TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, April 8, 2026
7:00 PM
MAYOR: Craig Taylor
VICE MAYOR: Mary Hufty
COUNCILMEMBERS: Rebecca Flynn, Judith Hasko, Helen Wolter Councilmember Judith Hasko will be participating remotely from Beekman Hotel Room 720 123 Nassau St, New York, NY 10038
A G E N D A
HISTORIC SCHOOLHOUSE - 765 Portola Road, Portola Valley, CA 94028 Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your public comments by using the online form, by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to the Portola Valley Town Council for consideration during the meeting and included in the public record. Members of the public may also provide comments in person at the meeting. The agenda and staff report will be posted on the Town’s website by approximately 5:00 PM the Friday prior to the meeting. Additionally, technology permitting, the public body will take questions using the Raise Hand button for those who attend the meeting online or by phone. The Mayor will call on people to speak by the phone number calling in. Remote participation is provided as a supplemental way to provide public comment, but this method does not always work. The public is encouraged to attend in person to ensure full participation.
In-Person Public Comments: Please fill out and submit a Public Comment card to the Town Clerk or Mayor prior to speaking. The Mayor will call your name at the appropriate time. Each speaker's time is limited to three (3) minutes. The Mayor reserves the right to limit speaker's time, depending upon the number of speakers or other circumstances.
Assistance for People with Disabilities: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700 or by email at [email protected]. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting.
VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
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Passcode: 048294
To access the meeting by phone:
1-669-900-6833 or 1-888-788-0099 (toll-free)
Mute/Unmute - Press *6 / Raise Hand - Press *9
1 1. CALL TO ORDER / ROLL CALL
2. SB 707 CONSIDERATIONS: Announcements/Consideration of remote attendance by Councilmembers, pursuant to SB 707, Government Code 54953.8.3 (just cause circumstances).
3. REPORT OUT FROM RECENT CLOSED SESSION
4. PRESENTATIONS / PROCLAMATIONS
a. Proclamation of California Native Plant Month
5. TOWN MANAGER REPORT
6. ORAL COMMUNICATIONS
7. CONSENT AGENDA
a. Approve Regular Meeting Minutes of March 25, 2026
b. Approve Warrant List for April 8, 2026
c. Authorize the Mayor to Execute an Amendment to the current Farmers’ Market License Agreement for the Town Center Weekly Farmers’ Market with Good Roots
8. REGULAR AGENDA
a. Receive Information and Provide Direction to Staff Regarding the Fiscal Year 2026-27 Town Operating Budget with a Focus on Expenditures
9. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS
10. 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 22, 2026 Land Acknowledgement:
The Town of Portola Valley acknowledges the colonial history of this land we dwell upon the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK- mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair. 2 PROCLAMATION
CALIFORNIA NATIVE PLANT MONTH
APRIL 2026
WHEREAS, Portola Valley lies in an area of extraordinary natural beauty that supports a rich variety of wildlife, and was incorporated as a Town with the stated aim of protecting this natural beauty; and
WHEREAS, plants native to our area are the foundation of support for Portola Valley’s valuable wildlife – the living foundation of our local food webs and essential habitat for native insects, birds and other wildlife that depend on native plants for their survival; and WHEREAS, the Town of Portola Valley General Plan affirms the Town’s enduring commitment stewardship and protection of our natural environment; and WHEREAS, gardens and landscapes comprised of California native plants well adapted to Portola Valley’s climate and soil require significantly less water, fertilizers, soil amendments, and pesticides than conventional landscapes; and
WHEREAS, Portola Valley’s native habitats are increasingly displaced by nonnative plants, some of which compete with native plant species, degrade soil health, increase erosion, contribute to wildfire risk, are invasive, and alter the resilience of our natural landscapes; and
WHEREAS, restoring and cultivating native plants within our community strengthens ecological connections to surrounding wildlands, enhances biodiversity, and fosters a deeper appreciation for the beauty and ecological significance of Portola Valley’s distinctive landscapes.
NOW, THEREFORE, BE IT PROCLAIMED, that I, CRAIG TAYLOR, Mayor, Town of Portola Valley, do hereby designate the month of April as California Native Plant Month, dedicated to increasing appreciation for the irreplaceable role of our native plants in preserving biodiversity and ecological resilience.
Dated this 8
th day of April 2026.
___________________________
Craig Taylor, Mayor
3 TOWN OF PORTOLA VALLEY
STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: April 8, 2026
RE: Approve Regular Meeting Minutes of March 25, 2026
RECOMMENDATION
Staff recommends Town Council review and approve the March 25, 2026 regular meeting minutes.
ATTACHMENTS
1. 03-25-2026 Council Regular Meeting Minutes
4 Volume 47
March 25, 2026
PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – MARCH 25, 2026
1. CALL TO ORDER / ROLL CALL
Mayor Taylor called the meeting to order at 7:00 p.m. Roll call was taken by the Clerk.
Present: Councilmembers Helen Wolter, Judith Hasko, Rebecca Flynn, Vice Mayor Mary Hufty, Mayor Craig Taylor
Absent: None
Others: Town Manager Darcy Smith, Town Attorney Catherine Engberg, Finance Director Tony McFarlane, Town Clerk Veronica Dao
2. SB 707 CONSIDERATIONS: None.
3. PRESENTATIONS / PROCLAMATIONS
a. Annual Committee Presentations
Wildfire Preparedness Committee
MJ Lee, Chair of the Wildfire Preparedness Committee, gave a presentation on committee work and priorities.
4. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
Recruitments for open positions on various Town committees, San Mateo County Mosquito and Vector Control District, and Architectural & Site Control Commission (ASCC)
Financial audits to be presented at upcoming Finance Committee meeting
5. ORAL COMMUNICATIONS
Mayor Taylor invited public comment.
Public Comment
Craig D.
Bob Adams
Chantal
Rita Comes
5 Volume 47
March 25, 2026
David Cardinal
Leslie Kriese
6. CONSENT AGENDA
Mayor Taylor invited public comment. None were received.
Motion and second (Hufty, Hasko) to approve all Consent Agenda items. The motion carried unanimously by voice vote.
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 Nile Estep of Good Roots provided an update on the farmers’ market.
Mayor Taylor invited public comment. None were received.
Council discussed the item and provided feedback on license agreement. No formal action was taken.
b. Receive Information and Provide Direction to Staff Regarding Fiscal Year 2026-27 Town Budget Overview and Potential Locally Controlled Funding Options Finance Director McFarlane presented the item.
Mayor Taylor invited public comment.
Public Comment
Bob Adams
Rita Comes
Council discussed the item and provided feedback. No formal action was taken. 6 Volume 47
March 25, 2026
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 10:03 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its April 8, 2026 regular meeting. 7 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Anthony McFarlane, Finance Director
DATE: April 8, 2026
RE: Warrant List for April 8, 2026.
RECOMMENDATION:
Review and accept the Warrant List for April 8, 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 4/8/2026 5885 5912 28 159,926.13 4/9/2026 3/25/2026 5884 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 4/8/2026 93,603.80
206 - Gas Tax Fund 4/8/2026 1,500.00
401 - Capital Projects Fund 4/8/2026 13,060.00
701 - Customer Deposits Fund 4/8/2026 51,762.33
Total $ 159,926.13
Payments by Fund
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
8
Warrant List April 8, 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. 04/8/2026 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
4/8/2026 5886 CalPERS 101 610 Retired Annuitant Admin Fee $ 11,000.00 4/8/2026 5888 CSG Consultants, Inc 101/701 310/320 Feb Planning/Building Services 84,121.08 4/8/2026 5891 Missionsquare Retirement 101 Various Mar 31 - Deferred Compensation 4,158.87 4/8/2026 5893 Navia Benefit Solutions 101 Various Mar 31 - Employee Deductions 562.50 4/8/2026 5895 PERS Health 101 Various April Medical Premium 20,915.01 4/8/2026 5897 State Comp Ins Fund 101 Various March W/C Premium 1,560.08 4/8/2026 5898 Verizon Wireless 101 610 March Service 855.67 4/8/2026 5902 Amazon Capital Services, Inc 101 610 March Office Supplies 22.96 4/8/2026 5904 Matrix Consulting Group, Ltd 101 140 Oct 2025 - Fee Study 2,400.00 $ 125,596.17
Warrants issued as ACH/EFT
Total
Date Warrant # Issued to Fund Dept Reason Amount
12/10/2025 5649 Matrix Consulting Group, LTD 101 140 Lost Check $ 2,400.00 4/8/2026 5904 Matrix Consulting Group, LTD 101 140 Reissue $ 2,400.00 Warrants Voided and Reissued
Date Warrant # Issued to Fund Dept Purpose Amount
Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
Disclosure
9 TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
April 08, 2026
Claims totaling $159,926.13 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
10 apachreg Town of Portola Valley mmagahiz 03/31/2026 15:43 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5885 39 ASCAP 460.17 04/08/265886 80 CALPERS 11,000.00 04/08/26 EFTPS5887 105 CINTAS 86.91 04/08/265888 135 CSG CONSULTANTS INC 84,121.08 04/08/26 ACH5889 213 HILLYARD INC 456.88 04/08/265890 214 HINDERLITER DE LLAMAS & ASSOC 751.54 04/08/265891 218 MISSIONSQUARE RETIREMENT 4,158.87 04/08/26 EFTPS5892 307 MAZE & ASSOCIATES 8,074.00 04/08/265893 330 NAVIA BENEFIT SOLUTIONS 562.50 04/08/26 EFTPS5894 330 NAVIA BENEFIT SOLUTIONS 200.00 04/08/265895 364 PERS HEALTH 20,915.01 04/08/26 EFTPS5896 441 SPARTAN ENGINEERING 275.38 04/08/265897 448 STATE COMP INSURANCE FUND 1,560.08 04/08/26 EFTPS5898 489 VERIZON WIRELESS 855.67 04/08/26 EFTPS5899 545 W H DEMPSEY ENGINEERING LLC 1,500.00 04/08/265900 1102 DAVID PEJCHA 1,000.00 04/08/265901 1130 COAST LIVE MUSIC INC 1,250.00 04/08/265902 1152 AMAZON CAPITAL SERVICES, INC 22.96 04/08/26 EFTPS5903 1186 AT&T CORP DBA ACC BUSINESS 735.08 04/08/265904 1224 MATRIX CONSULTING GROUP, LTD 2,400.00 04/08/26 ACH5905 1249 LAUREN SPECTOR 100.00 04/08/265906 1250 INTERWEST CONSULTING GROUP INC 11,440.00 04/08/265907 1286 THE LEW EDWARDS GROUP 5,750.00 04/08/265908 1313 TOM KIPPOLA 500.00 04/08/265909 1330 SUSAN WALZ 250.00 04/08/265910 1331 THE VILLAGE CHABAD 1,000.00 04/08/265911 1332 SUSAN COFFMAN 250.00 04/08/265912 1333 NOELLE VILLELA 250.00 04/08/26Check totals: 34,329.96ACH totals: 86,521.08EFTPS totals: 39,075.09Wire transfer totals:Payment Manager totals:GRAND TOTALS 159,926.13Check totals: 34,329.96ACH totals: 86,521.08EFTPS totals: 39,075.09Wire transfer totals:Payment Manager totals:GRAND TOTALS 159,926.13 11 apackfnd2 Town of Portola Valley mmagahiz 03/31/2026 15:44 Page 1 Checks by Fund - 04/08/26 to 04/08/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept Balance SheetCOAST LIVE MUSIC INC 101-21051-000-000000 Deposit - Refund 1,250.00 5901 04/08/26 Community Hall DAVID PEJCHA 101-21051-000-000000 Deposit Refund - 1,000.00 5900 04/08/26 Community Hall LAUREN SPECTOR 101-21052-000-000000 Deposit Refund - 100.00 5905 04/08/26 Picnic AreaMISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Mar 4,158.87 5891 04/08/26 31, 2026
NAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 562.50 5893 04/08/26 03/31/2026
NOELLE VILLELA 101-21051-000-000000 Deposit Refund - 250.00 5912 04/08/26 Alder Room
SUSAN COFFMAN 101-21051-000-000000 Deposit Refund - 250.00 5911 04/08/26 Buckeye Room SUSAN WALZ 101-21051-000-000000 Deposit Refund- 250.00 5909 04/08/26 Buckeye Room THE VILLAGE CHABAD 101-21051-000-000000 Deposit Refund - 1,000.00 5910 04/08/26 Community Hall TOM KIPPOLA 101-21052-000-000000 Deposit Refund - 500.00 5908 04/08/26 Field Rental --------------
Fund 101 Dept Total 9,321.37
Fund 101 Dept 120 Town ManagerPERS HEALTH 101-55021-120-000000 April Health 9,271.16 5895 04/08/26 STATE COMP INSURANCE FUND 101-55033-120-000000 Premium Charge 1,560.08 5897 04/08/26 Policy Term 3/06/26-4/06/26
THE LEW EDWARDS GROUP 101-62099-120-26ELCT Feb Consulting 5,750.00 5907 04/08/26 Services --------------
Fund 101 Dept 120 Total 16,581.24
Fund 101 Dept 130 Town ClerkPERS HEALTH 101-55021-130-000000 April Health 1,302.99 5895 04/08/26 --------------
Fund 101 Dept 130 Total 1,302.99
Fund 101 Dept 140 FinanceHINDERLITER DE LLAMAS & ASSOC 101-62031-140-000000 Contract Services 751.54 5890 04/08/26 Sales Tax Jan-Mar
12 apackfnd2 Town of Portola Valley mmagahiz 03/31/2026 15:44 Page 2 Checks by Fund - 04/08/26 to 04/08/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
2026
MAZE & ASSOCIATES 101-62031-140-000000 Audit Svcs - MEAS 8,074.00 5892 04/08/26 A,W Town Reports,FYE 06/30/2022
PERS HEALTH 101-55021-140-000000 April Health 6,467.64 5895 04/08/26 --------------
Fund 101 Dept 140 Total 15,293.18
Fund 101 Dept 310 Planning DivisionCSG CONSULTANTS INC 101-62099-310-000000 Code Enforcement, 7,500.00 5888 04/08/26 Inspections, Plan & Bldg, Permit Tech PERS HEALTH 101-55021-310-000000 April Health 846.95 5895 04/08/26 --------------
Fund 101 Dept 310 Total 8,346.95
Fund 101 Dept 320 Building DivisionCSG CONSULTANTS INC 101-62099-320-000000 Code Enforcement, 10,260.00 5888 04/08/26 Inspections, Plan & Bldg, Permit Tech
101-62099-320-000000 250.00 5888 04/08/26
101-62099-320-000000 340.00 5888 04/08/26101-62099-320-000000 7,500.00 5888 04/08/26 PERS HEALTH 101-55021-320-000000 April Health 390.89 5895 04/08/26 --------------
Fund 101 Dept 320 Total 18,740.89
Fund 101 Dept 330 Code ComplianceCSG CONSULTANTS INC 101-62099-330-000000 Code Enforcement, 1,888.75 5888 04/08/26 Inspections, Plan & Bldg, Permit Tech PERS HEALTH 101-55021-330-000000 April Health 65.15 5895 04/08/26 --------------
Fund 101 Dept 330 Total 1,953.90
Fund 101 Dept 410 Community HallCINTAS 101-61051-410-000000 Replenish First-Aid 30.55 5887 04/08/26 CabinetsPERS HEALTH 101-55021-410-000000 April Health 304.14 5895 04/08/26 --------------
Fund 101 Dept 410 Total 334.69
13 apackfnd2 Town of Portola Valley mmagahiz 03/31/2026 15:44 Page 3 Checks by Fund - 04/08/26 to 04/08/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept 510 Public WorksCSG CONSULTANTS INC 101-62037-510-000000 Code Enforcement, 3,000.00 5888 04/08/26 Inspections, Plan & Bldg, Permit Tech HILLYARD INC 101-62011-510-000000 Janitorial Supplies 456.88 5889 04/08/26 PERS HEALTH 101-55021-510-000000 April Health 1,291.10 5895 04/08/26 SPARTAN ENGINEERING 101-61052-510-000000 Fire Alarm 275.38 5896 04/08/26Monitoring 10/13/25 --------------
Fund 101 Dept 510 Total 5,023.36
Fund 101 Dept 610 Non-DepartmentalAMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Duracell AA 22.96 5902 04/08/26 Batteries 28 Ct
ASCAP 101-62305-610-000000 Music License 2026 460.17 5885 04/08/26AT&T CORP DBA ACC BUSINESS 101-62021-610-000000 ACC Division of 735.08 5903 04/08/26 AT&TEthernet/InternetAccess Mar Stmt
CALPERS 101-55014-610-000000 Admin Fees Retired 11,000.00 5886 04/08/26 Annuitant
CINTAS 101-62301-610-000000 Replenish First-Aid 56.36 5887 04/08/26 CabinetsMATRIX CONSULTING GROUP, LTD 101-62099-610-000000 Comprehensive Fee 2,400.00 5904 04/08/26 Study & DevelopmentImpact Fee NexusStudy
NAVIA BENEFIT SOLUTIONS 101-55025-610-000000 Mar 2026 Monthly Fe 200.00 5894 04/08/26 PERS HEALTH 101-55021-610-000000 April Health 974.99 5895 04/08/26VERIZON WIRELESS 101-62021-610-000000 March Cellular 855.67 5898 04/08/26 --------------
Fund 101 Dept 610 Total 16,705.23
--------------
Fund 101 Total 93,603.80
Fund 206 Dept 510 Public WorksW H DEMPSEY ENGINEERING LLC 206-61016-510-000000 Mow Springdown Open 1,500.00 5899 04/08/26 Space
--------------
Fund 206 Dept 510 Total 1,500.00
14 apackfnd2 Town of Portola Valley mmagahiz 03/31/2026 15:44 Page 4 Checks by Fund - 04/08/26 to 04/08/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
--------------
Fund 206 Total 1,500.00
Fund 401 Dept 710 Roads & Right-of-WayINTERWEST CONSULTING GROUP INC 401-74011-710-RESURF Annual St 11,440.00 5906 04/08/26 Resurfacing FY25-262025-PW01
--------------
Fund 401 Dept 710 Total 11,440.00
Fund 401 Dept 715 TrailsCSG CONSULTANTS INC 401-72011-715-VOTRBR Code Enforcement, 1,620.00 5888 04/08/26 Inspections, Plan & Bldg, Permit Tech
--------------
Fund 401 Dept 715 Total 1,620.00
--------------
Fund 401 Total 13,060.00
Fund 701 Dept 340 Customer DepositsCSG CONSULTANTS INC 701-62041-340 Code Enforcement, 2,062.50 5888 04/08/26 Inspections, Plan & Bldg, Permit Tech
701-62041-340 5,997.33 5888 04/08/26701-62038-340 7,620.00 5888 04/08/26701-62038-340 11,770.00 5888 04/08/26701-62041-340 1,200.00 5888 04/08/26 701-62041-340 19,550.00 5888 04/08/26
701-62038-340 570.00 5888 04/08/26701-62041-340 2,992.50 5888 04/08/26 --------------
Fund 701 Dept 340 Total 51,762.33
--------------
Fund 701 Total 51,762.33
15 --------------
**** Grand Total 159,926.13
* * * End of Report * * *
16 .
apapdinv2 mmagahiz Town of Portola Valley Page 1
15:44 03/31/26 Paid Invoices by Date
From: 04/08/2026 to 04/08/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 39 ASCAP
04/08/26 5885 Music License 2026 460.17 460.17 2026 LICENSEFEE Vendor: 80 CALPERS
5886 Admin Fees Retired Annuitant 11,000.00 11,000.00 RA ADMIN FEE Vendor: 105 CINTAS
5887 Replenish First-Aid Cabinets 86.91 86.91 5325205305 Vendor: 135 CSG CONSULTANTS INC
5888 Code Enforcement, Inspections, Plan & Bldg, Permit Tech 84,121.08 84,121.08 FEB-2026 Vendor: 213 HILLYARD INC
5889 Janitorial Supplies 456.88 456.88 90082370
Vendor: 214 HINDERLITER DE LLAMAS & ASSOC
5890 Contract Services Sales Tax Jan-Mar 2026 751.54 751.54 SIN061407 Vendor: 218 MISSIONSQUARE RETIREMENT
5891 Deferred Comp - Mar 31, 2026 4,158.87 4,158.87 MAR-202631 Vendor: 307 MAZE & ASSOCIATES
5892 Audit Svcs - MEAS A,W Town Reports, FYE 06/30/2022 8,074.00 8,074.00 54785 Vendor: 330 NAVIA BENEFIT SOLUTIONS
5893 Navia Benefit 03/31/2026 562.50 562.50 03312026
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5894 Mar 2026 Monthly Fee 200.00 200.00 11071507
Vendor: 364 PERS HEALTH
5895 April Health 20,915.01 20,915.01 100000018244813
Vendor: 441 SPARTAN ENGINEERING
5896 Fire Alarm Monitoring 10/13/25 275.38 275.38 25827 Vendor: 448 STATE COMP INSURANCE FUND
5897 Premium Charge Policy Term 3/06/26-4/06/26 1,560.08 1,560.08 1003223363 Vendor: 489 VERIZON WIRELESS
5898 March Cellular 855.67 855.67 6139474116
Vendor: 545 W H DEMPSEY ENGINEERING LLC
5899 Mow Springdown Open Space 1,500.00 1,500.00 2300
17 .
apapdinv2 mmagahiz Town of Portola Valley Page 2
15:44 03/31/26 Paid Invoices by Date
From: 04/08/2026 to 04/08/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1102 DAVID PEJCHA
5900 Deposit Refund - Community Hall 1,000.00 1,000.00 PRCH-26-5 Vendor: 1130 COAST LIVE MUSIC INC
5901 Deposit - Refund Community Hall 1,250.00 1,250.00 PRCH-25-33 Vendor: 1152 AMAZON CAPITAL SERVICES, INC
5902 Duracell AA Batteries 28 Ct 22.96 22.96 1VXT-RNFR-HLMF Vendor: 1186 AT&T CORP DBA ACC BUSINESS
5903 ACC Division of AT&T Ethernet/Internet Access Mar Stmt 735.08 735.08 4508173111 Vendor: 1224 MATRIX CONSULTING GROUP, LTD
5904 Comprehensive Fee Study & Development Impact Fee Nexus Study 2,400.00 2,400.00 1.
Vendor: 1249 LAUREN SPECTOR
5905 Deposit Refund - Picnic Area 100.00 100.00 PROF-26-14 Vendor: 1250 INTERWEST CONSULTING GROUP INC
5906 Annual St Resurfacing FY25-26 2025-PW01 11,440.00 11,440.00 3402852 Vendor: 1286 THE LEW EDWARDS GROUP
5907 Feb Consulting Services 5,750.00 5,750.00 008
Vendor: 1313 TOM KIPPOLA
5908 Deposit Refund - Field Rental 500.00 500.00 PROF-25-67 Vendor: 1330 SUSAN WALZ
5909 Deposit Refund- Buckeye Room 250.00 250.00 PRCH-25-10 Vendor: 1331 THE VILLAGE CHABAD
5910 Deposit Refund - Community Hall 1,000.00 1,000.00 PRCH-26-1 Vendor: 1332 SUSAN COFFMAN
5911 Deposit Refund - Buckeye Room 250.00 250.00 PRCH-26-11 Vendor: 1333 NOELLE VILLELA
5912 Deposit Refund - Alder Room 250.00 250.00 PRCH-26-12 Check Date Totals 159,926.13
Grand Total 159,926.13
18 TOWN OF PORTOLA VALLEY
STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager
DATE: April 8, 2026
RE: Authorize the Mayor to Execute an Amendment to the current Farmers’ Market License Agreement for the Town Center Weekly Farmers’ Market with Good Roots
RECOMMENDATION
Staff recommends that the Council, by motion, authorize the Mayor to execute an Amendment to the current Farmers’ Market License Agreement for the Town Center Weekly Farmers’ Market with Good Roots.
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 Farmer’ 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. The annual report was provided on March 25, 2026.
Based on feedback from the Town Council at the March 25, 2026 meeting, the Amendment includes the following changes:
Section 4. Term. The term is extended to May 31, 2028.
Section 5. d. iv. Participating Merchants; Booths. Delete “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” and replace with “Good Roots will not impede access to the Historic Schoolhouse for the conduct of Town activities.” Section 5. e. Sustainability. Delete “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” and replace with “Good Roots shall require Participating Merchants to comply with all applicable State and local laws regulating the types of 19 bags provided to customers.”
Delete Section 6. Crosswalk in its entirety and replace with “Section 6. Marketing. Good Roots shall make a good faith effort to work with the Town staff for marketing and outreach for the Farmers’ Market.”
Staff determined the crosswalk requirement was no longer needed because the bus route ridership is very low and typically does not include elementary age children.
This Town Council agenda item would authorize the Mayor to execute an amendment to the current Agreement. The amendment is provided in Attachment 2 for Council consideration.
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 revenue to the Town.
ATTACHMENTS
1. Executed Agreement
2. Amendment
20 AMENDMENT NO. 1 TO THE
FARMERS’ MARKET LICENSE AGREEMENT BETWEEN
TOWN OF PORTOLA VALLEY AND GOOD ROOTS
This Amendment Number 1 (“Amendment”) is made and entered into this 8th day of April, 2026, with respect to the Farmers’ Market License Agreement by and between the Town of Portola Valley (“Town”) and Nile Estep, dba Good Roots, a Sole Proprietorship (“Good Roots”)
RECITALS
A. The Town and Consultant entered into the Farmers Market License Agreement (“Agreement’) on October 23, 2023.
B. The Town and Good Roots desire to extend the term of the Agreement and make other changes by agreement of the Town and Good Roots.
NOW THEREFORE, in consideration of the mutual covenants, the Town and Good Roots do hereby agree as follows:
1. Section 4. Term. The term is extended to May 31, 2028.
2. Section 5. d. iv. Participating Merchants; Booths. Delete “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” and replace with “Good Roots will not impede access to the Historic Schoolhouse for the conduct of Town activities.”
3. Section 5. e. Sustainability. Delete “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” and replace with “Good Roots shall require Participating Merchants to comply with all applicable State and local laws regulating the types of bags provided to customers.”
4. Delete Section 6. Crosswalk in its entirety and replace with “Section 6.
Marketing. Good Roots shall make a good faith effort to work with the Town staff for marketing and outreach for the Farmers’ Market.”
5. Except as expressly modified herein, all other terms and covenants set forth in the Agreement shall remain the same and shall be in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 1 as of the date set forth above
21 TOWN OF PORTOLA VALLEY: GOOD ROOTS:
___________________________________ ____________________________ Craig Taylor, Mayor Date Nile Estep Date
ATTEST:
___________________________________________
Veronica Dao, Town Clerk
APPROVED AS TO FORM:
___________________________________________
Catherine Engberg, Town Attorney
22 AMENDMENT NO. 1 TO THE
FARMERS’ MARKET LICENSE AGREEMENT BETWEEN
TOWN OF PORTOLA VALLEY AND GOOD ROOTS
This Amendment Number 1 (“Amendment”) is made and entered into this 8th day of April, 2026, with respect to the Farmers’ Market License Agreement by and between the Town of Portola Valley (“Town”) and Nile Estep, dba Good Roots, a Sole Proprietorship (“Good Roots”)
RECITALS
A. The Town and Consultant entered into the Farmers Market License Agreement (“Agreement’) on October 23, 2023.
B. The Town and Good Roots desire to extend the term of the Agreement and make other changes by agreement of the Town and Good Roots.
NOW THEREFORE, in consideration of the mutual covenants, the Town and Good Roots do hereby agree as follows:
1. Section 4. Term. The term is extended to May 31, 2028.
2. Section 5. d. iv. Participating Merchants; Booths. Delete “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” and replace with “Good Roots will not impede access to the Historic Schoolhouse for the conduct of Town activities.”
3. Section 5. e. Sustainability. Delete “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” and replace with “Good Roots shall require Participating Merchants to comply with all applicable State and local laws regulating the types of bags provided to customers.”
4. Delete Section 6. Crosswalk in its entirety and replace with “Section 6.
Marketing. Good Roots shall make a good faith effort to work with the Town staff for marketing and outreach for the Farmers’ Market.”
5. Except as expressly modified herein, all other terms and covenants set forth in the Agreement shall remain the same and shall be in full force and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 1 as of the date set forth above
23 TOWN OF PORTOLA VALLEY: GOOD ROOTS:
___________________________________ ____________________________ Craig Taylor, Mayor Date Nile Estep Date
ATTEST:
___________________________________________
Veronica Dao, Town Clerk
APPROVED AS TO FORM:
___________________________________________
Catherine Engberg, Town Attorney
24 TOWN OF PORTOLA VALLEY
STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Anthony McFarlane, Finance Director
DATE: April 8, 2026
RE: Receive Information and Provide Direction to Staff Regarding the Fiscal Year 2026-27 Town Operating Budget with a Focus on Expenditures
RECOMMENDATION
Receive Information and Provide Direction to Staff Regarding Fiscal Year 2026-27 Operating and Capital Budget Expenses
REPORT SUMMARY
In preparation for the FY 2026-27 Operating and Capital Project Budget, this report will provide an overview of the Town’s expenditures focusing on the General Funds major spending categories and programs.
Community Identified Spending Priorities
This year the Town has engaged hundreds of residents specifically around Town service needs and spending priorities and we have launched the Portola Valley Conversation – an interactive community discussion about our Town needs and priorities. To date, residents have identified the following service priorities:
• Maintaining wildfire prevention services such as vegetation and brush management and clearance programs to reduce the risk of wildfire • Maintaining 911 emergency response times and police patrols • Preventing a County takeover of local zoning and planning services • Repairing deteriorating storm drains to prevent system failure, flowing and water pollution and sinkholes
The Town has also prioritized these services as you will see in the report below.
Public Safety
Residents have told us one of their top priorities is public safety. Now more than ever it is critical that Portola Valley is prepared for natural disasters such as wildfires, earthquakes, flooding and landslides. These preparations include prevention measures, evacuation planning, and reliable emergency response communication systems to help keep residents safe.
25
FY 2026-27 Budget Overview April 8, 2026
Public safety services include police services provided by the San Mateo County Sheriff’s Office, fire mitigation and education services provided the Woodside Fire Protection District and dispatch services provided by San Mateo County. Combined, these services represent 28% of General Fund expenditure appropriations. The largest expense for Public Safety is the police services contract with the San Mateo County Sheriff’s Office. For FY 2026-27, the cost of this contract will increase approximately $197,000 compared to FY 2025-26. However, the overall impact to the General Fund will be a net increase of approximately $508,000 due to the $197,000 cost increase, the expiration of the $211,000 credit from the County, and the use of one-time funding of $100,000 in FY 2025-26.
Woodside Fire Protection District provides fire education and mitigation services.
Mitigation services include the chipper program and fuel mitigation in the Town’s Rightof-Way. For FY 2026-27, the proposed amount for these services is $240K, which is a slight decrease from the current year.
Dispatch services have increased on average by 3% per year.
Salaries and Benefits
Personnel costs represent approximately 40% of the General Fund budget. There are currently 15.5 FTE positions authorized in the budget with one position currently vacant.
In the FY 2025-26 budget, a Cost-of-Living Adjustment (COLA) of 3% was made to baseline salaries; however, there were no merit increases. Merit increases have not been included in the last two fiscal year budgets. Council direction will be needed to include a COLA and merit increases in the budget. A COLA increase of 3% will cost approximately $63,000 based on current FTE levels and historical COLA adjustments.
Merit increases for employees not at the top of the salary range will cost somewhere between $15,000 to $76,000.
Pension contribution rates are determined actuarially by CalPERS. The Town has a twotiered retirement plan for staff. Classic employees are those employees who have maintained continuous service prior to Jan 1, 2013, and PEPRA employees are new employees hired after Jan 1, 2013. For FY 2026-27, the employer contribution rate will decrease by 2 to 3 basis points due to CalPERS FY 2024-25 actual investment returns of 11.6% exceeding the discount rate of 6.8%.
Medical premiums are negotiated by CalPERS with providers. Since FY 2021-22, premiums have increased approximately 11% per year. Medical premiums are anticipated to increase an additional $27,000 for Fiscal Year 2026-27 based on current staff selections. Unknown changes in enrollment options will have an impact on this number.
The Unfunded Actuarial Liability, or UAL, is the difference between the actuarially determined pension liability and the market value of the Town’s assets held by PERS.
According to the most recent valuation report from CalPERS, the Town’s total unfunded liability is $1.99 million. The liability is amortized over 18 years. The UAL payment for 26
FY 2026-27 Budget Overview April 8, 2026
FY 2026-27 is anticipated to increase by $27,000 to $195,000. The Town can reduce this amount by approximately by $6,000 by electing the annual prepayment option.
Staff is currently reviewing the organizational structure of each department and may be recommending changes to Council during the budget process. The review focuses on providing the adequate levels of service balanced with a career ladder track for staff development. If the recommended changes result in the increase in FTE, then there will be an impact on the projected increases identified in this report.
Consultants
Planning and Building services are augmented by consultants for project applicant work, element updates, and other town work as identified with project applicant work being reimbursed through application deposits. Staff will continue to review the adequate level of service that will be needed based on volume of activity.
Capital Improvement Plan
The Capital Budget will remain unchanged for FY 2026-27. There may be one or two projects that will be updated. However, the Town needs to develop a strategic Capital Improvement Plan that will address long-term investments in aging infrastructure, facilities, and equipment. The Plan will serve as an effective budgeting and resource allocation tool that will also align with the Town’s strategic goals.
Impact on Services
Without new revenue, expenditure reduction will be required. With the Town’s low staffing levels, opportunities to reduce personnel costs will reduce necessary service levels. To maintain an adequate level of service to the community, additional financial resources will be required, otherwise significant cuts will need to be made to staffing levels, sheriff, fire protection, planning and building services, capital improvements, and facility maintenance.
It is also important that Portola Valley protect its Town autonomy and ability to make local zoning decisions as an incorporated community. If the Town were to lose its independent status, zoning and planning decisions would instead be made by the County.
The updated long-range General Fund fiscal forecast indicates an ongoing structural deficit of approximately $700,000 per year. Without new revenue, the General Fund reserve will fall below the minimum reserve policy level of 20% of annual operating expenditures by the end of FY 2027-28 and will be depleted by the end of FY 2029-30. 27
FY 2026-27 Budget Overview April 8, 2026
The Town’s fiscal solvency will rely heavily on locally controlled revenue enhancement.
The Town has already taken steps to close this gap by initiating a comprehensive user fee study that will ensure that the appropriate cost recovery is being achieved in building and planning services, field and facility rentals, and other administrative charges. 28