.

Also in 2010, Proposition 26 was passed to include the definition of “tax” in the California Constitution. This measure was designed to prevent local governments from imposing taxes by classifying them as fees, thereby circumventing the requirements for tax increases. The measure provides that any imposed charge, levy, or exaction of any kind is a tax unless it falls into one of seven exemptions identified in the measure. Any fee imposed by the Town needs to meet the requirements identified in Propositions 26 and 218.

The Road Ahead for Portola Valley
The Town of Portola Valley is not immune from the fiscal challenges faced by cities throughout the State. The budget is facing significant pressure from the increased costs for public safety, employee salaries and benefits including pension liabilities and medical, wildfire mitigation, deferred infrastructure improvements and maintenance. These costs are increasing at a higher rate than revenues. The General Fund’s reserve level policy is set at a 20% minimum, and the Town has limited options to increase revenues. The current reserve level is 35%. The Town has limited control over some of the cost increases. Pension contributions, healthcare, property/liability premiums, and the Sheriff’s contract, among others, are the cost of doing business.

Public Safety. Police services are provided by the San Mateo County Sheriff’s Office, fire services are provided by Woodside Fire Protection District and dispatch services are provided by San Mateo County via contract. Combined, these three services represent 20% of the Town’s entire budget and 26% of the General Fund budget. The cost of the sheriff’s contract alone is 54% of the property tax levy. The total cost for FY 2026-27 basic law enforcement services is $2,536,757. This represents a $408,131 increase in annual costs, or 19.2%. This increase is abnormally large due to the loss of the adjustment provided by the County which was $211,000 in FY 2025-26. Safety is one of the Council’s highest priorities.

Salaries and Benefits. Since 2016, CPI has increased on average 3.2% annually. Merit increases, which are annual salary increases for Town staff who are currently not at the top range of the salary schedule, have not been included in the approved budget in the last two fiscal years. Combined, the increase to salaries could be $100 thousand at current staffing 64

FY 2026-27 Budget Overview March 25, 2026
levels, if funded. With the decrease in staffing levels over the past few years, pension and OPEB liabilities have remained manageable. Prior to COVID, the Town contributed an additional $1 million towards pensions and in 2021 established a trust to fund future OPEB liabilities. The Unfunded Actuarial Liability (UAL) will increase $28 thousand, and medical premiums are anticipated to increase 6%, or $30 thousand, for FY2026-27.

Infrastructure. Capital project funding from the General Fund has been deferred for FY 2024- 25 and FY2025-26. The only consistent funding that the Town receives is for transportation projects such as resurfacing. Wildfire mitigation will continue to be an ongoing concern.

Without consistent funding from the General Fund, annual maintenance projects will be deferred. The Town needs to develop a 5-year Capital Improvement Plan and complete a storm water master plan.

Revenues
The Town receives revenue from the following sources.

1. Taxes
a. Property
b. Sales and Use
c. Business License
d. Utility User
e. Real Property Transfer
f. Local Vehicle Registration

2. User Fees

3. Other Locally Raised Revenue
a. Franchise Fees
b. Licenses and Permits
c. Fines, Forfeitures and Penalties
d. Rents
e. Investments
f. Gifts

4. State Subventions
a. Local Streets and Roads (Gas Tax/RMRA)
b. Citizens Option for Public Safety (COPS)
c. Proposition 172 Public Safety Sales Tax
d. Homeowner’s Property Tax Relief Reimbursement (HOPTR)

5. Grants
Taxes – 78% of General Fund Revenue
Property Tax revenue has increased 5% on average since FY 2022-23. The growth in assessed value is driven primarily by single family home sales. As the town was a low-tax agency when Proposition 13 was passed, the tax rate was locked in at 4.3% but the Town now receives approximately 7% of the tax levy through the Tax Equity Allocation formula.

Sales Tax revenue represents 4% of total General Fund revenue. The sales tax rate is 9.375%, of which 2.125% is considered a District Add-on rate. The Town does not receive any sales tax revenue related to the District Add-on rates.

Business License revenue contributes 2% of total General Fund revenue. Over 500 business licenses are issued annually.
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FY 2026-27 Budget Overview March 25, 2026
Utility User’s tax is approximately 15% of total General Fund revenue. There are two UUT rates imposed on Gas & Electric, Telephone, and Water. The overall UUT rate is 7.5% with 5.5% to the General Fund and 2% to the Open Space Fund.

Real Property Transfer Tax (RPTT) is a tax imposed on the transfer of ownership in real estate.

The rate is imposed at $1.10 per $1,000 of the property’s value. The tax is split between the Town and the County. A Charter City has the authority to increase the rate to create additional locally controlled funds.

User Fees – 11% of General Fund Revenue
Charges for Services. Fees paid for services provided. Services include planning and building services and class registration. A User Fee study is currently underway to ensure that our fees are recovering costs and are consistent with the provisions of Propositions 26 and 218.

Other Locally Raised Revenue – 22% of General Fund Revenue Franchise Fee. Except for Garbage Services, the franchise fee related to Energy, Cable, and Water services is payment for the use of streets and rights-of-way within the Town. The franchise fee for Garbage Services is negotiated as part of the franchise.

Licenses and Permits. Issued to regulate activities or allow the use of public property. Fees in this category include building permits, inspections, site development or conditional use permits.

Fines, Forfeitures and Penalties. Revenues received upon conviction of a misdemeanor or municipal infraction. Included in this category are vehicle code infractions and code enforcement violations.

Rents. Revenues received from rental or use of Town property. Activity includes use of the fields and parking lots, Community Hall rentals and parking lot leases.

Investments. Revenue earned from the investment of idle public funds. Funds are invested in accordance with the Town’s investment policy. The prudent investor standard of safety, liquidity and yield abides.

State Subventions
Financial assistance received from the State due to state-imposed taxes or other resources. The level of this assistance has fallen drastically since the passage of Proposition 13. These subventions are usually cut first, or rates and allocations are altered to address budget shortfalls. • Local Streets and Roads. Allocations of state transportation tax revenue from Highway User Taxes and vehicle registration. These funds are constitutionally protected from being used by the Legislature for purposes other than transportation funding. • Citizens Option for Public Safety. Revenue received from the State General Fund for front line law enforcement services.
• Proposition 172 Public Safety Sales Tax. A voter approved half-cent sales tax restricted for public safety use.
• Homeowner’s Property Tax Relief Reimbursement. Revenue to offset loss of property tax for state-imposed $7,000 per dwelling homeowner exemption. 66

FY 2026-27 Budget Overview March 25, 2026
Impact on General Fund Reserves
As reported earlier, the General Fund reserve was 35% of operating expenses as of July 1, 2025. With the adoption of a mid-year revised budget, the FY 2025-26 deficit increased to approximately -$263 thousand. Current revenue trends are increasing by 3% per year while expenditure trends are increasing by 4% per year. If this trend continues, then the General Fund reserve will fall below the 20% minimum by the end of FY 2028-29. Without new revenue, the General Fund reserve will reach a negative balance by the end of FY 2030-31. Significant reductions will be required to maintain the 20% reserve minimum that will have a significant impact on services. These reductions could go into effect for Fiscal Year 2026-27. To maintain a 20% reserve level, invest in infrastructure, maintain police services and wildfire prevention, restore staffing levels to enhance town services; new revenue of approximately $1.5 to $2 million at a minimum per fiscal year is needed.

Need For New Locally Controlled Revenue
With the Town’s structural deficit clearly defined, one of the Town Council’s priorities is financial responsibility and long-term viability. Strategies to demonstrate financial responsibility have included efforts by the Finance Director to educate the community on Town finances, complete the backlog of financial audits, implement the recommendations from the Krisch & Co Report, conduct a user fee study, and develop and implement the necessary infrastructure to improve operational efficiency and effectiveness.

To address long-term viability, the Finance Committee was tasked in May 2024 to research several topics that could address the Town’s structural deficit. The Committee broke up into 7 working groups of 1-3 people. Topics included the following,

1. Charter Town

2. UUT changes

3. Parcel Tax

4. Selling Surplus Lands

5. Annexation

6. Expense Reduction

7. Reserve Policy
The Finance Committee made several presentations of their findings over the summer of 2024 and made the following recommendations for the Town Council to consider addressing the Town’s structural deficit.

1. Amend Fund Balance Reserve Policy reducing reserve level to 20%

2. Charter Town and increase Real Property Transfer Tax

3. Impose a Parcel Tax

4. Temporarily Divert the 2% UUT from the Open Space Fund to the General Fund.

In May 2025, the Town Council initiated a work program that included a community survey. In August 2025, the Town Council received additional information regarding the Town’s current financial situation and provided direction to the Town Council Subcommittee and Staff regarding Locally Controlled Revenue Options. Those options included:

1. Real Property Transfer Tax

2. Parcel Tax
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FY 2026-27 Budget Overview March 25, 2026

3. Annexation

4. UUT Modification.

The Town entered into contracts with Lew Edward Group and Godbe Research for community education and to conduct a community survey. The purpose of the survey was to assess the following:

1. Gauge the public’s satisfaction with the quality of life, as well as perceptions of the Town’s provision of services.

2. Assess viability of one local funding measure option to maintain local control and preserve essential town services.

3. Identify respondent priorities.

4. Test the influence of information on potential measures.

5. Identify demographic and/or voter behavioral characteristics to validate the representativeness of the sample.

Results of the survey identified a strong interest in these priorities:

1. Maintain wildfire prevention services, including vegetation and brush management and clearance programs to reduce the chance of a wildfire.

2. Maintain 911 emergency response times and police patrols.

3. Prevent a county takeover of local zoning and planning services.

4. Repair deteriorating storm drains to prevent system failure, flooding, water pollution, and sinkholes.

5. Prevent further reductions in Town services.

Council Direction
Direction is needed to determine whether to pursue a locally controlled revenue measure and, if so, which one of the following,

1. Adopt a new UUT and temporarily divert the 2% UUT from Open Space to the General Fund.

2. Adopt a Parcel Tax

3. Adopt a Town Charter and increase the Real Property Transfer Tax Potential rates will be discussed at future meetings.

Next Steps
Once Council direction is given to staff to work on a measure then follow-up items will be presented using the following timeline
April 22 – Receive Information and Provide Direction to Staff on Town Charter May 13 – 1st Public Hearing on Town Charter (if RETT is proposed) June 24 – 2nd Public Hearing on Town Charter (if RETT is proposed) July 8 – Review Draft Ordinance, Discuss and Set Tax Rate July 22 – Consider Adopting a Resolution to Place a Revenue Measure on the November 2026 Ballot

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