Portola Valley City Council
August 26, 2026

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, August 26, 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

2. ANNOUNCEMENT OF REMOTE ATTENDANCE / ROLL CALL

3. PRESENTATIONS / PROCLAMATIONS

4. TOWN MANAGER REPORT

5. ORAL COMMUNICATIONS

6. CONSENT AGENDA
a. Approve Special Meeting Minutes of July 22, 2026
b. Approve Regular Meeting Minutes of July 22, 2026
c. Approve Warrant List for August 26, 2026
d. Appoint Mayor Craig Taylor as the Voting Delegate, and Vice Mayor Mary Hufty and Councilmember Rebecca Flynn as the Alternate Delegates to Represent the Town of Portola Valley at the Annual General Assembly at the 2026 League of California Cities Annual Conference
e. Appointment of Kori Anne Bagrowski to Conservation Committee

7. REGULAR AGENDA
a. Consider Acceptance of the Planning Commission Bylaws b. Consider Acceptance of an Updated Calendar for 2026 Council Meetings, Canceling the November 11 and November 25 Regular Meetings, and Scheduling a Special Meeting on November 18, 2026
c. Amendment to Employment Agreement for Town Manager
d. Adopt a Resolution Authorizing the Town Manager to Execute a Professional Services Agreement in an Amount Not to Exceed $175,800 with Eaton & Associates to Provide Information Technology Services

8. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS a. 06/18/2026 ABAG General Assembly Liaison Memo
b. 07/16/2026 Wildfire Preparedness Committee Meeting Liaison Memo c. 08/04/2026 Conservation Committee Meeting Liaison Memo d. 08/05/2026 SFO Roundtable Meeting Liaison Memo
There are no written materials, and the Town Council does not take action under this agenda item.

Persons wishing to address the Town Council on any not on the agenda or related to Presentations/Proclamations or the Town Manager Report subject may do so now. Please submit a speaker’s slip located at the front of the room to the Town Clerk or Mayor, prior to speaking. Please note the Council is not able to undertake extended discussion or action on items not on the agenda. Each speaker’s time is limited to three (3) minutes.

Oral and written reports arising out of Council subcommittee and liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item. 2 e. 08/06/2026 Emergency Preparedness Committee Liaison Memo f. 08/07/2026 Bicycle, Pedestrian, & Traffic Safety Committee Liaison Memo g. 08/10/2026 Geologic Safety Committee Liaison Memo
h. 08/10/2026 ASCC Liaison Memo

9. ADJOURNMENT
The next Regular Town Council meeting will be held on September 9, 2026.

Land Acknowledgement:

The Town of Portola Valley acknowledges the colonial history of this land we dwell upon the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK- mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair. 3 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: August 26, 2026
RE: Approve Special Meeting Minutes of July 22, 2026

RECOMMENDATION
Staff recommends Town Council review and approve the July 22, 2026 special meeting minutes.

ATTACHMENTS

1. 07-22-2026 Council Special Meeting Minutes
4 Volume 47
July 22, 2026

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – JULY 22, 2026

1. CALL TO ORDER
Mayor Taylor called the meeting to order at 5:01 p.m. Roll call was taken.

Present: Councilmembers Helen Wolter (arrived at 5:10 p.m.), Judith Hasko, Rebecca Flynn, Vice Mayor Mary Hufty, Mayor Craig Taylor

Absent: None
Others: Town Manager Darcy Smith, Town Attorney Catherine Engberg, Town Clerk Veronica Dao, June Catalano and Wendy Sommer, Renne Public Management Group

2. ANNOUNCEMENT OF REMOTE ATTENDANCE / ROLL CALL

3. ORAL COMMUNICATIONS
Mayor Taylor invited public comment. None were received.

4. CLOSED SESSION
The Council went into Closed Session at 5:02 p.m. to discuss the following:
a. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Govt. Code section 54957) Title: Town Manager Darcy Smith
b. CONFERENCE WITH LABOR NEGOTIATOR (Govt. Code Section 54957.6) Conference with the Town’s designated representative, Catherine Engberg, Town Attorney, to provide instructions regarding negotiations related to the unrepresented Town Manager, Darcy Smith

5. ADJOURNMENT
The Council returned from Closed Session and adjourned the meeting at approximately 6:57 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its August 26, 2026 regular meeting. 5 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: August 26, 2026
RE: Approve Regular Meeting Minutes of July 22, 2026

RECOMMENDATION
Staff recommends Town Council review and approve the July 22, 2026 regular meeting minutes.

ATTACHMENTS

1. 07-22-2026 Council Regular Meeting Minutes
6 Volume 47
July 22, 2026

PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – JULY 22, 2026

1. CALL TO ORDER
Mayor Taylor called the meeting to order at 7:04 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, Assistant Town Manager Tony McFarlane, Town Clerk Veronica Dao

2. ANNOUNCEMENT OF REMOTE ATTENDANCE / ROLL CALL

3. REPORT OUT FROM CLOSED SESSION
Town Attorney Engberg reported out that there was no reportable action.

4. PRESENTATIONS / PROCLAMATIONS
a. Commemoration Honoring the Life, Leadership, and Enduring Legacy of Former Portola Valley Mayor Edward C. “Ted” Driscoll, Jr.

5. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
 Summer concert series; next concert on August 6
 Housing Element Amendment update, submitted to HCD
 August 12 Council meeting will be canceled, next meeting on August 26

6. ORAL COMMUNICATIONS
Mayor Taylor invited public comment. None were received.

7. 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.
7 Volume 47
July 22, 2026

a. Approve Regular Meeting Minutes of July 8, 2026
b. Approve Warrant List for July 22, 2026
c. Adopt a Resolution Updating the Authorized Signers at Bank of America

8. REGULAR AGENDA
a. Consider Adoption of a Resolution Authorizing and Additional FY26-27 General Fund Budget Appropriation and Authorizing the Town Manager to Execute an Amendment to the Professional Services Agreement with Maze & Associates for Expedited Auditing Services for Fiscal Years 2023-24 and 2024-25 Assistant Town Manager McFarlane presented the item.

Mayor Taylor invited public comment. None were received.

Council asked questions and discussed the item.

Motion and second (Hufty, Flynn) to authorize additional funds. The motion carried unanimously by voice vote.
b. Consider Adoption of a Resolution Submitting to the Voters of Portola Valley a Measure Both to Adopt a Town Charter and to Authorize a Real Property Transfer Tax at the General Election to be held on Tuesday, November 3, 2026 as Called by Resolution 3001-2026
Town Manager Smith presented the item.

Mayor Taylor Invited public comment.

Public Comment
 Richard Merk
 Dale Pfau
Council asked questions and discussed the item.

Motion and second (Hufty, Flynn) to adopt the resolution. The motion carried unanimously by voice vote.

9. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES

REPORTS
Councilmembers reported on several local and regional meetings they attended recently. 8 Volume 47
July 22, 2026

Mayor Taylor invited public comment. None were received.

10. ADJOURNMENT
The meeting adjourned at 8:35 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its August 26, 2026 regular meeting. 9 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Anthony McFarlane, Assistant Town Manager
DATE: August 26, 2026
RE: Warrant List for August 26, 2026.

RECOMMENDATION:

Review and accept the Warrant List for August 26, 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 8/26/2026 6220 6300 81 593,431.97 8/27/2026 7/22/2026 6219 Attached are Warrant Lists for:

Prior Warrant List
Type of Warrant Date
Starting
Warrant #
Ending
Warrant #
Total
Warrants Amount
Warrants
Released
Date Fund Amount
8/26/2026 101-General Fund 434,611.23
8/26/2026 201-Grants 10,970.56
8/26/2026 203-Public Safety/COPS 5,070.00
8/26/2026 204-Open Space 1,100.00
8/26/2026 205-Library Fund 4,512.87
8/26/2026 206-Gas Tax 6,983.93
8/26/2026 212-Measure M Motor Vehicle Fee 1,195.00
8/26/2026 221-Park In-lieu 2,589.38
8/26/2026 222-Inclusion In-lieu 29,494.17
8/26/2026 401-Capital Projects 4,964.80
8/26/2026 701-Customer Deposits 91,940.03
Total $ 593,431.97
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
10

Warrant List August 26, 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

ENVIRONMENTAL IMPACT
The recommended Town Council action to review and approve the Warrant List, is not considered a "project" under the California Environmental Quality Act (CEQA) Guidelines and is therefore exempt from CEQA requirements. As provided by CEQA Guidelines Section Date Warrant # Issued to Fund Dept Purpose Amount
8/26/2026 6222 Bank of America Various Various Jul CC Charges $ 9,849.05 8/26/2026 6225 California Water Service 101/205 510/610 July Water Utility 23,071.23 8/26/2026 6226 CalPERS 101 Various Jul Contributions - Aug UAL 52,439.01 8/26/2026 6227 Casey Construction, Inc 206 510 Sink Hole Repair 5,100.00 8/26/2026 6229 SCA of CA, LLC 206/212 510 Jul Street Sweeping 2,095.00 8/26/2026 6234 CSG Consultants 101/710 310-340 July Services 78,605.11 8/26/2026 6235 Good City Company 101/710 310-340 July Services 50,828.75 8/26/2026 6238 Missionsquare Retirement 101 Various Jul 31 - Aug 15 Contributions 4,942.94 8/26/2026 6244 Navia Benefit Solutions 101 Various Jul 31 - Aug 15 Contributions 1,125.00 8/26/2026 6247 OpenGov, Inc 101 Various FY 26-27 Annual Subscription 51,338.11 8/26/2026 6249 PERS Health 101 Various Aug Medical 20,434.65 8/26/2026 6250 PG&E 101/205 Various July Energy Utility 1,006.34 8/26/2026 6252 Platinum Facilty Services 101/205 510 July Custodial Services 7,634.69 8/26/2026 6262 State Comp Insurance Fund 101 Various Aug WC Premium 2,212.58 8/26/2026 6263 Verizon Wireless 101 610 Jul Mobile Phone 870.67 8/26/2026 6272 Stepford 101 610 July Services 4,851.50
8/26/2026 6275 Shute Mihaly & Weinberger Various 125 Jun Legal Services 50,541.34 8/26/2026 6276 Routeware, Inc 201 610 Annual Subscription 9,970.56 8/26/2026 6281 PV Palooza Foundation 101 610 Summer Concert Series 4,000.00 8/26/2026 6282 Amazon Capital Services 101 610 July Office Supplies 308.74 8/26/2026 6289 Matrix Consulting Group 101 140 Fee Study 9,800.00 8/26/2026 6290 Interwest Consulting Group 101/401 510/710 July Services 17,398.00 8/26/2026 6296 William Seligman 101 125 Jul Legal Services - Hawthorns 15,592.30 $ 424,015.57
Warrants issued as ACH/EFT
Total
Date Warrant No Issued To Fund Dept Purpose Amount
$ -
Warrants Voided and Reissued
Total
Date Warrant No Issued To Fund Dept Purpose Amount
$ -
Warrants Issued Outside of a Scheduled Warrant List
Total
Date Warrant # Issued to Fund Dept Purpose Amount
Disclosure
11

Warrant List August 26, 2026
15378(b)(5), a "project" does not include "organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment." Review and acceptance of the Warrant List is therefore exempt from CEQA, and no further environmental analysis is required.

FISCAL IMPACT
Total fiscal impact is $593,431.97 with $223,423 accrued to FY 2025-26 and $373,009 assigned to the current year.

For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].

ATTACHMENTS

1. 08/26/2026 Warrant List Certification
12 TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
August 26, 2026
Claims totaling $593,431.97 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, Assistant Town Manager
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Darcy Smith, Town Manager Craig Taylor, Mayor
13 apachreg Town of Portola Valley mmagahiz 08/21/2026 12:56 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 6220 39 ASCAP 5.90 08/26/266221 41 AT&T 279.25 08/26/266222 44 BANK OF AMERICA 9,849.05 08/26/26 EFTPS6223 53 BIG CREEK 1,291.35 08/26/266224 55 BILL HAMILTON ROOFING 1,000.00 08/26/266225 78 CALIFORNIA WATER SERVICE CO 23,071.23 08/26/26 EFTPS 6226 80 CALPERS 52,439.01 08/26/26 EFTPS6227 90 CASEY CONSTRUCTION INC 5,100.00 08/26/26 ACH6228 105 CINTAS 84.08 08/26/266229 121 SCA OF CA, LLC 2,095.00 08/26/26 ACH6230 124 COMCAST 789.88 08/26/266231 125 CONNIE STACK 624.00 08/26/266232 130 COUNTY OF SAN MATEO 465.00 08/26/266233 130 COUNTY OF SAN MATEO 47.00 08/26/266234 135 CSG CONSULTANTS INC 78,605.11 08/26/26 ACH6235 195 GOOD CITY COMPANY 50,828.75 08/26/26 ACH6236 203 GREEN HALO SYSTEMS 114.00 08/26/266237 213 HILLYARD INC 1,148.14 08/26/266238 218 MISSIONSQUARE RETIREMENT 4,942.94 08/26/26 EFTPS6239 234 J. W. ENTERPRISES 551.88 08/26/266240 269 KATHY WADDELL 3,008.00 08/26/266241 295 LYNX TECHNOLOGIES INC 2,400.00 08/26/266242 307 MAZE & ASSOCIATES 31,900.00 08/26/266243 324 MIRANDAS LANDSCAPE 2,892.00 08/26/266244 330 NAVIA BENEFIT SOLUTIONS 1,125.00 08/26/26 EFTPS6245 330 NAVIA BENEFIT SOLUTIONS 3,164.00 08/26/266246 337 O. NELSON & SON INC. 983.93 08/26/266247 343 OPENGOV INC. 51,338.11 08/26/26 ACH6248 357 PENINSULA CUSTOM HOMES 3,000.00 08/26/266249 364 PERS HEALTH 20,434.65 08/26/26 EFTPS6250 367 PG&E 1,006.34 08/26/26 EFTPS6251 373 PITNEY BOWES INC. 512.48 08/26/266252 375 PLATINUM FACILITY SERVICES 7,634.69 08/26/26 ACH6253 376 PORTOLA VALLEY HARDWARE 307.18 08/26/266254 380 PURCHASE POWER 145.48 08/26/266255 389 RENNE PUBLIC LAW GROUP 10,000.00 08/26/266256 403 RON RAMIES AUTOMOTIVE INC. 677.79 08/26/266257 407 SABER ROOFING INC 1,000.00 08/26/266258 412 SAN MATEO SHERIFF 83.72 08/26/266259 431 SIERRA PACIFIC TURF SUPPLY INC 18.75 08/26/266260 437 SMALL BUSINESS BENEFIT PLAN TR 2,302.50 08/26/266261 445 STANDARD INSURANCE CO. 543.13 08/26/266262 448 STATE COMP INSURANCE FUND 2,212.58 08/26/26 EFTPS6263 489 VERIZON WIRELESS 870.67 08/26/26 EFTPS6264 505 WOODSIDE FIRE PROTECTION DISTR 23,112.31 08/26/26 14 apachreg Town of Portola Valley mmagahiz 08/21/2026 12:56 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type 6265 516 COUNTY OF SAN MATEO-AIRPORT 1,500.00 08/26/266266 518 GOT GOPHERS? 1,050.00 08/26/266267 537 HOUSING ENDOWM. AND REG. TRUST 27,314.17 08/26/266268 547 ALPINE W. MENLO LITTLE LEAGUE 500.00 08/26/266269 730 URBAN PLANNING PARTNERS INC 6,862.50 08/26/266270 751 VIA HEART PROJECT 241.88 08/26/266271 776 WESTSHORE ROOFING 1,000.00 08/26/266272 860 STEPFORD 4,851.50 08/26/26 ACH6273 911 CIVICPLUS LLC 2,417.82 08/26/266274 914 UNITED MECHANICAL INC 9,278.00 08/26/266275 1016 SHUTE, MIHALY & WEINBERGER LLP 50,541.34 08/26/26 ACH6276 1017 ROUTEWARE, INC. 9,970.56 08/26/26 ACH6277 1053 SAN CARLOS ROOFING 1,000.00 08/26/266278 1064 HDL COREN & CONE 1,504.34 08/26/266279 1110 LESLEY SHORTAL 100.00 08/26/266280 1118 STERICYCLE, LNC. DBA SHRED-LT 138.08 08/26/266281 1125 PV PALOOZA FOUNDATION 4,000.00 08/26/26 ACH6282 1152 AMAZON CAPITAL SERVICES, INC 308.74 08/26/26 EFTPS 6283 1180 EPIC 7,500.00 08/26/266284 1194 CHRISTINA ONASICK 100.00 08/26/266285 1195 LEAF CAPITAL FUNDING, LLC 426.02 08/26/266286 1199 ORANGE COAST TITLE COMPANY 1,100.00 08/26/266287 1216 WIZIX TECHNOLOGY GROUP, INC. 91.21 08/26/266288 1221 ZOTTS LLC 100.00 08/26/266289 1224 MATRIX CONSULTING GROUP, LTD 9,800.00 08/26/26 ACH6290 1250 INTERWEST CONSULTING GROUP INC 17,398.00 08/26/26 ACH6291 1252 PORTOLA VALLEY SCHOOL DISTRICT 5,070.00 08/26/266292 1261 DAVID FLORES 2,160.00 08/26/266293 1313 TOM KIPPOLA 500.00 08/26/266294 1329 HEEYOUNG PYEN 2,040.00 08/26/266295 1341 CALA 2,589.38 08/26/266296 1350 WILLIAM R. SELIGMAN 15,592.30 08/26/26 ACH6297 1364 DARCY SMITH 78.75 08/26/266298 1365 MARIAM JALIL 100.00 08/26/266299 1366 ROSS-CAMPBELL, INC. 1,000.00 08/26/266300 1367 GOLDEN STATE CONTRACTORS 1,202.50 08/26/26Check totals: 169,416.40ACH totals: 307,755.36EFTPS totals: 116,260.21Wire transfer totals:Payment Manager totals:GRAND TOTALS 593,431.97 15 Check totals: 169,416.40
ACH totals: 307,755.36EFTPS totals: 116,260.21Wire transfer totals:Payment Manager totals:GRAND TOTALS 593,431.97 16 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 1 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 101 Dept Balance SheetALPINE W. MENLO LITTLE LEAGUE 101-21052-000-000000 Deposit refund 500.00 6268 08/26/26 PROF-26-2
CALPERS 101-21032-000-000000 Jul Retirement- 10,474.19 6226 08/26/26

CLASSIC
CALPERS 101-21032-000-000000 Jul Retirement- 18,518.82 6226 08/26/26 PEPRA
CHRISTINA ONASICK 101-21052-000-000000 Deposit Refund - 100.00 6284 08/26/26 Town CenterBaseball Field
LESLEY SHORTAL 101-21052-000-000000 Deposit Refund - 100.00 6279 08/26/26 Ford FieldMARIAM JALIL 101-21052-000-000000 Deposit Refund - 100.00 6298 08/26/26 Rossotti FieldMISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Aug 2,471.47 6238 08/26/26 15, 2026
MISSIONSQUARE RETIREMENT 101-21036-000-000000 Deferred Comp - Jul 2,471.47 6238 08/26/26 31, 2026
NAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 562.50 6244 08/26/26 07/31/2026
NAVIA BENEFIT SOLUTIONS 101-21033-000-000000 Navia Benefit 562.50 6244 08/26/26 08/15/2026
TOM KIPPOLA 101-21052-000-000000 Deposit Refund - 500.00 6293 08/26/26 Field RentalZOTTS LLC 101-21052-000-000000 Deposit Refund - 100.00 6288 08/26/26 Ford Field Rental --------------
Fund 101 Dept Total 36,460.95
Fund 101 Dept 110 Town CouncilCOUNTY OF SAN MATEO 101-65012-110-000000 Council of Cities 47.00 6233 08/26/26 Dinner/Meeting -Helen Wolter
COUNTY OF SAN MATEO-AIRPORT 101-65014-110-000000 Roundtable 1,500.00 6265 08/26/26 Membership, FY26-27
--------------
Fund 101 Dept 110 Total 1,547.00
Fund 101 Dept 120 Town ManagerBANK OF AMERICA 101-65014-120-000000 Jul Credit Card 400.00 6222 08/26/26 Statement
COUNTY OF SAN MATEO 101-65014-120-000000 San Mateo County 465.00 6232 08/26/26 Training FY26-27 Membership Dues 17 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 2 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
NAVIA BENEFIT SOLUTIONS 101-55021-120-000000 125 Flexible -343.00 6245 08/26/26 Benefits Plan
PERS HEALTH 101-55021-120-000000 Aug Health 8,435.42 6249 08/26/26 RENNE PUBLIC LAW GROUP 101-62099-120-000000 Portola Valley 10,000.00 6255 08/26/26 Assessment
SMALL BUSINESS BENEFIT PLAN TR 101-55024-120-000000 Dental/Vision 2,302.50 6260 08/26/26STANDARD INSURANCE CO. 101-55031-120-000000 LTD/Life Premium 543.13 6261 08/26/26STATE COMP INSURANCE FUND 101-55033-120-000000 Premium Charge 2,212.58 6262 08/26/26 Policy Term 8/06/26-9/06/26
--------------
Fund 101 Dept 120 Total 24,015.63
Fund 101 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 101-62032-125-000000 Jun Legal Service 24,130.69 6275 08/26/26 101-62032-125-26ELCT 11,458.73 6275 08/26/26101-62032-125-000000 135.20 6275 08/26/26 WILLIAM R. SELIGMAN 101-62052-125-000000 Legal Services 15,124.80 6296 08/26/26WILLIAM R. SELIGMAN 101-62052-125-000000 Town Attorney 467.50 6296 08/26/26 --------------
Fund 101 Dept 125 Total 51,316.92
Fund 101 Dept 130 Town ClerkCIVICPLUS LLC 101-62305-130-000000 Full Service Plus 2,417.82 6273 08/26/26 Supplem Subscription8/30/26-8/29/27
NAVIA BENEFIT SOLUTIONS 101-55021-130-000000 125 Flexible 29.00 6245 08/26/26 Benefits Plan
PERS HEALTH 101-55021-130-000000 Aug Health 1,303.00 6249 08/26/26 --------------
Fund 101 Dept 130 Total 3,749.82
Fund 101 Dept 140 FinanceBANK OF AMERICA 101-65012-140-000000 Jul Credit Card 500.00 6222 08/26/26 Statement
HDL COREN & CONE 101-62099-140-000000 Contract Svcs Prop 1,504.34 6278 08/26/26 Tax - Jul-Sept 26 MAZE & ASSOCIATES 101-62031-140-000000 Audit Svcs - 19,140.00 6242 08/26/26FinancialStatements, FYE06/30/2024 MAZE & ASSOCIATES 101-62031-140-000000 Audit Svcs - 12,760.00 6242 08/26/26 18 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 3 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
FinancialStatements, FYE06/30/2025
PERS HEALTH 101-55021-140-000000 Aug Health 5,631.90 6249 08/26/26 --------------
Fund 101 Dept 140 Total 39,536.24
Fund 101 Dept 220 Fire ServicesWOODSIDE FIRE PROTECTION DISTR 101-62208-220-000000 CERRP Coordinator 14,974.19 6264 08/26/26 Jul, Aug, Sep 2026
WOODSIDE FIRE PROTECTION DISTR 101-62047-220-000000 07/01/26-07/31/26 8,138.12 6264 08/26/26 Fire MitigationCrew Support
--------------
Fund 101 Dept 220 Total 23,112.31
Fund 101 Dept 310 Planning DivisionCSG CONSULTANTS INC 101-62099-310-000000 Code Enforcement, 8,800.00 6234 08/26/26 Inspections, Plan & Bldg, Permit Tech
101-62099-310-000000 5,760.00 6234 08/26/26
GOOD CITY COMPANY 101-62039-310-000000 Planning Consultant 10,833.75 6235 08/26/26 Services - Jul 2026 101-62039-310-000000 2,330.00 6235 08/26/26
LYNX TECHNOLOGIES INC 101-62305-310-000000 GIS Professional 2,400.00 6241 08/26/26 Services in Jul 2026
NAVIA BENEFIT SOLUTIONS 101-55021-310-000000 125 Flexible 1,966.25 6245 08/26/26 Benefits Plan
OPENGOV INC. 101-62305-310-000000 Permit & Licensing, 21,555.07 6247 08/26/26 BlueBeam, DocMngmt,7/1/26-6/30/27
PERS HEALTH 101-55021-310-000000 Aug Health 2,016.73 6249 08/26/26URBAN PLANNING PARTNERS INC 101-62099-310-000000 PV Safety Element 4,682.50 6269 08/26/26 Update- Jun 2026
--------------
Fund 101 Dept 310 Total 60,344.30
Fund 101 Dept 320 Building DivisionCSG CONSULTANTS INC 101-62099-320-000000 Code Enforcement, 11,880.00 6234 08/26/26 Inspections, Plan & Bldg, Permit Tech
101-62099-320-000000 170.00 6234 08/26/26
19 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 4 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
CSG CONSULTANTS INC 101-62099-320-000000 Code Enforcement, 8,800.00 6234 08/26/26 Inspections, Plan & Bldg, Permit Tech
101-62099-320-000000 5,760.00 6234 08/26/26
GOOD CITY COMPANY 101-62042-320-000000 Planning Consultant 2,330.00 6235 08/26/26 Services - Jul 2026 GREEN HALO SYSTEMS 101-62305-320-000000 Aug Hosting & Acces 114.00 6236 08/26/26 NAVIA BENEFIT SOLUTIONS 101-55021-320-000000 125 Flexible 907.50 6245 08/26/26 Benefits Plan
OPENGOV INC. 101-62305-320-000000 Permit & Licensing, 11,882.53 6247 08/26/26 BlueBeam, DocMngmt,7/1/26-6/30/27
PERS HEALTH 101-55021-320-000000 Aug Health 390.90 6249 08/26/26 --------------
Fund 101 Dept 320 Total 42,234.93
Fund 101 Dept 330 Code ComplianceCSG CONSULTANTS INC 101-62099-330-000000 Code Enforcement, 1,822.50 6234 08/26/26 Inspections, Plan & Bldg, Permit Tech NAVIA BENEFIT SOLUTIONS 101-55021-330-000000 125 Flexible 151.25 6245 08/26/26 Benefits Plan
OPENGOV INC. 101-62305-330-000000 Permit & Licensing, 1,658.08 6247 08/26/26 BlueBeam, DocMngmt,7/1/26-6/30/27
PERS HEALTH 101-55021-330-000000 Aug Health 65.15 6249 08/26/26 --------------
Fund 101 Dept 330 Total 3,696.98
Fund 101 Dept 410 Community HallCONNIE STACK 101-63013-410-000000 SUMMER 2026 Classes 624.00 6231 08/26/26DAVID FLORES 101-63013-410-000000 SUMMER 2026 Classes 2,160.00 6292 08/26/26HEEYOUNG PYEN 101-63013-410-000000 SPRING Classes 2026 1,020.00 6294 08/26/26HEEYOUNG PYEN 101-63013-410-000000 SUMMER Classes 2026 1,020.00 6294 08/26/26KATHY WADDELL 101-63013-410-000000 SUMMER 2026 Classes 3,008.00 6240 08/26/26NAVIA BENEFIT SOLUTIONS 101-55021-410-000000 125 Flexible -147.00 6245 08/26/26 Benefits Plan
PERS HEALTH 101-55021-410-000000 Aug Health 304.14 6249 08/26/26 PLATINUM FACILITY SERVICES 101-61051-410-000000 Janitorial Services 1,081.49 6252 08/26/26 - Jul 2026
PLATINUM FACILITY SERVICES 101-61051-410-000000 Janitorial Service 2,250.00 6252 08/26/26 Scrub & WaxFloor-Community Hall
20 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 5 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
VIA HEART PROJECT 101-61051-410-000000 Community 241.88 6270 08/26/26 Hall-LIFEPAK CR2Electrode Pads
--------------
Fund 101 Dept 410 Total 11,562.51
Fund 101 Dept 420 Field RentalsBIG CREEK 101-61055-420-000000 Redwood 1,108.40 6223 08/26/26 Construction PicnicTable Repairs
BIG CREEK 101-61055-420-000000 Redwood 182.95 6223 08/26/26 Construction PicnicTable Repairs GOT GOPHERS? 101-61055-420-000000 Town Fields Gopher 1,050.00 6266 08/26/26 Trapping- Jul 2026 J. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 318.44 6239 08/26/26 Rental & Services J. W. ENTERPRISES 101-61056-420-000000 Handicap Unit 233.44 6239 08/26/26 Rental & ServicesMIRANDAS LANDSCAPE 101-61055-420-000000 Landscape Services 300.00 6243 08/26/26 - Irrigation LeakMIRANDAS LANDSCAPE 101-61055-420-000000 July Landscape 2,592.00 6243 08/26/26 ServicesSIERRA PACIFIC TURF SUPPLY INC 101-61055-420-000000 Soil Test 18.75 6259 08/26/26 --------------
Fund 101 Dept 420 Total 5,803.98
Fund 101 Dept 510 Public WorksHILLYARD INC 101-62011-510-000000 Janitorial Supplies 1,148.14 6237 08/26/26INTERWEST CONSULTING GROUP INC 101-62037-510-000000 PT Project Manager 14,460.00 6290 08/26/26 (Engineering) 2027-PW-01
NAVIA BENEFIT SOLUTIONS 101-55021-510-000000 125 Flexible 400.00 6245 08/26/26 Benefits Plan
OPENGOV INC. 101-62305-510-000000 Permit & Licensing, 16,242.43 6247 08/26/26 BlueBeam, DocMngmt,7/1/26-6/30/27
PERS HEALTH 101-55021-510-000000 Aug Health 1,291.10 6249 08/26/26 PLATINUM FACILITY SERVICES 101-61054-510-000000 Janitorial Services 448.01 6252 08/26/26 - Jun 2026 Fridays Cleaning PLATINUM FACILITY SERVICES 101-61054-510-000000 Janitorial Services 2,296.91 6252 08/26/26 - Jul 2026
PLATINUM FACILITY SERVICES 101-61054-510-000000 Janitorial Services 448.01 6252 08/26/26 21 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 6 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
- Jul 2026 Fridays Cleaning
PORTOLA VALLEY HARDWARE 101-62014-510-000000 Jul Statement Tools 307.18 6253 08/26/26RON RAMIES AUTOMOTIVE INC. 101-61081-510-000000 Jul Fuel Statement 677.79 6256 08/26/26UNITED MECHANICAL INC 101-62011-510-000000 HVACR Repair Jun26 9,278.00 6274 08/26/26 --------------
Fund 101 Dept 510 Total 46,997.57
Fund 101 Dept 610 Non-DepartmentalAMAZON CAPITAL SERVICES, INC 101-62301-610-000000 Compostable Utensil 121.84 6282 08/26/26AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 HP 206A Cyan Toner 112.54 6282 08/26/26 Cartridge AMAZON CAPITAL SERVICES, INC 101-62301-610-000000 100% Compostable 74.36 6282 08/26/26 Disposable Coffee Cups ASCAP 101-62305-610-000000 Remaining Music 5.90 6220 08/26/26 License Fee 2026 AT&T 101-62021-610-000000 Jul Statement 56.06 6221 08/26/26 AT&T 101-62021-610-000000 Jul Statement 167.13 6221 08/26/26AT&T 101-62021-610-000000 Jul Statement 56.06 6221 08/26/26BANK OF AMERICA 101-62305-610-000000 Jul Credit Card 3,413.55 6222 08/26/26 Statement
101-62308-610-000000 103.56 6222 08/26/26
101-62304-610-000000 3,348.31 6222 08/26/26
101-62399-610-000000 155.72 6222 08/26/26
101-62306-610-000000 1,927.91 6222 08/26/26
CALIFORNIA WATER SERVICE CO 101-62023-610-000000 Water Service 6,839.43 6225 08/26/26 7/14/26 - 8/12/26,8/1/26 - 8/31/26
101-62023-610-000000 51.42 6225 08/26/26101-62023-610-000000 2,293.02 6225 08/26/26101-62023-610-000000 536.22 6225 08/26/26 101-62023-610-000000 9,836.27 6225 08/26/26
101-62023-610-000000 44.17 6225 08/26/26101-62023-610-000000 463.48 6225 08/26/26 CALPERS 101-55014-610-000000 Admin Fees Retired 7,200.00 6226 08/26/26 Annuitant
CALPERS 101-55011-610-000000 Aug UAL 16,246.00 6226 08/26/26 CINTAS 101-62301-610-000000 Replenish First-Aid 84.08 6228 08/26/26 CabinetsCOMCAST 101-62021-610-000000 WIFI-7.21.2026-08.2 255.04 6230 08/26/26 .2026
COMCAST 101-62021-610-000000 WIFI-8.16.2026-09.1 534.84 6230 08/26/26 .2026
DARCY SMITH 101-62399-610-000000 Reimbursement - 78.75 6297 08/26/26 Quarterly Commission &
22 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 7 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Committee Meeting
EPIC 101-62327-610-000000 FY2026-2027 Annual 7,500.00 6283 08/26/26 Contribution
LEAF CAPITAL FUNDING, LLC 101-62307-610-000000 Toshiba Printer 426.02 6285 08/26/26 Copy Lease
MATRIX CONSULTING GROUP, LTD 101-62099-610-000000 Comprehensive Fee 7,200.00 6289 08/26/26 Study & DevelopmentImpact Fee NexusStudy
MATRIX CONSULTING GROUP, LTD 101-62099-610-000000 Comprehensive Fee 2,600.00 6289 08/26/26 Study & DevelopmentImpact Fee NexusStudy
NAVIA BENEFIT SOLUTIONS 101-55025-610-000000 Jul 2026 Monthly Fe 200.00 6245 08/26/26PERS HEALTH 101-55021-610-000000 Aug Health 974.99 6249 08/26/26 101-55014-610-000000 21.32 6249 08/26/26
PG&E 101-62022-610-000000 PG&E 8-26-26 Stmt 14.21 6250 08/26/26 101-62022-610-000000 134.79 6250 08/26/26101-62022-610-000000 14.21 6250 08/26/26 PG&E 101-62022-610-000000 PG&E 6-27-26 Stmt 559.93 6250 08/26/26 101-62022-610-000000 14.78 6250 08/26/26
101-62022-610-000000 67.99 6250 08/26/26
PITNEY BOWES INC. 101-62307-610-000000 Postage Meter 512.48 6251 08/26/26 Rental, Equipment & Svc7/02/25-7/01/2026
PURCHASE POWER 101-62308-610-000000 Postage Meter 145.48 6254 08/26/26PV PALOOZA FOUNDATION 101-62327-610-000000 PV Palooza 4,000.00 6281 08/26/26 Foundation SummerConcerts 2026
SAN MATEO SHERIFF 101-41811-610-000000 FY25-26-4THQTR 83.72 6258 08/26/26 Parking Citations STEPFORD 101-62046-610-000000 Monthly Service 3,920.00 6272 08/26/26Charges 08/01/2026THRU 08/31/2026 STEPFORD 101-62305-610-000000 Veeam Backup and 631.50 6272 08/26/26 Replication for Disaster Recovery -Aug 26 STEPFORD 101-62046-610-000000 Onsite - Jun 26 300.00 6272 08/26/26 STERICYCLE, LNC. DBA SHRED-LT 101-62301-610-000000 Paper Shredding 138.08 6280 08/26/26 Services VERIZON WIRELESS 101-62021-610-000000 Jul Cellular 675.72 6263 08/26/26WIZIX TECHNOLOGY GROUP, INC. 101-62301-610-000000 Printer 91.21 6287 08/26/26 --------------
Fund 101 Dept 610 Total 84,232.09
23 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 8 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
--------------
Fund 101 Total 434,611.23
Fund 201 Dept 120 Town ManagerROSS-CAMPBELL, INC. 201-62327-120-000000 OWR-4 Cal Recycle 1,000.00 6299 08/26/26 Grant
--------------
Fund 201 Dept 120 Total 1,000.00
Fund 201 Dept 610 Non-DepartmentalROUTEWARE, INC. 201-62305-610-000000 Annual Support - 9,970.56 6276 08/26/26 Q-198868/1/26-7/31/27
--------------
Fund 201 Dept 610 Total 9,970.56
--------------
Fund 201 Total 10,970.56
Fund 203 Dept 210 Police ServicesPORTOLA VALLEY SCHOOL DISTRICT 203-62205-210 Public Safety 2,535.00 6291 08/26/26PORTOLA VALLEY SCHOOL DISTRICT 203-62205-210 Public Safety 2,535.00 6291 08/26/26 --------------
Fund 203 Dept 210 Total 5,070.00
--------------
Fund 203 Total 5,070.00
Fund 204 Dept 725 Open SpaceORANGE COAST TITLE COMPANY 204-62099-725 Easement Analysis 1,100.00 6286 08/26/26 Ford Field & Open Space Parcel
--------------
Fund 204 Dept 725 Total 1,100.00
--------------
Fund 204 Total 1,100.00
24 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 9 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 205 Dept 510 Public WorksCALIFORNIA WATER SERVICE CO 205-62023-510-000000 Water Service 14.83 6225 08/26/26 7/14/26 - 8/12/26,8/1/26 - 8/31/26
205-62023-510-000000 154.69 6225 08/26/26205-62023-510-000000 2,837.70 6225 08/26/26 PG&E 205-62022-510-000000 PG&E 8-26-26 Stmt 38.89 6250 08/26/26PG&E 205-62022-510-000000 PG&E 6-27-26 Stmt 161.54 6250 08/26/26PLATINUM FACILITY SERVICES 205-61054-510-000000 Janitorial Services 1,110.27 6252 08/26/26 - Jul 2026
VERIZON WIRELESS 205-62021-510-000000 Jul Cellular 194.95 6263 08/26/26 --------------
Fund 205 Dept 510 Total 4,512.87
--------------
Fund 205 Total 4,512.87
Fund 206 Dept 510 Public WorksCASEY CONSTRUCTION INC 206-61011-510-000000 Public Road Sink 5,100.00 6227 08/26/26 Hole Repair
O. NELSON & SON INC. 206-61011-510-000000 Inspect Damage 983.93 6246 08/26/26 Culvert/Cover up Alpine Rd SCA OF CA, LLC 206-61012-510-000000 Jul Litter/Street 900.00 6229 08/26/26 Clean
--------------
Fund 206 Dept 510 Total 6,983.93
--------------
Fund 206 Total 6,983.93
Fund 212 Dept 510 Public WorksSCA OF CA, LLC 212-61017-510-000000 Jul Litter/Street 1,195.00 6229 08/26/26 Clean
--------------
Fund 212 Dept 510 Total 1,195.00
--------------
Fund 212 Total 1,195.00
25 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 10 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
Fund 221 Dept 720 Parks & FieldsCALA 221-72011-720-FFBATH CIP Project Ford 2,589.38 6295 08/26/26 Field Restroom & Amenities
--------------
Fund 221 Dept 720 Total 2,589.38
--------------
Fund 221 Total 2,589.38
Fund 222 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 222-62032-125 Jun Legal Service 6275 08/26/26 --------------
Fund 222 Dept 125 Total .00
Fund 222 Dept 310 Planning DivisionHOUSING ENDOWM. AND REG. TRUST 222-62099-310 Affordable Housing 21,630.98 6267 08/26/26 HEART
HOUSING ENDOWM. AND REG. TRUST 222-62099-310 Affordable Housing 5,683.19 6267 08/26/26 HEART
URBAN PLANNING PARTNERS INC 222-62099-310 PVHE2 Housing 2,180.00 6269 08/26/26 Element AmendmentsJun 26
--------------
Fund 222 Dept 310 Total 29,494.17
--------------
Fund 222 Total 29,494.17
Fund 401 Dept 125 Town AttorneySHUTE, MIHALY & WEINBERGER LLP 401-62032-125-VOTRBR Jun Legal Service 2,026.80 6275 08/26/26 --------------
Fund 401 Dept 125 Total 2,026.80
Fund 401 Dept 710 Roads & Right-of-WayINTERWEST CONSULTING GROUP INC 401-74011-710-RESURF PT Project Manager 2,938.00 6290 08/26/26 (Engineering) 2027-PW-01
26 apackfnd2 Town of Portola Valley mmagahiz 08/21/2026 12:57 Page 11 Checks by Fund - 08/26/26 to 08/26/26
Vendor Name Account Invoice Invoice Amount Check Check
Compressed Description Number DateFormatted
--------------
Fund 401 Dept 710 Total 2,938.00
--------------
Fund 401 Total 4,964.80
Fund 701 Dept 340 Customer DepositsBILL HAMILTON ROOFING 701-62325-340 Deposit Refund - 3 1,000.00 6224 08/26/26 Wyndham Dr
CSG CONSULTANTS INC 701-62041-340 Code Enforcement, 1,462.50 6234 08/26/26 Inspections, Plan & Bldg, Permit Tech
701-62041-340 7,990.11 6234 08/26/26701-62038-340 5,995.00 6234 08/26/26701-62038-340 220.00 6234 08/26/26701-62041-340 4,010.00 6234 08/26/26 701-62041-340 14,415.00 6234 08/26/26
701-62038-340 1,520.00 6234 08/26/26
GOLDEN STATE CONTRACTORS 701-63012-340 Deposit Refund - 5 1,202.50 6300 08/26/26 Sunhill StGOOD CITY COMPANY 701-62041-340 Planning Consultant 7,652.50 6235 08/26/26 Services - Jul 2026 701-62041-340 27,682.50 6235 08/26/26
PENINSULA CUSTOM HOMES 701-62325-340 Deposit Refund - 1,000.00 6248 08/26/26 501 Portola Rd Unit 1D
PENINSULA CUSTOM HOMES 701-62325-340 Deposit Refund - 1,000.00 6248 08/26/26 501 Portola Rd Unit 17D
PENINSULA CUSTOM HOMES 701-62325-340 Deposit Refund - 1,000.00 6248 08/26/26 501 Portola Rd Unit 12D
SABER ROOFING INC 701-62325-340 Deposit Refund- 2 1,000.00 6257 08/26/26 Thistle StSAN CARLOS ROOFING 701-62325-340 Deposit Refund - 1,000.00 6277 08/26/26 360 Grove
SHUTE, MIHALY & WEINBERGER LLP 701-62033-340 Jun Legal Service 12,789.92 6275 08/26/26WESTSHORE ROOFING 701-62325-340 Deposit Refund - 1,000.00 6271 08/26/26 121 Brookside Dr. --------------
Fund 701 Dept 340 Total 91,940.03
--------------
Fund 701 Total 91,940.03
27 --------------
**** Grand Total 593,431.97
* * * End of Report * * *
28 .
apapdinv2 mmagahiz Town of Portola Valley Page 1
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 39 ASCAP
08/26/26 6220 Remaining Music License Fee 2026 05.90 05.90 200012777106 Vendor: 41 AT&T
6221 Jul Statement 279.25 56.06 000025644270
Jul Statement 167.13 000025644271Jul Statement 56.06 000025644272 Vendor: 44 BANK OF AMERICA
6222 Jul Credit Card Statement 9,849.05 9,849.05 1388-JUL26 Vendor: 53 BIG CREEK
6223 Redwood Construction Picnic Table Repairs 1,291.35 1,108.40 2706517 Redwood Construction Picnic Table Repairs 182.95 2706518 Vendor: 55 BILL HAMILTON ROOFING
6224 Deposit Refund - 3 Wyndham Dr 1,000.00 1,000.00 BLDR0325-2025 Vendor: 78 CALIFORNIA WATER SERVICE CO
6225 Water Service 7/14/26 - 8/12/26 ,8/1/26 - 8/31/26 23,071.23 23,071.23 AUG-26-26 Vendor: 80 CALPERS
6226 Aug UAL 52,439.01 16,246.00 100000018377592
Jul Retirement- CLASSIC 10,474.19 100000018326738Jul Retirement- PEPRA 18,518.82 100000018326757Admin Fees Retired Annuitant 7,200.00 100000018196979 Vendor: 90 CASEY CONSTRUCTION INC
6227 Public Road Sink Hole Repair 5,100.00 5,100.00 2026070008 Vendor: 105 CINTAS
6228 Replenish First-Aid Cabinets 84.08 84.08 5352915608 Vendor: 121 SCA OF CA, LLC
6229 Jul Litter/Street Clean 2,095.00 2,095.00 CA0945200 Vendor: 124 COMCAST
6230 WIFI-7.21.2026-08.20.2026 789.88 255.04 1945-AUG26 WIFI-8.16.2026-09.15.2026 534.84 7390-AUG26
Vendor: 125 CONNIE STACK
6231 SUMMER 2026 Classes 624.00 624.00 SUMMER-2026
Vendor: 130 COUNTY OF SAN MATEO
29 .
apapdinv2 mmagahiz Town of Portola Valley Page 2
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/26/26 6232 San Mateo County Training FY26-27 Membership Dues 465.00 465.00 TCSMCFY27M14 Vendor: 130 COUNTY OF SAN MATEO
6233 Council of Cities Dinner/Meeting - Helen Wolter 47.00 47.00 08172026 Vendor: 135 CSG CONSULTANTS INC
6234 Code Enforcement, Inspections, Plan & Bldg, Permit Tech 78,605.11 78,605.11 JUN-2026 Vendor: 195 GOOD CITY COMPANY
6235 Planning Consultant Services - Jul 2026 50,828.75 50,828.75 4889 Vendor: 203 GREEN HALO SYSTEMS
6236 Aug Hosting & Access 114.00 114.00 6742
Vendor: 213 HILLYARD INC
6237 Janitorial Supplies 1,148.14 1,148.14 90233613
Vendor: 218 MISSIONSQUARE RETIREMENT
6238 Deferred Comp - Jul 31, 2026 4,942.94 2,471.47 JUL-202631 Deferred Comp - Aug 15, 2026 2,471.47 AUG-202615
Vendor: 234 J. W. ENTERPRISES
6239 Handicap Unit Rental & Services 551.88 318.44 275322 Handicap Unit Rental & Services 233.44 275323
Vendor: 269 KATHY WADDELL
6240 SUMMER 2026 Classes 3,008.00 3,008.00 SUMMER-2026
Vendor: 295 LYNX TECHNOLOGIES INC
6241 GIS Professional Services in Jul 2026 2,400.00 2,400.00 10709 Vendor: 307 MAZE & ASSOCIATES
6242 Audit Svcs - Financial Statements, FYE 06/30/2024 31,900.00 19,140.00 55089 Audit Svcs - Financial Statements, FYE 06/30/2025 12,760.00 55090 Vendor: 324 MIRANDAS LANDSCAPE
6243 Landscape Services - Irrigation Leak 2,892.00 300.00 3415 July Landscape Services 2,592.00 3510
Vendor: 330 NAVIA BENEFIT SOLUTIONS
6244 Navia Benefit 07/31/2026 1,125.00 562.50 07312026
Navia Benefit 08/15/2026 562.50 08152026
Vendor: 330 NAVIA BENEFIT SOLUTIONS
30 .
apapdinv2 mmagahiz Town of Portola Valley Page 3
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/26/26 6245 125 Flexible Benefits Plan 3,164.00 2,964.00 15550 Jul 2026 Monthly Fee 200.00 11101046
Vendor: 337 O. NELSON & SON INC.
6246 Inspect Damage Culvert/Cover up Alpine Rd 983.93 983.93 275 Vendor: 343 OPENGOV INC.
6247 Permit & Licensing, BlueBeam, Doc Mngmt, 7/1/26-6/30/27 51,338.11 51,338.11 INV27475 Vendor: 357 PENINSULA CUSTOM HOMES
6248 Deposit Refund - 501 Portola Rd Unit 1D 3,000.00 1,000.00 BLDR0013-2026 Deposit Refund - 501 Portola Rd Unit 17D 1,000.00 BLDR0017-2026Deposit Refund - 501 Portola Rd Unit 12D 1,000.00 BLDR0055-2026 Vendor: 364 PERS HEALTH
6249 Aug Health 20,434.65 20,434.65 100000018361962
Vendor: 367 PG&E
6250 PG&E 6-27-26 Stmt 1,006.34 804.24 JUN-27-26
PG&E 8-26-26 Stmt 202.10 AUG-26-26
Vendor: 373 PITNEY BOWES INC.
6251 Postage Meter Rental, Equipment & Svc 7/02/25-7/01/2026 512.48 512.48 1029707479 Vendor: 375 PLATINUM FACILITY SERVICES
6252 Janitorial Services - Jun 2026 Fridays Cleaning 7,634.69 448.01 53182 Janitorial Services - Jul 2026 4,488.67 53396Janitorial Services - Jul 2026 Fridays Cleaning 448.01 53397Janitorial Service Scrub & Wax Floor-Community Hall 2,250.00 53688 Vendor: 376 PORTOLA VALLEY HARDWARE
6253 Jul Statement Tools 307.18 307.18 196-JUL26
Vendor: 380 PURCHASE POWER
6254 Postage Meter 145.48 145.48 7931-AUG26
Vendor: 389 RENNE PUBLIC LAW GROUP
6255 Portola Valley Assessment 10,000.00 10,000.00 17440 Vendor: 403 RON RAMIES AUTOMOTIVE INC.
6256 Jul Fuel Statement 677.79 677.79 G20260731-2
Vendor: 407 SABER ROOFING INC
6257 Deposit Refund- 2 Thistle St 1,000.00 1,000.00 BLDR0026-2026 31 .
apapdinv2 mmagahiz Town of Portola Valley Page 4
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 412 SAN MATEO SHERIFF
6258 FY25-26-4THQTR Parking Citations 83.72 83.72 FY25-26-4THQTR Vendor: 431 SIERRA PACIFIC TURF SUPPLY INC
6259 Soil Test 18.75 18.75 01041009.

Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
6260 Dental/Vision 2,302.50 2,302.50 SEP-2026
Vendor: 445 STANDARD INSURANCE CO.
6261 LTD/Life Premium 543.13 543.13 2026-JUL
Vendor: 448 STATE COMP INSURANCE FUND
6262 Premium Charge Policy Term 8/06/26-9/06/26 2,212.58 2,212.58 1003649202 Vendor: 489 VERIZON WIRELESS
6263 Jul Cellular 870.67 870.67 6149519531
Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
6264 CERRP Coordinator Jul, Aug, Sep 2026 23,112.31 14,974.19 2026 Q3-PV 07/01/26-07/31/26 Fire Mitigation Crew Support 8,138.12 WFPDCREW-202607 Vendor: 516 COUNTY OF SAN MATEO-AIRPORT
6265 Roundtable Membership, FY26-27 1,500.00 1,500.00 FY26-27_DUES Vendor: 518 GOT GOPHERS?
6266 Town Fields Gopher Trapping- Jul 2026 1,050.00 1,050.00 109307 Vendor: 537 HOUSING ENDOWM. AND REG. TRUST
6267 Affordable Housing HEART 27,314.17 21,630.98 1457
Affordable Housing HEART 5,683.19 1467
Vendor: 547 ALPINE W. MENLO LITTLE LEAGUE
6268 Deposit refund PROF-26-2 500.00 500.00 PROF-26-2
Vendor: 730 URBAN PLANNING PARTNERS INC
6269 PV Safety Element Update- Jun 2026 6,862.50 4,682.50 25029-260630 PVHE2 Housing Element Amendments Jun 26 2,180.00 25030-260630 Vendor: 751 VIA HEART PROJECT
6270 Community Hall-LIFEPAK CR2 Electrode Pads 241.88 241.88 6346 Vendor: 776 WESTSHORE ROOFING
6271 Deposit Refund - 121 Brookside Dr. 1,000.00 1,000.00 BLDR0047-2026 32 .
apapdinv2 mmagahiz Town of Portola Valley Page 5
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 860 STEPFORD
6272 Monthly Service Charges 08/01/2026 THRU 08/31/2026 4,851.50 3,920.00 2601437 Veeam Backup and Replication for Disaster Recovery -Aug 26 631.50 2601438Onsite - Jun 26 300.00 2606165 Vendor: 911 CIVICPLUS LLC
6273 Full Service Plus Supplem Subscription 8/30/26-8/29/27 2,417.82 2,417.82 376197 Vendor: 914 UNITED MECHANICAL INC
6274 HVACR Repair Jun26 9,278.00 9,278.00 118030
Vendor: 1016 SHUTE, MIHALY & WEINBERGER LLP
6275 Jun Legal Service 50,541.34 50,541.34 JUN-26-SMW
Vendor: 1017 ROUTEWARE, INC.
6276 Annual Support - Q-19886 8/1/26-7/31/27 9,970.56 9,970.56 CI-1013012 Vendor: 1053 SAN CARLOS ROOFING
6277 Deposit Refund - 360 Grove 1,000.00 1,000.00 BLDR0104-2026 Vendor: 1064 HDL COREN & CONE
6278 Contract Svcs Prop Tax - Jul-Sept 26 1,504.34 1,504.34 SIN065874 Vendor: 1110 LESLEY SHORTAL
6279 Deposit Refund - Ford Field 100.00 100.00 PROF-26-40 Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
6280 Paper Shredding Services 138.08 138.08 8014999209
Vendor: 1125 PV PALOOZA FOUNDATION
6281 PV Palooza Foundation Summer Concerts 2026 4,000.00 4,000.00 PROF-26-19 Vendor: 1152 AMAZON CAPITAL SERVICES, INC
6282 Compostable Utensils 308.74 121.84 1FH6-9LMR-RCKY
HP 206A Cyan Toner Cartridge 112.54 1V46-YW6V-DHPM100% Compostable Disposable Coffee Cups 74.36 1XVL-QMDX-JPV1 Vendor: 1180 EPIC
6283 FY2026-2027 Annual Contribution 7,500.00 7,500.00 FY2026-2027 Vendor: 1194 CHRISTINA ONASICK
6284 Deposit Refund - Town Center Baseball Field 100.00 100.00 PROF-26-21 Vendor: 1195 LEAF CAPITAL FUNDING, LLC
33 .
apapdinv2 mmagahiz Town of Portola Valley Page 6
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
08/26/26 6285 Toshiba Printer Copy Lease 426.02 426.02 20663052 Vendor: 1199 ORANGE COAST TITLE COMPANY
6286 Easement Analysis Ford Field & Open Space Parcel 1,100.00 1,100.00 520-2473266-602 Vendor: 1216 WIZIX TECHNOLOGY GROUP, INC.
6287 Printer 91.21 91.21 632707
Vendor: 1221 ZOTTS LLC
6288 Deposit Refund - Ford Field Rental 100.00 100.00 PROF-26-30 Vendor: 1224 MATRIX CONSULTING GROUP, LTD
6289 Comprehensive Fee Study & Development Impact Fee Nexus Study 9,800.00 7,200.00 5 Comprehensive Fee Study & Development Impact Fee Nexus Study 2,600.00 6 Vendor: 1250 INTERWEST CONSULTING GROUP INC
6290 PT Project Manager (Engineering) 2027-PW-01 17,398.00 17,398.00 4396816 Vendor: 1252 PORTOLA VALLEY SCHOOL DISTRICT
6291 Public Safety 5,070.00 2,535.00 INV26-00055
Public Safety 2,535.00 INV26-00072
Vendor: 1261 DAVID FLORES
6292 SUMMER 2026 Classes 2,160.00 2,160.00 SUMMER-2026
Vendor: 1313 TOM KIPPOLA
6293 Deposit Refund - Field Rental 500.00 500.00 PROF-26-9 Vendor: 1329 HEEYOUNG PYEN
6294 SPRING Classes 2026 2,040.00 1,020.00 SPRING-2026
SUMMER Classes 2026 1,020.00 SUMMER-2026
Vendor: 1341 CALA
6295 CIP Project Ford Field Restroom & Amenities 2,589.38 2,589.38 26019-3 Vendor: 1350 WILLIAM R. SELIGMAN
6296 Legal Services 15,592.30 15,124.80 0601
Town Attorney 467.50 0602
Vendor: 1364 DARCY SMITH
6297 Reimbursement - Quarterly Commission & Committee Meeting 78.75 78.75 FRRS-26-4 Vendor: 1365 MARIAM JALIL
6298 Deposit Refund - Rossotti Field 100.00 100.00 PROF-26-43 34 .
apapdinv2 mmagahiz Town of Portola Valley Page 7
12:57 08/21/26 Paid Invoices by Date
From: 08/26/2026 to 08/26/2026
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1366 ROSS-CAMPBELL, INC.
6299 OWR-4 Cal Recycle Grant 1,000.00 1,000.00 26-4012-3 Vendor: 1367 GOLDEN STATE CONTRACTORS
6300 Deposit Refund - 5 Sunhill St 1,202.50 1,202.50 BLER0018-2026 Check Date Totals 593,431.97
Grand Total 593,431.97
35 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager
DATE: August 26, 2026
RE: Appoint Mayor Craig Taylor as the Voting Delegate, and Vice Mayor Mary Hufty and Councilmember Rebecca Flynn as the Alternate Delegates to Represent the Town of Portola Valley at the Annual General Assembly at the 2026 League of California Cities Annual Conference

RECOMMENDATION
Staff recommends that the Town Council Designate Mayor Craig Taylor as the City's Voting Delegate and Vice Mayor Mary Hufty and Councilmember Rebecca Flynn as alternates for the 2026 League of California Cities Annual Conference.

DISCUSSION
The League of California Cities (Cal Cities) is a non-profit association that provides legislative advocacy, professional development and educational resources for incorporated cities and towns in California. The Town of Portola Valley is a member of Cal Cities.

Every year, Cal Cities convenes a member-driven General Assembly at the Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy through consideration and voting on resolutions that establish Cal Cities policy. The General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. The appointed Voting Delegate plays an important role during the General Assembly by representing the town and voting on resolutions.

To cast a vote during the General Assembly which is scheduled for September 25, 2026 in Anaheim, California, the Town Council must formally designate a Voting Delegate and up to two alternate Voting Delegates, one of whom may vote if the designated Voting Delegate is unable to serve in that capacity. Voting Delegates may either be an elected or appointed official.

Mayor Craig Taylor is recommended to be appointed as the Voting Delegate. If he is unable to attend, then either Vice Mayor Mary Hufty or Councilmember Rebecca Flynn can serve as the alternate voting delegates. There is no order to the alternates. Generally, the Vice Mayor is given the first opportunity and if they are unable to serve as the Voting Delegate, then the second alternate may serve in the role.

Councilmember Flynn was selected as she is currently the Town Council liaison to Cal Cities, and she is currently planning on attending the conference.

FISCAL IMPACT
The Town operating budget has sufficient funds to cover the costs associated with the delegate’s attendance at the League of California Annual Conference.

ATTACHMENTS

1. Cal Cities 2026 Voting Delegate Packet
36 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org DATE: Wednesday, May 13, 2026
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Sept. 23-25, 2026 Anaheim Convention Center
Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy.

Taking place on Friday, Sept. 25, 2026 the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions.

To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official.

Action by Council Required. Consistent with Cal Cities bylaws, a city’s voting delegate and up to two alternates must be designated by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor or city manager alone.

Following council action, please submit your city’s delegates through the online submission portal by Tuesday, Sept. 1, 2026. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.

Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre-conference communications with voting delegates.

Conference Registration Required. The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only. Conference registration opens June 2.

For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. Voting delegates and Council Action Advised by September 1, 2026
37 alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the voting delegate desk. This will enable them to receive the special sticker on their name badges that will admit the voting delegate into the voting area during the General Assembly.

Please view Cal Cities’ event and meeting policy in advance of the conference.

Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the General Assembly, they may not transfer the voting card to another city official.

Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

The voting delegate desk, located in the conference registration area of the Anaheim Convention Center, will be open at the following times: Wednesday, Sept. 23, 8:00 a.m.-6:00 p.m. and Thursday, Sept. 24, 7:30 a.m.-4:00 p.m. On Friday, Sept. 25, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., but will be closed during roll calls and voting.

The voting procedures that will be used at the conference are attached to this memo.

Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city’s voting delegate and alternates.

Once again, thank you for submitting your voting delegate and alternates by Tuesday, Sept. 1. If you have questions, please contact Zach Seals at [email protected].

Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly 38 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org General Assembly Voting Guidelines

1. One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities policy.

2. Designating a City Voting Representative. Prior to the Cal Cities Annual Conference and Expo, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the voting delegate form provided to the Cal Cities Credentials Committee.

3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the voting delegate desk in the conference registration area. Voting delegates and alternates must sign in at the voting delegate desk. Here they will receive a special sticker on their name badge and thus be admitted to the voting area at the General Assembly.

4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city’s voting card by providing a signature to the credentials committee at the voting delegate desk, may sign petitions to initiate a resolution.

5. Voting. To cast the city's vote, a city official must have in their possession the city's voting card and voting tool; and be registered with the credentials committee. The voting card may be transferred freely between the voting delegate and alternates but may not be transferred to another city official who is neither a voting delegate nor alternate.

6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate.

7. Resolving Disputes. In case of dispute, the credentials committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the General Assembly.
39 Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
five additional member cities or
individual members.

How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control.

The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how resolutions and the General Assembly work.

The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.

Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.

Recommendations are forwarded
to the Resolutions Committee.

Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.

Voting delegates
are appointed by each
member city; every city
has one voting delegate.

The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.

Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.

Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.

During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.

Cal Cities policy
development is a memberinformed process,
grounded in the voices and
experiences of city officials
throughout the state.

For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.

General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
Assembly, unless disqualified.2
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f). 40 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: August 26, 2026
RE: Appointment of Kori Anne Bagrowski to Conservation Committee

RECOMMENDATION
Staff recommends that the Town Council consider and appoint Kori Anne Bagrowski to Conservation Committee.

DISCUSSION
The Conservation Committee currently has one vacancy with a recent resignation of a member. The committee received one application which was shared with the Chair and Mayor.

After discussion with the Mayor, the Chair recommends appointing Kori Anne Bagrowski.

FISCAL IMPACT
There is no fiscal impact associated.

ATTACHMENTS

1. Committee Application
41 42

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Sarah Cawrse, Planning & Building Director
DATE: August 26, 2026
RE: Consider Acceptance of the Planning Commission Bylaws

RECOMMENDATION
Staff recommends that the Town Council, by motion, accept the Planning Commission Bylaws. Through this action, the Town Council affirms that these Bylaws take precedence over the current Town Commission and Advisory Committee Policies & Procedures Handbook to the extent they are in conflict.

If they are not in conflict, the Town Commission and Advisory Committee Policies & Procedures Handbook prevail.

BACKGROUND
The Town Planning Commission (Commission) is created pursuant to Municipal Code Section 2.20.010.

The Commission is responsible for preparing, maintaining, and overseeing compliance with the General Plan for the Town of Portola Valley; recommending ordinances and resolutions to Town Council necessary to implement the General Plan, including revisions to land use and related laws; and serving as the Board of Adjustment to review variance applications and appeals from decisions of the ASCC or other Town Committees; and administering the Town’s zoning and subdivision ordinances. Decisions of the Commission may be appealed to the Town Council.

The Commission is composed of five (5) members appointed for four (4) year terms by the Town of Portola Valley Council (“Council”) as vacancies arise. The Commissioners shall, by annual election, fill the offices of Chair and Vice-Chair. In general, these offices are filled by the most senior members of the Commission at the time of the annual election. In the event that either office becomes vacant during the term of that officer, the Commission shall, at its earliest convenience, elect a member to serve the remainder of the term.

The Planning Commission prepared the attached Bylaws and Addendum to Bylaws to facilitate public participation in Commission proceedings, assure uniform implementation of Commission duties, and provide procedural fairness during meetings and hearings and to more fully satisfy the requirements of Government Code 65804, which imposes procedural rules for the conduct of Commission meetings.

These Bylaws supplement the Town Municipal Code Chapter 2.20.010 et seq. and relevant state law regarding operations of the Commission.

The Planning Commission Bylaws and Addendum to Bylaws were approved by the Planning Commission on June 17, 2026.

DISCUSSION
43 This agenda item presents for Council consideration acceptance of the Planning Commission Bylaws.

Through this action, the Town Council affirms that these Bylaws take precedence over the Town Commission and Advisory Committee Policies & Procedures Handbook to the extent they are in conflict.

If they are not in conflict, the Town Commission and Advisory Committee Policies & Procedures Handbook prevail.

State Government Code § 65102 states that “a legislative body may establish for its planning agency any rules, procedures, or standards which do not conflict with state or federal laws”. The Town Council does not currently have any adopted policy or past practice related to the approval of Bylaws. Therefore, the Council “may” take action to accept the Bylaws. Alternatively, the Town Council may also take any of the following actions:

1. Vote not to accept the Bylaws.

2. Direct staff and the Town Attorney to develop a Town policy on the approval authority for the Planning Commission Bylaws and return for Council approval at a future meeting.

3. Continue the item to a future meeting for further discussion or additional information.

The Planning Commission discussed the address that should be used for the meetings and had a preference to use 775 Portola Road as the address for the Historic Schoolhouse. However, the address that’s used in the Town’s Municipal Code section 2.20.030 references 765 Portola Road. To remain aligned with the code, it’s recommended to keep the 765 Portola Road address.

FISCAL IMPACT
There is no fiscal impact related to this agenda item.

ATTACHMENTS

1. Planning Commission Bylaws

2. Planning Commission Addendum to Bylaws
44 1 | Page

PLANNING COMMISSION OF THE TOWN OF PORTOLA VALLEY
BYLAWS
PURPOSE. The Planning Commission (“Commission”) chooses to prepare these Bylaws (“Bylaws”) to facilitate public participation in Commission proceedings, assure uniform implementation of Commission duties and provide procedural fairness during meetings and hearings and to more fully satisfy the requirements of Government Code 65804, which imposes procedural rules for the conduct of Commission meetings. These Bylaws, adopted by the Commission on June 17, 2026 will supplement Portola Valley (“PV”) Municipal Code Chapter 2.20.010 et seq. and relevant state law regarding operations of the Commission.

SECTION 1. CREATION; POWERS AND DUTIES
The Commission is created pursuant to the Government Code and PV Municipal Code 2.20.010. The Commission performs the functions set forth in State Law and the Portola Valley Municipal Code, for example: prepare, maintainand oversee compliance withthe General Plan for the Town of Portola Valley, recommend to Town Council such ordinances and resolutions as are necessary to implement the General Plan including revisions to land use and related laws, and, sitting as a Board of Adjustment, review applications for variances, appeals from decisions of the ASCC and administer zoning and subdivision ordinances. Decisions of the Commission may be appealed to the Town Council.

SECTION 2. OFFICERS, SUBCOMMITTEES AND ROLES

2.0 The Commission is composed of five (5) members appointed for four (4) year terms by the Town of Portola Valley Council (“Council”) as vacancies arise.

The Commissioners shall, by annual election, fill the offices of Chair and Vice Chair. Traditionally, these offices are filled by the most senior members of the 45 2 | Page
Commission at the time of an annual election and rotate collegially amongst the members. In the event that either officer position becomes vacant during the term of that officer, the Commission shall, at its earliest convenience, elect a member to serve the remainder of the term. The Roles and Responsibilities of Commissioners are set forth in greater detail in the Addendum attached hereto.

2.1 The Portola Valley Planning and Building Directorserves as the Secretary of the Commission in terms of keeping minutes, preparing minutes, preparing public notice consistent with state law, preparation and distribution of agenda and public notices.

2.2 The Chair shall preside over meetings of the Commission, work with the Secretary to prepare agendas for Commission meetings and otherwise represent the Commission as needed. The Vice Chair shall assist the Chair, preside over meetings or otherwise conduct the duties of the Chair in the Chair’s absence.

2.3 The Commission, by majority vote, may appoint special subcommittees as needed.

2.4 Three members shall constitute a quorum for purposes of doing business.

When no quorum exists at the time of an announced meeting of the Commission, the Chair or Vice Chair, shall consider a short delay before determining that no meeting will be convened.If a meeting has been convened and the quorum is lost due to a member leaving, the meeting shall be adjourned or continued to a date certain based on a majority vote of the remaining members.

SECTION 3. CONDUCT OF REGULAR AND SPECIAL MEETINGS

3.0 Regular meetings of the Commission shall be held on the first and third Wednesday of each month. Regular meetings shall be held at 7:00 pm at the Historic School House, 765 Portola Road, Portola Valley, CA 94028. Pursuant to 46 3 | Page
the Brown Act,meetings shall be available forremote attendance by members of the public.

3.1 Special Meetings may be called at any time by a majority of the Commissioners present and voting at a Regular meeting, or as proposed by the Chair or Secretary. Any such special meetings shall be in accordance with procedures set forth in California Government Code, § 54959 et seq. (“the Brown Act”), including public notice. Special meetings, including site visits, may be held at other locations within Portola Valley or, in unusual circumstances, at locations outside of the jurisdiction.

3.2 Any regular or special meeting of the Commission may be adjourned to a subsequent date certain for continuation of business on the Commission’s agenda. All regular and special meetings shall be open to the public, however, under certain limited circumstances, as required by law, closed sessions are allowed.

3.3 Commissioners are allowed to attend meetings remotely as allowed under California law.

3.4 The Chair, or Vice Chair, shall chair the meeting at the designated start time and call the Commission to order. The presiding officer shall preserve order and decorum, announce the Commission’s decisions in the course of the meeting.

The Secretary shall call the roll of the Commission and record the proceedings of the meeting.

3.5 The Secretary shall assure that meeting minutes are prepared and submitted for approval, if possible, at the next regularly scheduled meeting of the Commission. The Secretary shall also maintain all records related to Commission items, including any special meetings and related documents.

SECTION 4. AGENDAS, RECORDS OF MEETINGS
47 4 | Page

4.0 The agenda for all regular or special meetings of the Commission shall be prepared in writing by the Secretary, after consultation with the Chair and shall be posted in the time and manner required by the Brown Act. Typically, the agenda, with all associated supporting materials, will be posted on the Town website by 5:00 pm Friday before a Wednesday regular meeting.

SECTION 5. REVIEW AND AMENDMENT OF THESE BYLAWS
These Bylaws may be revised, amended, or repealed by the affirmative vote of Commissioners at any regular meeting of the Commission. Any proposed revisions, amendments or repeal shall be presented at a regular meeting but only voted upon at a subsequent meeting. Upon adoption, these Bylawsshall be posted on the Town website and made available to all extant (and later appointed) Commissioners.
48 1 | Page

PORTOLA VALLEY PLANNING COMMISSION

ADDENDUM TO BYLAWS

ROLES AND RESPONSIBILITIES OF COMMISSIONERS
Introduction
Serving as a Planning Commissioner is a vital public service that helps shape the character and maintain a long-term vision of the Town of Portola Valley. Commissioners are charged with balancing growth, environmental preservation, public input and community values within the framework of state and local laws. This Addendum summarizes the core responsibilities for Planning Commissioners. It draws heavily from the Institute for Local Government’s Planning Commissioner Handbook.

Legal and Ethical Framework
Planning Commissioners operate within a complicated and often overlapping structure of laws, policies, and ethical obligations. As an appointed public body, the Brown Act applies to the Commissioners. This state law ensures transparency by mandating open public meetings and requires proper public notice and opportunity for public participation.

The actions of the Town, as approved or recommended for approval by the Commission, must comply with the California Environmental Quality Act (CEQA). CEQA requires environmental review of the impacts of any discretionary action taken by the Town. Finally, as an appointed public official, you must comply with the Political Reform Act and Fair Political Practices Commission Regulations. At a minimum, this law requires you to annually file a financial disclosure Form 700 which can now be done online. The law further defines and regulates conflicts of interest, for example, if a matter before the Commission is near your personal residence, to ensure impartial decision-making. It is your responsibility to identify possible potential conflicts and seek advice from staff or the Town Attorney.

Understanding and adhering to these regulations is essential to building public trust and avoiding legal challenges.

Key Responsibilities of Commissioners
Commissioners are expected to recognize that they are members of an appointed, collegial board and all actions shall be taken in public session, usually, as set forth on the agenda for the meeting.

An individual Commissioner must take care to never attempt to represent the Commission in public settings. In that context, the Commission, and hence the Commissioners, shall be involved in a range of activities as set forth in State Law and the Portola Valley Municipal Code. The following actions are typical of the work of a Commissioner. The Town of Portola Valley’s Planning 49 2 | Page
Commission holds regular meetings on the first and third Wednesday of each month at 7:00 PM.

Commissioners are expected to attend these meetings regularly. Special meetings may also be scheduled periodically to address time-sensitive or complex matters. Town staff shall distribute the meeting Agenda to the public and the Planning Commission in advance of the public hearing.

1. Reviewing Land Use Applications
Planning Commissioners are responsible for reviewing applications for subdivisions, zoning changes, variances, and conditional use permits as they may relate to a specific matter or parcel.

Decisions on specific land use applications are typically based on findings of consistency with the General Plan, based upon the administrative record provided to the Commission, and compliance with local ordinances and CEQA.

2. Interpreting, revising as needed, and implementing the General Plan The General Plan serves as the Town’s constitution and touchstone for development and growth.

Commissioners ensure that land use decisions align with its goals, policies, and implementation measures. State Planning and Zoning law requiresthe Planning Commission to review and update, as needed, the General Plan and to do so by providing a formal recommendation to Town Council prior to adoption or amendment of the General Plan.

3. Making Quasi-Judicial Decisions
When reviewing specific project applications, Commissioners act in a quasi-judicial role—similar to judges—by applying law to facts and making findings that are supported by evidence in the public record. These decisions may be subject to legal review so adherence to proper procedures and conflict of interest rules is important.

4. Conducting Public Hearings
Commissioners must facilitate and participate in fair, transparent public hearings. This includes listening to community input, asking clarifying questions, and deliberating and making decisions respectfully.

5. Advising the Town Council
The Planning Commission may provide recommendations to the Town Council on a wide range of topics, including long-range planning initiatives, policy updates, and zoning or other code revisions. Generally, these activities will be at the request of the Town Council or planning staff.

6. Staying Informed and Prepared
Commissioners should review meeting materials in advance of meetings, visit project sites when needed, and continue their education on planning topics through workshops, conferences, and 50 3 | Page
reading. New Commissioners will be provided with on-board training and orientation by the Planning & Building Director.

Competencies and Best Practices
Subjectively, the role of a Commissioner involves balancing many interests including community needs, individual property rights and strong adherence to the Town’s General Plan, ordinances, policies, and applicable legal standards. Commissioners must disclose any potential financial or ethical conflicts of interest and always maintain collegial and respectful discourse with a focus on facts and relevant legal standards. Commissioners shall approach each public meeting with a thorough understanding of the agenda and relevant materials and actively listen to public input and comments.

Conclusion
Serving on the Planning Commission is both an honor and a responsibility. Commissioners play a central role in guiding Portola Valley’s development while protecting its natural beauty and unique character and strong values. A thorough understanding of legal frameworks, planning principles, and community values ensures effective, thoughtful decision-making that will shape the Town as set forth in the General Plan.
51 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: August 26, 2026
RE: Consider Acceptance of an Updated Calendar for 2026 Council Meetings, Canceling the November 11 and November 25 Regular Meetings, and Scheduling a Special Meeting on November 18, 2026

RECOMMENDATION
Staff recommends that the Town Council consider and, by motion, cancel the two regular November meetings on November 11 and November 25 and schedule a special meeting for November 18, 2026.

DISCUSSION
The Town Council holds its regular meetings on the second and fourth Wednesdays of every month. The two meeting dates in November conflict with Town-observed holidays, Veterans’ Day on November 11 and November 25 falls on the eve of Thanksgiving. Council can consider canceling both regular meetings and hold a special meeting on November 18, or discuss an alternative date.

Staff has also included a schedule of meetings for the remainder of the year to give the public, Council, and staff clear advanced notice of all upcoming sessions.

Town Council Schedule of Meetings through the end of 2026:

Meeting Date Meeting Type
September 9, 2026 Regular
September 23, 2026 Regular
October 14, 2026 Regular
October 28, 2026 Regular
November 11, 2026 Potentially Canceled
November 18, 2026 Special
November 25, 2026 Potentially Canceled
December 9, 2026 Regular

FISCAL IMPACT
There is no fiscal impact associated.
52 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Catherine Engberg, Town Attorney
DATE: August 26, 2026
RE: Amendment to Employment Agreement for Town Manager

RECOMMENDATION
By motion, approve Amendment No. 1 to the July 28, 2025 Town Manager Employment Agreement with Darcy Smith to increase the annual base salary from $250,000 to $268,500, effective July 1, 2026.

BACKGROUND
On July 23, 2025, the Portola Valley Town Council approved Darcy Smith as Town Manager and approved the employment agreement. The Town Manager Employment Agreement was entered into effective July 28, 2025. Under the Employment Agreement, the Base Salary is not subject to automatic CPI increases. However, the Base Salary may instead be increased by written amendment to the Agreement. Any such amendment must be approved by the Town Council at a regular Town Council meeting.

DISCUSSION
The Town Council recently completed its annual performance evaluation of Town Manager Darcy Smith, which the Council found to be overall positive. At the conclusion of the evaluation, the Town Council directed the Town Attorney to prepare a proposed compensation adjustment for consideration in open session. The proposed Amendment No. 1 reflects these changes. Ms. Smith has informed me that she finds the terms acceptable.

The proposed Amendment No. 1 includes the following key provision:

Base salary of $268,500 per year, with no automatic CPI compensation increase All other provisions of the Agreement shall remain the same Government Code section 54953 provides, in relevant part, that “Prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive, as defined in subdivision (d) of Section 3511.1, during the open meeting in which the final action is to be taken.” To comply with this paragraph, the Mayor may direct the Town Attorney or other staff to review the items listed above as part of the oral staff report for this item.

FISCAL IMPACT
There is adequate budget in the FY2627 Operating Budget to fund this action. 53 ATTACHMENTS

1. Amendment No. 1 to the Town Manager Employment Agreement

2. July 28, 2025 Employment Agreement with Darcy Smith for Town Manager 54 AMENDMENT NO. 1 TO

TOWN MANAGER EMPLOYMENT AGREEMENT
This AMENDMENT NO. 1 to the July 28, 2025 Town Manager Employment Agreement (“Agreement”) is made and entered into effective July 1, 2026 (the “Effective Date”), by and between the Town of Portola Valley (“Town”) and Darcy Smith (“Manager”). The Town and the Manager are sometimes individually referred to as a "Party" and collectively as "Parties."
A. The Town employs the Manager pursuant to the terms of the July 28, 2025 Town Manager Employment Agreement between the Parties (“Agreement”).

B. The Town Council, through its labor negotiator, has negotiated with the Manager to amend the Agreement.

C. The Parties now desire to amend the Agreement as described in this Amendment No. 1.

NOW, THEREFORE, in consideration of the covenants contained herein and in the Agreement amended hereby:

1. Section 4.1 Base Salary is amended as follows:

4.1 Base Salary. The Town shall pay Manager a salary of Two Hundred Sixty Eight Thousand and Five Hundred dollars
($268,500) per year (“Base Salary”). The Base Salary shall be payable in installments at the same time as other employees of the Town receive their salaries. The Base Salary is not subject to automatic CPI increases, but instead may be increased from time to time by written amendment to this Agreement in the discretion of and as approved by the Town Council at a regular Town Council meeting. The Base Salary shall be prorated on a daily basis for the first and last months during which Manager is employed by the Town.

This Amendment No. 1, together with the provisions of the Agreement that are unaffected by this Amendment No. 1, constitute the entire agreement between the Parties.

IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the dates written below.
55 ATTEST: _____________________________ _____________________________ Town Clerk Craig Taylor Mayor of the Town of Portola Valley
Date: ________________________ Date: ________________________ _____________________________ Darcy Smith Town Manager
Date: _____________________ August 18, 2026
56 57
58 59
60 61
62 63
64 65
The following is intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
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Any combination of experience and training that would likely provide the required knowledge and abilities is desirable. A typical way to obtain the knowledge and abilities would be:
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B-7
including but not limited to on the grounds that he/she did not have advice of counsel or did not voluntarily and knowingly enter into this Agreement and (f) agrees to each of its terms.
[IF OVER THE AGE OF 40, THE FOLLOWING SECTION APPLIES]:

23. Effective Date. This Agreement will be deemed effective on the eighth day following Manager’s signature provided that Manager has not revoked the Agreement consistent with Section 9, the Town has signed the Agreement, and the Town Attorney has approved the Agreement to form (the “Effective Date”).

Dated: __________________________ TOWN OF PORTOLA VALLEY __________________________ Mayor Dated: __________________________ MANAGER __________________________ Darcy Smith APPROVED AS TO FORM:

By:

Town Attorney
Date:

ATTEST:

By: __________________________________
Town Clerk
Date:
76 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Anthony McFarlane, Assistant Town Manager
DATE: August 26, 2026
RE: Adopt a Resolution Authorizing the Town Manager to Execute a Professional Services Agreement in an Amount Not to Exceed $175,800 with Eaton & Associates to Provide Information Technology Services

RECOMMENDATION
Adopt a Resolution authorizing the Town Manager to execute a Professional Services Agreement in an amount not to exceed $175,800 with Eaton & Associates to provide Information Technology (IT)Services as the Town’s primary IT service provider, effective October 1, 2026, through June 30, 2028, for the not to exceed amount of $175,800. This transition is part of a strategic plan to improve service delivery, and compliance with state and federal IT standards. The new provider will take over all current IT services, including network management, cloud infrastructure, and helpdesk support, with a focus on reducing downtime, enhancing data protection, and aligns with the Town Council’s strategic priority of effective and efficient operations.

BACKGROUND
The Town issued an RFP for IT Services on April 13, 2026, with a proposal due date of May 22, 2026.

The Town received six proposals from the following service providers.

1. Apex Technology Management – Redding, CA

2. Eaton & Associates – San Mateo, CA

3. Infinity Technologies – Roseville, CA

4. Silicon Connections – Woodside, CA

5. Stepford – San Carlos, CA

6. The Network Company – Rancho Santa Margarita, CA
3-year cost estimates were included with each proposal.

Staff interviewed five of the service providers and narrowed the selection down to two, Eaton & Associates and Silicon Connections. After conducting reference checks, staff is recommending Eaton & Associates to be the Town’s IT service provider.

DISCUSSION
Feedback from references for Eaton & Associates included the following:

Responsive, professional while providing excellent customer service.

Pro-active and budget conscious.

Functional in any IT environment, remote, hybrid, or full service. 77 The proposed engagement will:

Replace the current IT provider with a more robust service solution.

Integrate with existing systems and ensure minimal disruption during the transition.

Provide ongoing training and support for City staff.

Align with the Council’s priority of effective and efficient operations.

Risks include potential short-term service interruptions during cutover, but these can be mitigated through a phased handover and a parallel service period.

FISCAL IMPACT
The annual contract amount is approximately $88,000 per year through June 30, 2028, with costs funded from the current year’s IT budget. No additional appropriation is needed.

ATTACHMENTS

1. Resolution

2. Resolution Exhibit A: Agreement

3. Resolution Exhibit B: Service Proposal
78 RESOLUTION NO. -2026

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF

PORTOLA VALLEY AUTHORIZING THE TOWN MANAGER TO

EXECUTE A PROFESSIONAL SERVICES AGREEMENT IN AN
AMOUNT NOT TO EXCEED $175,800 WITH EATON &

ASSOCIATES TO PROVIDE IT SERVICES
WHEREAS, addressing the Town Council priority of creating a more efficient and effective operation, a Request for Proposals for IT Services was issued on April 13, 2026, with a proposal due date of May 22, 2026; and
WHEREAS, six proposals were received by the due date; and WHEREAS, staff interviewed five of the providers and conducted reference checks on three; and
WHEREAS, due to the firm’s experience with several municipal agencies comparable in size to the Town of Portola Valley, enthusiastic feedback from references, and their local presence it is staff’s recommendation to retain the firm’s services under a professional services agreement with a not-to exceed amount of $175,800 through June 30, 2028.

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

Section 1. Authorize the Town Manager to execute a professional services agreement with Eaton & Associates to provide comprehensive IT services in an amount not to exceed $175,800 through June 30, 2028.

PASSED AND ADOPTED this 26th day of August 2026, by the following vote:

By: ______________________________
Craig Taylor, Mayor
ATTEST:
_______________________
Veronica Dao, Town Clerk
79 AYES:

NOES:

ABSTAIN:

ABSENT:
1 AGREEMENT FOR

CONTRACTOR SERVICES
THIS AGREEMENT is made and entered into this 1st day of October 2026 by and between the Town of Portola Valley, a municipal corporation, (“Town”) and Eaton & Associates (“Contractor”).

RECITALS
A. The Town desires to retain the services of Contractor as an independent contractor to provide services to the Town, as described in more detail in Exhibit A.

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

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

1. SCOPE AND LEVEL OF SERVICES. Contractor agrees to provide the services and perform the tasks (“Services”) set forth in detail in Scope of Services, attached here and incorporated as Exhibit A.

2. TIME OF PERFORMANCE. The services shall be performed on a timely, regular basis in accordance with the Scope of Services described in Exhibit A. Contractor is not authorized to perform any services or incur any costs whatsoever under this Agreement until authorized by the Town. All services within the Scope of Work shall be completed prior to June 30, 2028. The Town Manager may extend this completion date by up to six months through a written amendment to this Agreement, provided such extension does not include additional contract funds.

3. STANDARD OF PERFORMANCE. As a material inducement to the Town to enter into this Agreement, Contractor hereby represents and warrants that it has the qualifications and experience necessary to undertake the services to be provided pursuant to this Agreement. Contractor shall perform all services required pursuant to this Agreement according to the standards observed by a competent practitioner of the profession in which Contractor is engaged. All work product which Contractor delivers to Town shall be prepared in a first-class and workmanlike manner and comply with the requirements of this Agreement to the Town’s satisfaction.

4. CHANGES TO SCOPE. From time to time, the Town may request, in writing, changes in the Scope of Work. Any such changes mutually agreed upon by the parties, and any corresponding change in compensation and time of performance, shall be made by written amendment to this Agreement.
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5. CONTRACT ADMINISTRATOR. _____________________________ shall serve as the Town’s representative and administer this Agreement (Contract Administrator). All correspondence shall be directed to or through the Contract Administrator.

6. FACILITIES, EQUIPMENT, AND SUPPLIES. Except as set forth herein, Contractor shall, at its sole cost and expense, provide all facilities, equipment, and supplies that may be necessary to perform the services required by this Agreement. The Town shall not be responsible for any damage to persons or property as a result of the use, misuse, or failure of any equipment, facilities, or supplies used by Contractor, or by any of its employees, even though such equipment, facilities, or supplies were provided, rented, or loaned to Contractor by the Town.

7. COMPLIANCE WITH LAW. Contractor and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.

7.1 Licenses, Permits, and Approvals. Contractor shall obtain and keep in effect at all times during the term of this Agreement, at its sole cost and expense, any and all licenses, permits, and regulatory approvals necessary in the performance of this Agreement. This includes, but is not limited to, a valid business license from the Town.

Contractor represents and warrants to the Town that Contractor and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions.

7.2 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate, on the basis of a person’s race, religion, creed, color, national origin, ancestry, age, physical or mental handicap or disability, medical condition, marital status, sex, sexual orientation, gender, gender identity, gender expression, genetic information, or military or veteran status, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided by Contractor under this Agreement, as provided in Government Code section 12940. Contractor shall comply with all other applicable federal, state, and local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement, including but not limited to the satisfaction of any positive obligations required of Contractor thereby. Contractor shall include the provisions of this Subsection in any subcontract approved by the Contract Administrator or this Agreement.

7.3 Conflict of Interest. Contractor shall comply with the conflict of interest provisions of Government Code Section 1090 and the Political Reform Act (Government Code Section 81000 et seq.). Contractor understands that in carrying out this Agreement, its professional responsibility is solely to the Town. Contractor represents and warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this Agreement. Contractor shall not employ or subcontract with a person having such an conflict of interest. Contractor shall not employ any Town official in the work performed pursuant to this Agreement. No officer or 81 3
employee of the Town shall have any financial interest in this Agreement that would violate California Government Code Sections 1090 et seq.

7.4 Form 700. Contractor, and its officers, agents, or employees working under this Agreement, shall submit statements of economic interest (Form 700s) under the Political Reform Act (Government Code section 81000 et seq.) if requested to do so by the Town Manager.

8. TERM. This Agreement is effective on the date set forth in the initial paragraph of this Agreement and shall remain in effect until June 30, 2028, unless earlier terminated pursuant to Section 21, below.

9. COMPENSATION. The Town will pay Contractor for satisfactory performance of the Services an amount that will be based on actual costs but that will be capped so as not to exceed $175,800 (“Contract Price”), based upon the Scope of Services, budget, and rates in Exhibit A, attached and incorporated here. The maximum compensation includes all expenses and reimbursements and will remain in place even if Contractor’s actual costs exceed the capped amount. No extra work or payment is permitted without prior written approval of the Town.

9.1 Payment for Additional Scope. Payments for any additional services not included in the original Scope of Work and agreed to by the parties under Section 4 of this Agreement shall be made on a time-and-materials basis using the rates in Exhibit A.

10. METHOD OF PAYMENT. Monthly invoices must state a description of the deliverable completed and the amount due for the preceding month. Within thirty (30) days of completion of Services, Contractor must submit a requisition for final and complete payment of costs and pending claims for Town approval. Failure to timely submit a complete and accurate payment requisition relieves the Town of any further payment or other obligations under the Agreement.

11. CONTRACTOR’S REPRESENTATIVE. Subject to Town approval, Contractor assigns John Eaton as its single Representative for all purposes under this Agreement, with authority to oversee the progress and performance of the Scope of Services. Contractor’s Representative is responsible for coordinating and scheduling the Services in accordance with the Scope of Services. Contractor must regularly update the Town’s Contract Administrator about the progress with the work or any delays, as required under the Scope of Services. The Town’s written approval is required prior to substituting a new Representative.

12. INDEPENDENT CONTRACTOR. At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of the Town. No relationship of employer and employee is created by this agreement between the Town and Contractor or any subcontractor or employee of Contractor. The Town shall have the right to control Contractor only insofar as specifying the results of Contractor's services rendered pursuant to this Agreement. The Town shall not have the 82 4
right to control or direct the means by which Contractor accomplishes services rendered pursuant to this Agreement. Contractor shall direct and control its personnel and shall pay all wages, salaries, and other amounts due its personnel in connection with this Agreement as required by law.

12.1 Contractor No Agent. Except as the Town may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of the Town in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind the Town to any obligation whatsoever.

12.2 Payment of Benefits and Taxes. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. Contractor and any of its employees, agents, and subcontractors shall not have any claim under this Agreement or otherwise against the Town for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Contractor shall be solely liable for and obligated to pay directly all applicable taxes, fees, contributions, or charges applicable to Contractor’s business including, but not limited to, federal and state income taxes. The Town shall have no obligation whatsoever to pay or withhold any taxes or benefits on behalf of Contractor. Should any court, arbitrator, or administrative authority, including but not limited to the California Public Employees Retirement System (PERS), the Internal Revenue Service or the State Employment Development Division, determine that Contractor, or any of its employees, agents, or subcontractors, is an employee for any purpose, then Contractor agrees to a reduction in amounts payable under this Agreement, or to promptly remit to the Town any payments due by the Town as a result of such determination, so that the Town’s total expenses under this Agreement are not greater than they would have been had the determination not been made.

13. CONFIDENTIALITY. In performing this Agreement, Contractor may have access to private or confidential information owned or controlled by the Town, which may contain proprietary or confidential details the disclosure of which to third parties may be damaging to Town. Contractor shall hold in confidence all Town information provided by the Town to Contractor and use it only to perform this Agreement. Contractor shall exercise the same standard of care to protect the Town’s information as a reasonably prudent contractor would use to protect its own proprietary data.

14. OWNERSHIP OF MATERIAL. Any interest (including copyright interests) of Contractor in any product, memoranda, study, report, map, plan, drawing, specification, data, record, document, or other information or work, in any medium (collectively, “Work Product”), prepared by Contractor in connection with this Agreement will be the exclusive property of the Town upon completion of the work to be performed hereunder or upon termination of this Agreement, to the extent requested by the Town. In any case, no Work Product shall be shown to any third-party without prior written approval of the Town.

15. INTELLECTUAL PROPERTY. Contractor represents and warrants that it has the legal right to utilize all intellectual property it will utilize in the performance of this 83 5
Agreement. Contractor further represents that it shall ensure the Town has the legal right to utilize all intellectual property involved in and/or resulting from Contractor’s performance of this Agreement.

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

17. ASSIGNABILITY; SUBCONTRACTING. The Town and Contractor recognize and agree that this Agreement contemplates personal performance by Contractor and is based upon a determination of Contractor’s personal competence, experience, and specialized knowledge. Moreover, a substantial inducement to the Town for entering into this Agreement was and is the professional reputation of Contractor.

Contractor may not assign this Agreement or any interest therein without the prior written approval of the Contract Administrator. Contractor shall not subcontract any portion of the performance contemplated and provided for herein, other than to the subcontractors noted in the proposal, without prior written approval of the Contract Administrator.

18. INDEMNIFICATION.

18.1 Indemnity for Design Professional Liability. With respect to the performance of design professional services by a design professional as defined in California Civil Code Section 2782.8, to the fullest extent permitted by law, Contractor shall indemnify and hold harmless the Town, its officers, officials, agents, employees, and volunteers (collectively and/or individually “Town”) from and against any and all liabilities, claims, damages, losses, costs, or expenses (including, without limitation, costs, attorneys’ fees, and expert fees of litigation and alternative dispute resolution) of every nature to the extent arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of Contractor or any of its officers, employees, servants, agents, or subcontractors (collectively and/or individually “Contractor”), in the performance of this Agreement or failure to comply with any obligations of the Agreement.

If it is finally determined (through a non-appealable judgment or an agreement between the Town and Contractor) that liability is caused by the comparative negligence or willful misconduct of the Town, then Contractor’s indemnification and hold harmless obligation shall not exceed Contractor’s finally determined percentage of liability based upon the comparative fault of Contractor. Irrespective of any language to the contrary in this Agreement, the Contractor has no duty to provide or to immediately pay for an up-front 84 6
defense of the Town against unproven claims or allegations, but shall reimburse those litigation costs and expenses (including, without limitation, attorneys’ fees, and expert fees) incurred by the Town to the extent caused by the negligence, recklessness, or willful misconduct of Contractor. In no event shall the cost to defend charged to Contractor exceed Contractor’s proportional percentage of fault, except as described in Section 2782.8(a) and (e) of the California Civil Code.

18.2 Indemnity for Other Than Design Professional Liability. Except as provided in subsection 18.1, to the fullest extent permitted by law, Contractor shall hold harmless, defend (with counsel agreed to by the Town), and indemnify the Town and its officers, officials, agents, employees, and volunteers (collectively and/or individually “Town”) from and against any and all liability, claim, loss, damage, expense, costs (including, without limitation, costs, attorneys’ fees, and expert fees of litigation) of every nature arising out of, related to, or in connection with the performance of work hereunder by Contractor or any of its officers, employees, servants, agents, or subcontractors, or the failure of the same to comply with any of the obligations contained in this Agreement, except such loss or damage which was caused by the sole negligence or sole willful misconduct of the Town. Contractor’s duty to defend applies immediately, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend as stated herein.

18.3 No Limitations. Acceptance by the Town of insurance certificates and endorsements required under this Agreement does not relieve Contractor from liability under this indemnification and hold harmless clause. This hold harmless and indemnification provision shall apply regardless of whether or not any insurance policies are determined to be applicable to the claim, demand, damage, liability, loss, cost or expense. The obligations of Contractor under this Section 18 will not be limited by the provisions of any workers’ compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to the Town, its officers, officials, agents, employees, and volunteers. For purposes of Section 2782 of the California Civil Code, the parties hereto recognize and expressly agree that either (1) this Agreement is not a construction contract; (2) this Agreement is a construction contract and it conforms to Section 2782; or (3) they have negotiated and expressly agreed to the allocation of liability between them.

18.4 Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section 18 from each and every subcontractor, or any other person or entity involved by, for, with, or on behalf of Contractor in the performance of this Agreement. Failure of the Town to monitor compliance with these requirements imposes no additional obligations on the Town and will in no way act as a waiver of any rights hereunder.

18.5 Cooperation. In the event any claim or action is brought against the Town relating to Contractor’s performance in connection with this Agreement, Contractor shall render any reasonable assistance that the Town may require in responding to or defending against such claim or action.
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18.6 Offset. The Town shall have the right to offset against the amount of any compensation due Contractor under this Agreement any amount due the Town from Contractor as a result of Contractor’s failure to pay the Town promptly any indemnification due under this Section 18 as finally determined by a court of competent jurisdiction or mutually agreed to by the parties.

18.7 Survival. Contractor acknowledges that the Town would not enter into this Agreement in the absence of Contractor’s commitment to indemnify and protect the Town as set forth in this Section 18. This obligation to indemnify and protect the Town as set forth in this Section 18 is binding on the successors, assigns, or heirs of Contractor and shall survive the expiration or termination of this Agreement.

19. INSURANCE REQUIREMENTS. Contractor shall comply with the Insurance Requirements, attached and incorporated here as Exhibit B, and must maintain the insurance for the duration of the Agreement, or longer as required by the Town. The Town will not execute the Agreement until the Town approves receipt of satisfactory certificates of insurance and endorsements evidencing the type, amount, class of operations covered, and the effective and expiration dates of coverage. Failure to comply with this provision may result in the Town, at its sole discretion and without notice, purchasing insurance for Contractor and deducting the costs from Contractor’s compensation or terminating the Agreement.

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

21. TERMINATION.

21.1 Contractor may cancel this Agreement at any time and without cause upon 30 days’ written notice to the Town. The Town may cancel this Agreement at any time and without cause upon 5 day’s written notice to Contractor. If the Town gives such notice, Contractor shall immediately suspend its activities under this Agreement, except for any Services that must be completed pursuant to the notice of termination. In the event of termination, Contractor shall be entitled to compensation for satisfactory services performed to the effective date of termination. Contractor shall substantiate the final cost of services by an itemized, written statement submitted to the Town. The Town’s right of termination shall be in addition to all other remedies available under law to the Town.

21.2 The Town may condition payment of final compensation upon Contractor delivering to the Town any or all documents, photographs, and other materials provided to Contractor or prepared by or for Contractor or the Town in connection with this Agreement.
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22. CONTRACTOR’S BOOKS AND RECORDS. Contractor must maintain complete and accurate accounting records relating to its performance in accordance with generally accepted accounting principles. The records Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the Town under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to the Contractor to this Agreement. This Section shall survive expiration or termination of this Agreement.

23. INSPECTION AND AUDIT OF RECORDS. Any records or documents that Section 22 of this Agreement requires Contractor to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the Town. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the Agreement shall be subject to the examination and audit of the State Auditor, at the request of the Town or as part of any audit of the Town, for a period of three (3) years after final payment under the Agreement. This Section shall survive expiration or termination of this Agreement.

24. NON-WAIVER OF TERMS, RIGHTS AND REMEDIES. Waiver by either party of any breach or violation of any one or more terms or conditions of this Agreement shall not be deemed to be a waiver of any other term or condition contained herein or a waiver of any subsequent breach or violation of the same or any other term or condition.

Acceptance by the Town of the performance of any work or services by Contractor shall not be deemed to be a waiver of any term or condition of this Agreement. In no event shall the Town’s making of any payment to Contractor constitute or be construed as a waiver by the Town of any breach of this Agreement, or any default which may then exist on the part of Contractor, and the making of any such payment by the Town shall in no way impair or prejudice any right or remedy available to the Town with regard to such breach or default.
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25. NOTICES. The parties will make good faith efforts to provide advance courtesy notice via e-mail of any notices under this Agreement. In addition to such courtesy notice, official notice shall be delivered by hand, overnight courier, or U.S. mail.

Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, overnight courier service during Contractor’s and the Town’s regular business hours, or the following day if delivered after business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing). Under no circumstances shall courtesy e-mail notice satisfy the notice requirements set forth above; nor shall lack of such courtesy notice affect the validity of service pursuant to the notice requirement set forth above. Any notices, bills, invoices, reports or other communications required or permitted to be given under this Agreement shall be addressed to the respective parties as follows:

To Town:

Town Manager
Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Email: [email protected]
To Contractor:

John Eaton, CEO
Eaton & Associates
20 North Railroad Ave
San Mateo, CA 94401
Email: [email protected]

26. VENUE. In the event that any party to this Agreement commences any legal action or proceeding to enforce or interpret the provisions of this Agreement, the parties agree that trial of such action shall be vested exclusively in the state courts of California in the County of San Mateo.

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

28. EXHIBITS, PRECEDENCE. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement. If there is any inconsistency between any term, clause, or provision of the main Agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main Agreement shall prevail and be controlling.

29. PRIOR AGREEMENTS AND AMENDMENT; ENTIRE AGREEMENT. This Agreement represents the full and complete understanding of every kind or nature between the Parties, and supersedes any other agreement(s) and understanding(s), either oral or written, between the Parties. Any modification of this Agreement will be effective only if in writing and signed by each Party’s authorized representative. No verbal agreement or implied covenant will be valid to amend or abridge this Agreement. This Agreement may only be modified by a written amendment duly executed by the parties 88 10
to this Agreement. Any amendment relating to compensation for Contractor shall be for only a not-to-exceed sum.

30. MISCELLANEOUS PROVISIONS.

30.1 Dispute Resolution. The parties shall make a good faith effort to meet and to settle any dispute or claim arising under this Agreement prior to pursuing litigation.

If any litigation is commenced between parties to this Agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys’ fees and costs.

30.2 Severability. If a court of competent jurisdiction finds or rules that any provision, including but not limited to any clause, term, section, or subsection, of this Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so adjudged shall remain in full force and effect. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

30.3 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this Agreement does not constitute a continuing waiver or a waiver of any other breach of that term or any other term of this Agreement. No waiver or modification is valid unless made in writing.

30.4 Successors and Assigns. The provisions of this Agreement and all surviving covenants shall inure to the benefit of and shall apply to and bind the successors, heirs, and assigns of the parties.

30.5 Notice of Non-Renewal. Contractor understands and agrees that there is no representation, implication, or understanding that the Town will request that services provided by Contractor under this Agreement be supplemented or continued by Contractor under a new agreement following expiration or termination of this Agreement.

Contractor waives all rights or claims to notice or hearing respecting any failure by the Town to continue to request or retain all or any portion of the services from Contractor following the expiration or termination of this Agreement.

30.6 Solicitation. Contractor agrees not to solicit business at any meeting, focus group, or interview related to this Agreement, either orally or through any written materials.

30.7 Authority to Sign Agreement. Each individual executing this Agreement represents and warrants that he or she is duly authorized to sign on behalf of the party indicated and to bind that party to the Agreement.

30.8 Governing Law. The laws of the State of California shall govern this Agreement.
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30.9 Electronic Signatures. Unless otherwise prohibited by law, the parties agree that an electronic signature to this Agreement and an electronic copy of this Agreement have the same force and legal effect as an original ink signature transmitted in hard copy (e.g., transmission via email of a .pdf file containing a scanned or digitally applied signature).

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

TOWN: CONTRACTOR:

By: _______________________
Town Manager
By: _______________________
Name (printed): John Eaton
Title: _______________________
EIN: _______________________
ATTEST:
____________________________
Town Clerk
APPROVED AS TO FORM:
____________________________
Town Attorney
Attachments:

Exhibit A. Scope of Work
Exhibit B. Insurance Requirements
___ Exhibit C. Prevailing Wage (box checked if applicable to this Agreement) 90 12

EXHIBIT A
(SCOPE, LEVEL OF SERVICES, AND COMPENSATION)
91 13

EXHIBIT B

INSURANCE REQUIREMENTS
During the term of this Agreement, Contractor shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with performance of this Agreement by Contractor and/or its agents, representatives, employees, or subcontractors. Such insurance shall be at least as broad as set forth below. The insurance requirements listed below that have an “X” indicated in the space before the requirement apply to this Agreement, together with the general requirements.

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

1.1 Commercial General Liability. Insurance covering commercial general liability on an “occurrence” basis, including products and completed operations, property damage, bodily injury, personal injury, and advertising injury with coverage limits of not less than

1.1.1 ____ Two Million Dollars ($2,000,000) combined single limit per claim and Two Million Dollars ($2,000,000) in the
aggregate for bodily injury, personal injury and property damage.

1.1.2 ____ Five Million Dollars ($5,000,000) combined single limit per claim and Five Million Dollars ($5,000,000) in the
aggregate for bodily injury, personal injury and property damage.

If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project or the general aggregate limit shall be twice the required occurrence limit.

1.2 Automobile Liability. Insurance covering any auto, or if Contractor has no owned autos, both hired and non-owned autos, with minimum limits no less than

1.2.1 ____ One Million Dollars ($1,000,000) per claimant and One Million dollars ($1,000,000) per incident for bodily injury and property damage.

1.2.2 ____ Two Million Dollars ($2,000,000) per claimant and Two Million dollars ($2,000,000) per incident for bodily injury and property damage.

1.3 Workers’ Compensation Insurance. Insurance as required by the laws of the State of California, with statutory limits, and Employer’s Liability Insurance 92 14
with a limit of no less than One Million Dollars ($1,000,000) per accident for bodily injury or disease. Contractor shall submit to the Town a Waiver of Subrogation endorsement in favor of the Town, its officers, agents, employees, and volunteers for Contractor’s workers compensation policy.
____ Check here if Contractor has no employees and Workers’ Compensation insurance requirement is thus waived.

1.4 ____ Professional Liability (Errors and Omissions) Insurance.

Insurance appropriate to Contractor’s profession, with coverage limits of not less than

1.4.1 ____ Two Million Dollars ($2,000,000) per occurrence or claim, Two Million Dollars ($2,000,000) aggregate.

1.4.2 ____ Five Million Dollars ($5,000,000) per occurrence or claim, Five Million Dollars ($5,000,000) aggregate.

The insurance obligations under this agreement shall be (1) the minimum coverage and limits specified above; or (2) all the Insurance coverage and/or limits carried by or available to Contractor, whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the Town. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the Contractor under this Agreement.

2. OTHER INSURANCE PROVISIONS.

2.1 Acceptability of Insurer. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide

2.2 Additional Insureds. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement or policy language naming the Town and its officers, officials, employees, agents, and volunteers as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Contractor, including materials, parts, or equipment furnished in connection with such work or operations.

2.3 Primary Coverage. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement or policy language providing that, for any claims related to this Agreement, those policies shall be primary to any coverage available to the Town. And any insurance or self-insurance maintained by the Town and/or its officers, employees, agents or volunteers, shall be in excess of Contractor’s insurance and shall not contribute with it.

2.4 Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, expect with notice to the Town. 93 15

2.5 Enforcement. Contractor agrees that if it does not keep the aforesaid insurance in full force and effect, the Town may either (i) require Contractor to obtain the insurance, (ii) immediately terminate this Agreement; or (iii) take out the necessary insurance and pay, at Contractor’s expense, the premium thereon.

2.6 Evidence of Insurance. At all times during the term of this Agreement, Contractor shall maintain on file with the Town a certificate or certificates of insurance and amendatory endorsements or copies of the applicable policy language evidencing current coverage meeting the requirements of this Agreement. Such evidence of insurance shall be attached hereto as Exhibit B and is to be approved by the Town before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Town reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

2.7 Policy Renewals. Contractor shall provide proof that policies of insurance required herein expiring, or cancelled, during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two weeks prior to the expiration of the coverages, or immediately for any policy being cancelled.

2.8 Subcontractors. The Contractor shall require all subcontractors to provide a valid certificate of insurance and the required endorsements or policy language demonstrating compliance with the insurance requirements herein prior to commencement of any work by the subcontractor and shall provide proof of compliance to the Town.

2.9 Maintaining Insurance. Contractor shall not cancel, assign, or change any policy of insurance required by this Agreement or engage in any act or omission that will cause its insurer to cancel any insurance policy required by this Agreement except after providing 30 days prior written notice to the Town. If an insurance policy required by this agreement is unilaterally cancelled or changed by the insurer, the Contractor shall immediately provide written notice to the Town and obtain substitute insurance meeting the requirements of this Agreement. Nothing in this subsection relieves Contractor of its obligation to at all times maintain all insurance required by this Agreement.

2.10 Waiver of Subrogation. All insurance coverage provided pursuant to this Agreement shall not prohibit Contractor, and Contractor’s employees, agents or subcontractors, from waiving the right of subrogation prior to a loss. Contractor hereby grants to the Town a waiver of any right to subrogation which any insurer of said Contractor may acquire against the Town by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Town has received a waiver of subrogation endorsement from the insurer (unless the waiver would void the coverage).
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2.11 Deductibles. Any deductibles or self-insured retentions must be declared to and approved by the Town. At the option of the Town, Contractor shall either reduce or eliminate the deductibles or self-insured retentions with respect to the Town, or Contractor shall procure a bond guaranteeing payment of losses and expenses.

2.12 Liability. Procurement of insurance by Contractor shall not be construed as a limitation of Contractor’s liability or as full performance of Contractor’s duties to indemnify, hold harmless, and defend under this Agreement.

2.13 Claims Made Policies. No insurance policy required herein shall be written as claims-made coverage. Insurance must be written on an occurrence basis.

Nonetheless, if it is not possible for a required professional liability policy to be written on an occurrence basis, the professional liability coverage shall be maintained, and Contractor shall provide evidence of coverage to the Town for five years after expiration or termination of this Agreement. Contractor may satisfy this requirement by renewal of existing coverage or purchase of either prior acts or tail “extended reporting” coverage applicable to said five-year period.

2.14 Survival. The provisions of this Section survive expiration or termination of this Agreement.

2.15 Verification of Coverage. Contractor shall furnish the Entity with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause All required documents are to be received and approved by the Entity before work commences. However, failure to obtain the documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements, at any time.

Proof of insurance shall be mailed to the following address:

Town of Portola Valley
Attn: Town Clerk
765 Portola Road
Portola Valley, CA 94028
95 17

EXHIBIT C

PREVAILING WAGE

1. ___ If this box is checked, the following prevailing wage provisions apply to this Agreement.

1.1 In General. For purposes of California labor law, this is a public works contract subject to the provisions of Part 7 of Division 2 of the California Labor Code (Sections 1720 et seq.). In accordance with Labor Code Section 1771, Contractor and all subcontractors shall pay not less than current prevailing wage rates as determined by the California Department of Industrial Relations (“DIR”) to all workers employed on this project. In accordance with Labor Code Section 1815, Contractor and all subcontractors shall pay all workers employed on this project 1 ½ the basic rate of pay for work performed in excess specified hour limitations. The work performed pursuant to this Agreement is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

1.2 Registration. Contractor and all subcontractors are not qualified to bid on or be listed in a bid proposal, subject to the requirements of section 4104 of the California Public Contract Code, and shall not engage in the performance of any work under this Agreement, unless currently registered and qualified to perform public work pursuant to section 1725.5 of the California Labor Code. Contractor represents and warrants that it is registered and qualified to perform public work pursuant to section 1725.5 of the Labor Code and will provide its DIR registration number, along with the registration numbers of any subconsultants as required, to the Town.

1.3 Posting. Contractor shall post at the job site the determination of the DIR director of the prevailing rate of per diem wages together with all job notices that are required by regulations of the DIR.

1.4 Reporting. Contractor and any subcontractors shall keep accurate payroll records in accordance with Section 1776 of the Labor Code and shall furnish the payroll records directly to the Labor Commissioner in accordance with the law.

1.5 Report on Prevailing Rate of Wages. The Town has obtained the general prevailing rate of per diem wages in the vicinity of the project for each type of worker needed, a copy of which is on file at the Town of Portola Valley City Hall, and shall be made available to any interested party upon request.

1.6 Employment of Apprentices. Contractor’s attention is directed to the provisions in Sections 1777.5 and 1777.6 of the Labor Code concerning the employment of apprentices by the Contractor or any subcontractor. It shall be the responsibility of the Contractor to effectuate compliance on the part of itself and any subcontractors with the requirements of said sections in the employment of apprentices. Information relative to apprenticeship standards, wage schedules, and other requirements may be obtained from the Director of Industrial Relations, ex-officio the Administrator of Apprenticeship, 96 18
San Francisco, California, or from the Division of Apprenticeship Standards and its branch offices.

1.7 Penalties. Contractor’s attention is directed to provisions in Labor Code Sections 1775 and 1813. In accordance with Labor Code Section 1775, Contractor and subcontractors may be subject to penalties for Contractor’s and subcontractors’ failure to pay prevailing wage rates. In accordance with Labor Code Section 1813, Contractor or subcontractors may be subject to penalties for Contractor’s or subcontractors’ failure to pay overtime pay rates for hours worked by workers employed on this project in excess specified hour limitations.
2002846.8
97 Town of Portola Valley T
Managed Services Proposal
Proposal to Provide IT Managed Services
May 22nd, 2026
Prepared by:

Eaton & Associates
20 N. Railroad Ave
San Mateo, CA 94401
Contact: John Eaton
[email protected]
Phone: (415) 238-2600
Prepared for:

Town of Portola Valley
765 Portola Road
Portola Valley, CA 94028
Attn: Elizabeth Martelli
[email protected]
(650) 851-1700 ext. 231
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Table of Contents
Eaton & Associates Cover Letter.............................................................................................2 Eaton & Associates Executive Summary .................................................................................4 E&A Background and Qualifications.......................................................................................7 E&A Key Personnel ..............................................................................................................12 E&A Technical Approach and Service Delivery Plan...............................................................13 E&A References...................................................................................................................26 E&A Cost Proposal ...............................................................................................................29 E&A Insurance Confirmation ................................................................................................34 Signatures...........................................................................................................................36 Attachment A: Staff Qualifications.......................................................................................37 Attachment B: Getting Support QRG ....................................................................................43 E&A Cover Letter
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May 22nd, 2026
Dear Town of Portola Valley
Please find enclosed our response to your RFP for IT Managed Services, issued April 13th 2026.

Eaton and Associates (E&A) is a California-based, woman-owned business that was established in 1989 by its current owners, husband and wife, John and Patricia Eaton. E&A offers the undeniable advantage of having the principals regularly involved in the daily activities and projects of their company and in direct contact with their clients.

E&A has been delivering IT managed services, procurement, training, and contingency staffing services to California public and private entities of all sizes and industries for the last 35 years. E&A is also a preferred vendor in the City and County of San Francisco’s Technology Store since 2003 and is currently the primary IT support provider for several similar organizations, including the Towns of Hillsborough and Los Altos Hills County Fire District and the Cities of Belmont and Burlingame.

As an experienced IT company, we can provide technical services for a wide variety of needs, including:

We are creative and flexible in our design of IT solutions, and experienced delivering high-quality products and services to our partners within their budget and timeframe. We have a team of experts who can help with any of your technical project needs. Our internal consultants and technical engineers are local and available for immediate dispatch if needed. We offer a full suite of IT services and would welcome the opportunity to work with the Town of Portola Valley as a trusted IT partner.

We have reviewed the Professional Services Agreement and accept it without exception. We can confirm that E&A meets or exceeds the insurance requirements. As requested, E&A guarantees our proposal will be valid for 120 days.

If you have any questions or would like additional information, please do not hesitate to contact us:

Main Phone: (415) 282-1188
Cell Phones – John: 415-238-2600 Patricia: 415-308-8158 Fax: (415) 282-1108
Email: [email protected] or [email protected]
20 North Railroad Ave, San Mateo CA, 94401
Web: www.eatonassoc.com
Sincerely,
John Eaton
CEO/Owner
Eaton & Associates
Patricia Eaton
CFO/Owner
Eaton & Associates
• Project Management
• Self-paced and instructor lead trainings
• Virtual Server implementation and support
• Data Center build-outs and moves
• IT Infrastructure services
• Managed Services and Cybersecurity Services
• Workstation Imaging and Deployment services
• Office 365 deployments and migrations
• Desktop and infrastructure support
• Network and Wi-Fi Deployments
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E&A Executive Summary
Founded in 1989, E&A has been providing IT Support services continuously for over 35 years.

We are unique among MSPs, with decades of experience evolving with the ever-changing landscape of technology and delivering reliable support to a wide range of industries. Our vendor-neutral approach and our ability to successfully complete IT enhancement projects alongside IT managed support services ensures that the Town of Portola Valley will benefit from the best new technologies, as they are tested and proven.

We work with several local governments in the Bay Area, which allows us to share knowledge and best practices while preserving full privacy of sensitive organizational data. We are able to identify credible cybersecurity attacks and quickly communicate to other organizations who may be targeted by malicious actors. A recent example where our partners benefitted greatly from our collective knowledge is the onslaught of government spoofing cyberattacks that began in 2023 and accelerated through the start of 2024 (Sources: FBI; CISA). We were able to alert our partners and protect their networks against the highly sophisticated, nationwide hacking attempt.

E&A gives you everything you need to build and maintain a robust, secure, highly performative IT environment. Our Help Desk and NOC Support teams keep your organization running, our Professional Services team will help your organization grow and adapt to ever-changing technological requirements, and our Procurement team always finds the most cost-effective solution to achieve your organizational goals.

Our proposal includes:
✓ 24x7x365 Network Infrastructure Support (Firewalls, Switches, Servers, Access Points) ✓ 24x7x365 Cybersecurity Support (EDR, SIEM, AV, Monitoring and Remediation) ✓ Extended Business Hours Help Desk Support (6AM-6PM P.T.) ✓ Cybersecurity Best Practices Implementation and Enforcement ✓ Proactive Infrastructure Maintenance
✓ Onsite Engineering Deployment
✓ Strategic Planning Services
✓ User Onboarding/Offboarding Workflows
✓ Backup and Disaster Recovery Testing Services
✓ Microsoft License Management and Optimization
✓ Vendor escalation management (including VOIP and ISP) ✓ Long-Term Partnership Approach Serving as an Extension of Your Organization These services are briefly summarized in the paragraphs below and elaborated upon in the following Technical Approach and Service Delivery Plan section.

Terms of proposal:
✓ 36-month (3-Year) Elevate-IT® Managed Services Agreement 101
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E&A takes pride in delivering a comprehensive range of IT services that goes beyond everyday operational support. We are fully qualified and prepared to provide the services outlined in the Portola Valley IT Managed Services RFP, including:
24x7x365 Infrastructure Support
Experience peace of mind with E&A’s 24x7 infrastructure monitoring which includes proactive, remote maintenance through real-time network monitoring, and onsite engineer dispatch should your network need immediate in-person
attention. Our Network Operation Center (NOC) is well
staffed and utilizes the most up-to-date IT best practices and methodologies.

Extended Business Hours Help Desk Support (6AM–6PM PT, Monday–Friday) Experience our interactive and engaging Help Desk Team for personalized support designed to complement both individual team members and the Town of Portola Valley organization overall.

Our Help desk is committed to delivering outstanding customer service and technical support while fostering connections with the Portola Valley staff members.

With a wealth of expertise, our Help Desk Team offers:
• End-user support accessible via phone, email, and chat. • Endpoint protection at no extra cost.
• Secure remote access module at no additional charge.
• Automated escalations for VIPs within the Town of Portola Valley, typically comprising 1-2% of the total supported users.
• Comprehensive documentation of all supported workstations and endpoint devices. • Workstation patch management, including security patches, bug fixes, updates, and more. • Real-time insights into ticket metrics and agent performance via our online portal.

Eaton & Associates is flexible and capable of providing support beyond regular business hours, ensuring minimal disruption to the workflow of the Town of Portola Valley. For instance, server patches are typically executed after-hours, with these scheduled after-hours support activities included in our E&A Elevate-IT® service at no additional cost.

Cybersecurity Services
E&A proudly demonstrates our commitment to cybersecurity excellence with SOC II Compliance and CJIS Clearance. It is important for our team members and organization to uphold the highest level of professionalism and adopt the latest cybersecurity best practices.

Through a combination of regular awareness training and advanced security tools, we protect our partners data with several layers of cyber-protection.

Cybersecurity services include Endpoint Detection and Response (EDR) with a combination of anti-malware (anti-virus, and anti-spam), user analytics, and behavior analytics. We also implement SIEM for centralized management of devices and DNS Filtering to block malicious websites and protect users against sophisticated spoofing cyber attacks, along with a userverification process which ensures our Help Desk engineers can detect AI impersonators and confidently support your real team.
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Onboarding & Offboarding Workflow
E&A provides a streamlined onboarding process for new Town of Portola Valley employees, ensuring a smooth transition into their new roles. Similarly, we offer a swift and efficient offboarding procedure for individuals leaving the organization. Our aim is to enhance productivity by ensuring a consistent computer setup for the diverse range of new hires in your organization. Furthermore, our clear and standardized offboarding process safeguards your organization's critical systems and confidential information.

Disaster Recovery Testing
Maintaining business continuity relies on robust data backups and data recovery testing. At E&A, we prioritize data recovery by thoroughly assessing and testing existing backups and Disaster Recovery Systems. We deliver reports, recommend essential adjustments, and upon approval from your organization, our team swiftly implements the reviewed and approved adjustments. In the absence of established backup and disaster recovery policies, E&A will work collaboratively to assist in implementing new backup and disaster recovery policies.

Strategic Planning Services
As your trusted IT partner, we ensure technology is in sync with your organizational objectives.

In the fast-paced world of technology, our team thrives when it comes to keeping up with the latest trends and providing guidance to our clients to seamlessly integrate technology that fits their organizational needs. With decades of experience supporting government organizations, E&A understands the significance of ongoing enhancement to boost performance, security, and compliance. Our strategic services encompass regularly scheduled check-in meetings, quarterly business reviews, IT roadmaps, and equipment lifecycle management.

Long-Term Partnership Approach
E&A has a demonstrated history of maintaining long-term relationship with our partners. We understand the expertise and processes required to successfully deliver IT enhancement projects in alignment with strategic goals. We serve as an extension of your organization, providing our expertise and preparing technology roadmaps and budget forecasts. 103
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E&A Background and Qualifications
We are uniquely positioned as a full-service IT solutions provider with over 35 years of experience working with local governments, managing ongoing support, successfully completing IT projects, and providing advanced security services. We were founded in the San Francisco Bay Area and have since expanded across California, with offices in the Central Coast and Southern California. E&A is proudly owned and operated by the original founders of the company, John and Patricia Eaton. The Town of Portola Valley will primarily receive support from our team in the San Francisco Bay Area, with headquarters in San Mateo.

As the dedicated IT MSP for several public-sector organizations in the San Francisco Bay Area, E&A has vast experience providing the services requested in this RFP. With a proven track record of long-term clients, our dedication to exceptional customer service speaks for itself.

We are currently the primary, sole IT MSP for five (5) Bay Area municipal government organizations including the Town of Los Altos Hills, which is comparable to the Town of Portola Valley in terms of size and scope of services. We also provide IT MSP support and IT Professional Services to a variety of public, educational, and private sector partners across California.

There are no conflicts of interest between E&A’s other engagements and the Town of Portola Valley. Our experience supporting Bay Area local governments will benefit the Town as E&A understands the systems and applications used by governments, technology and compliance requirements in place, and we can share best practices to ensure the Town stays up-to-date with industry trends.

E&A proudly demonstrates our commitment to cybersecurity excellence with SOC 2 Type II Compliance and CJIS Clearance. It is important for our team members and organization to uphold the highest level of professionalism and adopt the latest cybersecurity best practices. All technical resources who will have access to the Town systems have completed background checks within the past 3 years. Through a combination of regular awareness training and advanced security tools, we protect our partners’ data with several layers of cyber-protection.

We maintain highly qualified, dedicated teams who specialize in particular areas to provide the highest level of end-to-end IT services. These teams include Help Desk, Network Operations Center (NOC), Security Operations Center (SOC), and Professional Services (with Project Engineers and PMP® Certified Project Managers).

Experience
In addition to providing ongoing IT MSP services, we successfully completed a comprehensive firewall and switching infrastructure refresh for the Town of Los Altos Hills. The goal of the project was to transform an aging, first-gen SonicWall firewall into a next-gen cloud managed Meraki firewall to enhance security and optimize the environment for modern municipal operations.

The Town’s existing switching infrastructure had reached end-of-life and was no longer supported by the manufacturer, which created operational and security risks. Years of organic 104
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network growth had also left the architecture with inefficient routing, fragmented VLANs, and suboptimal traffic paths across multiple sites.

E&A began by conducting a thorough basis of design, taking the time to fully understand the Town’s operational requirements, site topology, and long-term goals. This allowed us to develop a strong, detailed implementation plan that minimized disruption to the Town’s operations throughout the project.

Instead of a like-for-like hardware swap, we used the refresh as an opportunity to rethink the network from the ground up and fully modernize the network, server, and switching infrastructure. This included:
➢ Next-Gen Firewall Deployment: replacing legacy first-gen firewalls with modern NGFW platforms, enabling deep packet inspection, application-aware policy enforcement, and advanced threat protection.
➢ Cloud-Managed Switching: migrating the EOL switching infrastructure to a cloudmanaged platform, giving IT staff centralized visibility, simplifying management, and enabling remote troubleshooting capabilities across all sites. ➢ Centralized Storage: deployed a Synology NAS solution to provide dedicated, centralized storage platform for the Town’s vCenter environment, replacing a fragmented and outgrown storage architecture with a reliable, scalable, and cost-effective solution. ➢ vCenter Infrastructure Upgrade: performed a full upgrade of the Town’s VMware vCenter environment, including migrating virtual machines off outdated operating systems to current, supported versions. This eliminated a significant amount of security and compliance risk while improving performance and stability across all hosted services. ➢ Network Cleanup and Optimization: rationalizing VLANs, removing legacy routes, and restructuring traffic flows so packets move in the most efficient path possible. ➢ Multi-Site Connectivity: configuring and validating site-to-site VPN tunnels to connect the corporate yard and other Town locations, with routing protocols properly implemented to ensure reliable, redundant communication between sites.

The Town of Los Altos Hills now operates on a clean, modern, and well-documented technology foundation. Security posture is dramatically improved, operational overhead is reduced through cloud-based management and centralized storage, and the architecture is built to scale as the Town’s needs evolve.

Every layer of the stack (firewall, swiching, storage, and compute) was addressed as a part of a single cohesive engagement, ensuring nothing was left behind. The project was delivered on time and budget, with the environment performing optimally from day one. 105
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As an organization of similar size to Portola Valley, LAH ticket metrics provide insight into the expected workflow for day-to-day IT support. During the First Quarter of 2026, we fielded 214 tickets and achieved a perfect customer satisfaction (CSAT) score of 5/5:

Image 1. E&A Support Metrics for Los Altos Hills (Q1 2026), including quarterly tickets opened, average CSAT score, and average resolution time. 106
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Our team is adaptable and capable of growing with your organization. See below for average CSAT and Ticket Resolution metrics for one of our larger municipal government clients. For the sake of privacy, we have anonymized this client:

Image 2. E&A Support Metrics for Anonymous Client (Q1 2026), including quarterly tickets opened, average CSAT score, and average resolution time. 107
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We are experts in Microsoft 365/Azure AD and VMware management. Through our experience working with local government organizations, we are also highly experienced supporting specialized software including Laserfiche, OpenGov, ESRI ArcGIS, and Granicus.

Our partnerships with key industry distributors such as Ingram Micro, Carahsoft, and TD Synnex, along with direct vendors like Microsoft, Dell, HP, and Apple, allow E&A to receive competitive pricing on IT equipment that consistently beats MSRP. We are authorized resellers of dozens of hardware systems and hundreds of software solutions, and we take a technologyneutral approach to our delivery of IT support and project services to ensure our partners receive the most cost-effective solution for their organization’s requirements.

E&A has not had any contracts terminated for cause in the past five (5) years . E&A is a party to a civil matter with a county agency involving a contractual payment issue that is progressing through the standard legal process, and we remain confident in a constructive outcome. In our 37 years of operation, this is the only client matter that has involved litigation, and it has not affected our services, operations, or long-standing record of successful client relationships.

We appreciate the importance of aligning technology with organizational goals, particularly for local governments and municipalities who provide essential services to communities. With all of our partners, we work tirelessly to understand your vision, roadmap, challenges, and objectives for the future, and we identify opportunities to improve your network infrastructure so technology enhances your ability to achieve those goals. At Eaton & Associates, our aim is to make technology simple and effective so you can focus on the things that matter most. “We have partnered with E&A for approximately four years and have had a consistently positive experience working with their team. E&A has been responsive, reliable, and proactive in supporting our organization’s technology needs.
- Cody Einfalt, City Manager | The Town of Los Altos Hills 108
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E&A Key Personnel
The main staff members who will be assigned to this account are:
• Gabrielle Nelson, Account Manager
• Andrew Thakkar, Project Manager
• Dion Nelson, Help Desk Manager
• Michael Peace, Systems/Network Engineer
• Mohamed Shalabi, CIO/CTO
Attachment A includes detailed resumes for the team who will be supporting the Town, with names, qualifications, experience, and licenses held.

The Town of Portola Valley will primarily receive support from our team located in the San Francisco Bay Area, headquartered in San Mateo. Our local presence ensures timely support for Portola Valley, and our relationships with distributors enable us to deliver cutting-edge IT solutions and industry best practices.

E&A will deliver the services outlined in this proposal as the single primary vendor.

The Town will receive advanced notice in the event of a change in assigned personnel. The Town may review these changes and accept or request alternative personnel to be assigned.

Serving as an extension of your organization, we provide full transparency into our internal team.

In the event that you need to escalate technical, financial, procurement, or other matter at E&A, we are happy to make ourselves available to you for a discussion. Your escalation contacts are:

Type Escalation Title Name Phone Technical
1st Help Desk Help Desk 415-282-1188 x999
2nd Help Desk Manager Dion Nelson 415-521-1320
3rd CTO, VP Professional
Services Mohamed Shalabi 415-400-7662
4th CEO John Eaton 415-400-7661
Financial
1st Controller Donna Jones 415-299-8641
2nd Dir. Sales Adrian Eaton 619-483-0517
3rd CFO Patricia Eaton 415-299-8641
4th CEO John Eaton 415-400-7661
Procurement
1st Help Desk Manager Dion Nelson 415-521-1320
2nd Dir. Sales Adrian Eaton 619-483-0517
3rd VP Operations James Finley 415-400-7665
4th CEO John Eaton 415-400-7661
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E&A Technical Approach and Service Delivery Plan
E&A Elevate-IT® Managed Services is tailored to fit the needs of your unique organization. We are a technology-neutral company, meaning we support all hardware and software platforms to create and deploy the most cost-effective solutions possible. From day-to-day technology support to long-term cybersecurity protection, project management to regulatory compliance, and technology lifecycle management to procurement services, E&A is your one-stop-shop for all of your IT needs.

We provide top-tier technical expertise and exceptional customer service. Our friendly, highly responsive engineers ensure users will have a seamless technology experience across all departments. Our team is committed to providing unparalleled support, and our consultative and educational approach redefines the support experience.

E&A Elevate-IT® goes beyond the traditional break-fix model of IT support, implementing preventative maintenance measures and identifying areas of improvement that could enhance performance, security, and reliability. We serve as an extension of your organization, providing strategic insight and collaboratively developing solutions to elevate your IT infrastructure.

E&A has developed an easy-to-use system for getting support via email, phone, or chat (see Appendix A). To live chat with our support engineers, users can simply click “Get IT Support” from the E&A Power Button menu conveniently accessible on the desktop’s toolbar. The support request is then assigned to an Engineer based on priority and nature of the issue. Adherence to SLOs and customer satisfaction metrics are reviewed in regular meetings with your Account Manager.

Our normal business hours are 8AM to 5PM PT, Monday to Friday. However, our Help Desk covers extended business hours from 6:00 AM to 6:00 PM PT, Monday through Friday, to accommodate individuals who work earlier or later hours.

Network and cybersecurity monitoring runs 24x7x365 to protect your organization at all times. 110
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E&A will provide all of the services requested in the Town of Portola Valley’s RFP Section 3.

Scope of Services, including:

Hardware Support
✓ Maintaining operational integrity of all Town hardware including servers, workstations, storage systems, backup devices, switches, routers, firewalls, printers, and other related endpoints and infrastructure components.
✓ Performing minor routine repairs and maintenance such as reseating components, swapping failed drives, upgrading RAM, replacing patch cables, cleaning and safety inspections, and similar tasks as required.
✓ Coordinating and overseeing manufacturer-level repairs and vendor escalation requests, including the scheduling, service oversight, and verification of all third-party services. ✓ Ensuring data protection is in place before and during any hardware service event. ✓ Liaising with manufacturers, coordinating, and tracking warranty service requests on behalf of the Town.
✓ Maintaining a current, secure, automated hardware/software asset inventory with lifecycle and warranty expiration reporting to assist the Town’s budget development process.
o The Town will receive a full hardware/software asset inventory report each month, with stale devices highlighted for review.
✓ Creating and maintaining a multi-year equipment replacement schedule in alignment with budget and security priorities, covering all laptops, workstations, accessories, phones and mobile devices, printers, and network infrastructure. The schedule will contain recommended replacement timelines along with cost estimates, shared during regular Quarterly Business Reviews and Annual Technology Audits in advance of the budget cycle.
✓ Checking compatibility of hardware and software before any update or upgrade, along with verification of successful update completion.

Operating System and Application Support
✓ Providing full support for Windows OS and VMware virtualization, including OS updates and upgrades, service packs, patches, diagnostics, and advanced problem resolution.
✓ Liaising with Microsoft and VMware engineering support as required. ✓ Supporting business applications, including those commonly used in California municipal government environments (e.g., M365 suite, Adobe Acrobat, etc.) ✓ Engaging software vendor support for required escalations, serving as the Town’s primary interface with all vendors.
✓ Maintaining a comprehensive software subscription and licensing register for all Town applications to track renewal dates, license counts, version currency, and associated hardware requirements. E&A will provide the Town Manager with advanced notice of upcoming renewals, flag any at-risk lapses, and highlight opportunities for license optimization to achieve cost savings.
✓ Proactively monitoring software renewals to ensure no lapse in licensed software, including enterprise platforms (e.g., ESRI ArcGIS, Adobe Acrobat, M365, OpenGov, Laserfiche, Bluebeam Revu, and all other licensed applications in use). 111
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Printer and Peripheral Support
✓ Facilitating network connectivity for devices, performing firmware updates, and managing minor repairs.
✓ Facilitating third-party repairs for work beyond basic maintenance using the established vendor partnerships.

Mobile Device Support
✓ Configuring mobile devices for secure organizational network access, application deployment and configuration, and VPN connectivity.
✓ Managing business-related mobile support issues for authorized Town staff. ✓ Propose an MDM solution with policy enforcement, remote wipe capability, and location reporting if desired by the Town.

Note: Creation of MDM proposal and solution quotes are included in the scope of Elevate-IT® support. Pricing for procurement of the chosen solution and services related to the MDM implementation to be provided separately.

During onboarding, we will determine the current M365 licensing to see if InTune is included, which will make MDM deployment simpler and more cost-effective.

Server Virtualization and Storage
✓ Full administration of Microsoft Hyper-V and/or VMware ESX environments, including installation, configuration, maintenance, patching, support, and vendor-escalation as required.
✓ Full administration of storage systems (DAS, NAS, SAN) including routine maintenance, regular test restores of data, and coordinating manufacturer support as required. ✓ Managing virtualized multi-host platforms with high availability to ensure continuous server operations through planned and unplanned outages.

Note: This will be designed in accordance with the BCDR to ensure servers remain operational during planned and unplanned outages. We will identify the critical systems that need to remain operational during emergency unplanned outages.

Network Infrastructure Management
✓ Management, monitoring, and maintenance of all Town network infrastructure including LAN, switches, routers, firewalls, and wireless access points. ✓ Network design, IP address management, VLAN configuration, DHCP, and DNS administration.
✓ Firewall configuration and management with a focus on security, reliability, and performance.
✓ VPN and remote access configuration and support.
✓ Monitoring and troubleshooting of internet connectivity and WAN system, including coordination with ISP as required.
✓ Administration and optimization of the wireless network across all Town facilities. ✓ Ensuring reliable, secure WiFi coverage in all communal space and ancillary buildings including the Town Hall conference room and other shared-use spaces. ✓ Assessing current wireless coverage gaps and providing remediation recommendations during the initial onboarding technology assessment, QBRs, and Annual Tech Audits. 112
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Security Management
✓ Implementation and management of a comprehensive, multi-layered security architecture. ✓ Endpoint Detection and Response (EDR) for protection, detection, and eradication of threats on all managed devices.
✓ Email Security Gateway and DNS Filtering.
✓ Cybersecurity Awareness Training and Phishing Simulations for anti-phishing protection. ✓ Multi-Factor Authentication (MFA) enforcement and password policy management. ✓ Internal and external vulnerability scanning
✓ External penetration testing
✓ Security Information and Event Management (SIEM) and 24x7 Managed Security Operations Center (SOC)
✓ Monitoring of and participation in government security information-sharing forums for proactive threat intelligence and actionable remediation tasks. ✓ Maintaining, updating, and testing cybersecurity incident response plan Note: If there is no incident response plan currently in place, E&A will collaborate with the Town of Portola Valley team to develop a plan in alignment with organizational goals for RPO/RTOs. Development of an incident response plan would be a separate project with pricing to be provided separately. Once in place, Elevate-IT® support covers the management and testing of existing incident response plans. ✓ Compliance monitoring and advising for California data privacy and other applicable federal and state frameworks.

Data Protection, Backup, and Recovery
✓ Securely manage organizational data and backups with a comprehensive data protection strategy that encompasses both prevention and recovery. ✓ Endpoint, server, and network protection including file and system security controls, access restrictions, backup policies, file transfer monitoring and strong cybersecurity procedures for preventative maintenance of the environment. ✓ Granular local file recoverability for loss of data due to user error or malware ✓ Full image replication and device configuration backups for restoring entire servers, server volumes, or firewalls.
✓ Off-site replication to ensure system access is maintained in the event of catastrophic loss or loss of access to facilities.
✓ Cloud repository backups and redundancy to protect against cloud provider failures. ✓ Backup policy documentation and regular testing of recovery procedures with results shared with the Town management team.

If the Town currently has off-site replication and cloud repository, we will monitor and test monthly. If this is not currently in place, or needs to be migrated/reconfigured upon transition from the current MSP, we will create off-site replication and cloud repository on behalf of the Town as separate Project SOW. Once implemented, the management and test restores of data backups are included in Elevate-IT® support.
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Business Continuity and Disaster Recovery Planning:
✓ Assessment and recommendations for power redundancy (UPS/battery backup, emergency generators where applicable).
✓ Assessment and recommendations for internet redundancy (Secondary ISP for failover and/or load-balancing).
✓ Conduct and document a business continuity analysis of critical network components and services
✓ Design and maintain storage redundancy with multiple nodes, synchronous replication, and redundant power.
✓ High-Availability configuration of virtualization platform to ensure continuous server operation through host failures or maintenance.
✓ Develop and maintain a written Business Continuity and Disaster Recovery (BCDR) plan including off-site server image replication, standby compute capability, and remote connectivity procedures for staff.

Note: If there is no BCDR plan currently in place, E&A will collaborate with the Town of Portola Valley team to develop a plan in alignment with organizational goals and technology budget. Development of a BCDR plan would be a separate project with pricing to be provided separately. Once in place, Elevate-IT® support covers the management, updating, and testing of plans.
✓ Annual reviews of BCDR plan
✓ Annual tabletop exercises with Town Management
Remote Worker and Remote Access Support
✓ Securely configure and support all Town-approved remote access methods (VPN, RDS, cloud-based access).
✓ Ensure remote workers have secure, full access to Town systems, data, and applications. ✓ Integrate remote access with BCDR recovery site methodology.

Cloud Services Administration
✓ Security and performance administration of the Town’s M365 tenant including Exchange Online, SharePoint, OneDrive, Teams, and other M365 applications. ✓ Management of user provisioning, licensing, data access, data backup, and hybrid integration with any relevant on-prem Active Directory domain controller servers. ✓ Administration of Azure Active Directory/Entra ID, including user accounts, group policies, conditional access, and MFA.
✓ Management and subject-matter expert advisory services on the cloud infrastructure as applicable to the Town’s environment.
✓ Vast experience managing RingCentral VoIP systems including portal coordination, network connectivity, user provisioning and deprovisioning, basic configuration changes, and liaising with RingCentral support on behalf of the Town.

Note: As requested in the RFP, E&A can assist the Town with advanced call routing, IVR configuration, auto-attendant builds, reporting portal customization, and feature development beyond standard user support under separate project SOW(s). ✓ Certified Microsoft Cloud Service Provider (CSP)
E&A also has experience migrating on-prem AD servers to the cloud, should the Town wish to transition from hybrid to fully cloud managed environment. 114
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Help Desk and End-User Support
✓ Professional, friendly, highly responsive Help Desk team available to all Town staff. ✓ Extended Business Hours Help Desk (Monday-Friday 6:00AM – 6:00 PM P.T.) ✓ Multiple ticket submission channels including phone, email, and live chat via remote desktop agent (with icon conveniently located on the device toolbar or system tray). ✓ Unlimited remediation for workstation support tickets ✓ Onsite dispatch included for tickets that cannot be resolved remotely ✓ Scheduled half-day of four (4) hours of onsite service per week o We recommend a full-day with eight (8) hours of onsite service per week to better support the Town’s staff due to an absence of internal IT team. In our experience, this onsite presence allows users to ask questions that they may not have input as a ticket in the Help Desk system.
✓ Live portal for users to track ticket progress and history o Each user can view their personal ticket progress and history. Designated admin from the Town’s management team will have full organizational access to the real-time service ticket status and history.
o Ticket Reports are shared during regular reviews with your designated Account Manager, at a cadence tailored to meet your team’s preference (weekly, biweekly, monthly, etc.). Ticket reports include total tickets, service level response and resolution time metrics, and frequently recurring issues with recommended steps to prevent issues from occurring in the future.
✓ ITIL industry best practices for Service Level Management ✓ Clearly defined escalation protocols
✓ Remote desktop access (with user authorization) for direct issue resolution and educational support.
✓ Regularly updated Frequently Asked Questions resource, reflective of ongoing training topics and technical support provided.
✓ Automatic P1 Escalation for organizational VIPs (typically 1-2% of the organization) ✓ 24/7 support for P1 tickets (including on-call technicians for after-hours emergency support).

Service Management and Documentation Platform
✓ Secure management of the Town’s IT environment with a proven Professional Services Automation (PSA) platform to manage service tickets with origination details, updates, prioritization status, and tracking for all Town service requests. ✓ Secure remote monitoring and management (RMM) agents on all laptops, workstations, and servers.
✓ Automated patching with manual verification of successful patch completion. ✓ Alerting and system-generated tickets included.
✓ Documented inventory of all supported laptops, workstations, servers, switches, firewalls, and endpoint devices.
✓ Software subscription and renewal calendar with automated alerts to Town management for renewals due within 60 days.
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✓ Warranty lifecycle reporting including purchase dates, expiration dates, and relevant information to support the Town’s technology budget development. ✓ Project management software tracking project tasks separately from service tickets and PMP® Certified Project Managers to oversee successful completion of technology enhancement projects.
✓ Secure knowledge base and documentation repository updated with all Town-specific infrastructure, processes, network diagrams, and standard operating procedures (SOPs). o Designated team members from the Town will have access to the knowledge base and document repository to verify accuracy of information.

All service history, documentation, network diagrams, credentials, and knowledge base content accumulated under this contract are the exclusive property of the Town. Upon contract expiration or termination, E&A will deliver a complete export of all records in a commonly readable format. This export includes, but is not limited to, a complete transition package with network diagrams, runbooks, SOPs, and a full export of configuration backups, asset inventory, vendor and license registry, exported credential vault, and an admin account handoff of this information.

Purchasing Advisory and Procurement Support
✓ Procurement advisory services for all Town technology purchases including requirements analysis, vendor comparison, procurement, configuration, and deployment of new technology purchases as well as bid facilitation when applicable. ✓ Competitive pricing through manufacturer-authorized channels ✓ Itemized quotes for full transparency
✓ Hardware initialization services, including staging, configuration, and testing of workstations, servers, and network equipment prior to onsite delivery. ✓ Established organizational images and hardware profiles for standardized deployment of technology to ensure consistency and efficiency.

E&A understands and accepts that all technology procurement over the Town’s competitive bidding threshold must follow the Town’s procurement policy. In such situations, our role is advisory and facilitatory, and we do not assume sole-source authorization.

Technology Planning, Policy Development, and Strategic Advisory E&A understands that strategic advisory services are a core deliverable of this contract. E&A will serve as the primary source of technology guidance across all aspects of municipal operations, which includes but is not limited to assessing the current environment, evaluating options, recommending courses of action, flagging risks proactively, and advising on both dayto-day operations and long-term decisions.

We have decades of experience providing strategic technology consulting and advisory services to municipal government organizations throughout the Bay Area which will benefit the Town through shared knowledge, cybersecurity risk foresight, and industry best practices. 116
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E&A will deliver comprehensive strategic advisory services, including:
✓ Annual Technology Audit and multi-year technology roadmap with budget forecasts and recommendations prioritized by urgency.
✓ Long-Term Strategic Partner approach invested in the success of your town. Not merely a reactive repair service, but a true technology partner. ✓ Reviews of new technology with recommendations for (or against) adoption. ✓ Growth planning
✓ Regulatory compliance management
✓ Cybersecurity evolution
✓ Budget support
✓ IT policy development and maintenance
✓ Attendance at Town staff technology meetings
✓ Always available for technology-related questions, decisions, or vendor negotiations. ✓ Third-party vendor proposal review
Reporting
✓ Monthly written activity report to the Contract Administrator with service requests opened/closed/pending, incident summary, onsite visit log, project status updates, and SLA performance metrics.
✓ Annual technology risk and status reports
✓ Quarterly reports on cybersecurity posture, vulnerability scan results, and pending remediation items
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Service Level Metrics
To align E&A’s Elevate-IT® service delivery offering with industry best practices – specifically the “Service Operation” standards outlined by the Information Technology Infrastructure Library (ITIL®) – E&A has developed a number of processes governed by a Service Level Matrix (“SLM”) and a set of Service Level Objectives (“SLOs”) to identify incidents (i.e., alerts and/or events), define each incident’s priority level (defined by that incident’s urgency and impact), respond to incidents in order of priority, and ultimately resolve incidents as quickly as possible, sometimes by way of escalating to increasingly higher level resources. The two tables below show our Incident Priority matrix and SLO Response Times.

Incident
Priority
Definition
P1 – Critical Typically, an emergency incident affecting all or most users and that is halting the use of critical “line of business” applications and/or access to the network. Examples: Email server(s) not sending/receiving email, Internet connection down, database server appears offline, etc.

P2 – Important Likely affecting multiple users and impairing access to one or more critical business applications, though, not resulting in a complete stoppage of work. Examples: Slow/intermittent Internet connectivity, backup failures, imminent server crash due to lack of hard disk space, etc.

P3 – Normal Typically affecting between 1 and 5 users and generally noncritical in nature. Workarounds are likely available. Examples:

User cannot print to a network printer, user’s domain account locked due to unsuccessful password entries, a user has deleted an email by accident and wants it restored, etc.

P4 – Low The problem affects no more than a few users and is typically nonbusiness impacting. Workarounds available. Examples: User has some “dead pixels” on her monitor, user application displaying persistent error messages with no impact to use of the application, occasional static heard on a particular VoIP phone, etc. 118
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Service Level Objectives, Availability, and Response Times The table below outlines the SLO response times for all incidents – based on priority level (as described above) – whether they are generated by system alert/failure or by end-user request.

When submitting a ticket, users receive an immediate automated confirmation of receipt. Our highly responsive Help Desk engineers will then contact the user within our outlined “Acknowledgement” response time. We value open communication and provide regular status updates to ensure all stakeholders stay informed. If an incident cannot be resolved immediately (e.g., new equipment is required), then a Resolution Plan will be created within the outlined SLOs. For incidents that cannot be resolved remotely, E&A will dispatch an onsite engineer at no additional charge.

Action P1
Critical
P2
Important
P3
Normal
P4
Low
Availability- NOC 24x7x365 24x7x365 24x7x365 24x7x365
Availability- Helpdesk 24x7x365 Extended
Business
Hours
Extended
Business
Hours
Extended
Business
Hours
Acknowledgement 15 minutes 15 minutes 30 minutes 30 minutes Status Updates 30 minutes 2 hours 8 hours 12 hours
Resolution / Resolution Plan < 4 hours < 8 hours < 8 hours /NBD
< 3 days
E&A is committed to delivering excellent customer service and we take pride in resolving issues within the outlined SLOs. While there may be occasional challenges, such as a delay in receiving replacement equipment, our reputation for responsive, timely resolutions is reflected in our 95% average customer satisfaction scores.

Our E&A Elevate-IT® Support surpasses the conventional break-fix support model by offering proactive assistance. Scheduled maintenance sessions for servers and workstations, coupled with routine system testing and backups, significantly minimize the occurrence of critical issues. E&A will continue to collaborate closely with the Town to implement high-availability and redundant systems to strengthen the infrastructure and limit P1 incidents.

Trends or concerns that could result in issues are discussed regularly along with potential solutions, which could include a technical solution, updated documentation and/or training. This information is included in regular reports with your dedicated Account Manager. 119
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Transition Plan
We understand that onboarding transitions can be stressful for organizations. Our robust and proven onboarding plan provides a seamless transition from the current model of support to E&A Elevate-IT® Managed Services, ensuring minimal disruption to your team.

Your dedicated account manager will provide a detailed roadmap and checklist of action items for the onboarding transition, along with regular check-ins to make sure all expectations are met.

For E&A to support your organization fully, the following service implementation requirements should be met:
• Confirmation of assumptions with respect to network infrastructure (network assessment).
• Administrator access level permissions to all supported platforms (software and services). • Administrative permissions for all supported technology partners (e.g., ISP & VoIP providers).
• Access to at least one Microsoft Active Directory Domain Controller server, if applicable.
• Internal IT services, such as DNS and DHCP.

A general outline of the onboarding process is illustrated below:

First 14 Days First 30 Days First 90 Days
• Documentation of client
network and resources
• Review initial plans and adjust
as appropriate
• Relationship and workflow
review
• Documentation of support
process
• Cybersecurity Awareness
Campaign (Anti-Phishing)
• Ongoing Status reporting
• Validation of assumptions and
detailed network discovery for
regulatory compliance
• Infrastructure enhancement
budget development and
approval
• Network equipment
consolidation and infrastructure
upgrades, upon approval
• Familiarization with client
Systems
• Relationship review • Project planning and
prioritization
• E&A resource ramp-up and
engineer cross-training
• Leadership check-in • Leadership check-in
• Full Support Go-Live • SOW progress review and
action plan
• SOW progress review
Onboarding & Discovery
Period Transition Period Business as Usual
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Phase Details
Phase 1 – Onboarding and Discovery Period (Days 1-14)
E&A will conduct a comprehensive Network Discovery to identify high-priority items and build a remediation plan. Our team will work directly with the outgoing IT team to collect all documentation, credentials, and institutional knowledge needed to support the Town without disruption. We will work with Town stakeholders to build a shared onboarding task tracker so that progress is visible and accountable.

This phase also includes setting up monitoring across all in-scope servers, network devices, and end-user devices, and confirming that all operating systems and patches are current — ensuring the environment is in a fully supportable state before deeper work begins. The onboarding network discovery also includes a WiFi coverage gap assessment for the Town Hall conference room and shared spaces.

This period lasts approximately two weeks and can be completed prior to the contract start period or during the first two weeks of the contract.

Phase 2 – Transition Period (Days 15-30)
As monitoring is established, E&A will begin deploying our management agent to all applicable workstations. The assigned Account Manager will distribute the E&A Welcome Package to all Portola Valley staff, which includes clear instructions for submitting tickets, contacting the inhouse Help Desk, understanding response priorities, and escalating issues when needed.

Whenever possible, we request the opportunity to be introduced to the Town in an all-hands or management meeting. In our experience, this single step dramatically reduces friction during the first weeks of support — staff know who we are, how to reach us, and what to expect.

Phase 3 – Business As Usual (Days 30-90)
Within the first 60 days, E&A will prepare and present a high-level security audit addressing all critical findings. This is not simply a report — we review findings with key Town staff, assign ownership of action items, and track resolution.

Weekly check-in meetings during this period transition to biweekly meetings as the environment stabilizes, supplemented by our standard Quarterly Business Reviews (QBRs). As requested, E&A will submit a 90-day written status report.

Phase 4 – Ongoing Support (Days 90+)
Once onboarding is complete, the Town moves into our standard managed services rhythm:
biweekly meetings, quarterly business reviews, continuous monitoring, and proactive patching.

Documentation is maintained in a secure, shared repository so institutional knowledge is never locked to a single individual or vendor.
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Key Deliverables
The following deliverables will be completed during the onboarding period:
• Complete documentation of the Town's IT environment and a current asset inventory • E&A monitoring agents deployed on all in-scope devices • All staff informed and equipped to request support
• A launched or in-progress Multi-Factor Authentication (MFA) program. E&A strongly recommends initiating MFA during onboarding, with accommodations for staff who cannot use personal devices
• A knowledge repository that is current, accessible, and owned jointly by E&A and the Town
• A stable, secure environment with all critical vulnerabilities addressed and documented Exclusions
Anything not specifically defined in this proposal document is considered “Out of Scope”.

While we offer full procurement services for new software and equipment, the pricing for support does not include existing software, licenses, or hardware (e.g., Microsoft 365, Azure Cloud, etc.) used by the Town.

A separate Project SOW will be created to document the objectives, milestones, timeline, and budget of services that fall “Out of Scope” from this support agreement. Examples of “Out of Scope” services include switch upgrades, wireless network redesigns, backup migrations, and any net-new infrastructure enhancement.

Optional Additional Services
E&A can assist the Town with their migration from .net to .gov domain in alignment with California Assembly Bill 1637.

With our deep project experience, E&A can also assist the Town with separate network enhancements and net new infrastructure deployments such as the School House technology project, Community Hall technology assessment, and custom programming or application development.

Compliance with technology-related regulations is in scope for support with Elevate-IT® managed services. Additional compliance reviews, such as ADA Title II, can be completed through a separate Project SOW.

Elevate-IT® also includes SIEM and 24x7 managed SOC with remediation services, and grant identification for technology funding.
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E&A References
With over three decades supporting local government organizations, E&A brings substantial hands-on experience delivering the exact services requested by the Town of Portola Valley. We have a strong track record of customer satisfaction with average CSAT scores exceeding 95%, which reflects our commitment to being responsive, reliable, and easy to work with.

Our team takes a proactive approach to IT support, focusing on preventing issues before they impact users. We maintain rigorous cybersecurity standards for ourselves and our partners, evidenced by our SOC 2 Type II compliance and CJIS clearance. We also bring deep experience with server, network, and data center projects, as well as specialized systems used by local governments, public library systems, and other municipal settings.

Our local presence in Silicon Valley allows us to provide timely onsite support for the Town and leverage long-standing regional relationships and resources to deliver strong technology solutions. Our experienced technical staff is supported by a dedicated account manager who serves as a single point of contact and advocate for the Town.

We provide 24x7x365 monitoring of network and server infrastructure to ensure issues are identified and addressed quickly. Additionally, our extended Help Desk support hours from 6AM-6PM PT align well with municipal operating needs.

Just as important as our technical capabilities is how we work with our clients. Our staff is professional, approachable, and collaborative with a strong focus on serving as an extension of the Town of Portola Valley’s team. We value long-term partnerships built on trust, clear communication, and consistent service delivery, and we bring that mindset into every client relationship.
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Exhibit C: Reference Form
Reference 1
Organization Town of Los Altos Hills
Jurisdiction Type Municipal Government
Approximate FTE Count 30
Contact Name & Title Cody Einfalt, City Manager
Phone (650) 947-2508
Email [email protected]
Contract Start / End Dates 2022 to Present
Services Provided IT MSP, IT Professional Services
The Town of Los Altos Hills is the most comparable organization in size to the Town of Portola Valley with approximately thirty (30) full-time employees (FTEs). “We have partnered with E&A for approximately four years and have had a consistently positive experience working with their team. E&A has been responsive, reliable, and proactive in supporting our organization’s technology needs.

They do an excellent job coordinating with vendors, assisting during meetings, and helping keep projects organized and moving forward efficiently. During priority events or urgent situations, their team acts quickly and communicates clearly throughout the process.

E&A has also been a valuable resource for budgeting discussions, project planning, and long-term technology strategy. Their professionalism, responsiveness, and willingness to support our team have made them a trusted partner for our organization.” - Cody Einfalt, City Manager | The Town of Los Altos Hills Reference 2
Organization Town of Hillsborough
Jurisdiction Type Municipal Government
Approximate FTE Count 120
Contact Name & Title William Li, Sr. Management Analyst Phone (650) 375-7438
Email [email protected]
Contract Start / End Dates 2021 to Present
Services Provided IT MSP, IT Professional Services
The Town of Hillsborough is larger than the Town of Portola Valley, however the scope of services for IT support is similar to the services requsted in this RFP.

We provide day-to-day technology support for end-users, cybersecurity monitoring and support, and support for the servers and network infrastructure. We also provide strategic advisory services, including technology roadmaps and budget forecasts, and implement technology enhancements to the environment to ensure optimal performance and security. 124
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Reference 3
Organization City of Belmont
Jurisdiction Type Municipal Government
Approximate FTE Count 100
Contact Name & Title Jason Eggers, IT Manager
Phone (650) 598-4206
Email [email protected]
Contract Start / End Dates 2023 to Present
Services Provided IT MSP, IT Professional Services
"E&A has proven to be a reliable and valuable partner in helping us deliver top-tier IT services. From augmenting our helpdesk during staffing shortages to providing immediate expert care during emergencies, their support has been outstanding! Their expertise also adds tremendous value in our efforts around project planning, vendor management, and IT strategy. We are proud of the IT delivery provided to our organization, and E&A has been core to that success."
- Jason Eggers, Information Technology Manager | City of Belmont Reference 4
Organization Los Altos Hills County Fire District
Jurisdiction Type County Fire District
Approximate FTE Count 10
Contact Name & Title J. Logan, General Manager
Phone 650-947-7254
Email [email protected]
Contract Start / End Dates 2023 to Present
Services Provided IT MSP, IT Professional Services
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E&A Cost Proposal
To summarize the services in this Elevate-IT® Shield Pro proposal:

E&A will provide Extended Business Hours Help Desk services that includes workstation support (desktops/laptops and accessories such as headsets, monitors, docking stations), application support, patch management, and asset management for the Town’s team. Help Desk Services include, but are not limited to:
✓ Extended Business Hours Help Desk (Monday-Friday 6:00AM – 6:00 PM P.T.) ✓ Contact support via phone, email, and live chat
✓ Unlimited remediation for workstation support tickets ✓ Onsite dispatch included for tickets that cannot be resolved remotely ✓ Live portal for users to track ticket progress and history ✓ Software Agent-Based Monitoring
✓ Endpoint Malware Protection (Anti-Virus and Anti-Spam) ✓ Endpoint Detection and Response (EDR)
✓ Security Information and Event Management (SIEM)
✓ Documented inventory of all supported workstations and endpoint devices ✓ Equipment lifecycle management
✓ Workstation patch management (including security patches, bug fixes, updates, etc.) ✓ Workstation operating system and application updates
✓ User password resets and access permissions management ✓ Secure Onboarding/Offboarding of Users
✓ Regularly updated Frequently Asked Questions resource, reflective of ongoing training topics and technical support provided.
✓ Automatic P1 Escalation for organizational VIPs (typically 1-2% of the organization) ✓ 24/7 support for P1 tickets.

E&A will provide 24/7 Network and Cybersecurity Support, including support of all servers and network devices. Scheduled maintenance activities on servers and network devices are conducted after business hours to minimize any disruption. This after-hours support service is included in E&A Elevate-IT® at no additional charge and operates during evenings, weekends, and holidays. NOC Services include, but are not limited to:
✓ 24x7x365 monitoring & maintenance of network appliances, including but not limited to firewalls, routers, servers, controllers, switches and access points ✓ 24x7x365 cybersecurity protection, including VPN access, WiFi connections, and email gateway security
✓ Suspicious traffic monitoring and preventative remediation measures ✓ Network device anti-virus protection
✓ Proactive patch management, including firmware updates, security patches, bug fixes ✓ Critical and zero-day patches applied promptly to avoid potential cybersecurity threats 126
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✓ Asset tracking for all supported network appliances and networking gear (i.e., any devices connected to the network via Ethernet or Wi-Fi connections) ✓ After-Hours NOC verifies the success of automated updates and manually administers additional updates or patches during after-hours maintenance windows as necessary ✓ Updated asset inventory after every patch, project, and new device deployment ✓ License management and technology lifecycle tracking
✓ Adds/moves/changes to server domain users
✓ Stale Device Detection and Active/Retired Asset Reporting ✓ Cloud Application Support, including Microsoft 365, third-party software, and softwareas-a-service (SaaS) applications ✓ Cloud Management Administration, including user onboarding/offboarding and cybersecurity best practices
E&A Shield Pro network and cybersecurity support includes the day-to-day management of the infrastructure as outlined above, along with unlimited remediation for all standard network and server tickets, and up to 16 hours per cybersecurity incident. Severe cybersecurity incidents beyond 16 hours, such as a user clicking on a phishing link and triggering a ransomware or data exfiltration attack, will require a separate project SOW to capture the scope, incident response plan, and time required for full mitigation. Note: these additional cybersecurity incident response and mitigation services are often covered by cyberinsurance policies. E&A will provide a breach notification within 24 hours of any significant cybersecurity incident and a written incident report within 5 business days.

E&A also offers Procurement & Logistics Services, leveraging our industry partnerships for competitive pricing to assist with hardware and software procurement. Insights from ongoing support will inform recommendations for technology upgrades, and our team will prepare Annual Technology Budgets for the Town in alignment with organizational goals. Preparation of equipment quotes is included in the cost of Elevate-IT® Managed services. New equipment, software, or licenses will be billed in alignment with quotes, upon approval from the Town’s team.

We also provide Vendor Escalation Management, working with third-party vendors and serving as the technical Subject Matter Expert (SME) to ensure the technical environment is understood and configured appropriately to support the VoIP, ISP and other third-party systems.

We will also follow up with third-party vendors and the Town’s team to ensure issues are resolved successfully and changes are communicated to all stakeholders. E&A will serve as the primary point of contact with hardware and software vendors, representing the Town for renewals of existing platforms (e.g., OpenGov, Laserfiche, Granicus, ESRI, and Microsft) as well as proposals from new vendors. We will provide written recommendations for each proposed solution to the Town Manager.
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E&A Elevate-IT® Shield Pro also includes Strategic Planning Services to assist the Town with timely upgrades to the environment, accurate forecasting of technology expenses, and identifying opportunities to consolidate systems and save money. These strategic services include:
✓ Technology Lifecycle Management with a timeline for recommended upgrades ✓ IT Budget Forecasting with enhancements prioritized by urgency and budget capacity ✓ FinOps to optimize cloud application and licensing costs ✓ Quarterly Business Reviews to highlight frequently recurring issues with reports on:
➢ Total number of devices managed
➢ Total number of tickets received, responded to, and resolved ➢ Hardware and software end-of-warranty and/or end-of-life concerns ➢ IT Roadmaps
➢ Action Plans to help users avoid common issues in the future Eaton & Associates will also provide 24/7 Backup Support, ensuring best practices are being followed regarding:
✓ Data backup, data integrity, malware protection and ransomware prevention. ✓ Proactive monitoring and updating of critical security systems, including firmware, Operating System (OS), and third-party software.
✓ Test restores of backups
✓ Setting up alerts and thresholds for notifications.
✓ Security audits on shared folder and admin account access. ✓ Hardware and software diagnostics, upgrades and repairs. ✓ Lifecyle planning, including roadmaps and budgets.

Finally, in addition to the core support services above E&A provides advanced cybersecurity protection across the network environment, including:
✓ Quarterly Vulnerability Scanning with detailed reports shared with the Town ✓ 24x7 Security Operations Center (SOC) Monitoring
✓ Advanced Endpoint Detection and Response (EDR) on all managed devices ✓ Security Information and Event Management (SIEM) on all managed devices ✓ Advanced DNS / Content Filtering
✓ SaaS Protection (O365 / Google Backup)
✓ Advanced Threat Hunting
✓ Darkweb Monitoring
✓ Security Awareness Training
✓ Phishing Training Simulations
✓ Email Security Gateway (Anti-Spam / Anti-Phishing)
✓ Help Desk End-User Verification to prevent AI Spoofing requests ✓ Annual BCDR Plan Review with Town management team
✓ Annual Tabletop Exercises with E&A CTO
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Exhibit B: Cost Proposal Form
Service Item Pricing Structure Proposed Fee
Core Managed Services —
Sections 3.1.1–3.1.16
Monthly flat fee
- See below for device
count estimates
$7,325 /month
RMM agents — servers
(specify # and rate)
Per unit/month Included
RMM agents —
workstations/laptops
Per unit/month Included
Minimum on-site
hours/week (4 hrs/wk)
Included or T&M Included
After-hours emergency
response (remote)
Included or T&M Included
Additional on-site hours
(regular)
$/hr $195/hr
After-hours on-site support $/hr $245/hr
After-hours on-site support
for emergency response or
ticket escalations
$/hr Included
Special/project work
(Project Engineer)
$/hr $215/hr
Special/project work
(PMP® Project Manager)
$/hr $165/hr
Annual technology
assessment & capital plan
Included or fixed fee Included
Transition/onboarding
(one-time)
Fixed fee Included when completed
during the first 2 weeks of
contract period
OR
50% of base monthly fee if
completed during 2 weeks
prior to contract start date
Optional/additional services Per item: SIEM/24x7
Managed SOC Services
Included
Optional/additional services Per item: Grant identification for technology funding
Included
Optional/additional services Per item: School House,
Community Hall, and custom
programming projects
Separate Project SOW
Estimated Annual Total —
Year 1
Calculated $87,900
Estimated Annual Total —
Year 2
Calculated $87,900
Estimated Annual Total —
Year 3
Calculated $90,100
3-Year Contract Total
Estimate
Calculated $265,900
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Rates fixed for full 3-year term: Yes ☐ No ✓
Maximum annual escalation (if applicable): 3 % Index: CPI Note: Pricing will remain consistent for Year 1 and Year 2, Year 3 of this agreement may be subject to an annual escalation in alignment with the Consumer Price Index (CPI).

Travel/expense reimbursement requested: Yes ☐ No ✓
On-site service minimum block hours: 4 hours
MSP/RMM platform deployed: AutoTask PSA/Ninja RMM
Licensing model (Town-owned vs contractor-held): E&A holds the licensing for all applications required to support the Town (e.g., PSA, RMM, EDR, etc.). The Town maintains ownership of all applications required for operations (e.g., M365, Laserfiche, ESRI ArcGIS, etc.).

As requested, E&A has included 4 scheduled onsite hours per week. Through our experience supporting municipal government organizations, we recommend considering 8 scheduled onsite hours per week. In addition to regular troubleshooting and technology support, this onsite time serves as “office hours” for users to request help, training, or guidance on issues that they may not have wanted to submit through the ticketing system. It also allows your designated onsite engineer to become more familiar with the environment which often reduces the time required to resolve tickets and provides the opportunity to identify potential performance bottlenecks, security risks, and areas for technology or process improvement.

Pricing above reflects the current understanding of the environment with:
➢ 20 Users
➢ 3 Servers (2 physical, 1 virtual)
➢ 1 Backup Device
➢ 10 Network Devices (firewalls, switches, Zoom rooms and video conferencing equipment)
▪ Wireless Access Points are included at no additional charge ➢ 2 Printers
➢ 4 hours per week onsite.

Device quantities will be confirmed with the Town prior to contract execution and trued up/down upon onboarding and monthly to reflect changes to the environment. E&A will assist the Town with identifying stale devices and consolidating systems where appropriate to reduce the total device count and achieve cost savings for monthly support.

An updated device inventory will be shared with the Town each month with stale devices flagged for review.
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E&A Insurance Confirmation
E&A confirms our insurance coverage meets or exceeds the limits outlined on pages 21-22 of the RFP. We shall not cancel or materially change any required policy without 30 days’ prior written notice.

The Town shall be named as an additional insured on CGL and commercial automobile policies.

E&A will share our Certificate of Insurance (COI) with the Town of Portola Valley upon contract initiation.
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E&A Signed Exhibit A: Proposer Acknowledgment and Certification Form By signing below, the authorized representative of the proposing firm certifies the following:

1. 1. The firm has read and fully understands the Request for Proposals and all attachments and addenda.

2. 2. All information provided in this proposal is accurate, complete, and not misleading.

3. 3. The firm is legally authorized to provide the services described herein.

4. 4. This proposal is valid for a minimum of 120 days from the submission due date.

5. 5. The firm has no known conflicts of interest with the Town of Portola Valley, its officials, or its current contractors, except as disclosed below.

6. 6. The firm will provide all insurance coverages specified in Section 9 prior to contract execution.

7. 7. The firm agrees to execute the Town’s standard Agreement for Contractor Services (Exhibit D) if selected, subject to any objections noted in the proposal.

8. 8. The firm has not had a contract terminated for cause in the past five (5) years, except as disclosed below.

Disclosed conflicts of interest or contract terminations (if none, write 'None'):
_None________________________________________________________ ______________________________________________________________ Firm Name: AIXTEK (dba Eaton & Associates)
Address: 20 N. Railroad Ave., San Mateo, CA 94401
Primary Contact Name and Title: Adrian Eaton, Sales Manager Phone: (415) 282-1188
Email: [email protected]
EIN / Tax ID: 94-3230352
Authorized Signature: AEaton Date: May 22nd, 2026
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Signatures
Signed by and on behalf of:

Eaton & Associates Town of Portola Valley
Date: Date:

Signature: Signature:

Name: Mohamed S. Shalabi Name:

Title: CTO,
VP Professional Services
Title:
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Attachment A: Staff Qualifications
(continued on next page)
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Michael Peace Senior Technical Engineer

PROFESSIONAL SKILLS
Business
A positively motivated and highly skilled technical
engineer with excellent organizational, leadership and
people skills. Eleven years of IT engineering experience with a record of accomplishment in providing excellence in technical service and support.

Specializing in building trust with stakeholders at all levels of the organization. Able to identify and capture opportunities for improvement and enhancement while
managing fluid environments.

Technical
Virtualization:
• AWS, Citrix: XenApp/XenServer, VMware, Hyper-V
• Desktop as a Service (Horizon View)
• Establishing and Maintaining virtualization
environments in various operating systems
Networking:
• Administration: (Active Directory, Exchange, DNS,
DHCP)
• Networking: (TCP/IP, VPN, LAN, WLAN, WAN)
• Managing SSL Certs
• AWS, Citrix: XenApp/XenServer, VMware, Hyper-V
• Establishing and Maintaining virtualization
environments in various operating systems
• Troubleshoot and Support: POS, Windows (XP,
VISTA, 7), Mac OS X, iPhone, Android, platforms
Hardware/Software:
• Managed migration projects to transition technical
environments
• Installing 3rd party applications (Both server and
client-based apps)
• Repairing, trouble shooting, diagnosing, installing,
maintaining, and configuring various types of
computer systems.
• Software Implementation: Windows, MS Office
(Word, Excel, Power Point, Access, Outlook)
• Server Operating Systems: (Windows Server 2008
R2, 2012, and 2016)
• SQL Management Studios

HIGHLIGHTS/CERTIFICATIONS
➢ MCPS: Microsoft Certified Professional
➢ Network+
➢ Group Policy • Content Filtering • OSI Model
➢ LAN/WLAN • Vulnerability Testing • Wireless
➢ Cabling/Topologies • PKI • Routing Protocols
➢ Exchange Server • Firewalls • TCP/IP Suite
➢ Active Directory • Smoothwall • DNS
➢ Window Server • IPSec • DHCP
➢ Infrastructure Design • Access Control • Network
Troubleshooting
➢ Disaster Recovery • VPN (ping, traceroute,
netstat, etc.)
➢ RADIUS
➢ Cisco, Meraki and Aruba experience
➢ Palo Alto network and security experience

PROFESSIONAL EXPERIENCE
As part of Eaton & Associates’ Sales and Professional
Services team, Michael is an experienced Systems
Engineer, working with clients ranging from small and
medium business to large government entities. In this role, he directly participates in projects varied from the Network upgrades to specific IT system deployments.

Michael has provided technical engineering services for his clients to include Project Management, Systems and
Network Administration, Server Migrations, Exchange to
Office 365 migrations, Additional tasks have included
installation and support of Active Directory, DHCP, DNS, ADFS, iSCSI, NPS, AWS, MS Clustering, SCCM, Cisco
Meraki MX Firewalls, MS Switches and MR Access
Points and IP Telephony
Prior to joining the Eaton team, Michael has enjoyed a
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Mohamed Shalabi
CTO and Sr. Network Engineer

PROFESSIONAL SKILLS
Business
A highly successful and driven technical
leader, with a 10-year solid record of
accomplishment in establishing vendor
relations and supporting existing organizations
in achieving high levels of IT performance and
growth.

Specializing in relationship building with
stakeholders, high level strategic planning and
quickly identifying opportunities for
improvement while managing ever-changing
environments.
• Data reporting & interpretation
• SLA & SPI setting & management
• IT project management
• Change & risk management
• Strategic IT planning
Technical
Cloud:
• Amazon Web Services
• Microsoft Azure
• Rackspace
• OpenStack
Virtualization:
• VMWare ESX/vSphere
• Microsoft Hyper
• Desktop as a Service (Horizon View)
Networking:
• Cisco Switching and Routing
• HP Switching and Routing
• Cisco/Meraki WLAN
Data Continuity:
• Disaster recovery planning & testing
• Data backup & recovery strategies
• Access management & controls
Scripting:
• Powershell.

CERTIFICATIONS/MEMBERSHIPS
➢ CISCO Certified Network Associate (CCNA)
➢ VMWare Certified Associates 6 – VCA-DCV6
➢ AWS Certified Solution Architect – AWS-ASA
➢ Microsoft Certified Professional - MCP

PROFESSIONAL EXPERIENCE
Mr. Shalabi as part of the Eaton & Associates Managed
Services staff, performs technical & business duties for a wide array of small-medium size businesses
He was project manager responsible for Robert Stephen
Consulting, INC Virutal-2-Virtual infrastructure
migration efforts focusing service deliveries and
venialities, and full documenting changes in Eaton’s
cloud based documentation system.

Mohamed was the lead network engineer responsible for
developing an overhaul of Ronald McDonald House in
San Francisco networking infrastructure including the
implementation of highly available VMWare cluster, as
well as a full migration from on-premise Exchange
communication platform to cloud-based Microsoft
Office 365.

Mr. Shalabi has performed project management and
technical duties in Lennon BPO office re-location,
overseeing infrastructure, desktop, and wireless
connectivity tasks and performance
While implementing a full managed services
infrastructure, Mohamed was the primary onsite IT staff member for the Contemporary Jewish Museum (CJM)
in San Francisco. In this role he supported CJM’s IT
infrastructure and end-user support in a mixed
Windows/Mac/Linux environment including business
data/voice/desktop administration.
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Dion Nelson
Director of Help Desk

PROFESSIONAL SKILLS
Business
Dion is a dynamic Help Desk Manager with
nearly a decade of hands-on experience in the
Information Technology sector. Throughout
his career, he has demonstrated a passion for
delivering high level support services and
building effective IT solutions. Starting as a
Technical Support Engineer, Dion quickly
advanced into a managerial role, where he has
consistently proven his ability to lead and
inspire teams to achieve high-performance
standards. His approach is rooted in a strong
customer-centric mindset, ensuring that endusers receive prompt and effective support.

Dion's expertise, honed over the years,
positions him as an asset to any organization
seeking a dedicated and results-driven Help
Desk Manager.

Technical
• Troubleshooting and Problem-Solving:
• Advanced skills for effective technical
issue diagnosis and resolution.
• Understanding of hardware, software
problems, and network
configurations.
• Guides the team in resolving complex
challenges.
• Technical Proficiency in IT Systems
and Applications:
• Solid foundation in IT systems,
software, and applications.
• Knowledgeable in operating systems
(Windows, macOS, Linux) and
various software applications.
• IT Service Management (ITSM) and
Help Desk Tools:
• Familiarity with Help Desk tools and
ticketing systems.
• Adept at implementing ITSM best
practices for streamlined processes.
• Vital experience in tools for ticket
tracking, remote assistance, and
performance monitoring.

HIGHLIGHTS/CERTIFICATIONS
• Proven Leadership Experience
• Advanced Troubleshooting Skills
• Customer Satisfaction Achievement
• Technical Proficiency Across Platforms
• IT Security Awareness and Compliance
• Implementation of IT Service Management
(ITSM) Best Practices
• Metrics-Driven Performance Management
• Vendor Management Expertise
• Incident Management Expertise
• User Training and Documentation
• Service Level Agreement (SLA)
Adherence
• Bachelor of Science in Technical
Communication

PROFESSIONAL EXPERIENCE
As the Help Desk Manager at Eaton & Associates,
Dion orchestrated a high-performance support team,
ensuring clients received exceptional IT services.

Implementing ITIL best practices, Dion optimized
service delivery, resulting in an increase in customer
satisfaction and a reduction in incident resolution times.

Dion spearheaded the integration of a new ticketing
system, streamlining workflows and enhancing overall
operational efficiency.

Through a focus on continuous improvement and
employee development, Dion cultivated a skilled and
motivated help desk team that consistently meet and
exceeded performance metrics.
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Andrew Thakkar
Sr. Project Manager

PROFESSIONAL SKILLS
An adaptive and highly skilled Senior
Project Manager with excellent
organizational, leadership and people
skills. He provides the client,
stakeholders and end-users with up-todate information and making sure they are always informed on the status of a project.

A proactive project manager that
anticipates challenges, identifies
opportunities, and takes preemptive
actions, ensuring smooth project progress
and exceeding expectations.

Project Experience in
Virtualization:
• Update to a virtual server
environment
• Physical to virtual migration of a
server system
Networking:
• Network equipment physical
migration to new location
• Network equipment
refresh/expansion to an existing
environment
• Deployment of a net-new build out
• Physical and cloud backup solution
migration/new deployment
Hardware/Software:
• MDM deployment
• SSO deployment
• MFA deployment
• Workstation refresh deployment
• In-Place upgrade of workstations to a
new OS
• Filing system migration
• Email system migration
• Inventory system deployment
• KnowBe4 deployment for security
and awareness training

HIGHLIGHTS/CERTIFICATIONS
• Bachelor of Science Degree in Management
• Certified Project Management Professional
from the Project Management Institute
• 7+ years of experience in the field of
Information Technology

PROFESSIONAL EXPERIENCE
Andrew is a seasoned Project Manager with nearly
a decade of expertise in the dynamic field of
information technology. With a proven track record
of successfully leading and delivering complex
projects, Andrew combines technical proficiency
with exceptional organizational skills. His
comprehensive understanding of project lifecycles,
coupled with a keen eye for detail, ensures
seamless execution from conception to completion.

Andrew's leadership style is characterized by
effective communication, fostering collaboration
among cross-functional teams, and a commitment
to meeting project milestones on time and within
budget. Armed with a deep knowledge of IT
processes and methodologies, Andrew has
consistently exceeded client expectations, earning a
reputation for reliability and excellence. As a
forward-thinking Project Manager, he remains
adaptable to evolving industry trends, making him
a valuable asset for any IT project seeking a
results-driven professional.
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Gabby Nelson
Town of Portola Valley Account
Manager

PROFESSIONAL SKILLS AND

EXPERIENCE
Gabby Nelson is an accomplished Account
Manager with nearly 5 years of experience
in the information technology sector,
particularly supporting Government clients.

She excels in developing and maintaining
strong client relationships and ensuring
customer satisfaction. Gabby’s knowledge
of supporting Government and Corporate
agencies allows her to effectively
communicate and align client needs with
the capabilities of her team. Her strategic
mindset and attention to detail have
contributed to successful operational
support as well as the delivery of highquality IT projects.

HIGHLIGHTS/CERTIFICATIONS
• Government Sector Experience – 5 years’
experience supporting local governments
• Strategic Account Management- Ability
to develop and execute strategic plans,
resulting in increased client satisfaction
• Security and Compliance Focus: In-depth
knowledge of security protocols and
compliance requirements specific to
government agencies
• Cross-functional Collaboration: Partners
effectively with technical teams, vendors,
project managers, and clients to align IT
solutions with agency objectives
• Exceptional Communication Skills: Can
translate technical concepts into easily
understandable terms
• Client Advocacy: Advocate for our clients
fostering a customer-centric culture and
ensuring that client feedback informs
continuous improvement initiatives.
• Master’s Degree from UCLA
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Attachment B: Getting Support QRG
(continued on next page)
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Manage-IT® Help Desk Services
We make IT easy & predictable so you can focus on running your business.

Eaton & Associates, an AIXTEK company ● www.EatonAssoc.com 20 North Railroad Ave. ● San Mateo, CA 94401● Phone: 415.282.1188 ● Fax: 415.282.1108 Getting Technical Support
Your technical support team is ready and excited to help answer your technology questions MondayFriday 6:00 AM – 6:00 PM PST. To ensure we can support you as efficiently as possible, we have made it easy to connect with a technical resource in ways that are convenient for you.

Always reach out to our support team for help with issues such as the following:
• Computer & network troubleshooting
• Resetting your password
• Accidentally deleted files/folders
• Virus/malware removal
• Smartphone & tablet configuration
• Software installations
• Setting file and folder permissions
• Creating user accounts and groups
Call our support team directly at phone number: (415) 216-0483.

The team is ready to take your calls Monday-Friday 6:00 AM - 6:00 PM PST.

Chat directly with one of our support team members.

Click the chat icon in your system tray to reach support.

Then click “Help Desk Chat” to start a chat session.

Please be patient while the chat module is “Loading...” Mac:

Windows:

Email your non-urgent requests to [email protected].

Note: Email requests are considered low impact. Please allow up to 24-hours for an initial response.
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TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Judith Hasko
DATE: August 26, 2026
RE: 06/18/2026 ABAG General Assembly Liaison Memo

BACKGROUND
I attended the ABAG General Assembly Meeting on June 18, 2026. The meeting covered a range of matters, including ministerial matters, election of officers, budget approval and, importantly, a preview of the RHNA Cycle 7 requirements (we are currently in Cycle 6). I encourage those who are interested to review the detailed materials that can be found at the following link:
https://abag.ca.gov/sites/default/files/meetings/agendas/6613_A_ABAG_General_Assembly_26_06_18_Generic_1.pd See item 9 in this link for further documents to review.

The Regional Housing Need Allocation, or RHNA, has the goal of increasing housing supply, mix, affordability and equitable principles. The California State Housing and Community Development, or HCD, department, determines the total number of housing units needed by affordability and region. The Association of Bay Area Governments, or ABAG, develops draft methodology to allocate the regional housing needs [d] to local jurisdictions. ABAG must then allocate the methodology to HCD for approval.

Appeals can be made but ABAG then issues a final allocation. Local jurisdictions update their Housing Element of their General Plan to reflect the allocation for that jurisdiction.

Two or more jurisdictions may form a subregion to allocation their share of regional housing needs between geographically continuous and unincorporated county areas. In the past, San Mateo County was a subregion only for Cycle 4. These subregions are scrutinized and require substantial resources and staff time, and they may result in an impass between the jurisdictions.

ABAG reviewed Cycle 6 parameters. Among other observations, they reflected that their was an efficient but time-consuming appeals process (28 appeals, 6 public hearings) and they assert there was robust ABAG support for Housing Element preparation (99% certified in the region.

Cycle 7 will have several key changes:

1. The RHND will be provided a year earlier than in Cycle 6, by 1/31/28.

2. HCD will now consider the housing needs of individuals and families who are homeless.

3. HCD must consider the rate of housing cost burden and overcrowding the region compared to the national rate (as opposed to other similar regions).

4. There are 2 new tiers of incomes to be considered:  acutely low and extremely low income housing (0-15% and 15-30% of the AMI, as opposed to 0-50% for the very low income category in Cycle 6).

5. Methodology must consider climate related development constraints including evacuation route capacity, wildfire risk and sea level rise as well as other factors.

6. Subregion allocation is the same share as last cycle (5% of RHND, or the regional housing needs 142
determination).

7. The RHND for Cycle 7 may be higher due to the larger allocations state law requires for local jurisdictions. The RHND will be issued earlier in Cycle 7 than it was in Cycle 6.

8. ABAG is determining any funding sources to support local jurisdictions as its REAP grant is no longer in effect.

The timelines noted include various activities from late 2027-January 31, 2031.

Portola Valley should prioritize understanding the RHNA Cycle 7 differences and the new parameters it will be required to consider. In particular, we should understand whether it is worthwhile to consider forming a subregion with a neighboring jurisdiction, and how the new climate change considerations are likely to be handled and weighed both in the regional allocations but also when preparing a Housing Element for Cycle 7. While this seems a long time away, preparing now can enable the Town to be more prepared and proactive.
143

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: August 26, 2026
RE: 07/16/2026 Wildfire Preparedness Committee Meeting Liaison Memo

BACKGROUND

ACTION ITEMS

1. Recruiting Firewise neighborhood captains and block captains.

2. Evacuation Drill on Sept 11 in Los Trancos and Vendor Fair at Town Center

3. Join the WFPD e-notification list and check their website for banners for more information on expected Red Flag days.

4. Home defensible space inspections can be scheduled NOW on the WFPD website – please consider coordinating your close neighbors on the same date when you are all home for efficiency of Fire resources. BONUS: you get extra time to complete your property improvements. Formal inspections will being late 2026, early 2027 in PV with a one-year deadline to make improvements.

5. Need to understand FAIR plan concentration in Town.

6. Subscribe to WFPD Instagram – LearnPrepareShare, Woodside Fire instagram NOTES

1. One Shoreline Presentation – Len Waterman. Insurability = access to affordable insurance. Insurance costs have gone up 55% in the past 6 years (2018-2024). Fair Plan policies are almost 9 times higher in SMC in 2026 vs 2020. One Shoreline’s first Home Protection and insurability pilot to provide flood risk reduction in San Bruno. Mission is to build climate resilience. 2023 Ca Dept of Insurance included OneShoreline to develop pilot projects. 94028 structures in the FAIR plan increased from 7.9% in Dec 2024 and March 2026 to 14.6%. Insurance products should be more affordable if they take into account both property and community scale risk reduction actions. OneShoreline is trying to work with the insurance industry on mitigation planning so we can improve the insurability issue. Pilot would add to the FireWise program to improve insurability. Talking to Hillsborough, coast side hillside communities, and PV. Planning to identify pilot neighborhoods, complete detailed wildfire risk modeling, develop financing, develop mitigation recommendations, undertake retrofits and mitigation measures. Starting to have conversations with Mercury Insurance. They give one of
the largest discounts for IBHS wildfire mitigations (wildfireprepared.org). Need help identifying a neighborhood and then help working with individual homeowners to get an entire neighborhood to participate.

2. Insurance for Good – Carolyn Kousky – partnering with governments, OneShoreline, insurance companies. Wildfire modeling – most models focus on the hazard but insurance focus on potential property damage. The greatest concerns are wildfires that become urban conflagrations with house-to-house spread. A lot of insurance modeling is a black box. The idea is that models would be open to the public to help lower the fire risk. Household mitigation could 144
range from a couple thousand dollars to tens of thousands of dollars. Exploring grants, loans, philanthropy, group service buys (e.g. installing vents in the entire neighborhood). Mitigations can reduce insurance costs. Packages of measures need to be done to have the greatest impact. First neighborhood should be one with FAIR plan concentration. A group motivated to change to get off the FAIR plan.

3. Committee voted to engage with OneShoreline to investigate implementing a pilot program in Portola Valley, headed by Chris Morace.

4. Fire Marshall Woodside Fire Protection District Update a. Concerns about potential clear cutting of a property participating with some mitigation companies. Need to coordinate the pilot with the WFPD.
b. Multiple mowings needed now due to regrowth of flammable grasses and hazardous vegetation. Notices have been sent out to properties about local ordinances that require maintenance of properties 365 days a year. Nuisance ordinance requires 10 days to comply if a resident has gotten a notice from WFPD about their vegetation. c. Full scale community evacuation exercise on Sept 11 in Ladera. Simulation for residents to understand evacuation processes. MP Fire, RC fire, CalFire, SMCSO are participating. FDs will be doing structure triaging (determining if a structure is worth preserving and not too dangerous for firefighters to defend). HighLow sirens will be used as sign for immediate evacuation. Supporting residents on being “evacuation ready”, resource kits provided.
d. Subscribe to WFPD Instagram –LearnPrepareShare
e. Chipping season ongoing. Reservation required- find page on the woodsidefire.org website.

Dates are the same. 198 cu yards chipped in June. New master fee schedule. Additional chipping dates will be available at cost recovery rates. Fuel Reduction program for those with fixed incomes, seniors, disabled residents at cost recovery rates. f. Selena created a program for Sequoias – Ready and Able. How seniors can be a resource to people. Second presentation to Ladera – How to be prepared – homes, neighbors, families. Both presentations are available on Instagram channel and YouTube Channel. g. WFPD has fires every day in the district. Two recent very visible fires – Arastradero – cause undetermined. SMC alerts only go out if there is an action for residents need to do. WFPD uses WEA alert controlled by SMCEM department (similar to Amber alert) for an emergency if action required. Fire on 280 – caused by vehicle – not a windy day but jumped the 8 lanes of the highway – spread just by embers! Has happened twice in the past year. In 2026: 3473 wildfires in Ca, 41 structures destroyed, no fatalities – Average year. h. One deployment from WFPD as a fire medic to the western fires.

5. 100% Firewise - 7 volunteers for 250 homes in Golden Oak area. Looking for a total of 10 volunteers. Starting the Firewise planning process. Still working on Natthorst and Willowbrook. Planning a Firewise meeting for leaders in the fall. Spoke with the Priory. Interested in Firewise and CERT. Working with WFPD for the schools. Lower Alpine moving along – completed risk assessment. Blue Oaks had a neighborhood meeting last week.

6. PVForum dashboard – Using PVForum conversations to understand what concerns and engages the community. All the emails personally received in the past 8 years. Hot topics, resident-driven for insurance. For Firewise: Committee leadership generating conversation.

7. Landscaping plan gap – fewer plans coming to Conservation Committees. Inappropriate vegetation getting planted and slipping through the system. No bandwidth for ordinance changes until the new year after the revenue ballot measure. Current ordinances are out of date. Redwood trees in areas not suitable are being approved.

8. Next meeting August 20, 10 am
145

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: August 26, 2026
RE: 08/04/2026 Conservation Committee Meeting Liaison Memo

BACKGROUND
Action Items

1. Councilmember Flynn to discuss with Town Manager and Mayor about decisions related to Staff, ASCC and CC working on Objective Design Requirements.

2. [email protected] – Needs to be forwarded to the Chair of CC.

Notes

1. Comments from neighbor: concerns
about severe trimming, excessive limbing up of three trees 35-40 feet, and potential damage to significant 100’ redwood trees on Hillbrook. Requests that hazardous trees be removed, if necessary. CC normally recommends limbing up about 15’, not topping. CC will plan to come out to see the trees.

2. Emergency item added to agenda via vote: Priory’s application for all-day and evening school event in October. PC meeting tomorrow. Concerns about stadium lights and generators until 9:30 pm. Town has a dark skies ordinance that bans flood lights and bans lights higher than allowable lumens. According to the staff report, the CUP says no night lighting on playing fields. Staff report recommended that the event be approved with no nighttime lighting allowed. Also, noise ordinance for generators. Judy Murphy and Marianne Plunder will write a letter recommending the PC follow the staff report, allow the event but follow the conditions banning night lights.

3. Remote participation in committee meetings now allowed. Remote address to be placed on agenda.

4. Review of Conservation Committee Subcommittee Assignments.

5. Plans for upcoming tip of the month and what’s blooming now.

6. Subcommittee looking at the municipal code: Objective design standards needed. SB 9 doesn’t allow site visits. ASCC has a high priority for the new standards. Staff needs guidance from Town Council. Judy will head up the project to have CC work on objective design standards for landscaping.

7. Redwood Tree guidelines – Subcommittee will look at mapping where Redwood trees could do well where moisture resources are available and where they will not do well.

8. Community Engagement Subcommittee – development of an online repository of past CC material. Keep the institutional memory of the committee. Referral dashboard for internal CC use only. Password protected. Includes committee’s most used documents, previous reports, reference library, new member onboarding information. 146

9. Report on new beetle threat (Chiariello) – Polyphagous shot-hole borer (PSHB) infecting plants worldwide (size of a sesame seed). Feeds on a fungus and plants the fungus inside the tree when laying eggs. Larvae tunnel through the wood and block the plumbing in the tree which kills the tree. Originally comes from Asia. Recorded in 2003 in the US in LA area. Has since spread to Santa Clara County, not yet in SMC. Hosts susceptible to the fungus (Fusarium fungus): Acer, Coast live oak, Canyon Live oak, Valley oak, Bay Laurel, and California Sycamore. Especially seen in riparian areas. Management options available on the UC website. No treatment currently available.

10. Next meeting Tuesday Sept 1, 2026.
147

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: August 26, 2026
RE: 08/05/2026 SFO Roundtable Meeting Liaison Memo

BACKGROUND
COMMUNITY INFORMATION ITEMS:

Report on Noise tracking: Portola Valley continues to report significant levels of noise. Thank you to all those who are reporting the noise.

Please continue to report aircraft noise at one of these sites:
https://stop.jetnoise.net/
https://noise.flysfo.com/
https://webtrak.emsbk.com/sfo13 (WebTrak) (Click on the relevant noisy plane and then click the tiny little bubble comment icon on the very bottom left of the popup panel to submit the noise complaint) Note the time on the dashboard. The site runs with a 3-5 minute delay.

MEETING NOTES:

Public Comments:

Ann Schneider -- less noise at night since runway 01 is under repairs.

Carmen Borg – urban planner monitoring noise at Oakland airport John Hamilton -- a resident of Bay Farm Island, Alameda.

SFO Director report
Runway 1 repairs are more than halfway complete, on track to be complete by Oct 3.

FAA eliminated side by side arrivals during daytime. Starting Mid-August FAA will implement staggered arrivals which should reduce delays of planes.

Busy Summer – 2.4 m departing passengers (on par with pre-pandemic levels). Flight operations 89% of pre-pandemic levels.

New Economic Impact Report – SFO accounted for $14.9B dollars and 42K jobs, $319m of tax revenues.

Chair Update
Nominations for FAA Aircraft Noise Advisory Committee (ANAC). SFO roundtable will 148
support two nominations – Gene Reindel (from HMMH) and Darlene Yaplee (AICA – Aviation Impacted Communities Association)
SFO Noise Office nominated for the Randy Jones Awards for excellence in noise mitigation. Requests for testimonials from cities who have benefitted from the insulation and window programs.

New Fly Quiet 2.0 Program
One of the few tools that can have a meaningful impact on noise reduction.

Evaluation Framework Principles:

Meaningful Noise Reduction (<3dB), Specific and Actionable, Pilot/Airline influence, Scoring & Recognition, Learning & Discussion, Program Decisions.

1. SCORING: new Fly Quiet Program – Pilot and Airline actions, voluntary participation

2. TRACKING: Noise Abatement Procedures (NAP) – Air Traffic Control manage NAPs, SFO Rules & Regulations, Required compliance

3. EXPLORE: Potential Work Plan Items – Opportunities for future evaluation and Development Fly Quiet Program - 7 areas where the program can have an impact on noise levels at SFO:

1. Shoreline TRUKN – Departures – Encourages aircraft to turn right as soon as possible after departure.

2. Gap SNTNA Day - departures – Encourages aircraft to remain on SNTNA departure procedure until over the Ocean and stay over the ocean until north end of GG Bridge

3. Gap Oceanic – Departure – Encourages pilots to climb as fast as possible to 3000 ft then reduce power.

4. Ground Engine Run-ups – Ground based Noise (GBN) – encourage Airlines to follow SFO Rules and Regulations

5. Fleet Noise Certification – Departures FLEET – report the relative and absolute noise-certification quality of each airline’s fleet operating at SFO (recognize airlines with newer and quieter aircraft.

6. Arrivals Procedure Noise and Fleet – Arrival FLEET – Encourage quieter ops practices and fleet using actual noise measurements, using representative peninsula Noise monitors, including coverage of the EPA/MP area. NOTE: This one could help Portola Valley by detailing best practices for arrivals over our area and sharing them with other airlines and pilots.

7. Airline Engagement – Recognize airlines that actively support the program with pilot training, collaborative discussions.

Scoring and Reporting

1. Score each element independently.

Community Comments
Ann Schneider – low frequency noise – need to be looking at engines.

Remi Tan (Pacifica) – concerns about 28 runway departures over Pacifica.

Member comments
Speier – Nighttime HUSH – Midnight – 5 am.- Issue with increase in nighttime arrivals and departures – possibly due to freight flights.

Krolik – Impressed with the work – Tracking – algorithms – may be able to use AI.

Flynn -- question about #6. Noise best in class operating practices – turning and braking – 149
engaging thrusters and height. – PV has one of the most substantial reporting of noise. Altitude and speed. Airlines control the instructions – how the airlines code the flaps differently which can cause increased noise – FQP (Fly Quiet Program) will track and compare different airlines and different aircraft and provide data to Airlines for them to make changes if they choose – PV is too far outside the noise contours for FAA for a permanent monitor. However permanent portable is provided once a quarter. Note: a permanent noise monitor could be installed for ~$1500 if PV desired one and found the funding.
150

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: August 26, 2026
RE: 08/06/2026 Emergency Preparedness Committee Liaison Memo

BACKGROUND
Action Items

1. CERT(Community Emergency Response Team)Training starting Wed evenings Sept 30-Nov 11 plus one Saturday Nov 7. https://wpv-ready.org/cert/

2. WFPD newsletter out now. Info about Safe@Home program for grades 4-6 on August 15, Back to school evacuation safety, Registration for the Blue Oaks/Los Trancos/VV evacuation exercise on 9/11, and links to new home hardening
video. https://www.woodsidefire.org/home/showpublisheddocument/1879

3. Sign up for SMC alerts and download Watch duty app (paid version provides more information). https://www.smcgov.org/dem/smc-alert
Notes

1. WPV-CERT / WPV – READY / WFPD Report (Fire, Public Education Officer/ Emergency Preparedness – Selena Brown)
a. WFPD has a number of staff fighting fires in California and Oregon b. CERT training in October – every Wednesday evening.
c. WPV-Ready
i. July 12 Wyndham drive had an emergency preparedness Day to organize their neighbors.
ii. PV Ranch had 7 steps to Earthquake Preparedness Day. iii. Lynn continues to do the 24 weeks challenge. Plan to standardize the messaging for other WPV-Ready groups.
iv. Two new videos on WPV-Ready YT for home hardening.
v. Awareness session at the Sequoias – assessing and calling 911. vi. Planned Backup battery session
vii. El Nino concerns - potentially severe weather expected – standardize messaging and suggestions for TC to prepare. Storage locations for sand bags (Skywood and Horse Park)
viii. WFPD newsletter – Going to school section – important that parents know what the school’s preparation are for evacuation and disasters.
ix. Amateur radio club
x. SMC alert short code – huge banner to sign up.

2. Committee approved the new Remote meeting policy.

3. Safety Element Comments – EPC approved the comments of the SE subcommittee on their review of the draft safety element. Update from Councilmember Flynn that the PV Safety Tracker is in progress and will soon be provided to safety committees for feedback. 151

4. Monthly Community Event Series – Discussion and plans for Town Picnic September 19.

5. Subcommittee Reports
a. EOP/EOC – [2026 Priority #1] (Cashin: Eisberg, Pfau) b. Communications – [2026 Priority #2] Report in Packet, WFPD 9-11 Exercise and Zotts to Tots Messages for AM1680 (Rothrock: Heberer, Pfau, Shefren) c. Evacuation – [2026 Priority #3] (Pfau: True) Seeking information from PVSD on shelter in place plans.
d. Neighborhood and Resident Outreach (Schachter: Eisberg, Myers) – weekly preparedness challenge on the PVForum. Personal comments received. PV Hardware has the materials available for sale.
e. Ad Hoc Safety Element - [2026 Priority #4] (Pfau: Cashin, Heberer, Plunder) – See Item 8 above
f. Power and Resilience – (Myers, Heberer, Pfau, Rothrock) – Energy and Power situation. Team figured out the Town Center as-built solar and electrical situation and generator. Got quote for inspecting the generator. Asked Town to fund the inspection. (Note from RF: Town already inspects and maintains the generator annually and auto-test weekly)

6. Next regular meeting falls on September 3, 2026
152

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Vice Mayor Mary Hufty
DATE: August 26, 2026
RE: 08/07/2026 Bicycle, Pedestrian, & Traffic Safety Committee Liaison Memo

BACKGROUND
OVERVIEW:

Public comment:
from Palooza (Phil Bargh) with a request for aluminum punch into the earth parking signs about 50 in number which would last for multiple uses and last for about 5 years. This item had not been agendized.

Our full capacity is about 400 cars. It was underlined that these signs and more enforcement would have been useful at last night’s concert. Cars were parked all along Alpine and in the meadow at Town Center. Palooza has secured the use of the Windy Hill Meadow north of shelled Windy Hill parking area for overflow parking for the Palooza day long event from MROSD through John Badger.

Public Works issues:

Alpine road potholes are worsening. Steel plates in the road on Alpine need warning sings placed as well as surrounding cones. Inadequate signage. Water in the road from Corta Madera sprinkler issue, a reservoir overflows. Field is over watered. Needs report to the school. Slippery for walking and biking.

Regretted that the new interim engineer was not here for introduction.

Sherriff report:
officer was not present. I called dispatch and Nick was not on duty. We were promised a call from a deputy on my phone. We reviewed Ed’s numbers of traffic and parking citations.

Wildlife Signage:

Review letter of support and recommendation to Town Council for Wildlife Safety signage at Town entrances and locations associated with wildlife activity Letter was approved as amended for presentation to the Council ii. Motion to approve and vote to send the Recommendation to Town Council. b. E bike safety. Proposal to form a subcommittee/working group. i. Review of rules
ii. Monitoring State legislation
iii. Advise Town on interim measures
c. Safe Routes to School
i. Update from SRTS Subcommittee
d. Alternative Transport Infrastructure: encourage biking and car pooling i. Update from Subcommittee.

Speed Trailer update consider using it over by Ormandale Traffic and Parking safety discussion related to the Woods Property, “The Hawthorns” Ongoing business related to MidPeninsula OpenSpace plans for public access to the property adjacent to Alpine & Los Trancos Roads.

EVENTS:

PV Palooza Saturday August 29th
Town Picnic and Zotts to Tots - September 19th
Bicycle Education Class https://bikesiliconvalley.org/learn Summer Concert September 10th
153

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Vice Mayor Mary Hufty
DATE: August 26, 2026
RE: 08/10/2026 Geologic Safety Committee Liaison Memo

BACKGROUND
Safety Element maps and labeling inconsistencies are being corrected and need review. Meetings with Manager and Town Planner have occurred and information is being shared.

Stream gage data and preparation for the anticipated El Nino event were discussed. It was suggested that we could have a measurement station at Town Center.

Suggestion that the website be updated to make sure the staff list is kept up to date and also that we expand the town newsletter to go to affiliated areas.

An excellent draft of “Thinking about El Nino” was included in the Agenda.

Preparation actions recommended include:
clear surrounding ditches, pipes and culverts
secure back yard items- balls, dog toys, and pool toys make ideal culvert plugs prepare sandbags and pumps and move vehicles to high ground.

Ordinance 18.58.030 – Special building setbacks along earthquake faults. Was reviewed and discussed.

Edited 10/27/2010. Suggested that John Wallace be asked to clarify the 5-foot setback from a legally inactive fault.

A construction site for human occupancy within 100 feet if a napped legal fault will trigger a geological investigation to demonstrate that the structure will not straddle the fault.

Committee has no authority over the Town Geological Map. The authority of the map rests with the Planning Commission in this ordinance. Last map update was in 2017. Town Council might consider a decadal review of the maps which could move ahead as the maps are digitalized. A list of updates from the Geologist has kept and has been obtained. Review of that list is of interest to this committee. 154

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: August 26, 2026
RE: 08/10/2026 ASCC Liaison Memo

BACKGROUND

1. ASCC approved plans for a new home at 1 Tynan way with the addition of a bit more screening landscaping along the downslope towards Russell.

2. ASCC votes to create a new Ad Hoc Subcommittee for Objective Design Standards to protect the ethos and long-standing design guidelines of the Town. The subcommittee will develop a research and analysis report for the Town to understand needs, gaps, and best practices for single family districts. Need also to define ASCC review for projects that don’t comply with objective design standards. Carter Warr and Danna Breen were appointed.

3. Planning and Building Department – Overview from Sarah Cawrse, Planning Director. - - Planning counter hours Tuesday and Wednesday mornings. Virtual bookings also available online 10-2pm. P&B monthly reports are being updated and will be placed on the website. a. 236 building permits issued January-June 2026 – 98 issued in June alone. b. Code compliance – email [email protected] for any issues. c. Housing Element Amendment – Submitted to HCD on July 16. They have 60 days to respond.
d. Safety Element – Public review closed in June. Currently evaluating comments. Will return to PC and TC before submittal of draft to state.
e. Open Gov implementation – formalizing processes and workflows. Anticipate launching in early fall 2026. Planning for an online submittal of projects and payments with a helpful visual dashboard of status.
f. Also update of GIS system. Planning for a GIS public viewer. Will be cross-referenced with SMC’s GIS system.

4. Topic for next meeting: rules for notification of neighbors. 155