Portola Valley City Council
September 9, 2026

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, September 9, 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.

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1 1. CALL TO ORDER

2. ANNOUNCEMENT OF REMOTE ATTENDANCE / ROLL CALL

3. REPORT OUT FROM CLOSED SESSION

4. PRESENTATIONS / PROCLAMATIONS
a. Proclamation Designating September 2026 as Suicide Prevention Month

5. TOWN MANAGER REPORT

6. ORAL COMMUNICATIONS

7. CONSENT AGENDA
a. Approve Special Meeting Minutes of August 26, 2026
b. Approve Regular Meeting Minutes of August 26, 2026
c. Approve Warrant List for September 9, 2026
d. Appoint Elizabeth Gillbrand to the Wildfire Preparedness Committee e. Adopt a Resolution Awarding a Construction Agreement and Authorizing the Town Manager to Execute a Construction Agreement with O’ GRADY PAVING, INC for the 2025/26 Street Resurfacing Project No. 2025-PW01 and Finding the Project to be Categorically Exempt from CEQA.
f. Approve and Authorize the Town Manager to Execute Amendment 2 to the Current Software Services Agreement with OpenGov, as Amended, for Additional Services

8. REGULAR AGENDA
a. Receive Information and Provide Direction on the Ford Field Restroom and Amenities Project b. Consider Appointing two Council members to Serve as the Town’s Representatives on a Joint Committee of the Town Council and the Portola Valley School District Board of Trustees to Consider the Hawthorns Area Plan Project
c. Receive Information and Discuss the 2026 Cal Cities Resolution Packet for the General Assembly on Friday, September 25, 2026

9. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES REPORTS a. 08/20/2026 Wildfire Preparedness Committee Liaison Memo b. 08/24/2026 ASCC 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 revised Att 3
c. 09/01/2026 Conservation Committee Meeting Liaison Memo

10. ADJOURNMENT
The next Regular Town Council meeting will be held on September 23, 2026 at 7:00 p.m.

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 PROCLAMATION
Designating September 2026 as Suicide Prevention
Month
WHEREAS, the Town of Portola Valley will join the country and state in honoring Suicide Prevention Month (September), National Suicide Prevention Week (September 6-12) and World Suicide Prevention Day (September 10) to spread the message that suicide can be prevented; and WHEREAS, in 2025, 65 people died by suicide in San Mateo County; 9,212 calls, 1,073 chats and 1,735 text messages were received by 988 Suicide & Crisis Lifeline (operated by Felton Institute’s Peninsula Suicide Prevention); and
WHEREAS, Portola Valley residents are urged to play a role in supporting each other and preventing suicide by knowing the signs of suicide, finding the words of support and reaching out to local resources, including 988 Suicide & Crisis Lifeline (operated by Felton Institute’s Peninsula Suicide Prevention), Alternatives to Suicide Peer Support Group (by Heart and Soul, Inc), Suicide Loss Support Group (by Mission Hospice & Homecare) and Be Sensitive Be Brave and Mental Health First Aid trainings; and
WHEREAS, the San Mateo County Public Health, Policy & Planning, Behavioral Health & Recovery Services, Suicide Prevention Committee and partners are collectively organizing activities that our community can participate throughout September Suicide Prevention Month, including free inperson and virtual events, advocacy days and communication campaign. Ongoing updates posted at SMCHealth.org/SuicidePreventionMonth; and
WHEREAS, the 2026 theme, "The Weight We Carry," recognizes that many people— particularly men and boys—carry invisible burdens such as emotional pain, stress, grief, isolation, and expectations; and, consistent with Executive Order N-31-25, which calls for action to address the disproportionately high rates of suicide among men and boys and improve mental health, and the 2024 San Mateo County Board of Supervisors Resolution declaring loneliness a public health crisis, calls on our community to reduce stigma, strengthen social connection and belonging, and ensure that no one has to carry these burdens alone; and
WHEREAS, beyond September, you can join the San Mateo County Suicide Prevention Committee which provides oversight and direction to suicide prevention efforts in the County and advances this mission by focusing on strategies and activities in the Suicide Prevention Roadmap 2021-2026. The Roadmap recommends activities that span across the continuum of care, including stable housing, education and trainings and risk-appropriate treatment.

NOW, THEREFORE, BE IT PROCLAIMED, that I, CRAIG TAYLOR, Mayor, Town of Portola Valley, hereby designate September 2026 as Suicide Prevention Month and calls upon everyone in San Mateo County community to find their role in suicide prevention.

Dated this 9
th day of September 2026.
___________________________
Craig Taylor, Mayor
4 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: September 9, 2026
RE: Approve Special Meeting Minutes of August 26, 2026

RECOMMENDATION
Staff recommends Town Council review and approve the August 26, 2026 special meeting minutes.

ATTACHMENTS

1. 08-26-2026 Council Special Meeting Minutes
5 Volume 47
August 26, 2026

PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – AUGUST 26, 2026

1. CALL TO ORDER
Mayor Taylor called the meeting to order at 5:30 p.m. Roll call was taken.

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

Absent: None
Others: Town Manager Darcy Smith, Planning and Building Director Sarah Cawrse, Special Legal Counsel Bill Seligmann, Town Clerk Veronica Dao

2. ANNOUNCEMENT OF REMOTE ATTENDANCE / ROLL CALL

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

4. REGULAR AGENDA
a. Receive Information and Provide Direction on the Potential Future Town Work Plan for the Hawthorns Area Plan
Planning & Building Director Cawrse presented the item.

Mayor Taylor invited public comment.

Public Comment
 Roberta Zarea
 Bob Bauer
 Leslie Kriese
 Lana Norris
 Linda Olson
 Lynda Brothers
 Carter Warr
 Charles Maroney
 Betsy Morgenthaler
 Nona Chiariello
 David Cardinal
 Danna Breen
 Rita Comes
6 Volume 47
August 26, 2026

Council asked questions and discussed the item.

No formal action was taken.

5. ADJOURNMENT
The Council adjourned the meeting at approximately 7:01 p.m. _________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its September 9, 2026 regular meeting. 7 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: September 9, 2026
RE: Approve Regular Meeting Minutes of August 26, 2026

RECOMMENDATION
Staff recommends Town Council review and approve the August 26, 2026 special meeting minutes.

ATTACHMENTS

1. 08-26-2026 Council Regular Meeting Minutes
8 Volume 47
August 26, 2026

PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – AUGUST 26, 2026

1. CALL TO ORDER
Mayor Taylor called the meeting to order at 7:08 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, Planning & Building Director Sarah Cawrse, Town Clerk Veronica Dao

2. ANNOUNCEMENT OF REMOTE ATTENDANCE / ROLL CALL

3. PRESENTATIONS / PROCLAMATIONS – None.

4. TOWN MANAGER REPORT
Town Manager Smith updated the Council on the following:
 PV Palooza on August 29
 Zott’s to Tots and Town Picnic on September 19
 Road safety update on Highways 35, 84, & 9
 Update on County meeting and press conference regarding VLF

5. ORAL COMMUNICATIONS
Mayor Taylor invited public comment.

Public Comment
 Rita Comes

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

Consent Agenda item 6d was pulled for separate discussion and action.

Motion and second (Wolter, Hufty) to approve Consent Agenda items 6a, 6b, 6c, and 6e.

The motion carried unanimously by voice vote.
9 Volume 47
August 26, 2026

Motion and second (Hasko, Flynn) to approve Consent Agenda item 6d. The motion carried unanimously by voice vote.
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, 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 Planning & Building Director Cawrse presented the item.

Mayor Taylor invited public comment.

Public Comment
 Lynda Brothers
 Rita Comes
Council asked questions and discussed the item.

Motion and second (Flynn, Wolter) to accept the Planning Commission bylaws as proposed with the addition of “initially” to Section 2 to read “these offices are initially filled by the most senior”. The motion failed 2-3 by voice vote, with Councilmembers Hasko, Hufty, and Taylor voting no.

Motion and second (Hasko, Taylor) to accept the Planning Commission bylaws as proposed with no changes. The motion carried unanimously by voice vote. 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
Town Clerk Dao presented the item.

Mayor Taylor invited public comment. None were received.

Council discussed the item.
10 Volume 47
August 26, 2026

Motion and second (Wolter, Flynn) to cancel the November regular meetings and schedule a special meeting on November 18, 2026. The motion carried unanimously by voice vote.
c. Amendment to Employment Agreement for Town Manager
Town Attorney Engberg presented the item.

Mayor Taylor invited public comment. None were received.

Council asked questions and discussed the item.

Motion and second (|Flynn, Hufty) to accept amendment. The motion carried unanimously by voice vote.
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
Assistant Town Manager McFarlane presented the item.

Gabby Nelson of Eaton & Associates gave a presentation.

Mayor Taylor invited public comment.

Public Comment
 Aaron Ebert
 David Cardinal
 Kristi C.

Motion and second (Hasko, Wolter) to adopt the resolution with the following changes to the agreement:
 start date of September 1, 2026
 90 days notice of termination
The motion carried unanimously by voice vote.

8. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES

REPORTS
Councilmembers reported on several local and regional meetings they attended recently.

Mayor Taylor invited public comment.
11 Volume 47
August 26, 2026

Public Comment
 Unidentified speaker

9. ADJOURNMENT
The meeting adjourned at 9:17 p.m.
_________________________ _________________________
Craig Taylor, Mayor Veronica Dao, Town Clerk
Submitted for approval to the Town Council at its September 9, 2026 regular meeting. 12 ______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Anthony McFarlane, Assistant Town Manager
DATE: September 9, 2026
RE: Warrant List for September 9, 2026.

RECOMMENDATION:

Review and accept the Warrant List for September 9, 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.

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.

Date
Ending
Warrant #
Warrant 9/2/2026 6301 6303 3 10,097.50 9/2/2029 8/26/2026 6300 Warrant 9/9/2026 6304 6328 25 222,860.99 9/10/2026 9/2/2026 6303 Attached are Warrant Lists for:

Prior Warrant List
Type of Warrant Date
Starting
Warrant #
Ending
Warrant #
Total
Warrants Amount
Warrants
Released
Date Fund Amount
9/2/2026 101-General Fund 10,097.50
9/9/2026 101-General Fund 165,845.18
9/9/2026 205-Library Fund 1,516.74
9/9/2026 222-Inclusion In-lieu 880.10
9/9/2026 401-Capital Projects 3,619.99
9/9/2026 701-Customer Deposits 50,998.98
Total $ 232,958.49
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
13

Warrant List September 9, 2026
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
Three warrants were issued outside of the normal warrant list cycle. Two were related to a void from the August 26 warrant list and the third was due to an employee separation. Warrant No. 6245 was voided due to a payment processing error. Warrants No. 6301 was issued to reflect payment through EFT and Warrant No. 6302 was issued to reflect the monthly service charge.

Warrant No. 6303 was issued as final payment to an employee who resigned her position effective September 2, 2026.

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 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 $232,958.49.

Date Warrant # Issued to Fund Dept Purpose Amount
9/2/2026 6301 Navia Benefit Solutions 101 120-510 Jun FSA Contributions $ 2,964.00 9/9/2026 6307 CSG Consultants 101/710 310-340 July Services 79,997.53 9/9/2026 6309 Missionsquare Retirement 101 120-510 Aug 31 - Deferred Comp 2,471.47 9/9/2026 6312 Navia Benefit Solutions 101 120-510 Aug 31 - FSA Contributions 862.50 9/9/2026 6315 CalPERS 101 120-610 Sep Medical Premium 20,413.33 9/9/2026 6316 PG&E 101/205 510-610 Aug Utility Charges 1,028.00 9/9/2026 6317 Platinum Facility Services 101/205 510-610 Aug Custodial Services 4,936.68 9/9/2026 6318 Verizon Wireless 101/205 510-610 Aug Cellular Services 870.67 9/9/2026 6321 Stepford 101 610 Aug IT Services 809.95
9/9/2026 6322 Shute Mihaly & Weinberger Various 125 July Legal Services 40,865.22 9/9/2026 6323 Amazon Capital Services 101 610 Aug Office Supplies 75.03 9/9/2026 6326 Leaf Capital Funding 101 610 Aug Copier Lease 426.02 $ 155,720.40
Warrants issued as ACH/EFT
Total
Date Warrant # Issued to Fund Dept Reason Amount
8/26/2026 6245 Navia Benefit Solution 101 Various Contributions/Fee $ (3,164.00) 9/2/2026 6301 Navia Benefit Solution 101 Various FSA Contributions $ 2,964.00 9/2/2026 6302 Navia Benefit Solution 101 610 Monthly Fee $ 200.00 Warrants Voided and Reissued
Date Warrant # Issued to Fund Dept Purpose Amount
9/2/2026 6303 Carol Kim 101 140 Employee Separation $ 6,933.50 Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
9/2/2026 6301 Navia Benefit Solution 101 120-510 Jun FSA Contributions $ 2,964.00 9/2/2026 6302 Navia Benefit Solution 101 610 July Service Charge $ 200.00 9/2/2026 6303 Carol Kim 101 140 Employee Separation $ 6,933.50 Disclosure
14

Warrant List September 9, 2026
For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].

ATTACHMENTS

1. 09/09/2026 Warrant List Certification
15 TOWN OF PORTOLA VALLEY Warrant Disbursement Journal September 09, 2026 Claims totaling $232,958.49 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 16 17
18 19
20 21
22 23
24 25
26 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Veronica Dao, Town Clerk
DATE: September 9, 2026
RE: Appoint Elizabeth Gillbrand to the Wildfire Preparedness Committee

RECOMMENDATION
Staff recommends that the Town Council consider and appoint Elizabeth Gillbrand to the Wildfire Preparedness Committee.

DISCUSSION
The Wildfire Preparedness Committee currently has one vacancy. The committee received one application which was shared with the Chair and Mayor.

After discussion with the Mayor, the Chair recommends appointing Elizabeth Gillbrand.

FISCAL IMPACT
There is no fiscal impact associated.

ATTACHMENTS

1. Committee Application
27 28
+
______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Anthony McFarlane, Assistant Town Manager
Armando Lee, Interim Town Engineer
DATE: September 9, 2026
RE: Adopt a Resolution Awarding a Construction Agreement and Authorizing the Town Manager to Execute a Construction Agreement with O’ GRADY PAVING, INC for the 2025/26 Street Resurfacing Project No. 2025-PW01 and Finding the Project to be Categorically Exempt from CEQA.

RECOMMENDATION
Staff recommends that the Town Council adopt a resolution authorizing the following:

1. Finding and determining that the Project is a categorically exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines §15301 Class 1 (“Existing Facilities”); and

2. Awarding the 2025/26 Street Resurfacing Project, Project No, 2025-PW01, to O’ GRADY PAVING, INC., as the lowest and responsible bidder, in the amount of $616,324.50; and

3. Authorizing a 10% construction contingency in the amount of $61,632.45, resulting in a total authorized construction amount not to exceed $677,956.95: and.

4. Authorizing the Town Manager to execute the attached Construction Agreement and related contract documents in substantially the form presented with O’ GRADY PAVING, INC., in an amount not to exceed $677,957, subject to receipt of all required bonds, insurance, and other contract submittals, and to approve contract change orders as allowed by the contract documents within the authorized construction amount.

BACKGROUND
The Town of Portola Valley conducts periodic roadway maintenance and resurfacing to

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY
29 Street Resurfacing 09/09/2026

preserve pavement conditions, improve roadway safety and serviceability, and extend the useful life of the Town's street system. The 2025/26 Street Resurfacing Project was developed to address roadway sections identified for pavement rehabilitation based on pavement condition, field review, and available project funding.

The project scope generally consists of roadway pavement rehabilitation at the locations identified in the project plans and specifications, including preparation of existing pavement surfaces; full depth dig-outs and base repairs; cold planing and placement of hot mix asphalt, reconstruction and fog sealing of HMA dikes, adjustment of utility covers, removal of and replacement of traffic striping, pavement markings, and raised pavement markers, traffic control, and other associated work necessary to complete the project.

The following list of selected roadway segments for this project were based on the Town’s Pavement Management system and field observations.
• Campo Road – from Corte Madera to the south end.
• Corte Madera Lane – from Alpine Road to 170 Corte Madera Rd • Deer Meadow Lane – from Golden Hills Drive to the end of the cul-de-sac • Peak Lane – from Cervantes Road to Golden Oak Drive
• Pomponio Road – from Horseshoe Bend to the end of the cul-de-sac • Westridge Drive – from Degas Road to 909 Westridge Drive • Dig-out Repair Area – approximately 8 feet by 60 feet at 190 Escobar Road On June 11, 2025, the Town Council adopted Resolution No. 2968-2025, approving the plans and specifications, and calling for bids for the 2025/2026 Street Resurfacing Project No. 2025-PW01. The resolution directed that the project be advertised for sealed bids and established the applicable bidding, prevailing wage, and bid security requirements.

Following approval of the plans and specifications, the Town advertised the project for public bids on July 31, 2026. The Engineer’s estimate for this project was $854,963.11.

Seven (7) sealed bids were received and publicly opened on August 18, 2026.

The bid results in ascending order, including a variance from the Engineer’s estimate, are summarized below,

DISCUSSION
Staff reviewed the apparent low bid for responsiveness and responsibility, including the required bid forms, bid security, licensing, experience, and other required submittals.

Bidder Bid Amount Variance from Estimate Rank
O’ Grady Paving, Inc. $616,324.50 -28% 1
Interstate Grading & Paving, Inc. $666,843.96 -22% 2
G. Bortolotto & Co, Inc. $710,733.20 -19% 3
Radius Earthwork, Inc. $723,994.55 -17% 4
Ghilotti Bros, Inc. $838,543.80 -15% 5
Apena Engineering, Inc. $908,268.50 -2% 6
A&A Paving, Inc $908,268.50 +6% 7
30 Street Resurfacing 09/09/2026

Based on this review, O’ GRADY PAVING, INC. is determined to be the lowest responsible and responsive bidder.

The apparent low bid of $616,324.50 is 28% below the engineer’s estimate of $854,963.11. The Engineer’s estimate was based on anticipated market unit prices, which can vary based on contractor-specific conditions. The low bidder’s mobilization cost was significantly lower than other bids, likely due to its proximity to its operations center. Review of the bid did not identify any irregularities or omissions.

Staff recommends authorizing the construction agreement in the amount of $616,324.50 together with a 10% contingency of $61,632.45. The contingency is intended to address unforeseen field conditions, quantity adjustments, and other minor changes that may be required to complete the project within the approved scope and budget.

If the Council adopts the Resolution, construction work is anticipated to commence in mid-September and completed by mid-October.

ENVIRONMENTAL REVIEW
Staff recommends that the Town Council determines that the 2025/2026 Street Resurfacing Project, Project No. 2025-PW01 is categorically exempt from the California Environmental Quality Act pursuant to CEQA Guidelines §15301 Class 1 (“Existing Facilities”), as the Project consists of repair, rehabilitation, maintenance, replacement, and reconstruction of existing roadway facilities within the existing roadway prism, with no expansion of the existing roadway use, footprint, or capacity.

FISCAL IMPACT
The approved budget for this project is $965,559. The recommended construction contract is $616,324.50, plus a 10% contingency of $61,632.45, for a total construction authorization of $677,956.95. Construction management, inspection, testing, and related services are also included in the project budget. Funding for this project comes from the General Fund Capital Project, Gas Tax, Measure A, Measure M, and Measure W funds.

There is no impact to the General Fund.

PROJECT NAME BUDGET 401 206 211 212 213
2025-001
STREET

RESURFACING
$965,559 $156,903 $132,526 $457,130 $57,000 $162,000

ATTACHMENT
A. Resolution
B. Notice Inviting Bids
C. Contract
D. Bid Summary
E. Project Map
31 RESOLUTION NO. XXXX-2026

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN

OF PORTOLA VALLEY DETERMINING A CATEGORICAL EXEMPTION PURSUANT TO CEQA GUIDELINES §15301 CLASS 1 (“EXISTING FACILITIES”) AND

AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONSTRUCTION
AGREEMENT WITH O’GRADY PAVING, INC
WHEREAS, the Town Council approved, and adopted plans and specifications for the work in the Town of Portola Valley for the 2025/26 Street Resurfacing Project No. 2025-PW01 (Project), and;
WHEREAS, a request for proposals was published on the Town’s website and a Notice Inviting Bids for the construction of the work and improvements and referring to the plans and specifications on file with the Town Clerk was published in a local newspaper, and;
WHEREAS, seven (7) sealed bids were delivered as stated on the Notice Inviting Bids with O’GRADY PAVING, INC. being the lowest responsible bid, and; WHEREAS, the Project is categorically exempt from California Environmental Quality Act (CEQA) as the Project consists of repair, rehabilitation, maintenance, replacement, and reconstruction of existing roadway facilities within the existing roadway prism with no expansion of the existing roadway use, footprint, or capacity, and;
WHEREAS, the Town Council adopted the Fiscal Year 2026-27 Operating and Capital Budget on June 24, 2026, with budget appropriation of $965,559 for the Project, and,
NOW, THEREFORE, the Town Council of the Town of Portola Valley does RESOLVE the following:

1. The Project is determined to be categorically exempt from California Environmental Act pursuant to CEQA Guidelines §15301 Class 1 (“Existing Facilities”) as the Project consists of repair, rehabilitation, maintenance, replacement, and reconstruction of existing roadway facilities within the existing roadway prism with no expansion of the existing roadway use, footprint, or capacity.

2. Award the 2025/26 Street Resurfacing Project, Project No. 2025-PW01 to O’GRADY PAVING, INC. as the lowest and responsible bidder, in the amount of $616,324.50.

3. Authorize a 10% construction contingency in the amount of $61,632.45 resulting in a total authorized construction amount of $677,956.95.

4. Authorize the Town Manager to execute the attached Construction Agreement and related contract documents in substantially the form presented with O’GRADY PAVING, INC., in an amount not to exceed $677,957 subject to receipt of all required bonds, insurance, and other contract submittals, and to 32 approve contract change orders as allowed by the contract documents and within the authorized construction amount.

PASSED AND ADOPTED this 9th day of September 2026.

AYES:

NOES:

ABSENT:

ABSTAIN:

By: __________________________
Craig Taylor, Mayor
ATTEST:
_________________________
Veronica Dao, Town Clerk
33 1

TOWN OF PORTOLA VALLEY
765 Portola Road
Portola Valley, California 94028

NOTICE INVITING BIDS
2025/2026 STREET RESURFACING PROJECT
PROJECT #2025-PW01
N-1 NOTICE IS HEREBY GIVEN that sealed bids will be received at the office of the Town Clerk of the Town of Portola Valley at 765 Portola Road in the Town of Portola Valley for the street resurfacing and all appurtenant work, in strict accordance with the Contract Documents on file at the office of the Town Clerk of the Town of Portola Valley, California. Telephones will NOT be available to bidders. FAX bids or bids received after the designated time will not be accepted.

N-2 DATE OF OPENING BIDS: Bids will be received at the office of the Town Clerk of the Town of Portola Valley, California, until 11:00 a.m. Tuesday, August 18, 2026, at which time they will be opened and read aloud.

N-3 LOCATION OF THE WORK: The work to be constructed hereunder is located in the Town of Portola Valley, CA.

N-4 DESCRIPTION OF THE WORK: The work to be done on this project consists, in general, of hot mix asphalt resurfacing and base repairs. The work includes preparing pavement surfaces prior to hot mix asphalt placement; removing existing traffic striping, pavement markings, and raised pavement markers; performing full-depth base repairs; cold planing; placement of hot mix asphalt materials; lowering and adjustment of utility covers; reconstruction and fog sealing HMA dikes; street sweeping; installing new traffic striping, pavement markings, and raised pavement markers; perpetuating survey monumentation; implementing a water pollution control plan; maintaining traffic and furnishing traffic control throughout construction; and all appurtenant work thereto required by the Plans, the Standard Specifications, and these Special Provisions and as directed by the Public Works Director.

Staging area: The Town’s facility area at Town Center at 756 Portola Road, and/or the Town’s parking lot at Ford Field at 3399 Alpine Road can be used as a staging area with advanced coordination with the Town.

N-5 COMPLETION OF WORK: Time is of the essence. The Work must be completed within thirty (30) working days after the commencement date stated in the Notice to Proceed. The Town intends to issue the intent to award / low bidder notification by September 2, 2026. All work must be completed by October 30, 2026.

N-6 AWARD OF CONTRACT:
(a) The Town reserves the right after opening bids to reject any or all bids, to waive any informality (non-responsiveness) in a bid, or to make award to the lowest responsive, 34 2
responsible bidder and reject all other bids, as it may best serve the interest of the Town.

If the Town elects to award a contract for performance of the project, the contract will be awarded in accordance with California Public Contract Code Section 20103.8 (a) to the responsible bidder submitting a responsive bid with the lowest base bid, regardless of add alternate bids.
(b) As a condition of award, the successful bidder will be required to submit bonds, and insurance prior to execution of the Agreement by the Town. Insurance and bonds shall be submitted to Town within ten (10) calendar days of Town issuing notification to lowest bidder. Failure to meet this requirement shall constitute abandonment of the Bid by the Bidder and forfeiture of the Bid Bond. Award will then be made to the next lowest bidder.

N-7 BID SECURITY: Each bid shall be accompanied by a certified or cashier's check or Bid Bond in the amount of at least 10 percent of the total bid price, payable to the Town of Portola Valley, as a guarantee that the Bidder, if its Bid is accepted, will promptly obtain the required Bonds and Insurance, and will prepare the required submittal documents and execute the Agreement.

N-8 BIDS TO REMAIN OPEN: The Bidder shall guarantee the Total Bid Price for a period of 90 calendar days from the date of Bid Opening.

N-9 CONTRACTOR'S LICENSE CLASSIFICATION AND MINIMUM
QUALIFICATIONS: In accordance with the provisions of California Public Contract Code Section 3300, the Town has determined that the Contractor shall possess a valid Class A or C-12 with classifications as needed Contractor license. The Bidder shall possess a valid license in the specified classification at the time that the bid is submitted as required under California Business and Professions Code Section 7028.15, unless exempt thereunder. Failure to possess the specified license at the time of submitting a bid shall render the bid as non-responsive and must be rejected.

The general contractor in combination with its subcontractors must have a minimum combination of:

Three (3) years of experience in resurfacing public streets with hot mix asphalt and three (3) years of experience in performing base repairs on public streets.

And:

Over the past three (3) years successfully completed three (3) projects involving the placement of at least 1,500 tons of hot mix asphalt on public streets in each project. Total of each project amount must have been more than $500,000.

N-10 CALIFORNIA WAGE RATE REQUIREMENTS: In accordance with California Labor Code Sections 1770, 1773, 1773.1, 1773.6 and 1773.7 as amended, the Director of the Department of Industrial Relations has determined the general prevailing rate of per diem wages in accordance with the standards set forth in Section 1773 for the locality 35 3
in which the work is to be performed. A copy of said wage rates is on file at the office of the Town. The Contractor and any of its subcontractors shall pay not less than said specified rates to all workers employed by them in the execution of the work and shall post a copy of said wage rates at the project site.

N-11 RETAINAGE FROM PAYMENTS: The Contractor may elect to receive 100 percent of payments due under the Contract from time to time, without retention of any portion of the payment by the Town, by depositing securities of equivalent value with the Town in accordance with the provisions of Section 22300 of the Public Contract Code. The value of such securities, if deposited by the Contractor, shall be as determined by the Town, whose decision on valuation of the securities shall be final. Securities eligible for Investment hereunder shall be limited to those listed in Section 16430 of the Government Code, or bank or savings and loan certificates of deposit.

N-12 OBTAINING OR INSPECTING CONTRACT DOCUMENTS:
(a) A full electronic set of Contract Documents is available free of charge by requesting them from Armando Lee, Project Manager, [email protected]. Contractors requesting documents and intending to bid shall provide the project title and complete contact information to be on placed on the official bidders list.

N-13 FORM, ADDRESS AND MARKING OF BIDS: Bids shall be made on the Town forms for the Project. The envelope enclosing the Bid shall be sealed and addressed to the Town of Portola Valley, and shall be delivered or mailed to the Town Clerk, Town of Portola Valley, 765 Portola Road, Portola Valley, CA 94028. The envelope shall be plainly marked in the upper left hand corner with the name and address of the Bidder and shall bear the words "Bid for Town Project No. 2025-PW01" followed by the title of this Project and the date and hour of opening Bids. The certified or cashier's check or Bid Bond shall be enclosed in the same envelope with the Bid.

N-14 PROJECT ADMINISTRATION: All communications, requests for information (RFIs), and bidder inquiries shall be directed to Armando Lee, Project Manager.

Responses requiring clarification of the Contract Documents shall be issued by formal addendum. Written questions shall be submitted to Armando Lee no later than five (5) business days prior to bid opening. Responses shall be issued through addendum to all plan holders.

N-15 REGISTRATIONS WITH THE DEPARTMENT OF INDUSTRIAL RELATIONS: No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

BY ORDER OF THE TOWN COUNCIL, TOWN OF PORTOLA VALLEY
Date: July 24, 2026
By: Armando Lee, Project Manager --- Email: [email protected] 36 1

AGREEMENT
THIS AGREEMENT made this ___ ______day of _______________ __________ in the year 2026, by and between the Town of Portola Valley, a general law city, organized and existing in the County of San Mateo, under and by virtue of the laws of the State of California, hereinafter designated as the Town, and

hereinafter designated as the CONTRACTOR.

The Town and the Contractor, in consideration of the mutual covenants hereinafter set forth, agree as follows:

ARTICLE 1 - THE WORK
The Contractor shall complete the Work as specified or indicated under the Bid Schedule(s) of the Town's Contract Documents entitled:
2025/2026 STREET RESURFACING PROJECT
PROJECT #2025-PW01

IN THE TOWN OF PORTOLA VALLEY, CALIFORNIA
The work is generally described as follows:

The work to be done on this project consists, in general, of hot mix asphalt resurfacing and base repairs. The work includes preparing pavement surfaces prior to hot mix asphalt placement; removing existing traffic striping, pavement markings, and raised pavement markers; performing full-depth base repairs; cold planing; placement of hot mix asphalt materials; lowering and adjustment of utility covers; reconstruction and fog sealing HMA dikes; street sweeping; installing new traffic striping, pavement markings, and raised pavement markers; perpetuating survey monumentation; implementing a water pollution control plan; maintaining traffic and furnishing traffic control throughout construction; and all appurtenant work thereto required by the Plans, the Standard Specifications, and these Special Provisions and as directed by the Public Works Director.

ARTICLE 2 - COMMENCEMENT AND COMPLETION
The Work to be performed under this Contract shall commence on the date specified in the Notice to Proceed by the TOWN and the Work shall be fully completed within the time specified in the Notice to Proceed.

The TOWN and the CONTRACTOR recognize that time is of the essence of this Agreement and that the TOWN will suffer financial loss if the Work is not completed within the time specified in Article 2, herein, plus any extensions thereof allowed in accordance with Article 8-1.07 of the Standard Specifications. They also recognize the delays, expense, and difficulties involved in proving in a legal proceeding the actual loss suffered by the TOWN if the Work is not completed on time.

Accordingly, instead of requiring any such proof, the TOWN and the CONTRACTOR agree that as liquidated damages or delay (but not as a penalty) the CONTRACTOR shall pay the TOWN the sum of $2,500 for each calendar day that expires after the time specified in Article 2, herein.

ARTICLE 3 - CONTRACT PRICE
The TOWN shall pay the CONTRACTOR for the completion of the Work in accordance with the Contract Documents in current funds the Contract Price(s) named in the CONTRACTOR's accepted Bid and Bid Schedule(s).

ARTICLE 4 - THE CONTRACT DOCUMENTS
The Contract Documents consist of: Notice Inviting Bids, the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations, the accepted Bid and Bid Schedule, List of Subcontractors, Non-Collusion Affidavit, Bidder's General Information, Bid Security or Bid Bond, this Agreement, Worker's Compensation Certificate, Performance Bond, Payment Bond, Standard Specifications, Special Provisions, the Plans, and all Change 37 2
Orders, and Work Change Directives which may be delivered or issued after the Effective Date of the Agreement and are not attached hereto.

ARTICLE 5 - PAYMENT PROCEDURES
The CONTRACTOR shall submit Applications for Payment in accordance with Section 9 of the Standard Specifications as amended by the Special Provisions. Applications for Payment will be processed by the Engineer or the TOWN as provided in the Contract Documents.

ARTICLE 6 - NOTICES
Whenever any provision of the Contract Documents requires the giving of written notice, it shall be deemed to have been validly given if delivered in person to the individual or to a member of the firm or to an officer of the corporation for whom it is intended, or if delivered at or sent by registered or certified mail, postage prepaid, to the last business address known to the giver of the Notice.

ARTICLE 7 – INDEMNITY
To the maximum extent permitted by law, the CONTRACTOR shall indemnify and save harmless the Town, and its elective or appointive boards, officers, employees agents and volunteers, from all claims, suits or actions of every name, kind and description, brought for, or on account of, injuries to or death of any person (including but not limited to employees of CONTRACTOR, of subcontractors, or of any other person, firm or entity and the public) or damage to property arising from any cause whatsoever during the progress of the work or at any time before its final completion and acceptance; or economic harm arising from any cause whatsoever during the progress of the work or at any time before its final completion and acceptance, excluding such injuries etc. caused by the sole negligence, willful misconduct, or active negligence of the Town or its representatives. The duty of the CONTRACTOR to indemnify and save harmless includes the duties to defend (by legal counsel satisfactory to the indemnitees) as set forth in Section 2778 of the Civil Code and to pay attorney’s fees and litigation costs required by such defense.

With respect to third party claims against CONTRACTOR, the CONTRACTOR waives any and all rights to any type of express or implied indemnity against the Town, and its elective or appointive boards, officers, employees, agents, and volunteers. It is the intent of the parties that the CONTRACTOR shall indemnify and hold harmless Town, and its elective or appointive boards, officers, employees agents and volunteers, from any and all claims, suits, or actions arising from any cause whatsoever as set forth above regardless of the existence or degree of fault or negligence on the part of the Town, the CONTRACTOR, a subcontractor or employee of any of these, except that in no event shall CONBTRACTOR be required to indemnify for the sole negligence, willful misconduct, or active negligence of the Town, and its elective or appointive boards, officers, employees agents and volunteers.

ARTICLE 8 - MISCELLANEOUS
Terms used in this Agreement which are defined in Section 1 of the Standard Specifications and the Special Provisions will have the meanings indicated in said Standard Specifications and Special Provisions. No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically but without limitation monies that may become due and monies that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. (Continued on next page)
38 3
The TOWN and the CONTRACTOR each binds itself, its partners, successors, assigns, and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect of all covenants, agreements, and obligations contained in the Contract Documents.

IN WITNESS WHEREOF, the Town and the Contractor have caused this Agreement to be executed the day and year first above written.

TOWN OF PORTOLA VALLEY, CALIFORNIA
By Contractor:

Town Manager
By
Attest Title
Town Clerk (Seal) Attest
Address for giving Notice: Address for Giving Notice:

License No.

Approved as to Form: Agent for service of process:

Signature

39 4
PERFORMANCE BOND (Sample)

KNOW ALL MEN BY THESE PRESENTS,
That as Contractor,
And as Surety,
are held firmly bound unto the Town of Portola Valley, a general law City, organized and existing in the County of San Mateo, California, hereinafter called the "Town," in the sum of:
dollars,
lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents.

WHEREAS said Contractor has been awarded and is about to enter into the attached Agreement with said Town to perform the Work as specified or indicated in the Contract Documents entitled:
2025/2026 STREET RESURFACING PROJECT
PROJECT #2025-PW01

IN THE TOWN OF PORTOLA VALLEY, CALIFORNIA
NOW THEREFORE, if said Contractor shall perform all the requirements of said Contract Documents required to be performed on its part, at the times and in the manner specified herein, then this obligation shall be null and void. Otherwise it shall remain in full force and effect.

PROVIDED, that any alterations in the Work to be done or the materials to be furnished, or changes in the time of completion, which may be made pursuant to the terms of said Contract Documents, shall not in any way release said Contractor or said Surety thereunder, nor shall any extensions of time granted under the provisions of said Contract Documents, release either said Contractor or said Surety, and notice of such alterations or extensions of the Agreement is hereby waived by said Surety. Said surety hereby waives the provisions of Sections 2819 and 2845 of the California Civil Code.

SIGNED AND SEALED, this ______ day of _____________________, 20 __.

Contractor Surety
By By
Title Title
(SEAL AND NOTARIAL ACKNOWLEDGMENT OF SURETY)
40 5
See Special Provisions Section 7-2 for Insurance Requirements.

CERTIFICATE OF INSURANCE ISSUE DATE (MM/DD/YY)

PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.

COMPANIES AFFORDING COVERAGE
CO. LTR. A
INSURED CO. LTR. B
CO. LTR. C
CO. LTR. D
CO. LTR. E

COVERAGES

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD

INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMIT SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

CO..

LTR.

TYPE OF INSURANCE POLICY NUMBER
POLICY

EFFECTIVE
DATE
(MM/DD/YY)
POLICY
EXPIR.

DATE
(MM/DD/YY)
LIMITS
GENERAL LIABILITY GENERAL AGGREGATE $2,000,000
COMMERCIAL GENERAL LIABILITY PRODUCTS-COMP/OP AGG. $2,000,000  CLAIMS MADE  OCCUR. PERSONAL & ADV. INJURY $2,000,000 OWNER’S & CONTRACTORS PRO EACH OCCURRENCE $2,000,000
_______________
FIRE DAMAGE (Any one fire) $300,000
MED. EXPENSE (Any one person) $10,000
AUTOMOBILE LIABILITY COMBINED SINGLE $2,000,000
ANY AUTO LIMIT $
ALL OWNED AUTOS BODILY INJURY
SCHEDULED AUTOS (Per person) $
HIRED AUTOS BODILY INJURY
 NON-OWNED AUTOS (Per accident) $
 GARAGE LIABILITY PROPERTY DAMAGE
 $

EXCESS LIABILITY
EACH OCCURRENCE $

AGGREGATE $
 OTHER THAN UMBRELLA FORM
WORKER’S COMPENSATION

STATUTORY LIMITS
AND
EACH ACCIDENT $1,000,000
EMPLOYER’S LIABILITY
DISEASE - POLICY LIMIT $1,000,000
DISEASE - EACH EMPLOYEE $1,000,000
 OTHER

DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS Additional insured: The Town of Portola Valley, and its employees, officers, agents, volunteers, and contractors CERTIFICATE HOLDER CANCELLATION ; Ten Day Notice for Non-Payment of Premium Town of Portola Valley SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE 765 Portola Road THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL MAIL ____ DAYS Portola Valley, CA 94028 WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.

AUTHORIZED REPRESENTATIVE
41 6

PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS,
That as Surety,
are held firmly bound unto the Town of Portola Valley, a general law city, organized and existing in the County of San Mateo, State of California, hereinafter called the "Town," in the sum of:
dollars,
lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these presents.

WHEREAS, said Contractor has been awarded and is about to enter into the attached agreement with said Town to perform the Work as specified or indicated in the Contract Documents entitled:
2025/2026 STREET RESURFACING PROJECT
PROJECT #2025-PW01

IN THE TOWN OF PORTOLA VALLEY, CALIFORNIA
NOW THEREFORE, if said Contractor, its subcontractors, its heirs, executors, administrators, successors, or assigns shall fail to pay for any materials, provisions, provender, equipment or other supplies used in, upon, for or about the performance of the Work contracted to be done, or for any work or labor thereon of any kind, or for amounts due under the Unemployment Insurance Code, or for any amounts required to be deducted, withheld, and paid over to the Employment Development Department from the wages of employees of the Contractor and its subcontractors pursuant to Section 13020 of the Unemployment Insurance Code with respect to such labor, all as required by the provisions of Title XV, Chapter 7, Sections 3247-3252, inclusive, of the Civil Code of the State of California and acts amendatory thereof, and sections of other codes of the State of California referred to therein and acts amendatory thereof, and provided that the persons, companies, or corporations so furnishing said materials, provisions, equipment or other supplies, appliances or power used in, upon, for or about performance of the work contracted to be executed or performed, or any person, company or corporation renting or hiring implements or machinery or power for or contributing to said work to be done, or any person who performs work or labor upon the same, or any person who supplies both work and materials therefor, shall have complied with the provisions of said laws, then said surety will pay the same in an amount not exceeding the sum hereinbefore set forth and also will pay, in case suit is brought upon this bond, a reasonable attorney's fee, as shall be fixed by the Court. This bond shall inure to the benefit of any and all persons named in Section 3181 of the Civil Code of the State of California so as to give a right of action to them or their assigns in any suit brought upon this bond.

PROVIDED, that any alterations in the Work to be done or the materials to be furnished, or changes in the time of completion, which may be made pursuant to the terms of said Contract Documents, shall not in any way release said Contractor or said Surety thereunder, nor shall any extensions of time granted under the provisions of said Contract Documents release either said Contractor or said surety, and notice of said alterations or extensions of the Agreement is hereby waived by said Surety. Surety hereby waives the provisions of Sections 2819 and 2845 of the California Civil Code.

SIGNED AND SEALED, this ________ day of _______________________________, 20____.

Contractor Surety
By By
Title Title
(SEAL AND NOTARIAL ACKNOWLEDGMENT OF SURETY)
42 Project Name: CIP No.: Bid Opening Date: Prepared By:
2025/2026 Street Resurfacing Project #2025-PW01 9/1/2026 Alee Item No. Bid Item Description Payment Reference Unit Quantity Engineer's Unit Price Engineer's Total Radius Earthwork Inc Unit Price Radius Earthwork Interstate Grading and Paving Inc Unit Interstate Grading and G
hi
Ghilotti Bros.,
Inc Total
O'Grady Paving, Inc Unit
Price
O'Grady Paving, Inc
Total
G. Bortolotto & Co, Inc Unit
Price
G. Bortolotto & Co, Inc
Total
Apena Engineering, Inc.

Unit Price
Apena Engineering, Inc.

Total
A&A Paving Co. Inc
Unit Price
A&A Paving Co. Inc
Total Low Bid Unit Price
1 Mobilization 10-1.02 LS 1 $70,862.98 $70,862.98 $34,247.50 $34,247.50 $30,500.00 $30,500.00 # $50,000.00 $10,000.00 $10,000.00 $35,000.00 $35,000.00 $55,000.00 $55,000.00 $45,000.00 $45,000.00 $10,000.00 2 Maintaining Traffic and Traffic Control 10-1.03 LS 1 $56,690.38 $56,690.38 $46,350.00 $46,350.00 $55,000.00 $55,000.00 # $72,000.00 $35,000.00 $35,000.00 $60,000.00 $60,000.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00 $35,000.00 3 Monument Preservation 10-1.06 EA 1 $2,000.00 $2,000.00 $5,356.00 $5,356.00 $7,850.00 $7,850.00 # $5,950.00 $15,000.00 $15,000.00 $16,200.00 $16,200.00 $3,000.00 $3,000.00 $1,000.00 $1,000.00 $1,000.00 4 Water Pollution Control Program 10-1.04 LS 1 $5,000.00 $5,000.00 $3,090.00 $3,090.00 $4,000.00 $4,000.00 # $10,000.00 $5,000.00 $5,000.00 $6,000.00 $6,000.00 $6,000.00 $6,000.00 $2,000.00 $2,000.00 $2,000.00 5 1/2" HMA (Type A) PG 64-10 10-1.09 TN 1,620 $200.00 $324,000.00 $159.78 $258,843.60 $160.00 $259,200.00 # $291,600.00 $157.00 $254,340.00 $160.00 $259,200.00 $188.50 $305,370.00 $300.00 $486,000.00 $157.00 6 Remove & Replace HMA Dike (Type A) 10-1.09 LF 120 $100.00 $12,000.00 $92.70 $11,124.00 $82.00 $9,840.00 # $21,600.00 $50.00 $6,000.00 $72.00 $8,640.00 $95.00 $11,400.00 $50.00 $6,000.00 $50.00 7 Remove & Replace HMA Dike (Type C) 10-1.09 LF 18 $75.00 $1,350.00 $206.00 $3,708.00 $120.00 $2,160.00 # $5,760.00 $100.00 $1,800.00 $72.00 $1,296.00 $100.00 $87,960.00 $83.33 $1,500.00 $72.00 8 Fog Seal HMA 10-1.17 LF 6,167 $3.50 $21,584.50 $0.72 $4,440.24 $1.60 $9,867.20 # $5,858.65 $1.00 $6,167.00 $0.75 $4,625.25 $0.50 $3,083.50 $1.00 $6,167.00 $0.50 9 Remove & Replace 4" HMA 10-1.11 SF 8,796 $8.00 $70,368.00 $9.37 $82,418.52 $8.00 $70,368.00 # $58,933.20 $7.00 $61,572.00 $8.50 $74,766.00 $10.00 $87,960.00 $9.00 $79,164.00 $6.70 10 Remove & Replace 5" HMA 10-1.11 SF 7,599 $10.00 $75,990.00 $8.26 $62,767.74 $7.00 $53,193.00 # $47,493.75 $9.00 $68,391.00 $9.00 $68,391.00 $9.00 $68,391.00 $10.00 $75,990.00 $6.25 11 Remove & Replace 6" HMA 10-1.11 SF 945 $12.00 $11,340.00 $21.64 $20,449.80 $15.00 $14,175.00 # $15,592.50 $11.00 $10,395.00 $11.50 $10,867.50 $16.00 $15,120.00 $11.00 $5,115.00 $11.00 12 Subgrade Stablization 10-1.12 SF 1,686 $24.00 $40,464.00 $7.21 $12,156.06 $5.50 $16,017.00 # $25,290.00 $5.00 $8,430.00 $11.00 $18,546.00 $5.00 $8,430.00 $4.00 $6,744.00 $4.00 13 Keycut A 10-1.10 LF 1,100 $10.00 $11,000.00 $12.36 $13,596.00 $10.00 $11,000.00 # $11,000.00 $9.00 $9,900.00 $11.00 $12,100.00 $2.00 $2,200.00 $20.00 $22,000.00 $2.00 14 Keycut B 10-1.10 LF 78 $50.00 $3,900.00 $10.30 $803.40 $35.00 $2,730.00 # $3,900.00 $10.00 $780.00 $8.00 $624.00 $25.00 $1,950.00 $51.00 $3,978.00 $8.00 15 Cold Plane 2" 10-1.10 SF 5,811 $0.75 $4,358.25 $3.06 $17,781.66 $2.00 $11,622.00 # $6,973.20 $0.75 $4,358.25 $0.72 $4,183.92 $1.10 $6,392.10 $1.50 $8,716.50 $0.72 16 Cold Plane 2.5" 10-1.10 SF 81,635 $1.00 $81,635.00 $0.55 $44,899.25 $1.00 $81,635.00 # $44,899.25 $0.95 $77,553.25 $0.92 $75,104.20 $0.72 $58,777.20 $1.00 $81,635.00 $0.55 17 Lower Manhole Cover 10-1.14 EA 2 $1,000.00 $2,000.00 $824.00 $1,648.00 $700.00 $1,400.00 # $2,500.00 $500.00 $1,000.00 $500.00 $1,000.00 $1,000.00 $2,000.00 $200.00 $400.00 $200.00 18 Lower Survey Monument Cover 10-1.14 EA 7 $750.00 $5,250.00 $515.00 $3,605.00 $700.00 $4,900.00 # $4,900.00 $300.00 $2,100.00 $300.00 $2,100.00 $1,000.00 $7,000.00 $200.00 $1,400.00 $200.00 19 Lower Water Valve Cover 10-1.14 EA 11 $750.00 $8,250.00 $515.00 $5,665.00 $700.00 $7,700.00 # $7,150.00 $300.00 $3,300.00 $300.00 $3,300.00 $800.00 $8,800.00 $200.00 $2,200.00 $200.00 20 Adjust Manhole Cover to Finish Grade 10-1.14 EA 2 $1,500.00 $3,000.00 $1,030.00 $2,060.00 $1,700.00 $3,400.00 # $2,500.00 $700.00 $1,400.00 $1,000.00 $2,000.00 $1,200.00 $2,400.00 $200.00 $400.00 $200.00 21 Adjust Survey Monument Cover to Finish Grade 10-1.14 EA 8 $1,000.00 $8,000.00 $927.00 $7,416.00 $1,700.00 $13,600.00 # $5,600.00 $500.00 $4,000.00 $800.00 $6,400.00 $1,500.00 $12,000.00 $200.00 $1,600.00 $200.00 22 Adjust Water Valve Cover to Finish Grade 10-1.14 EA 11 $1,000.00 $11,000.00 $721.00 $7,931.00 $1,700.00 $18,700.00 # $8,250.00 $500.00 $5,500.00 $800.00 $8,800.00 $1,000.00 $11,000.00 $200.00 $2,200.00 $200.00 23 Adjust Water Meter Box to Finish Grade 10-1.14 EA 1 $1,000.00 $1,000.00 $1,030.00 $1,030.00 $1,700.00 $1,700.00 # $1,250.00 $500.00 $500.00 $900.00 $900.00 $1,000.00 $1,000.00 $200.00 $200.00 $200.00 24 Install Blue RPM at Fire Hydrant 10-1.15 EA 5 $50.00 $250.00 $20.60 $103.00 $22.00 $110.00 # $100.00 $60.00 $300.00 $25.00 $125.00 $180.00 $900.00 $200.00 $1,000.00 $20.00 25 Striping Detail #22 (Thermo & Markers) 10-1.15 LF 2,674 $5.00 $13,370.00 $3.61 $9,653.14 $4.00 $10,696.00 # $9,359.00 $7.00 $18,718.00 $4.00 $10,696.00 $5.00 $13,370.00 $3.50 $9,359.00 $3.50 26 Pavement Marking "STOP" Legend (Thermo) 10-1.15 EA 1 $1,000.00 $1,000.00 $911.55 $911.55 $1,000.00 $1,000.00 # $885.00 $1,100.00 $1,100.00 $1,085.00 $1,085.00 $1,600.00 $1,600.00 $5,500.00 $5,500.00 $885.00 27 Shoulder Backing 10-1.16 LF 186 $50.00 $9,300.00 $25.75 $4,789.50 $45.00 $8,370.00 # $4,650.00 $20.00 $3,720.00 $15.00 $2,790.00 $40.00 $7,440.00 $16.30 $3,000.00 $15.00 TOTAL $854,963.11 $666,843.96 $710,733.20 $723,994.55 $616,324.50 $694,739.87 $838,543.80 $908,268.50 Blue text indicate addendum

CIP BID COMPARISON SHEET
Red text indicated an error
43 44

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Sarah Cawrse, Planning & Building Director
DATE: September 9, 2026
RE: Approve and Authorize the Town Manager to Execute Amendment 2 to the Current Software Services Agreement with OpenGov, as Amended, for Additional Services

RECOMMENDATION
Approve and authorize the Town Manager to execute Amendment 2 to the current software services agreement with OpenGov, as Amended, for Additional Services to add Data and Document Migration for a one-time cost of $19,135.

BACKGROUND
On December 11, 2024, the Town entered into a Master Services Agreement with OpenGov for the Financial Management and Procurement & Contract Management modules. On February 25, 2026, Town Council authorized the Mayor to execute Amendment No. 1 to the Agreement and Order Form, adding the Permitting & Licensing modules for $117,495.94 to transition the Planning & Building Department's permitting and licensing functions from EnerGov to OpenGov, with a subscription term running March 1, 2026 through June 30, 2027. Amendment 1 deletes the auto-renewal provision of the original 2024 Agreement. Amendment 1 also adds language to reflect OpenGov’s current privacy and data protection standards applicable to all customers and clarifies how OpenGov processes and safeguards Customer Data in compliance with applicable U.S. privacy laws. Since March 2026, staff have worked with OpenGov to configure the modules and build out the system and portal for planning, building, and code enforcement needs.

The Town has used EnerGov since 2021 to create permit records and associate documents with permits and properties and will continue to rely on it until OpenGov is fully implemented and launched. Over that time, EnerGov has accumulated a significant volume of historical and current data and documents that need to be carried forward into OpenGov to preserve continuity of the Town's permitting records.

The scope approved under Amendment No. 1 did not include data and document migration. As staff progressed through implementation and gained a fuller picture of the volume and complexity of historical records in EnerGov, it became clear that a dedicated migration effort is necessary. This migration must be completed before EnerGov is retired and the Town is fully transitioned to OpenGov, to ensure the Town's historical permit and property records remain accurate, complete, and accessible going forward.

This item would authorize the Town Manager to execute Amendment 2 to the Agreement, as amended, adding Data and Document Migration services for $19,135, covering:

Data Migration: Migration of historical permit and property records from EnerGov, including an initial data load, up to two format changes, and a final load, not to exceed 250,000 records.

Document Migration: Migration of documents attached to migrated permits or locations, not to exceed 1TB.
45 DISCUSSION
This Town Council agenda item would authorize the Town Manager to execute Amendment 2 to the current software services agreement with OpenGov, as Amended, for Additional Services that will add Data and Document Migration for a one-time cost of $19,135.

The Amendment 2 is provided in Attachment 3 and the Order Form is provided in Attachment 3 Exhibit A for Council consideration.

FISCAL IMPACT
The increased compensation for this agreement is available in the Town Fiscal Year 2026-27 Operating Budget.

ATTACHMENTS

1. Executed Agreement

2. Executed Amendment 1

3. Proposed Amendment 2
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OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
Order Form Number: Q-14639 Prepared By: Artie Hazelton
Created On: 02/18/2026 Email: [email protected]
Order Form Expiration: 02/28/2026 Contract Term: 16 Months Subscription Start Date: 03/01/2026
Subscription End Date: 06/30/2027
Customer Information:

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

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

Product Name Start Date End Date Annual Fee
Autofill Interface 03/01/2026 06/30/2026 $773.96
Bluebeam Integration 03/01/2026 06/30/2026 $773.75
Contractor License Verification 03/01/2026 06/30/2026 $613.98 Document Management Interface 03/01/2026 06/30/2026 $921.17 Permitting and Licensing - Community
Development Without Fire Bundle 03/01/2026 06/30/2026 $8,870.33 Permitting and Licensing - Public Works Permits
Additional Service Area 03/01/2026 06/30/2026 $4,344.64 Autofill Interface 07/01/2026 06/30/2027 $2,437.96
57 Bluebeam Integration 07/01/2026 06/30/2027 $2,437.32 Contractor License Verification 07/01/2026 06/30/2027 $1,934.04 Document Management Interface 07/01/2026 06/30/2027 $2,901.69 Permitting and Licensing - Community
Development Without Fire Bundle 07/01/2026 06/30/2027 $27,941.49 Permitting and Licensing - Public Works Permits
Additional Service Area 07/01/2026 06/30/2027 $13,685.61 PROFESSIONAL SERVICES:

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

Period: Total:
03/01/2026 $66,157.83
07/01/2026 $51,338.11
Order Form Legal Terms:
ees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice.

By signing this Agreement, Customer acknowledges that it has reviewed, and agrees to be legally bound by the Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the exclusion of all other terms
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Amendment 2 to the
OpenGov Master Services Agreement
with the Town of Portola Valley, CA
This Amendment 2 (“Amendment”) is effective as of the date of the last signature below and is made to amend the OpenGov Master Services Agreement by and between OpenGov, Inc. (“OpenGov”) and the Town of Portola Valley, CA (“Customer”) dated December 11, 2024, as amended by Amendment 1 dated February 26, 2026 (“Agreement”).

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

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

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

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

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

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

Portola Valley, CA OpenGov, Inc.

Signature Signature
Name Name
Title Title
Date Date
72 OpenGov Inc.
660 3rd Street, Suite 100
San Francisco, CA 94107
United States
Order Form Number: Q-19494 Prepared By: Thomas Lord
Created On: 08/05/2026 Email: [email protected]
Order Form Expiration: 10/03/2026 Contract Term: 12 Months Subscription Start Date: 10/04/2026
Subscription End Date: 10/03/2027
Customer Information:

Customer: Town of Portola Valley, CA Contact Name: Sarah Cawrse Bill To/Ship To: 765 Portola Rd. Email: [email protected] Portola Valley Town,
California
Phone: 650-851-1700 x 210
94028
United States
Order Details:

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

Product Name Start Date Description Fee
Professional Services
Deployment - Prepaid 10/04/2026 Custom Deployment from OpenGov Professional Services team. Scope-dependent. $19,135.00 Professional Services Total: $19,135.00
Customer Billing/Service Periods:

Period: Total:
10/04/2026 $19,135.00
Order Form Legal Terms:

This Order Form incorporates the OpenGov Master Services Agreement ("MSA") attached here or available at https://opengov.com/terms-of-service/master-services-agreement/. The "Agreement" between OpenGov and the entity identified above ("Customer") consists of the Order Form, MSA, and, if Professional Services are purchased, the Statement of Work. Unless otherwise specified above, fees for the Software Services and Professional Services shall be due and payable, in advance, 30 days from receipt of the invoice. By signing this Agreement, Customer acknowledges that it has been reviewed, and agrees to be legally bound by the Agreement. Each party’s acceptance of this Agreement is conditional upon the other’s acceptance of the Agreement to the exclusion of all other terms.

EXHIBIT A
73 OpenGov Project Change Order: Permitting & Licensing Date Requested: Jul 27, 2026
Customer: Town of Portola Valley, CA
Document Number: CO-1
Requested By: Sarah Cawrse, Planning & Building Director OpenGov Project Manager: Sudha Ganugapati
Reason for Change
The Town of Portola Valley, CA has requested to expand the current project scope to include Data and Document Migration. Incorporating legacy data and historical documents into OpenGov will ensure business continuity, preserve historical records for reporting and auditing purposes, and enable a seamless transition for town staff upon go-live.

Scope of Change
Data Migration
OpenGov will:
● Perform historic data migration from EnerGov using flat files provided by and mapped by the customer.
● Set up historical record types, historical data will be migrated prior to the initial data load. ● Provide a report of unmatched locations
● Provide instructions for customer validation of data migration. ● Provide up to one (1) initial load, two (2) format changes, and one (1) final load.

Customer will:
● Complete the OpenGov provided data templates within three (3) weeks of request. ● Validate data deliverables within three (3) weeks of request. ● Configure Record Types to align with the Project Plan’s Go Live and cutover to ensure the migration encompasses all records from the legacy system.
● Sign off prior to final data load. Additional format changes will result in a Change Order.

OpenGov Assumptions:
● Data Migration does not exceed 250,000 records.
● Data Migration does not include database backup files. ● Data Migration does not include cleansing of corrupt data, creation or linking of applicant accounts, integration of historical fees and payments into workflow or financial reports, logs of permit changes, migration of data into the workflow, permit attachments, import of contractor database, or hierarchical relationships between records.

Completion Criteria
● Customer sign-off on data prior to final data load.

Document Migration
OpenGov will:
74 ● Migrate documents attached to either migrated permits or locations provided through a Master Address Table (MAT) integration.

OpenGov Assumptions:
● Document Migration does not exceed 1TB.

Completion Criteria
● Customer sign-off that the Document Migration has been completed.

Project Impact (Schedule and Cost)
Schedule - 89 hours
Cost - $19, 135.00
75 TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Assistant Town Manager
DATE: September 9, 2026
RE: Receive Information and Provide Direction on the Ford Field Restroom and Amenities Project

RECOMMENDATION
Staff recommends that the Town Council receive information and provide direction on the Ford Field restroom and amenities project.

BACKGROUND
Ford Field is a well-used Town facility at which many of our Little League teams have practiced and competed. The field currently relies on an old, poorly constructed snack shack and portable restroom facilities to serve the numerous visitors who utilize this important recreational space.

While these temporary facilities have provided basic services, they present several ongoing challenges:

Maintenance and Cleanliness Concerns: Portable facilities require frequent servicing and often fail to meet optimal cleanliness and environmental safety standards, thus leading to increased disease and virus transmission;
Limited Accessibility: Current facilities may not fully comply with ADA accessibility requirements; Environmental Risk: The portable toilet facilities and trash bins pose environmental risks through potential chemical leaks and spills of their sanitizers and accumulated waste, which can contaminate soil, groundwater, or the nearby creek.

Weather Vulnerability: Portable units are susceptible to weather damage and provide limited comfort during inclement conditions;
Aesthetic Impact: Temporary facilities detract from the natural beauty of the park environment in the Alpine Road scenic corridor near the Town entrance; and, Limited Functionality: The current snack shack is outdated and potentially Proposed Project
The project as currently envisioned includes construction of a permanent building (or two separate buildings) containing flushable restroom(s) and a concession service area to address current deficiencies while providing enhanced amenities for park users. This facility may include:

Flush restroom(s) consisting of toilet(s) and sink(s).

Storage area for bathroom cleaning supplies
Concession area
Trash /recycling container enclosure
Drinking fountain/water bottle filler
76 Project Benefits
Enhanced Sanitation and Health Standards
Permanent plumbing connections ensuring consistent water supply and waste management Improved ventilation systems for better air quality
Enhanced cleaning protocols possible with permanent facilities Reduced environmental impact compared to portable waste management, which is especially important given the proximity to a local creek
Improved Accessibility
Full ADA compliance with accessible entrances, fixtures, parking and pathways Enhanced safety features including proper lighting and secure construction Visitor Experience Enhancement
Aesthetically positive appearance that complements the park's natural setting Snack service capability to provide refreshments for park visitors Potential for additional amenities such as water bottle filling stations A comfortable climate in all weather conditions
Operational Efficiency
Potential to reduce ongoing maintenance costs compared to portable facility servicing Improved durability and longevity of permanent construction Opportunity for improved and more sanitary snack service operations Community Value
Enhanced attractiveness of Ford Field as a destination for events and gatherings Improved property values for surrounding areas
Demonstration of the Town’s commitment to safe and environmentally responsible public restroom facilities

DISCUSSION
Options for the replacement of the existing restrooms and snack shack, including initial cost estimates, are presented for Council review in Attachment 1. Discussion topics identified for the Council meeting include, but are not limited to:

Should the project be designed to include a combined restroom and concession building, or only a restroom building while preserving the existing concession building? Combination restroom and concession building will increase project cost but could open additional funding opportunities
What level of architectural quality and aesthetics is expected? Higher design standards will increase project cost. A variety of manufacturer options are presented which have a large range in construction costs.

Is there a preliminary layout alternative the Council prefers? Three alternatives recommended by staff and the consultant are presented in Attachment 1.

All alternatives comply with the required setbacks for the Alpine Road View Corridor and creek.

Should the Town continue to move this project forward?
An accelerated schedule will be necessary to meet the grant deadline. Funding needs to be secured as soon as possible.
77 FISCAL IMPACT
In February 2026, the Town Council approved expenditure of Park In Lieu Funds for this Phase I analysis of building siting and floor plans with estimated costs.

The Town currently has approved grants from the California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All Act of 2018[1] (State of California Proposition 68 Per Capita Grant Program) totaling $180,763. The Town has an executed contract with the State of California – Natural Resources Agency Department of Parks and Recreation to utilize this grant to fund the construction of a new restroom building at Ford Field to provide users with toilet and sink facilities. The State allows the required Town match and gap funding to be 100% paid from private donations. The grant will expire on June 20, 2028, but all work should be completed by January 2028 to ensure full payment of the grant.

Notably, the Town is required to contribute funds in the form of a 20% grant match, as well as make up the funding gap. This creates a challenge given the Town’s current financial situation. The Town Council has not approved this project as a capital project in the current Town Budget, and the Budget does not include any allocations of funding for additional work on this project after the Council meeting on September 9, 2026. Town funding sources are limited as the current budget includes a deficit. [1] 2018 Parks and Water Bond Act (Proposition 68) Grant Program

ATTACHMENTS

1. Presentation
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105

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager and Sarah Cawrse, Planning and Building Director DATE: September 9, 2026
RE: Consider Appointing two Council members to Serve as the Town’s Representatives on a Joint Committee of the Town Council and the Portola Valley School District Board of Trustees to Consider the Hawthorns Area Plan Project

RECOMMENDATION
The Town Council may consider, by motion, appointing two Council members to serve as the Town’s representatives on a joint committee of the Town Council and the Portola Valley School District Board of Trustees to consider the Hawthorns Area Plan Project. This “2x2” Committee would comply fully with the Ralph M. Brown Act as a "legislative body" under Government Code § 54952(b).

BACKGROUND
The 79-acre Hawthorns area of Windy Hill Open Space Preserve was gifted to the Midpeninsula Regional Open Space District (“Midpen”) in 2011. Since then, Midpen’s staff have been working to restore native grasslands, improve community wildland fire safety and protect historic features on the property. A multi-year public process began in 2021 to explore the feasibility of introducing ecologically sensitive public access to the undeveloped portion of the property. Midpen plans to protect and manage natural, scenic, cultural, and open space resources at the Hawthorns Area and provide ecologically sensitive public access consistent with Midpen’s mission and the allowable uses outlined in the property’s conservation easement.

Midpen’s Board narrowed the proposed project options to what was described in the Recommendations Report as Options 9 and 10 for purposes of preparing a project description for review under the California Environmental Quality Act (“CEQA”), on May 6, 2026. Both of these options envision a parking lot of twenty-five (25) to fifty (50) spaces located just off of Alpine Road. Option 9 proposes taking access from a driveway across from Roberts Market. Option 10 proposes taking access directly across from the intersection with Portola Road.

Midpen has hired a CEQA consultant and started preparation of the environmental review. Based on the information available on Midpen’s website, the District anticipates completing the environmental review sometime in 2027, and then finalizing its designs and seeking any necessary permits from the Town.

Midpen's role as the lead agency in the CEQA analysis of this project includes engaging with responsible agencies (CEQA Guidelines section 15096), including the Town of Portola Valley. The CEQA process affords the Town an opportunity to comment upon the potential environmental effects of the Plan, and ideally to collaborate on mitigations and alternatives to alleviate any negative effects.

At the Town Council meeting on August 26, 2026, Portola Valley School District (PVSD) Superintendent Roberta Zarea and Board of Trustees member Robert Bauer stated that the PVSD Board had formed an 106
ad hoc committee to research the project. Mr. Bauer requested that the Town Council select two members to be on Hawthorn’s committee to allow us to work together like they have in the past. Later in the meeting, the Town Council discussed this option and provided direction to staff to bring an agenda item forward at a future meeting for consideration.

DISCUSSION
The Town Council may consider appointing two Council members to serve on a joint committee of the Town Council and the Portola Valley School District Board of Trustees to consider the Hawthorns Area Plan Project. This “2x2” Committee would comply fully with the Brown Act as a "legislative body" under Government Code § 54952(b). Specific requirements include:

Notice and Agenda (Gov. Code §§ 54954.2, 54956)
Post a written agenda at least 72 hours before each regular meeting, at a location freely accessible to the public and on the Town's and District's websites.

Agenda must contain a brief general description of each item to be discussed or acted upon.

Identify a consistent physical meeting location accessible to the public; if teleconferencing is used, comply with § 54953(b) location-disclosure and accessibility rules. It is anticipated that meetings will be held at the Town Schoolhouse.

Public Access
Meetings open to the public, with time for public comment on both agendized items and matters within the Committee's subject matter jurisdiction.

No closed sessions unless an express Brown Act exception applies.

Minutes and Records
A single staff person (Town Clerk's office or a shared clerk arrangement with the District) will be assigned to prepare and retain minutes.

Both agencies will retain agendas, minutes, and any writings distributed to the Committee as public records subject to the California Public Records Act.

Chair/Officers
The Committee may elect a chair or co-chairs.

Staffing
Staff from the Town and District will coordinate staffing to ensure that the Committee receives coordinated materials.

Duration
The 2x2 committee would serve throughout the duration of MidPen’s consideration of the Hawthorns Area Plan Project.

Any amendments to the scope of the 2x2 committee would require approval by the Town Council and the School District Board of Trustees.

FISCAL IMPACT
There is no fiscal impact from this agenda item.
107

TOWN OF PORTOLA VALLEY

STAFF REPORT
TO: Mayor and Members of the Town Council
FROM: Darcy Smith, Town Manager Councilmember Rebecca Flynn, Cal-Cities Voting Delegate DATE: September 9, 2026
RE: Receive Information and Discuss the 2026 Cal Cities Resolution Packet for the General Assembly on Friday, September 25, 2026

RECOMMENDATION
Staff recommends that the Town Council receive information and discuss the 2026 Cal Cities ResolutionPacket for the General Assembly on Friday, September 25, 2026.

BACKGROUND
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 Annual Conference General Assembly, 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. At the Town Council meeting on August 26, 2026, the Town Council took action to 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. Councilmember Flynn was selected as she is currently the Town Council liaison to Cal Cities. She is planning on attending the conference and will serve as the Town’s official Voting Delegate.

The Council may review the 2026 Resolution Packet for the General Assembly, to be held Friday, September 25, 2026, in Anaheim and each Councilmember share their individual opinion on it, to inform how the Town's voting delegate approaches the vote.

The League of California Cities (Cal Cities) has released its 2026 Resolution Packet for the Annual Conference General Assembly, to be held Friday, September 25, 2026, in Anaheim. Only one resolution was submitted this year (Attachment 1).

DISCUSSION
Summary of Resolution No. 1
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Title: A Resolution of the General Assembly of the League of California Cities Calling for a Working Group to Consider a State Constitutional Amendment or Other Form of Initiative to Ensure Final Local Authority Over Housing and Land Use Decisions
Sponsor: City of Murrieta
Concurring cities/officials: Banning, Calimesa, Canyon Lake, Moreno Valley, Norco, Torrance; the Mayors of San Jacinto and Temecula (individual capacity) Referred to: Housing, Community, and Economic Development Policy Committee The resolution, in brief, would have Cal Cities:

Support pursuing a state constitutional amendment or other legislative, policy, or ballot-based strategy to restore and strengthen local authority over housing and land use decisions — including general plans, housing elements, zoning, density, design/development standards, project siting, and approval or denial of housing applications.

Preserve, within any such strategy, the State's authority to set broad statewide housing goals and to enforce civil rights, fair housing, building/life-safety, and generally applicable environmental standards — while shielding cities from state actions that compel approval of developments inconsistent with local requirements, override local zoning/density standards, or invalidate local decisions where a city has planned in good faith to meet its regional housing needs allocation (RHNA).

Consider establishing a statewide working group or committee to evaluate and develop such a strategy — including legal, fiscal, and policy analysis, stakeholder engagement, and coalitionbuilding — targeting the November 2030 General Election or another reasonable timeframe.

Background Provided by Sponsor (City of Murrieta)
Murrieta's materials assert that the State has enacted 500+ housing-related laws since 2010 that have shifted land use authority away from cities — expanding by-right development, limiting local standards and review, and adding enforcement tools such as the builder's remedy — without a commensurate increase in housing production, and often without accounting for local infrastructure, water, wildfire/evacuation, environmental, or fiscal constraints. The sponsor argues local elected officials are best positioned to balance these factors, and that this is a statewide issue warranting a coordinated, Cal Cities-led response.

Letters of Concurrence (8 total)
All eight letters express general support for creating a working group to evaluate strategies to restore local land use authority. Two are notable for additional detail:

City of Torrance (Mayor Sharon Kalani) — cites the city's Housing Corridor Overlay (a locally created by-right zone across seven transit-adjacent corridors) and its Housing Element Annual Progress Report tracking as evidence that local control and housing production are compatible.

Mayors of San Jacinto (Crystal Ruiz) and Temecula (Jessica Alexander) signed in their individual/personal capacity, explicitly not as official city action or Council-adopted policy — a distinction the Town Council may wish to note when weighing the depth of support behind the resolution.

Cal Cities Staff Analysis (Legislative Advocate Brady Guertin) Cal Cities staff analysis flags several considerations relevant to Council deliberation:
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Legal framework — cities hold police power (health/safety/welfare) and, for charter cities, home rule over 'municipal affairs,' but both yield to state law where it preempts a field or the matter is one of 'statewide concern.' Housing has increasingly been treated as such a matter since the 1960s (Housing Element Law, Housing Accountability Act, Density Bonus Law, CEQA, ADU laws).

No specific mechanism proposed — the resolution only directs formation of a working group to study options (amendment, revision, legislation, or ballot initiative); it commits Cal Cities to no particular vehicle.

Cost and process — a constitutional amendment requires a qualifying ballot initiative; 2024 initiatives cost roughly $8–18 million to qualify and averaged about $100 million per full campaign cycle. A constitutional revision is a separate, more involved process. Any Cal Cities ballot advocacy requires Board supermajority approval.

Fiscal impact — the resolution itself has no direct fiscal impact; costs depend on what the working group later recommends.

Considerations for the Town of Portola Valley
The following points may help frame Council discussion, without recommending a position:

Consistency with Town planning — Portola Valley's Safety Element and hazard mitigation work treat wildfire evacuation capacity and infrastructure limits as legitimate local constraints on development siting, which aligns with concerns raised in the resolution's background materials.

Scope of commitment — supporting the resolution commits Cal Cities only to studying options via a working group, not to a specific amendment or ballot measure or their cost; any ballot campaign would require a later, separate Board supermajority vote.

Statewide policy tension — a 'yes' position signals support for reasserting local land use authority amid recent state housing legislation; a 'no' or neutral position may better reflect a preference to preserve state tools intended to increase regional housing production.

Support base — concurrence letters are concentrated among Riverside County cities near Murrieta, plus Torrance, with two mayoral endorsements in a personal, non-binding capacity.

Upcoming Process Dates
17, 2026, 10:00 a.m. — Housing, Community, and Economic Development Policy Committee hearing (Zoom; public comment permitted)
24, 2026, 1:00 p.m. — Resolutions Committee hearing (public comment permitted) 25, 2026, 8:30 a.m. — General Assembly vote, Anaheim Convention Center Requested Council Input and Recommendation
The Town's voting delegate has already been appointed. This item does not ask the Council to take formal or binding action; rather, staff and the voting delegate request that each Councilmember share their individual opinion and reasoning on Resolution No. 1 — support, oppose, undecided/awaiting floor discussion, or no strong opinion — to help inform the voting delegate's approach at the General Assembly.

FISCAL IMPACT
There is no fiscal impact from this agenda item.

ATTACHMENTS

1. 2026 Cal Cities Resolution Packet (League of California Cities, Aug. 10, 2026) 110
2025-2026

CAL CITIES OFFICERS
President
Gabe Quinto
Mayor
El Cerrito
First Vice President
Teresa Acosta
Council Member
Carlsbad
Second Vice President
David Cohen
Council Member
San Jose
Immediate Past President
Lynne B. Kennedy
Mayor Pro Tem,
Rancho Cucamonga
Executive Director
and CEO
Carolyn M. Coleman
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org August 10, 2026
TO: Cal Cities Members
RE: Cal Cities 2026 Resolution Packet
Sixty days before the Cal Cities Annual Conference and Expo, Cal Cities members may submit resolutions on issues of importance to cities. This year, Cal Cities received one resolution by the July 25 deadline.

The attached packet contains the proposed resolution, background information, supporting letters from cities and city officials, and an analysis of the resolution by Cal Cities. The packet includes detailed information on the resolution process and the next steps for the resolution.

We encourage each city council to consider the resolution and determine a position so your voting delegate can represent your city’s position on the resolution.

Voting Delegates: City councils must appoint a voting delegate to vote during the General Assembly. Each city may also appoint up to two alternate delegates. If your city has not already done so, please appoint your voting delegate by Tuesday, Sept. 1, 2026. The voting delegate packet contains more information.

The 2026 General Assembly will be held Friday, Sept. 25, at 8:30 a.m. in the Anaheim Convention Center during the Annual Conference and Expo.

For questions about resolutions, voting delegates, or the General Assembly, please contact Zach Seals.
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Resolution
Packet
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Information on 2026 Resolutions Process
Consideration by Policy Committee (pre-conference)
Per the Cal Cities bylaws, Cal Cities President Gabe Quinto has referred the submitted resolution to the Housing, Community, and Economic Development Committee. The committee will meet on Thursday, Sept. 17, at 10 a.m. via Zoom to review the resolution and make a recommendation that will be sent to the Resolutions Committee. A public comment period will be held during the meeting. Register for the meeting here.

A list of recommendations the policy committee may make during its meeting is on page two of this packet.

Consideration by Resolutions Committee (during conference) On Thursday, Sept. 24, at 1:00 p.m. the Resolutions Committee will meet to review the resolution and the recommendation of the policy committee.

The Resolutions Committee consist of one representative from each of Cal Cities caucuses, departments, divisions, and policy committees, as well as up to ten additional appointments made by the Cal Cities President. A public comment period will be held during the meeting. Refer to the onsite conference program for the location.

A list of recommendations the Resolutions Committee may make during its meeting is on page two of this packet.

Consideration by the General Assembly (during conference) The General Assembly will convene on Friday, Sept. 25, at 8:30 a.m. to consider any resolutions the Resolutions Committee has forwarded. To vote during the General Assembly, voting delegates must have checked in at the voting delegate booth.

Conference attendees will receive materials for the General Assembly on the evening of Thursday, Sept. 24. For more information on voting and discussion procedures during the General Assembly, see page three of this packet.

Petitioned Resolutions (during conference)
The petitioned resolution is an alternate method to introduce policy proposals during the annual conference. To initiate a petitioned resolution, voting delegates from 10% of member cities must sign the petition. The resolution and signatures are due at least 24 hours before the beginning of the General Assembly. Voting delegates who have checked in at the voting delegate booth can receive more information on petitioned resolutions at the booth onsite. 1 113
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Policy Committee and Resolutions Committee Actions
The submitted resolution will be heard by the policy committee to which it was assigned, and the Resolutions Committee. The table below shows what recommendations these bodies may make on the resolution.

Policy Committee Actions Resolutions Committee Actions
Approve Approve
Disapprove* Disapprove*
No Action No Action
Amend and approve Amend and approve
Refer to appropriate policy committee
for further study*
Approve as amended
Refer as amended to appropriate
policy committee for further study*
Refer to appropriate policy committee
for further study*
Refer as amended to appropriate
policy committee for further study*
Approve with additional
amendment(s)
Additional amendments and refer to
appropriate policy committee for
further study*
*If a resolution is disapproved or referred for further study by all policy committees to which it is assigned and the Resolutions Committee, it will not proceed to the General Assembly. 2 114
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General Assembly Voting and Discussion Procedures
Discussion Procedures:

Discussion procedures during the General Assembly are guided by two calendars:
the Consent Calendar and the Regular Calendar. As seen below, resolutions are calendared by the recommendations they receive from policy committees and the Resolutions Committee.

For General Resolutions:

Policy Committee
Recommendation
Resolutions Committee
Recommendation Calendar
Approve Approve Consent Calendar
Approve Disapprove or refer Regular Calendar
Disapprove or refer Approve Regular Calendar
Disapprove or refer Disapprove or refer Does not proceed to General Assembly
For Petitioned Resolutions:

Policy Committee
Recommendation Resolutions Committee Action Calendar
N/A
Approve Regular Calendar
Disapprove or Refer Regular Calendar
Disqualified Does not proceed to General
Assembly
Items on the Consent Calendar will be presented as one motion during the General Assembly from the Resolutions Committee chair. Unless an item on the Consent Calendar is set aside by the majority of the General Assembly, a vote will be taken on the whole calendar. If an item is set aside, it will be opened for discussion, followed by a vote.

Items on the Regular Calendar will be presented individually by the Resolutions Committee chair. After a recommendation is presented by the Resolutions Committee chair, the resolution will be opened for discussion by the General Assembly. A vote will take place following discussion.

Voting Procedures:

Per Cal Cities Bylaws Article XII, Sec. 2, all votes will be conducted by voice vote first. If the presiding official cannot determine the outcome, a vote will be taken by an alternative method, typically a raise of voting cards by voting delegates. A roll call vote may be called for by delegates of ten percent or more of the General Assembly.
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2026 Resolution

1. Resolution No. 1 submitted by City of Murrieta
• Letters of concurrence submitted by:
i. City of Banning;
ii. City of Calimesa;
iii. City of Canyon Lake;
iv. City of Moreno Valley;
v. City of Norco;
vi. City of Torrance;
vii. Crystal Ruiz, Mayor, City of San Jacinto;
viii. Jessica Alexander, Mayor, City of Temecula
• Referred to Housing, Community, and Economic Development Committee
• Policy Committee Recommendation:
• Resolutions Committee Recommendation:
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Resolution No. 1
Submitted by City of Murietta
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1. A RESOLUTION OF THE GENERAL ASSEMBLY OF THE LEAGUE OF CALIFORNIA CITIES

CALLING FOR A WORKING GROUP TO CONSIDER A STATE CONSTITUTIONAL

AMENDMENT OR OTHER FORM OF INITIATIVE TO ENSURE FINAL LOCAL AUTHORITY OVER

HOUSING AND LAND USE DECISIONS
Source: City of Murrieta
Concurrence of five or more cities/city officials
Cities/city officials: City of Banning; City of Calimesa; City of Canyon Lake; City of Moreno Valley; City of Norco; City of Torrance; Crystal Ruiz, Mayor, City of San Jacinto; Jessica Alexander, Mayor, City of Temecula
Referred to: Housing, Community, and Economic Development Policy Committee WHEREAS, California cities have historically been responsible for adopting general plans and zoning regulations, reviewing housing development proposals, and providing or coordinating the streets, water, wastewater, public safety, parks, transportation, and other infrastructure and services necessary to support responsible, environmentally sound, and well-planned residential growth; and
WHEREAS, the League of California Cities is dedicated to protecting and expanding local control for municipalities across the state to ensure their orderly growth and development; and
WHEREAS, the League of California Cities recognizes that local zoning is a primary function of cities and an essential component of home rule, and that a city’s general plan should guide its land use planning and strategic decision-making free from pre-emption by the state; and
WHEREAS, increasingly prescriptive statewide housing mandates and development approval requirements can override locally adopted plans, zoning standards, and public review procedures without adequately accounting for differences that exist in each unique jurisdiction in infrastructure capacity, water availability, wildfire and evacuation risks, environmental constraints, fiscal impacts, public service needs, and community priorities; and
WHEREAS, California’s housing goals can be more effectively advanced through state funding, streamlined environmental requirements, and voluntary partnerships that support housing production while preserving the authority of locally elected officials to determine how and where housing is best planned and approved; NOW, THEREFORE, BE IT RESOLVED, by the General Assembly of the League of California Cities, assembled during the Annual Conference in Anaheim, California, on September 25, 2026, that the League of California Cities support the development and advancement of a state constitutional amendment or other legislative, policy, or ballotbased strategies that restore and strengthen local authority over housing and land use matters within municipal boundaries, including general plans, housing elements, zoning, density, design and development standards, project siting, and the approval or denial of housing development applications; and
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BE IT FURTHER RESOLVED, that any constitutional amendment or alternative strategy should preserve the State’s authority to establish broad statewide housing goals and enforce constitutional and civil rights, fair housing requirements, building and life-safety standards, and generally applicable environmental protections, while protecting cities from state actions that compel, through funding conditions or state law, the approval of housing developments that are inconsistent with locally adopted requirements; override local zoning or density standards; or invalidate locally adopted housing or land use decisions when a city has planned in good faith to accommodate its regional housing needs allocation and maintains adequate capacity for housing at all income levels; and BE IT FURTHER RESOLVED, that the League of California Cities consider establishing a statewide working group or other appropriate committee(s) to evaluate and develop a proposed constitutional amendment or other legislative, policy, or ballot-based strategies to restore and strengthen local authority over housing and land use matters including but limited to: conducting appropriate legal, fiscal, and policy analyses; engaging cities and other stakeholders; and building a statewide coalition of proponent supporters in preparation for; the November 2030 General Election, or within another reasonable time frame as determined by the working group.
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Resolution No. 1: Background
Information
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Background Information for Resolution
Source: City of Murrieta
Background:

California cities are responsible for planning residential growth, adopting general plans and zoning regulations, reviewing development proposals, and providing or coordinating the infrastructure and public services necessary to support new housing. Since 2010, the State has enacted more than 500 housing-related laws that have increasingly shifted housing and land use authority away from local governments. These laws have expanded by-right development, limited locally adopted standards and review processes, and established enforcement mechanisms, including the builder’s remedy, that may override local plans and zoning. Although these measures are frequently presented as solutions to housing affordability, many increase development capacity or restrict local review without delivering the meaningful production of housing needed to address the housing crisis.

At the same time, the State has continued to prioritize increased development capacity without adequately accounting for the infrastructure, public services, economic realities, and safety measures necessary to support housing growth.

State mandates often fail to reflect local conditions, including roadway and utility capacity, water availability, wildfire exposure, environmental limitations, fiscal impacts, and the availability of essential services. Cities are consequently required to accommodate additional housing while receiving no funding or assistance to address the resulting infrastructure and service demands.

Local elected officials are directly accountable to the residents who experience the effects of development decisions and are responsible for balancing housing production with infrastructure capacity, public safety, environmental protection, fiscal sustainability, and community needs. Cities of all types in California have been grappling with this dynamic, ranging from urban to rural, coastal to inland, small to large, northern to southern, voicing concerns to legislative representatives with minimal responsiveness. This is an issue of statewide concern that needs the strength and diversity of the League of California Cities to pursue a long-term solution.

The proposed resolution directs the League of California Cities to establish a statewide working group to evaluate a constitutional amendment or other legislative, policy, or ballot-based strategies to restore and strengthen local authority over housing and land use decisions. The working group would be tasked with developing a more balanced framework that preserves the State’s role in establishing broad housing goals and enforcing constitutional, civil rights, fair housing, building, life-safety, and environmental requirements, while restoring meaningful local authority to allow cities to determine how statewide housing 9 121
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objectives should be implemented in a manner that reflects local conditions and community priorities while continuing to support responsible housing production.

As the primary statewide organization representing California cities, the League is uniquely positioned to lead this effort. Its established policy, legal, legislative, communications, and advocacy networks enable it to convene municipalities, evaluate potential strategies, conduct legal and fiscal analyses, build consensus, engage stakeholders, and coordinate with statewide decision-makers. League leadership would help ensure that any recommendation reflects the collective interests of California municipalities and would provide the credibility, organizational capacity, and statewide reach necessary to advance a viable strategy.
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Resolution No. 1: Letters of
Concurrence
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July 23, 2026
President Gabe Quinto
League of California Cities
1400 K Street, Suite 400
Sacramento, CA 95814
Subject: Support for a Resolution Establishing a Working Group to Evaluate a State Constitutional Amendment or Other Initiative to Restore Local Housing and Land Use Authority Dear President Quinto,
The City of Murrieta is sponsoring a resolution for consideration by the General Assembly of the League of California Cities to establish a statewide working group to evaluate a constitutional amendment or other legislative, policy, or ballot-based strategies to restore and strengthen local authority over housing and land use decisions.

The proposed resolution, together with the required background materials, will be submitted to Cal Cities for consideration at the 2026 Annual Conference in Orange County on September 24 and

25. The resolution would direct the League to convene a working group to evaluate potential approaches for addressing the increasingly broad and prescriptive state mandates affecting local housing, zoning, development standards, and project approval authority.

On behalf of the City of Canyon Lake, this letter confirms our support for the City of Murrieta’s submission of the proposed resolution and its consideration by the League of California Cities General Assembly at the 2026 Annual Conference.

Sincerely,
Arron Brown
City Manager
City of Canyon Lake
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July 23, 2026
President Gabe Quinto
League of California Cities
1400 K Street, Suite 400
Sacramento, CA 95814
Subject: Support for a Resolution Establishing a Working Group to Evaluate a State Constitutional Amendment or Other Initiative to Restore Local Housing and Land Use Authority Dear President Quinto,
The City of Murrieta is sponsoring a resolution for consideration by the General Assembly of the League of California Cities to establish a statewide working group to evaluate a constitutional amendment or other legislative, policy, or ballot-based strategies to restore and strengthen local authority over housing and land use decisions.

The proposed resolution, together with the required background materials, will be submitted to Cal Cities for consideration at the 2026 Annual Conference in Orange County on September 24 and 25. The resolution would direct the League to convene a working group to evaluate potential approaches to address increasingly broad and prescriptive state mandates affecting local housing, zoning, development standards, and project approval authority.

On behalf of the City of Moreno Valley, this letter confirms our support for the City of Murrieta’s submission of the proposed resolution and its consideration by the League of California Cities General Assembly at the 2026 Annual Conference.

Sincerely,
Brian Mohan
City Manager
City of Moreno Valley

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July 22, 2026
President Gabe Quinto
League of California Cities
1400 K Street, Suite 400
Sacramento, CA 95814
Subject: Support for a Resolution Establishing a Working Group to Evaluate a State Constitutional Amendment or Other Initiative to Restore Local Housing and Land Use Authority
Dear President Quinto,
The City of Murrieta is sponsoring a resolution for consideration by the General Assembly of the League of California Cities to establish a statewide working group to evaluate a constitutional amendment or other legislative, policy, or ballot-based strategies to restore and strengthen local authority over housing and land use decisions.

The proposed resolution, together with the required background materials, will be submitted to Cal Cities for consideration at the 2026 Annual Conference in Orange County on September 24 and 25. The resolution would direct the League to convene a working group to evaluate potential approaches for addressing the increasingly broad and prescriptive state mandates affecting local housing, zoning, development standards, and project approval authority.

On behalf of the City of the Norco, this letter confirms our support for the City of Murrieta’s submission of the proposed resolution and its consideration by the League of California Cities General Assembly at the 2026 Annual Conference.

Sincerely,
Kevin Bash
City Council Member
(951) 768-8981
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July 23, 2026
Mr. Gabe Quinto, President
League of California Cities
1400 K Street, Suite 400
Sacramento, CA 95814
Subject: Support for the City of Murrieta's Resolution Establishing a Working Group to Evaluate a State Constitutional Amendment or Other Initiative to Restore Local Housing and Land Use Authority Dear President Quinto:

I am writing in my individual capacity as Mayor of the City of Temecula to express my strong support for the City of Murrieta's proposed resolution for consideration by the General Assembly of the League of California Cities at the 2026 Annual Conference.

The proposed resolution presents an important opportunity to thoughtfully evaluate the appropriate balance between California's statewide housing objectives and the constitutional principle of local governance. Establishing a statewide working group to examine a potential constitutional amendment, legislative reforms, or other policy initiatives will provide a meaningful forum to assess how local authority over housing and land use decisions can be strengthened while continuing to address the State's housing challenges.

Cities are uniquely positioned to understand the needs, opportunities, and constraints of their communities. Local elected officials are accountable to the residents they serve and are best equipped to make land use decisions that reflect a community's character, infrastructure capacity, economic development goals, environmental stewardship, and long-term vision. Equally important, local governments bear the primary responsibility for protecting public safety. Decisions regarding housing density, transportation, emergency access, wildfire preparedness, evacuation routes, police and fire service capacity, water availability, and critical infrastructure are inherently local matters that require the knowledge and judgment of those who serve their communities every day.

While the State has an important role in addressing California's housing needs, a collaborative approach that respects local expertise and preserves meaningful local discretion will produce stronger, safer, and more sustainable communities. The proposed working group offers an opportunity to evaluate policies that achieve these shared objectives while restoring an appropriate balance between state direction and local authority.
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Mr. Gabe Quinto, President
League of California Cities
July 23, 2026

Although this letter reflects my personal position and is not an official action or policy of the City of Temecula or the Temecula City Council, I respectfully endorse the City of Murrieta's submission of this resolution and encourage its favorable consideration by the League of California Cities General Assembly.

Thank you for your leadership and your thoughtful consideration of this important issue.

Respectfully,
Jessica Alexander
Mayor, City of Temecula
Signing in her individual capacity
and not on behalf of the City of Temecula
or the Temecula City Council.
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2026 Resolution Packet
Resolution No. 1: Staff Analysis
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League of California Cities Staff Analysis on Resolution No. 1 Staff: Brady Guertin, Legislative Advocate
Committee: Housing, Community, and Economic Development Summary:

Resolution No.1 states that the League of California Cities (Cal Cities) will:

1. Support the development and advancement of a state constitutional amendment or legislative, policy, or ballot-based strategy that restores and strengthens local authority over housing and land use matters, including general plans, housing elements, zoning, density, design and development standards, project siting, and the approval or denial of housing development applications.

Pursuant to the resolution, the strategy should preserve the state’s authority to set broad, statewide housing goals and enforce civil rights, fair housing, building safety, and environmental standards while protecting local control by preventing the state from compelling the approval of developments that conflict with local requirements, override local zoning or density standards, or overturn local land use decisions where a city has planned for and maintained sufficient capacity to meet its housing obligations.

2. Consider establishing a statewide working group or other appropriate committee(s) to evaluate and develop a proposed constitutional amendment or other legislative, policy, or ballot-based strategies to restore and strengthen local authority over housing and land use matters.

The resolution states: “conducting legal, fiscal, and policy analyses; engaging cities and other stakeholders; and building a statewide coalition of proponent supporters in preparation for the November 2030 General Election, or within another reasonable time period.” Background:

As provided in the background information, the city of Murrieta is sponsoring this resolution in response to concerns over state laws that have increasingly reduced city discretion over housing and land use decisions, including legislation that requires ministerial or by-right approvals for housing projects, limits the application of local development standards, and strengthens state enforcement mechanisms against local governments.

Additionally, the city of Murrieta, in its background information, maintains that these legislative efforts have not resulted in sufficient housing production to address California's housing shortage and have not adequately accounted for 24 136
local infrastructure, public service needs, public safety, market, and fiscal considerations.

The resolution states that California’s housing goals are better advanced through state funding, streamlined environmental requirements, and voluntary partnerships, while preserving local authority over how and where housing is best planned and approved.

Consideration of the resolution may be informed by a brief examination of how the California Constitution allocates authority between the state and cities with respect to land use decisions.

The constitution grants cities the power to adopt local laws to protect the public’s health, safety, and welfare. This grant is called the “police power,” which is the basis for local land use regulation. The constitution grants charter cities the additional power to adopt local laws affecting “municipal affairs.” This power, commonly referred to as “home rule,” is based on the principle that a city, rather than the state, is in the best position to identify and satisfy the needs of the local community.

The constitution’s broad grant of police power contains a significant limitation.

Local law adopted under the police power is not valid if it “conflicts” with state law. A local law “conflicts” with state law when it regulates the same “field” in which the Legislature has stated its intent to occupy. In that case, state law is said to “preempt” the local law and it cannot be enforced.

An ordinance adopted by a charter city under the municipal affairs power cannot be enforced if it affects a “matter of statewide concern.” The subjects that have been identified as “matters of statewide concern” have changed over the years due to economic, social, and political circumstances.

Since the 1960s, the state has enacted numerous laws that limit or preempt aspects of local land use and zoning authority. These laws include the Fair Employment and Housing Act, Housing Element Law, Housing Accountability Act, Density Bonus Law, Permit Streamlining Act, accessory dwelling unit laws, California Environmental Quality Act, and others. In recent years, the state has enacted several laws that Cal Cities was the leading opposition force against, as many of the proposals pre-empted local land use authority, limited public review, and constrained local flexibility. In support of its housing and land use legislation, the Legislature has cited a statewide housing crisis and the need for increased housing production at all income levels while asserting that a uniform approach to local land use decision-making is required. 25 137
Discussion:

The resolution does not prescribe a specific policy mechanism. The eight letters in support recommend creating a working group or committee to evaluate potential approaches, including legislative proposals, constitutional amendments, or ballot initiatives to strengthen local authority over housing and land use matters.

A discussion of a strategy to restore and strengthen local authority over housing and land use matters will need to consider the California Constitution’s framework for both preemption of police power enactments and municipal affairs, discussed above. It will also need to determine whether changes to the California Constitution will be proposed, and whether they constitute an amendment or a revision, which require different processes.

A constitutional revision is a multistep process blending legislative consensus, voter support, and on occasion, a constitutional convention. It requires significant public engagement.

A constitutional amendment would require a ballot initiative, which includes gathering enough valid signatures to qualify for the ballot, building large coalitions to support election efforts, and campaigning to voters to support the initiative. This process can involve significant costs. In the last major election for ballot initiatives in 2024, proponents spent $8-$18 million to qualify for the ballot and spent nearly $700 million for the full election cycle, averaging out to about $100 million per ballot initiative.

Cal Cities has been engaged in ballot advocacy for over 20 years. In the early 2000s, Cal Cities developed a ballot advocacy infrastructure that included forming an issue political action committee, fundraising, establishing a network of regional managers, and building a coalition with other organizations to ultimately advocate on a ballot measure. Ballot advocacy requires the approval of the Board of Directors with a supermajority vote.

In the Legislature, Cal Cities plays an active and influential role to ensure that local flexibility and autonomy in the land use and housing space is maintained by engaging on dozens of bills every legislative session to ensure that cities' voices are heard at the state Capitol. Below, you will find Cal Cities “Existing Policy” on local control, housing, and land use policies.

Fiscal Impact
The resolution itself would not have a significant direct fiscal impact. However, depending on what actions follow, the fiscal costs could be significant. 26 138
Existing Cal Cities Policy
Vision
To be recognized and respected as the leading advocate for the common interests of California's cities.

Mission Statement
To expand and protect local control for cities through education and advocacy to enhance the quality of life for all Californians.

We Believe
• Local self-governance is the cornerstone of democracy. • Our strength lies in the unity of our diverse communities of interest. • In the involvement of all stakeholders in establishing goals and in solving problems.
• In conducting the business of government with transparency, openness, respect, and civility.
• The spirit of honest public service is what builds communities. • Open decision-making that is of the highest ethical standards honors the public trust.
• Cities are vital to the strength of the California economy. • The vitality of cities is dependent upon their fiscal stability and local autonomy.
• The active participation of all city officials increases the League's effectiveness.
• Partnerships and collaborations are essential elements of focused advocacy and lobbying.
• Ethical and well-informed city officials are essential for responsive, visionary leadership and effective and efficient city operations.

Zoning
Cal Cities believes local zoning is a primary function of cities and is an essential component of home rule. The process of adoption, implementation and enforcement of zoning ordinances should be open and fair to the public and enhance the responsiveness of local decision-makers. State policy should leave local siting and use decisions to the city and not interfere with local prerogative beyond providing a constitutionally valid procedure for adopting local regulations. State agency siting of facilities, including campuses and office buildings, should be subject to local notice and hearing requirements in order to meet concerns of the local community. Cal Cities opposes legislation that seeks to limit local authority over parking requirements.

Housing Element
Housing issues should be addressed in the general plan as other planning issues are. The housing element should be prepared for the benefit of local 27 139
governments and should have equal status with the other elements of the general plan.

Encourage Full Community Participation
Foster an open and inclusive community dialogue and promote alliances and partnerships to meet community needs.

Well-Planned New Growth
Recognize and preserve open space, watersheds, environmental habitats, and agricultural lands, while accommodating new growth in compact forms, in a manner that:
• De-emphasizes automobile dependency;
• Integrates the new growth into existing communities;
• Creates a diversity of affordable housing near employment centers; • Provides job opportunities for people of all ages and income levels.

Support:

The following letters of concurrence were received:

City of Banning
City of Calimesa
City of Canyon Lake
City of Moreno Valley
City of Norco
City of Torrance
Crystal Ruiz, Mayor, City of San Jacinto
Jessica Alexander, Mayor, City of Temecula
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TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: September 9, 2026
RE: 08/20/2026 Wildfire Preparedness Committee Liaison Memo

BACKGROUND

ACTION ITEMS

1. Recruiting Firewise neighborhood captains and block captains – Need someone from Natthorst Triangle

2. Evacuation Drill on Sept 11 in Los Trancos and Vendor Fair at Town Center. Everyone in Town invited to Debrief and Vendor Fair. Details at woodsidefire.org

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. 100% Firewise Project
a. Progress with Golden Oaks neighborhood in finding block captains. Need 5 more. b. No progress with Natthorst Triangle to find the main leader. c. CONGRATULATIONS Due: Brookside/Corte Madera submitted their application. Heard back from the State with a few minor administrative updates and have now gotten approval!!
d. Looking for some block captains for Westridge.

2. OneShoreline Update: C. Morace met with OneShoreline and Sam Liccardo’s Team:
exploring difference between structural fires vs ember driven. Considering PVR as pilot location to handle both to investigate implementing a pilot program in Portola Valley, Met with Sarah Gilbert of the PVR. Most value to Ranch would be getting access to the Insurance company model. Fewer than 10% on the FAIR plan. Unclear who in PV is on the FAIR plan. Data not available on who is on the FAIR plan. Liccardo’s team wants people to get off the FAIR plan.

3. Fire Marshall Woodside Fire Protection District Update a. Evacuation exercise – Sept 11 – 9 am – 12 in LTW, Blue Oaks, Vista Verde neighborhoods only. Debrief meeting place at Community Hall. Exhibitors will be set up at the Town Center. SMC Large animal signups will be available. Mr. Softee for free ice cream. Entire debrief event open to the entire Town. Exercise only for LTW, BO, and VV neighborhoods.

Drone pilots will be capturing the traffic pinch points and recording data. Woodsidefire.org 141
has a banner with timeline for the event. CalWater during an emergency would be involved in concentrating water to ensure that fire hydrants have adequate power but will not be doing this during the evacuation exercise. WPV-CERT will have a command post to handle communication job duty. Simulation will be an overheating car fire to vegetation at Blue Oaks which ignites a wildfire. Hi-Lo sirens and large engines coming into the neighborhood.

Next year, in Woodside 9/11. Then in two years, back in PV in another neighborhood.

4. Booth at the Town Picnic –focus on 100% Firewise

5. WPC webpage being worked on.

6. Conservation Committee
a. Tree maintenance – limbing up redwood trees – recommend 10-15 feet. Not topping. b. Shot Hole Beetle being found in nearby communities. Coast Live Oaks, Riparian natives at risk.

7. EPC meeting summarized.

8. Next meeting Sept 17, 10 am
142

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: September 9, 2026
RE: 08/24/2026 ASCC Meeting Liaison Memo

BACKGROUND
Notes

1. ASCC considered a continued hearing for a fence permit at 10 Tagus Court. Fence Permit Principles 18.43.010 were reviewed. Comments submitted by neighbors about setback, wildlife corridors, and the extended length of the process. ASCC approved with the condition that the corner be removed.

2. ASCC considered a continued review of a revised project at 501 Wayside Road for the addition of a second story. Application also has a new ADU over the garage (not being considered by ASCC). Questions about updated PERC test for the new bedrooms. Comments from neighbors and commissioners about massing of the structure, setbacks, leach fields, potential landslides, water flows, views, sightlines for cars and bicycles travelling along Wayside Road, and siding colors. ASCC decided to request the applicant bring back the application on September 28 after making changes to deal mainly with the massing issue.

3. Subcommittee working on Objective Design guidelines. 143

TOWN OF PORTOLA VALLEY

LIAISON MEMO
TO: Mayor and Members of the Town Council
FROM: Councilmember Rebecca Flynn
DATE: September 9, 2026
RE: 09/01/2026 Conservation Committee Meeting Liaison Memo

DISCUSSION
Action Items

1. CC to provide Veronica with posts for August/September

2. CC to put out a post on Dittrichia invasive plant

3. Staff to generate contract for new consulting arborist.

4. CC will work to finalize updated Tree Removal application

5. CC will promote new PV Pulse and use of iNaturalist application to track observations about native plants, animals, fungi, trees, insects, etc.

6. Staff to put new native plant list and discouraged invasive list into use by Planning Department following regulation process review.

Notes

1. Plans for Town Picnic 9/19/2026
a. Rodenticide
b. Mountain lion
c. Invasives – dittrichia, etc.
d. Native plants

2. Tip of the month – August – no response from Town – Veronica will put it on the website – put it on the PVForum.

3. What’s Blooming – September – fruiting stuff – will send article to Veronica

4. Marianne to put out something about dittrichia. ROW – Alpine/Hawthorns clump – Marianne will take picture of significant patches and send list to Scott. Palmer Trail in bad shape. Send in locations and photos. Dieter and Theresa will work on Hawthorns ROW

5. Landscape Objective Design Standards – Subcommittee – sharing a document to create standards for Town Planner: What is in code, site visit reports, what other towns are doing, objective, measurable, apply to everyone. Due to SB9 restrictions. Planning & Building gave ASCC instructions to create a report to explore issues gaps, best practices. identify needs. Planning will elevate to Town council to create a project and obtain funding. The project will then go through formal development by P&B department.

6. Tree Removal Application – Consulting Arborist available for a consultant agreement with Conservation Committee in cases when there is a disagreement with an application – Town will provide the consulting arborist a contract with insurance and indemnification with modest or free fee structure. Tree risk assessment arborist. CC approved to involve John McClanahan as a consulting arborist and staff will generate a contract

7. Redwood Trees Guidelines – subcommittee evaluating guidelines for best locations for redwood 144
trees to be healthy to allow planting or ok for removal. Removal typically allowed when they are damaging foundations or the Fire Department requires removal.

8. Community Engagement – Evaluating nature apps. iNaturalist is the most popular and adopted by the public. Used for real scientist research. Worth putting out for residents to try. New PV Pulse website will track the observations and provide more context – Chris connected to the iNaturalist database of observed and reported plants, fungi, animals, insects, trees, etc in Portola Valley. Website will Include links to Calscape for more information on how to grow each native plant. PV Pulse Website will show hotspots where the different observations are located by month. Will be linked to the Town Website. Need to consider how to promote PV Pulse to Town residents. CC will add a link at the bottom of Tip of the month posts. Rollout for Town Picnic. Staff will add to the digital newsletter and the paper PV post.

9. Chris has created an internal reference site for the Conservation Committee

10. Liaison report – Wildfire Preparedness Committee – Fire Marshall discussed the Friday Sept 11 evacuation exercise – Debrief at Town hall and commemoration of 9/11 from 9:30AM-noon. More info at woodsidefire.org. Only Blue Oaks, LTW, and VV neighborhoods are participated in the evacuation exercise. Whole community invited to debrief and safety fair at Town Center.

11. Liaison report – Open Space – discussed TC study session on Hawthorns – plan to create a list of 6 priority things that MidPen needs to do to make the project compatible with the Town. Discussed the Ford Field Bathroom project and the staff recommendation to put any new structure outside the scenic corridor.

12. Liaison Report – Theresa informed Trails committee about Dittrichia on trails that should be removed when found. Code violations (e.g parking on trails) - report to [email protected]

13. Plant List update – CC meeting agenda has the most recent approved list and the changes summarized. CC approved the latest native plant list for use by the Town Staff, residents, landscape architects, and gardeners. Planning Staff will pursue getting the plant list adopted for use by Planners. Future suggested consideration to limit new landscaping projects to minimum 80% natives plus some fruit trees and allow no discouraged plants. Future discussion.

14. Frog Pond – meeting about improving the Frog pond ecosystem such as taking out all the pine trees (fire hazard) and invasive plants. Considering goat grazing. Small $25K fund available for work on Frog Pond. Potential Open Space fund money for more significant Frog Pond upgrades.

15. Next meeting Tuesday October 6, 2026.
145