Agenda packet, special meeting, third session — Town Council, January 17, 2023

Agenda
TC SPECIAL MEETING AGENDA - 2023-01-17.PDF
Meeting Materials
TC SPECIAL MEETING PACKET - 2023-01-17.PDF
ITEM 1 - DRAFT MINUTES OF JANUARY 6, 2023.PDF
ITEM 2 - RESOLUTION FOR A CONTRACT WITH MARINA LANDSCAPE.PDF ITEM 3 - RESOLUTION ACCEPTING COMPLETION OF BARKLEY BATTING CAGE.PDF
ITEM 4 - RESOLUTIONS FOR GLENS PATH PHASE 3.PDF

ITEM A - RESOLUTION FOR A CONTRACT WITH COMMUNITY TREE
SERVICE.PDF
ITEM A DESK ITEM - 2023-01-15 SHANAHAN, THOMAS.PDF
DESK ITEM - 2023-01-13 DOHERTY, SUSAN.PDF
DESK ITEM - 2023-01-17 TAFT, VAL.PDF

1. Documents:

2. Documents:

Town Council Special Meeting January 17, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL SPECIAL MEETING AGENDA January 17, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

PURSUANT TO TOWN OF WOODSIDE RESOLUTION NO. 2023-7550, TOWN COUNCIL MEETINGS

WILL BE HELD AS HYBRID MEETINGS WITH THE OPTION TO ATTEND BY TELECONFERENCE/VIDEO CONFERENCE OR IN PERSON. MEMBERS OF THE PUBLIC THAT

WISH TO ATTEND AND/OR PARTICIPATE IN A MEETING MAY DO SO IN PERSON OR BY JOINING THE ZOOM MEETING https://us02web.zoom.us/j/85437892933. PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND VIA ZOOM MEETING. ANY EMAILS SENT TO [email protected] WILL BE PROVIDED TO THE TOWN COUNCIL PRIOR TO THE MEETING.

IN THE EVENT THAT ANY MEMBER OF THE COUNCIL PARTICIPATES IN A MEETING BY TELECONFERENCE OR VIDEO CONFERENCE, PURSUANT TO THE RALPH M. BROWN ACT, GOVERNMENT CODE SECTION 54953, ALL VOTES OF THE COUNCIL SHALL BE BY ROLL CALL.

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Meeting participants are encouraged
to submit public comments in writing
in advance of the meeting.

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CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

COMMUNICATIONS
Persons wishing to address the Council on any matter not on the posted agenda are invited to do so. Please note, however, that the Council is not able to undertake extended discussion or to act on non-agendized items. Such items can be referred to staff for appropriate action, which may include placement on a future agenda. This communication period is limited to five persons, three minutes each. Any additional persons wishing to be heard will be scheduled at the end of Regular Business.

CONSENT CALENDAR
All items on the Consent Calendar are considered to be routine and will be approved by one roll call motion unless a request is made at the beginning of the meeting that an item be withdrawn or transferred to the regular agenda.

1. Approval of Minutes: Special Meeting of January 6, 2023.

2. Resolution Authorizing the Town Manager to Execute a Contract with Marina Landscape for Construction of the Woodside Road Median Island Beautification Project. Resolution No. 2023 - ____

3. Resolution Accepting Completion of the Barkley Fields and Park Batting Cage Project and Authorizing the Town Clerk to Record a Notice of Completion. Resolution No. 2023 - ____

4. Resolution (1) Approving Plans and Specifications for the Glens Path Phase 3 Project, (2) Authorizing the Bidding of the Glens Path Phase 2 and Phase 3 Projects Under One Combined Construction Contract, (3) Authorizing the Town Manager to Execute a Construction Construct for the Project, and (4) Amending the Agreement with Harrison Engineering Town Council Special Meeting January 17, 2023 Page 2
Incorporated for Additional Design and Construction Support Services.

Resolution No. 2023 - ____

NEW BUSINESS
A. Resolution Authorizing the Town Manager to Execute a Contract with with Community Tree Service for Removal of the Nine Large Eucalyptus Trees on Mountain Home Road. Resolution No. 2023 - ____

REPORTS
B. Mayor and Councilmember Communications.

COMMUNICATIONS

ADJOURNMENT

IN COMPLIANCE WITH THE AMERICANS WITH DISABILITY ACT, IF YOU NEED SPECIAL ASSISTANCE TO PARTICIPATE IN THIS MEETING, PLEASE CONTACT THE TOWN CLERK AT (650) 851-6790.

NOTIFICATION IN ADVANCE OF THE MEETING WILL ENABLE THE TOWN TO MAKE REASONABLE ARRANGEMENTS TO ENSURE ACCESSIBILITY TO THIS MEETING.

PLEASE NOTE THAT PURSUANT TO THE STATE OF CALIFORNIA’S OPEN MEETING RULES, THIS MEETING IS BEING AUDIO RECORDED.

ANY WRITINGS OR DOCUMENTS PROVIDED TO A MAJORITY OF THE TOWN COUNCIL REGARDING ANY ITEM ON THIS AGENDA WILL BE MADE AVAILABLE FOR PUBLIC INSPECTION AT THE ADMINISTRATION COUNTER AT TOWN HALL LOCATED AT 2955 WOODSIDE ROAD DURING NORMAL BUSINESS HOURS.

Town Council Special Meeting January 17, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL SPECIAL MEETING AGENDA January 17, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

PURSUANT TO TOWN OF WOODSIDE RESOLUTION NO. 2023-7550, TOWN COUNCIL MEETINGS

WILL BE HELD AS HYBRID MEETINGS WITH THE OPTION TO ATTEND BY TELECONFERENCE/VIDEO CONFERENCE OR IN PERSON. MEMBERS OF THE PUBLIC THAT

Join Zoom Meeting:

Dial by your location
+1 669 900 9128 +1 346 248 7799
Meeting ID: 854 3789 2933
Weblink:
https://us02web.zoom.us/j/85437892933
Remote Public Comments:

Meeting participants are encouraged
to submit public comments in writing
in advance of the meeting.

Email: [email protected]

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

1. Approval of Minutes: Special Meeting of January 6, 2023.

2. Resolution Authorizing the Town Manager to Execute a Contract with Marina Landscape for Construction of the Woodside Road Median Island Beautification Project. Resolution No. 2023 - ____

3. Resolution Accepting Completion of the Barkley Fields and Park Batting Cage Project and Authorizing the Town Clerk to Record a Notice of Completion. Resolution No. 2023 - ____

Resolution No. 2023 - ____

REPORTS
B. Mayor and Councilmember Communications.

COMMUNICATIONS

ADJOURNMENT

IN COMPLIANCE WITH THE AMERICANS WITH DISABILITY ACT, IF YOU NEED SPECIAL ASSISTANCE TO PARTICIPATE IN THIS MEETING, PLEASE CONTACT THE TOWN CLERK AT (650) 851-6790.

NOTIFICATION IN ADVANCE OF THE MEETING WILL ENABLE THE TOWN TO MAKE REASONABLE ARRANGEMENTS TO ENSURE ACCESSIBILITY TO THIS MEETING.

PLEASE NOTE THAT PURSUANT TO THE STATE OF CALIFORNIA’S OPEN MEETING RULES, THIS MEETING IS BEING AUDIO RECORDED.

TOWN OF WOODSIDE
Report to Town Council Agenda Item 1
From: Jennifer Li, Town Clerk January 17, 2023
Reviewed By: Kevin Bryant, Town Manager
SUBJECT: MINUTES FOR APPROVAL
The draft Town Council minutes of the special meeting of January 6, 2023, are attached for review and approval.

Item 1 Page 1
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
TOWN COUNCIL SPECIAL MEETING MINUTES January 6, 2023
Independence Hall, 2955 Woodside Road, Woodside 12:00 p.m.

The meeting was held as a hybrid meeting with the option to attend by teleconference/video conference or in person, in compliance with Town of Woodside Resolution No. 2022-7534.

CALL TO ORDER
Mayor Shaw called the meeting to order at 12:00 p.m.

ROLL CALL

Present: Councilmembers Brown, Fluet, Goeld, Wall (arrived at 12:02 PM), and Mayor Shaw

Absent: Councilmember Dombkowski
Staff Present:

Kevin Bryant, Town Manager
Jean Savaree, Town Attorney
Jennifer Li, Town Clerk

PLEDGE OF ALLEGIANCE
Mayor Shaw led the Pledge of Allegiance.

COMMUNICATIONS
There was no public comment.

NEW BUSINESS

1. Resolution Ratifying the Town Manager’s Proclaiming of a Local Emergency Related to the Severe Wind and Rainstorms that Commenced on December 31, 2022.

Ms. Savaree presented the staff report.

The Council’s questions included: post-storm clean up and repair; additional chipping support from the Woodside Fire Protection District; proactive communication methods regarding responsibility for maintenance and who to direct questions to.

In response to Council’s questions, Mr. Bryant stated: during breaks in weather, the Town is doing as much preparation as possible for the next storm, including substantial infrastructure improvements; multiple contractors are working around Town; part of post-storm clean up and assessment will include looking at changes to the Capital Improvement Program; there are at least two culverts that are being replaced; chipper crews are currently helping with debris removal; last fall, the Town sent a mailer informing homeowners that creek maintenance is their responsibility; the Town is responsible for inlets, bridges, and places where debris can collect; there is a Severe Weather Emergency banner on the Town website with pertinent information.

Councilmember Brown moved approval of the Item 1.

Motion seconded by Councilmember Fluet and approved by roll call vote:

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw Item 1 Page 2
Special Town Council Meeting January 17, 2023
NOES: None

REPORTS

2. Mayor and Councilmember Communications.

COMMUNICATIONS

ADJOURNMENT
Mayor Shaw adjourned the meeting at 12:10 p.m.
________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
Item 1 Page 3
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 2
From: Sean Rose, Town Engineer January 17, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A

CONTRACT WITH MARINA LANDSCAPE IN AN AMOUNT NOT TO EXCEED $115,500 FOR CONSTRUCTION OF THE WOODSIDE ROAD MEDIAN

ISLAND BEAUTIFICATION PROJECT

RECOMMENDATION
It is recommended that the Town Council authorize the Town Manager to execute a contract with Marina Landscape in an amount not to exceed $115,500, which includes $10,000 for construction contingency, for construction of the Woodside Road Median Island Beautification Project.

BACKGROUND
Over the past several years, Town staff has been contacted by many Town residents and the Woodside Landscape Committee with a request to landscape the medians on Woodside Road within Caltrans right of way just west of I-280 across from the Caltrans Park and Ride Lot. Historically, the medians have consisted of un-landscaped dirt and weeds, with
minimal/infrequent maintenance. An aerial location map showing the medians in question is attached to this report.

In 2021, a project was adopted by the Town Council in the Town’s Capital Improvement Program to beautify the medians with significant funding from the Woodside Community Foundation (WCF), and some Town funding.

On November 16, 2021, the Town Council authorized the Town Manager to execute an agreement with Kikuchi and Kankel Design Group (KKDG) in the amount of $29,790 for design of the Woodside Road Median Island Beautification Project.

The design includes decorative permeable pavers and native, drought tolerant plants interspersed with natural boulders.

Plants include manzanita, rockrose, coffeeberry and coastal gum.

All plants and project design details have been reviewed and approved by the Woodside Landscape Committee.

On June 14, 2022, the Town Council approved the plans and specifications, and authorized the Town Manager to advertise for bids and execute a construction contract in an amount not to exceed $80,000.

Item 2 Page 1
Special Town Council Meeting January 17, 2023
On October 10, 2022, Town Council authorized the Town Manager to execute a contract with Bruno Landscape Management and
Construction (BLMC), in an amount not to exceed $79,045.91 for project construction. BLMC did not obtain the bonds required by Caltrans to perform the work within Caltrans right of way. On December 16, 2022, the Town and BLMC mutually agreed to rescind the contract.

DISCUSSION
On December 16, 2022, Town staff re-bid the project. On January 5, 2023 the Town received five bids ranging from $105,500 to $174,496, as detailed in the attached bid summary (Attachment 3). The low bid of $105,500 is from Marina Landscaping. Marina’s bid has been found to be responsive and in good order, and their references found to be satisfactory. They have been apprised of the Town’s and Caltrans’ insurance and bonding requirements.

Currently, the project is budgeted in the adopted Capital Improvement Program in the amount of $100,000, with $25,000 from the General Fund and the remaining $75,000 from the WCF. With the Marina construction contract, the total estimated project cost (including design, construction, and construction
contingency) is $145,290. The WCF has thus far pledged to cover $83,836 of that amount. Staff has discussed with WCF the increase in project cost associated with the increased
construction cost, and WCF is currently raising the additional funds to cover the increase.

Should the recommended action be approved, construction is anticipated to commence in February 2023 and be completed by April 2023.

ATTACHMENTS

1. Resolution 2023-

2. Location Map

3. Bid Summary
Item 2 Page 2
Special Town Council Meeting January 17, 2023
RESOLUTION NO. 2023 –

RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH MARINA LANDSCAPE IN AN AMOUNT NOT TO EXCEED $115,500 FOR THE

WOODSIDE ROAD MEDIAN ISLAND BEAUTIFICATION PROJECT
WHEREAS, over the past several years Town staff has been contacted by many Town residents and the Woodside Landscape Committee with a request to landscape the medians on Woodside Road within Caltrans right of way just west of I-280 across from the Caltrans Park and Ride Lot; and
WHEREAS, historically the medians have consisted of unlandscaped dirt and weeds, with minimal/infrequent maintenance; and
WHEREAS, on November 16, 2021, the Town Council authorized the Town Manager to execute an agreement with Kikuchi and Kankel Design Group (KKDG) in the amount of $29,790 for design of the Woodside Road Median Island Beautification Project; and WHEREAS, on June 14, 2022, the Town Council approved the plans and specifications, and authorized the Town Manager to advertise for bids and execute a construction contract in an amount not to exceed $80,000; and
WHEREAS, on October 10, 2022, the Town Council authorized the Town Manager to execute a contract with Bruno Landscape Management and Construction (BLMC) in an amount not to exceed $79,045.91; and
WHEREAS, BLMC did not obtain the bonds required by Caltrans to perform the work within Caltrans right of way; and
WHEREAS, on December 16, 2022, the Town and BLMC mutually agreed to rescind the contract; and
WHEREAS, on December 16, 2022, Town staff re-bid the
project, and on January 5, 2023 the Town received five bids ranging from $105,500 to $174,496; and
WHEREAS, the low bid by Marina Landscaping was found to be in good order and their references found to be satisfactory; and WHEREAS, staff recommends awarding the contract in the
amount of $115,500, which includes $10,000 for construction contingency, to Marina Landscape.

ATTACHMENT 1
Item 2 Page 3
Special Town Council Meeting January 17, 2023

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that it authorizes the Town Manager to execute a contract with Marina Landscape Inc., in an amount not to exceed $115,500 for the Woodside Road Median Island
Beautification Project.
* * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 17th of January 2023, by the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 2 Page 4
Special Town Council Meeting January 17, 2023
ATTACHMENT 2
Item 2 Page 5
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
2955 Woodside Road
Woodside, CA 94062

BID OPENING LOG SHEET
Project Description: Woodside Road Median Island Beautification Project Bid Opening Date and Time: Thursday, January 5, 2023 at 3:00 PM

BIDDER NAME BID AMOUNT BID BOND

1. McGuire and Hester $174,496

2. Scapes, Inc $148,768

3. Central Pacific Engineering $139,000

4. Villalobos & Associates Inc $114,164

5. Marina Landscape $105,500

6. 7.

8. 9.

10. “The lowest bidder is Marina Landscape for $105,500.” ATTACHMENT 3
Item 2 Page 6
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 3
From: Sean Rose, Town Engineer January 17, 2023
Approved By: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION ACCEPTING COMPLETION OF THE BARKLEY FIELDS AND

PARK BATTING CAGE PROJECT AND AUTHORIZING THE TOWN CLERK TO

RECORD A NOTICE OF COMPLETION

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution accepting completion of the Barkley Fields and Park Batting Cage Project and authorizing the Town Clerk to record a Notice of Completion.

BACKGROUND
Barkley Fields and Park, originally constructed in 2008, includes a full baseball field with dugouts and stands for spectators. Since the inception of the park, Alpine Little League has utilized the park as one of the fields that they use for practices and games. Alpine Little League has served the families of Menlo Park, Woodside, and Portola Valley since 1960.

In 2021, representatives of Alpine Little League approached staff with a request to install a batting cage at the Park. The League indicated a batting cage at Barkley Park would be a valuable addition to the baseball facilities at the park and to the League’s overall training facility portfolio for player development.

Staff subsequently met with League representatives on multiple occasions to identify the preliminary location and specifications of the batting cage in order to determine preliminary feasibility and cost.

On February 8, 2022, the Town Council authorized the Town Manager to execute a contract with Callander Associates for design of the batting cage in the amount of $26,883.

On May 24, 2022, the Town Council approved the project plans and specifications and authorized the Town Manager to advertise for bids and execute a contract with the lowest responsible bidder in an amount not to exceed $204,600.

On June 22, 2022, the Town received one bid from Silicon Valley Paving Inc., in the amount of $158,166.75.

On July 18, 2022, the Town Manager executed a contract with Silicon Valley Paving Inc., for the project in the amount of $158,166.75.

Item 3 Page 1
Special Town Council Meeting January 17, 2023

DISCUSSION
The project was constructed from July to December 2022. A 14’ wide by 60’ long by 12’ tall chain link batting cage was constructed along the first base line. The cage has a concrete band foundation around its perimeter, and a concrete floor under the batter’s side of the batting cage. The cage has one lockable entrance gate near the first base dugout. A concrete walkway is constructed between the dugout and the batting cage for ease of access. The project required minor modifications to the irrigation system and the removal and replacement of a portion of the existing outer iron fence on the back side of the cage.

Alpine Little League has agreed to pay for and install all the interior fixtures within the cage, including the interior netting, floor material, batter’s box, and pitching screen. The cage will be available for use by Alpine Little League and any other sports league that serves Woodside residents in accordance with the park use agreement.

The final project construction cost is $158,166.75, which is within the approved contract amount and the Capital Improvement Program budget. Subsequent to the Town Council accepting this project, the Town Clerk will record a Notice of Completion with the County Recorder’s Office. The project retention funds in the amount of $7,908.34 will be released to Silicon Valley Paving Inc., within 60 days from the filing of the Notice of Completion.

Per the resolution adopted by the Town Council on March 8, 2022, the Town applied for and is projected to receive per capita grant funds from the State of California Proposition 68 grant program. The grant is anticipated to pay for 80% of the total project cost.

CONCLUSION
Adoption of the attached resolution formally completes the Batting Cage at Barkley Fields & Park Project.

ATTACHMENTS

1. Resolution No. 2023 -

2. Notice of Completion
Item 3 Page 2
Special Town Council Meeting January 17, 2023
Barkley Park and Fields Batting Cage Project
RESOLUTION NO. 2023 –

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE ACCEPTING

THE COMPLETION OF THE BARKLEY FIELDS & PARK BATTING CAGE PROJECT AND

AUTHORIZING THE TOWN CLERK TO RECORD A NOTICE OF COMPLETION WHEREAS, in 2021 a project was adopted in the Town’s Capital Improvement Program to construct a batting cage at Barkley Park at the request of Alpine Little League; and
WHEREAS, on February 8, 2022, the Town Council authorized the Town Manager to execute a contract with Callander Associates for design of the batting cage in the amount of $26,883; and WHEREAS, on May 24, 2022, the Town Council approved the plans and specifications and authorized the Town Manager to advertise for bids and execute a contract with the lowest responsible bidder for the Batting Cage at Barkley Fields & Park Project in an amount not to exceed $204,600; and
WHEREAS, on June 22, 2022, the Town received one bid from Silicon Valley Paving Inc., in the amount of $158,166.75; and WHEREAS, on July 18, 2022, the Town Manager executed a contract with Silicon Valley Paving Inc., for the project in the amount of $158,166.75; and
WHEREAS, the batting cage was constructed from July through December 2022 and is now complete; and
WHEREAS, the final project construction cost is $158,166.75, within the approved contract amount and the Capital Improvement Program budget; and
WHEREAS, the Town Engineer has approved the final orders and quantities of work completed, and finds that the project was completed pursuant to the approved plans and specifications; and WHEREAS, subsequent to the Town Council accepting this project, the Town Clerk will record a Notice of Completion with the County Recorder’s Office. The project retention funds will be released to the contractor within 60 days from the filing of the Notice of Completion.

NOW, THEREFORE, IT IS HEREBY RESOLVED, that the Town Council of the Town of Woodside, does hereby accept the construction of the Barkely Park and Fields Batting Cage Project and authorizes the filing of a Notice of Completion and other documents necessary to conclude the construction contract.
* * * * * * *
ATTACHMENT 1
Item 3 Page 3
Special Town Council Meeting January 17, 2023
Barkley Park and Fields Batting Cage Project
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 17th of January 2023, by the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 3 Page 4
Special Town Council Meeting January 17, 2023

RECORDING REQUESTED BY
AND WHEN RECORDED RETURN TO:

Town Clerk
Town of Woodside
P.O. Box 620005
Woodside, CA 94062

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN by the undersigned Town Clerk of the Town of Woodside, San Mateo County, California, that the Barkley Fields & Park Batting Cage Project has been completed and was accepted by the Town Council of The Town of Woodside on January 17, 2023, said work being performed by Silicon Valley Paving of San Jose, California. Labor on the project ceased on or about December 16, 2022, and the cessation has continued until the recordation of this notice.
______________________________________
Town Clerk of the Town of Woodside
Jennifer Li

CERTIFICATE
I, the undersigned hereby depose and say:

That I am the Town Clerk of the Town of Woodside, San Mateo County, California; that I have read said notice and know the contents thereof; that the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________________
_____________________________________
Town Clerk of the Town of Woodside
Jennifer Li
ATTACHMENT 2
Item 3 Page 5
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 4_
From: Sean Rose, Town Engineer January 17, 2023
Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION (1) APPROVING PLANS AND SPECIFICATIONS FOR THE GLENS PATH PHASE 3 PROJECT, (2) AUTHORIZING BIDDING OF THE GLENS PATH PHASE 2 AND PHASE 3 PROJECTS UNDER ONE COMBINED
CONSTRUCTION CONTRACT, (3) AUTHORIZING THE TOWN MANAGER TO

EXECUTE A CONSTRUCTION CONTRACT FOR THE PROJECT IN AN AMOUNT NOT TO EXCEED $1,000,000, WHICH INCLUDES $100,000 FOR
CONSTRUCTION CONTINGENCY, AND (4) AMENDING THE AGREEMENT WITH HARRISON ENGINEERING INCORPORATED IN THE AMOUNT OF $29,300 FOR

ADDITIONAL DESIGN AND CONSTRUCTION SUPPORT SERVICES

RECOMMENDATION
Adopt a resolution (1) approving plans and specifications for the Glens Path Phase 3 Project, (2) authorize bidding of the Glens Path Phase 2 and Phase 3 Projects under one combined construction contract, (3) amend the agreement with Harrison Engineering Incorporated for additional design and construction support services, and (4) authorize the Town Manager to execute a construction contract for the project in an amount not to exceed $1,000,000, which includes $100,000 for construction contingency.

BACKGROUND AND DISCUSSION
The Glens Path Phase 3 project will construct a new path along Glenwood Avenue from Ridge Road to 235 Glenwood Avenue. The Glens Path Phase 2 Project will construct the path from 235 Glenwood to Canada Road.

The completion of those two phases, along with the already-completed Phase 1 project on Hillside Drive from Alta Mesa to Glenwood Avenue, will complete the multi-phase project to provide a continuous path along Glenwood Avenue/Hillside Drive, the main thoroughfare in the Glens neighborhood, from Alta Mesa Road to Canada Road.

On September 14, 2021, Town Council authorized the Town Manager to execute an agreement with Harrison Engineering Incorporated (HEI) for design of both the Phase 2 and Phase 3 Projects in an amount not to exceed $130,000.

On May 24, 2022, the Town Council approved the plans and specifications fot the Glens Path Phase 2 Project, and authorized bidding and execution of the construction contract. On June 23, 2022, the Town received two bids, from Grade Tech Inc. and Redgwick Construction, in the amounts of $613,634 and $770,722, respectively. The engineers estimate was $430,000.

Item 4 Page 1 Special Town Council Meeting January 17, 2023 Due to the high bid cost relative to the engineers estimate, at staff’s recommendation on July 26, 2022 the Town Council rejected bids and authorized the Town Manager to re-bid the project and execute a construction contract.

On December 13, 2022, the Town Council adopted a resolution authorizing the Town Manager to execute a funding agreement with the San Mateo County City/County Association of Governments (C/CAG) for a Transportation for Clean Air (TFCA) grant for the Glens Path Phase 3 Project. Under the grant, the Town is anticipated to receive $290,848 towards construction of the Phase 3 project.

Design of the Phase 3 project is now complete. The design, similar to the Phase 2 project design, will provide a 4’ wide asphalt path along Glenwood Avenue, and includes associated retaining walls, driveway conforms, and drainage improvements necessitated by the addition of the path. Plans and specifications for both the Phase 2 and Phase 3 projects are available for public review in the office of the Town Engineer.

Initially, staff planned to construct the Phase 2 project in summer 2022 and the Phase 3 project in summer 2023. Due to the Phase 2 bid rejection Phase 2 project construction was delayed. In order to complete both phases, and the overall project, by summer 2023 as originally planned, staff proposes to bid out both the Phase 2 and Phase 3 projects as one combined project and construction contract, all to be constructed in summer 2023.

The engineer’s estimate is $450,000 for the Phase 2 project and $450,000 for the Phase 3 project, for a combined total amount of $900,000. The recommended action would authorize the Town Manager to execute a constrction agreement up to $1,000,000, to reflect the engineer’s estimate plus $100,000 for construction contingency.

HEI’s original design contract did not include construction engineering and support to assist the Town during project construction with submittal and RFI review/responses, site inspections, and change orders.

Additionally, there were some unforeseen design changes arising from utility conflicts and resident requests that were not included in HEI’s contract scope of work. The attached proposal for $29,300 includes both the additional design work and construction support services. Staff has worked with HEI to ensure the proposal is accurate and reasonable, and reflects the services the Town needs to complete the project.

Funding Plan
The adopted FY22-23 budget includes $770,000 for project construction of both Phase 2 and Phase 3 combined, of which $250,000 is from grant sources and $520,000 is from the Town’s Road (Measure A, Measure W, and Traffic Safety) Funds.

The TFCA grant will cover $290,848 of the project cost. The remaining $709,152 will be covered by local funds, including the aformenetioned Item 4 Page 2 Special Town Council Meeting January 17, 2023 $520,000 that have been idenfitied and budgeted, as well as $90,700 of Road Funds that were budgeted but not spent as part of the 2022-23 Road Rehabilitation Project, and approximately $117,600 that the Road Funds exceeded budget projections for Fiscal Year 2022.

CONCLUSION
If the recommended actions are approved, staff plans to bid the combined Phase 2 and Phase 3 project in January 2023 and commence construction in spring/summer 2023. It is anticipated the project will take 2-4 months to complete.

ATTACHMENTS

1. Resolution

2. Location Map

3. Proposal from HEI for design and construction support services Item 4 Page 3 Special Town Council Meeting January 17, 2023 RESOLUTION NO. 2023 –
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE (1) APPROVING PLANS AND SPECIFICATIONS FOR THE GLENS PATH PHASE 3 PROJECT, (2) AUTHORIZING BIDDING OF THE GLENS PATH PHASE 2 AND PHASE 3 PROJECTS UNDER ONE COMBINED CONSTRUCTION CONTRACT, (3) AUTHORIZING

THE TOWN MANAGER TO EXECUTE A CONSTRUCTION CONTRACT FOR THE PROJECT IN AN AMOUNT NOT TO EXCEED $1,000,000, WHICH INCLUDES $100,000 FOR CONSTRUCTION CONTINGENCY, AND (4) AMENDING THE AGREEMENT WITH

HARRISON ENGINEERING INCORPORATED FOR ADDITIONAL DESIGN AND

CONSTRUCTION SUPPORT SERVICES
WHEREAS, the Glens Path Phase 3 project will construct a new path along Glenwood Avenue from Ridge Road to 235 Glenwood Avenue and the Glens Path Phase 2 Project will construct a path from 235 Glenwood Avenue to Canada Road; and
WHEREAS, the completion of those two phases, along with the already-completed Phase 1 project on Hillside Drive from Alta Mesa to Glenwood Avenue, will complete the multi-phase project to provide a continuous path along Glenwood Avenue/Hillside Drive, the main thoroughfare in the Glens neighborhood, from Alta Mesa Road to Canada Road; and
WHEREAS, on September 14, 2021, Town Council authorized the Town Manager to execute an agreement with Harrison Engineering Incorporated (HEI) for design of both the Phase 2 and Phase 3 Projects in an amount not to exceed $130,000; and
WHEREAS, on May 24, 2022, the Town Council approved the plans and specifications fot the Glens Path Phase 2 Project, and authorized bidding and execution of the construction contract; and WHEREAS, due to very high bid cost on July 26, 2022 the Town Council rejected bids and authorized the Town Manager to re-bid the project and execute a construction contract; and
WHEREAS, on December 13, 2022, the Town Council adopted a resolution authorizing the Town Manager to execute a funding agreement with the San Mateo County City/County Association of Governments (C/CAG) for a Transportation for Clean Air (TFCA) grant providing $290,848 towards construction of the Phase 3 project; and WHEREAS, design of the Phase 3 project is now complete and similar to the Phase 2 project, the design will provide a 4’ wide asphalt path along Glenwood Avenue, and includes associated retaining walls, driveway conforms, and drainage improvements necessitated by the addition of the path; and
WHEREAS, staff proposes to bid out both the Phase 2 and Phase 3 projects as one combined project and construction contract, all to be constructed in summer 2023; and
ATTACHMENT 1
Item 4 Page 4
Special Town Council Meeting January 17, 2023
WHEREAS, the engineer’s estimate is $450,000 each for the Phase 2 and Phase 3 projects, for a combined total amount of $900,000; and WHEREAS, the recommended action would authorize the Town Manager to execute a construction agreement up to $1,000,000, to reflect the engineer’s estimate plus $100,000 for construction contingency; and WHEREAS, staff requires additional design and construction support assistance from HEI in the amount of $29,300; and WHEREAS, the adopted FY22-23 budget includes $770,000 for project construction of both Phase 2 and Phase 3 combined, of which $250,000 is from grant sources and $520,000 is from the Town’s Measure A, Measure W, and Traffic Safety funds; and
WHEREAS, the TFCA grant will cover $290,848, leaving a budget shortfall of $189,152; and
WHEREAS, additional local funds are available from $90,700 of Road Funds that were budgeted but not spent as part of the 2022-23 Road Rehabilitation Project, and approximately $117,600 that the Road Funds exceeded budget projections for Fiscal Year 2022 * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 17th of January, 2023, by the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 4 Page 5
Special Town Council Meeting January 17, 2023
ATTACHMENT 2
Item 4 Page 6 Special Town Council Meeting January 17, 2023 Harrison Engineering Inc.
1987 Bonifacio Street  Concord, CA 94520
PH: (925) 691-0450  www.Harrison-Engineering.com
The Glens Sidewalk Phase 2 & 3
Amendment 2 for Additional Services Page | 1
January 13, 2023
Mr. Sean Rose, PE
Public Works Director/Town Engineer
The Town of Woodside
2955 Woodside Road
Woodside, CA 94062
RE: The Glens Path Project - Phases 2 & 3 Additional Services Dear Sean,
Harrison Engineering Inc. (HEI) is very pleased to have received your request to provide Bid and Construction Support Services for Phases 2 & 3 of the Glens Pedestrian Path Project on Glenwood Avenue in the Town of Woodside. In addition to amending our contract to include the aforementioned services, there were several design changes that occurred that resulted in extra design work on Phase 2 and 3 Plans and quantity estimates as follows:

1. Revision to the previously completed Phase 2 Plans to incorporate storm drain connections from the Phase 3 Project Design.

2. Revisions to Phase 3 Plans for the driveway at 243 Glenwood, which also affected the limits of work for the Phase 2 work, thereby requiring additional revisions to that plan set and related quantities.

Budget
Our estimated budget for the addition of Task 9 (Phases 2 & 3 Bid Support) & Task 10 (Phase 3 Construction Support) above, plus the cost of plan changes resulting in extra design work are itemized on the following pages. Our budget estimate for the work described herein is $29,300.

If you have any questions, please do not hesitate to call.

Sincerely,
HARRISON ENGINEERING INC.

Randell T. Harrison, PE
President
ATTACHMENT 3
Item 4 Page 7
Special Town Council Meeting January 17, 2023
The Glens Sidewalk Phase 2 &3
Amendment 2 for Additional Services Page | 2
Harrison Engineering Inc.
2023 Charge Rate Schedule
Effective January 1 through December 31, 2023
Hourly Charge Rates
Position/Title Hourly Rate
Principal/Senior Project Manager II $293.00
Senior Project Manager I $257.00
Project Manager II $227.00
Project Manager I $215.00
Senior Project Engineer II $209.00
Senior Project Engineer I $197.00
Construction Inspector $170.00
Project Engineer II $179.00
Project Engineer I $161.48
Senior Design Engineer II $149.50
Senior Design Engineer I $137.50
Design Engineer II $125.60
Design Engineer I $113.60
Design Technician II $101.60
Design Technician I $89.70
Administrative $92.00
Other Expenses
Automobile Mileage $0.60 per mile
Plotting
Monochrome Drawings (Bond or Vellum) $1.50 per square foot Color Plots $5.00 per square foot
Plots on Mylar $5.00 per square foot
Subconsultant Fees Cost plus 10%
Reimbursable Costs (Printing, Copying, Parking, Cost plus 10% Mail/Shipping, Film/Developing, etc.)
Note: Rates are subject to an increase based on SF Bay Area Consumer Price Index, published annually in November.

Item 4 Page 8
Special Town Council Meeting January 17, 2023
The Glens Sidewalk Phase 2
Amendment 1 for Additional Services Page | 3
Budget Estimate

HARRISON ENGINEERING TOTAL
HE for
TASK SPM-II SDE-I DT-I LABOR SPM-II SDE-I DT-I Reim. HEI HOURS 293.00 137.50 89.70
9-Ph2 P2-Bid Support 8 12 20 2,344 1,650 0 3,994
9-Ph3 P3-Bid Support 8 12 20 2,344 1,650 0 3,994
10-Ph3 P3-Construction Support 32 24 56 9,376 3,300 0 421 13,097 AM#1 Item 1 4 12 8 24 1,172 1,650 718 3,540
AM#1 Item 2 6 16 8 30 1,758 2,200 718 4,676
Total 58 76 16 150 16994 10450 1435 421 29,300$

ESTIMATED HOURS

HARRISON ENGINEERING
FEE
Item 4 Page 9
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item A
From: Sean Rose, Town Engineer January 17, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A

CONTRACT WITH COMMUNITY TREE SERVICE IN AN AMOUNT NOT TO EXCEED $179,500 FOR REMOVAL OF NINE LARGE EUCALYPTUS TREES

ON MOUNTAIN HOME ROAD

RECOMMENDATION
It is recommended that the Town Council authorize the Town Manager to execute a contract with Community Tree Service in an amount not to exceed $179,500 for removal of nine large eucalyptus trees on Mountain Home Road.

BACKGROUND
Due to the recent and increasing State-wide and local fire incidents and growing fire-related concerns, in 2017 Woodside Fire Protection District (WFPD) submitted to the Town a list of trees in the public right of way and on Town-owned property that it has deemed hazardous due to factors such as proximity to power lines, limb drop potential, and proximity to
ingress/egress points along evacuation routes. The list is updated periodically as trees are removed and additional trees are added to the list by WFPD. The current list is attached to this report (Attachment 4). The nine eucalyptus trees that are the subject of this report are shown on the list highlighted in yellow.

As indicated on the list, since 2017 the Town has removed over 100 hazardous trees from multiple locations throughout the Town, both along roads within the public right of way and on Townowned properties, including the Joan Olsen Preserve, Barkley Park, and the Kiely/Junior Riders equestrian facility.

The nine trees along Mountain Home Road that are proposed for removal under the recommended action are within the public right of way along the east side of Mountain Home Road between the Mountain Home Road Bridge and Manzanita Way. All of the trees have been marked with yellow tape for ease of identification in the field.

The trees are immediately adjacent to PG&E power lines. PG&E periodically trims the trees back from the lines in accordance with CPUC regulations. WFPD and the Fire Safe Council has identified non-native eucalyptus trees as hazardous due to their Item A Page 1 Special Town Council Meeting January 17, 2023 fuel being highly flammable, high airborne ember potential and large amount of debris and resulting ladder fuel on the ground and into the tree canopy. In addition to those concerns, for these nine particular trees WFPD has identified proximity to the power lines and limb fall potential onto the power lines and roadway/path below as reasons for their recommendation for removal.

PG&E is also in support of removing the trees. PG&E has managed the trees with pruning in the past. According to PG&E, removing the trees, rather than continuing to trim them, will help with system reliability (reduced risk of power outages) and public safety due to unforeseen branch failures. PG&E has committed to assisting the Town during the removal operation.

Highlighting the potential for limb fall from the trees, on September 4, 2022 a very large branch (as large as a small tree) from one of the trees fell onto Mountain Home Road. Fortunately, no one was injured in that incident and the trees narrowly missed falling onto the adjacent power lines.

Since placing the yellow tape around the trees, the Town has been contacted by one of the residents within the work area indicating their preference that the trees continue to be pruned rather than removed (Attachment 6). One of the resident’s requests was to complete an arborist report for the trees. The Town has not routinely completed arborist reports on hazardous trees because the recommendations for removal by the WFPD and PG&E have generally not been related to tree health, but rather to proximity to power lines and the other concerns noted above.

However, in response to the resident’s request, the Town commissioned an arborist report for these nine trees. That report is attached herein for review (Attachment 5). In summary, the arborist concludes the trees are in fair to poor health, and in light of the potential risk and ongoing cost of maintenance, recommends that the trees be removed.

DISCUSSION
On September 13, 2022, the Town Council authorized the Town Manager to execute a contract with Bartlett/SP McLenahan (B/SPM) Tree Service in an amount not to exceed $90,100 for removal of four of the nine large eucalyptus trees that are closest to Manzanita Road. Subsequent to execution of the contract, B/SPM revised its project work plan that would have led to significant anticipated project delays and uncertainty regarding the completion date of the work. On December 13, 2022, the Town and B/SPM mutually agreed to rescind the contract.

On December 16, 2022, the Town issued a Request for Proposals (RFP) for the removal of the four trees noted above plus five Item A Page 2
Special Town Council Meeting January 17, 2023
more large eucalyptus trees located immediately adjacent to the original four trees, for a total of nine trees. On January 5, 2023, the Town received ten bids ranging from $111,840 to $450,000. The bid summary is attached to this report (Attachment 3).

The apparent low bid of $111,840 by Arbor Pros did not contain all of the information required by the Town’s RFP and the bidder requested to be released from their bid. In light of the missing information, the Town agreed to release Arbor Pros from their bid. The second low bid was by Community Tree Service (CTS) in the amount of $179,500. The bid was found to be in good order and to contain all of the required information, and project references were confirmed to be satisfactory. Staff therefore recommends awarding the tree removal contract to CTS.

Should the Council elect to proceed with the project and award the contract, staff anticipates commencing the project by midFebruary, pending final confirmation of contractor availability and PG&E’s availability to shut off the power to the lines during a portion of the work.

The tree closest to the Mountain Home Road bridge has a PG&E guy wire anchored to it. Staff has asked PG&E to expedite the removal of the guy wire so that it can be removed with the project. Should PG&E not be able to remove the guy wire in time for our contractor to remove that tree, the removal of the other eight trees will proceed as scheduled and the tree with the guy wire in it will be removed from the project and addressed at a later date.

Removal of the trees will require a large crane(s) with wide outriggers. Given the width of the shoulder and roadway at this location, it will be necessary to close the road for
approximately 10 working days to complete the work. The detour route will utilize Whiskey Hill Road and Portola Road and will be fairly long depending on where residents live along Mountain Home Road, and other streets off of Mountain Home Road (Winding Way, Manzanita, etc.).

To minimize the impact of the full road closure to the
community, closure hours will be limited to the hours from 9am to 4pm to allow for school/commute traffic to pass through the area. Notification of the closure will go out Town-wide on Nextdoor and SMC Alert, and via electronic sign boards placed at multiple locations throughout Town at least 7 days in advance of the start of work.

The Town has sent letters to the five properties that have driveways within the work area that will be most impacted by the work. The letters informed residents that the contractor will accommodate access to their properties during the closure to the Item A Page 3 Special Town Council Meeting January 17, 2023 fullest extent possible and to anticipate delays at times during the work. The contractor will separately notice the same residents and work directly with them, in coordination with the Town, on access to their properties during the road closure.

The cost of the removal of the trees is budgeted in the Safety Services Department budget for the current fiscal year.

CONCLUSION
Approval of this resolution will facilitate the removal of nine hazardous trees.

ATTACHMENTS

1. Resolution

2. Location Map

3. Bid Summary

4. Hazardous Tree Inventory

5. Arborist Report

6. Letter from Jim Olstad dated January 6, 2023
Item A Page 4 Special Town Council Meeting January 17, 2023 RESOLUTION NO. 2023 –

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH COMMUNITY TREE SERVICE IN AN AMOUNT NOT TO EXCEED $179,500 FOR REMOVAL OF

NINE LARGE EUCALYPTUS TREES ON MOUNTAIN HOME ROAD
WHEREAS, the Woodside Fire Protection District (WFPD) has identified trees in the public right of way and on Town-owned properties that they deem potentially hazardous due to fire risk, limb fall, and impacts to emergency ingress/egress; and WHEREAS, since 2017 the Town has removed over 100 such
trees from multiple locations throughout the Town; and
WHEREAS, nine of the identified trees are large eucalyptus trees located on the east side of Mountain Home Road between the Mountain Home Road bridge and Manzanita Way; and
WHEREAS, on September 13, 2023, the Town Council authorized the Town Manager to execute a contract with Bartlett/SP McLenahan Tree Service (B/SPM) in an amount not to exceed $90,100 for removal of four of the nine trees; and
WHEREAS, on December 13, 2022, the Town and B/SPM mutually agreed to rescind the contract due to a change in B/SPM’s work plan and associated scheduling issues; and
WHEREAS, on December 16, 2022, the Town issued a Request for Bids to remove the four trees noted above plus five more large eucalyptus trees located immediately adjacent to the original four trees, for a total of nine trees; and
WHEREAS, on January 5, 2023, the Town received ten bids ranging from $111,840 to $450,000; and
WHEREAS, based on the amount and responsiveness of the bids received, the Town Engineer recommends awarding the tree removal contract to Community Tree Service in an amount not to exceed $179,500.

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that it authorizes the Town Manager to execute a contract with Community Tree Service in an amount not to exceed $179,500 for removal of nine large eucalyptus trees on Mountain Home Road
* * * * * * *
ATTACHMENT 1
Item A Page 5
Special Town Council Meeting January 17, 2023

Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 17th of January 2023, by the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item A Page 6
Special Town Council Meeting January 17, 2023
ATTACHMENT 2
Item A Page 7
Special Town Council Meeting January 17, 2023
January 5, 2023 at 2:00 PM
Item BIDDER NAME BID TREE #1 BID TREES #2 - #9 TOTAL
1 Arbor Pros, LLC $12,000 $99,840 $111,840.002 Community Tree Service, LLC $19,840 $159,660 $179,500.003 Bay Area Tree Specialists $21,777 $236,688 $258,465.004 Utility Tree Services, LLC $32,000 $243,244 $275,244.005 Rancho Tree Service $38,580.53 $321,397.50 $359,978.036 Arborist Now $45,000 $315,000 $360,000.007 P31 Enterprise Inc. $30,075.18 $347,457.92 $377,533.108 Professional Tree Care Co. $62,400 $384,600 $447,000.009 West Coast Arborists $70,000 $400,000 $470,000.00 10 Central Sierra Enterprise Inc $54,000 $432,000 $486,000.00 Mountain Home Road Eucalyptus Tree Removal (9) - Bid Summary ATTACHMENT 3
Item A Page
8 Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE HAZARDOUS TREE INVENTORY
January 2023
# Street Address Tree Type Qty Size Complete?
1 Blue Ridge Ln entire street Euc 22 Med/Lrg x
2 Glencrag 851 Pine 2 Med x
3 Glencrag 823 Pine 2 Med x
4 Glencrag 815 Pine 1 Med x
5 W.Maple 445 Euc 3 Med x
6 W.Maple 465 Euc 3 Med x
7 W.Maple 490 Euc 1 Med x
8 Eastview at Maple Euc 5 Med/Lrg x
9 Southview 703‐747 Euc 13 Lrg x
10 Godetia Lower Euc 8 Lrg x (partial)
11 Glenwood 127 Pine 1 Med
12 Glenwood 231 Pine 6 Sm/Med
13 AltaMesa 235 Euc 2 Med/Lrg
14 AltaMesa 239 Euc 1 Med/Lrg
15 AltaMesa 255 Pine 2 Med
16 AltaMesa 124 Euc 2 Med x
17 AltaMesa 136 Euc 1 Med x
18 AltaMesa at Emergency Gate Euc 2 Med x
19 Hillside 231 Pine 1 Sm
20 Hillside 260 Oak 1 Sm
21 Vineyard Hill End Pine 2 Sm
22 Mt.Home at Cedar Euc 1 Lrg
23 Mt.Home at Cedar Pine 1 Med
24 Mt.Home 240 Euc 5 Lrg
25 Mt.Home 280 Euc 4 Lrg
26 Mt.Home 290 Euc 3 Lrg
27 Mt.Home at Mt.Wood Euc 2 Lrg
28 Mt.Home at Blue Ridge Euc 2 Lrg
29 Mt.Home before Vintage Euc 1 Lrg
30 Portola 2099 Euc 5 Lrg x
31 Portola 1835 Pine 6 Med x
32 Old LaHonda at Portola Euc 2 Lrg x
33 Roan 40 Pine 1 Med
34 Roan 15 Pine Med
35 Roan at Patrol Pine 2 Med
36 Partititon 3640 Pine 1 Med
38 Kings Mt. before Josselyn Euc 3 Lrg
39 Highland Ter. 239 Euc 1
40 Highland Ter. 255 Pine 2
41 Barkley fields Farm Hill Blvd Euc 2 x
42 Mt.Home 890 Euc 5
43 Canada rd. 1095 Euc 3
44 Canada Rd. 1025 Euc 3
45 Canada Rd. 925 Euc 1
ATTACHMENT 4
Item A Page 9
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE HAZARDOUS TREE INVENTORY
January 2023
46 Godetia 1191 Euc 1
47 Godetia 1191 Pine 1
48 Glencrag 626 Pine 2
49 East View 489 Euc 1
50 Maple Way 455 Euc 4
51 Glencrag Woodside Dr. Euc 1
52 Mtn. Home 190 Euc 1
53 Mtn. Home 450 Euc 1
54 Mtn. Home 890 Oak 2
55 Mtn. Home 915 Euc 1
56 Portola 1909 Euc 3 x
57 Alta Mesa 160 Euc 2 x
58 Portola Rd. 1835 Pines 8 x
59 Canada rd. WDS Redwood 1 x
60 Jefferson Ave 4242 Pines 10 x
61 Woodside Dr. 355 Acacia 1 x
62 Woodside Dr. 280 Redwood 1 x
63 Mtn. Home 1200 Oak 1 x
64 Eastview Way 515 1 x
65 Harcross Rd 165 Pine 1 x
66 Woodside Way 654 1 x
67 Glencrag Way 650 1 x
Total Trees 183
Total Trees Removed 103
Item A Page 10 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Sean Rose, Public Works Director/Town Engineer
Town of Woodside
2995 Woodside Rd
Woodside, CA 94062
Site: 9 Blue gum eucalyptus in Public Right of Way along Mountain Home Road, Woodside Dear Sean,
At your request I visited the above site for the purpose of inspecting 9 blue gum eucalyptus along Mountain Home Road. The trees are in the Public Right of Way and can be seen in the attached photos.

The purpose of this report is to document the health and condition of the trees and make recommendations for their future.

Observations
The trees are located north of the intersection of Mountain Home Road and Manzanita Way and stand on the east side of the right of way.

Genus and species: Blue gum eucalyptus, Eucalyptus globulus Approximate Estimated Canopy Spread
Trunk Diameter Height
Tree # 1: 72” 80’ 40’ x 40’
Tree # 2: 90” 100’ 30’ x 30’
Tree # 3: 80” 100’ 50’ x 40’
Tree # 4: 72” 90’ 40’ x 30’
Tree # 5: 80” 90’ 50’ x 50’
Tree # 6: 65” 100’ 50’ x 30’
Tree # 7: 40” 90’ 30’ x 20’
Tree # 8: 40” 90’ 40’ x 20’
Tree # 9: 72” 100’ 50’ x 30’
Health and Condition
Tree # 1: Poor health and condition, thin canopy, possibly topped at 8 feet many years ago, resulting in 5 large co-dominant stems. The adjacent power pole is cabled to the tree and the High Voltage lines run approximately 3 feet from the trunk of the tree. The canopy of the tree grows over the High Voltage lines. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 2: Fair health and condition, thinning canopy, possibly topped at 8 feet many years ago, resulting in 6 large co-dominant stems. The High Voltage lines run approximately 4 feet from the trunk of the tree. The canopy of the tree grows over the High Voltage lines and is full of large dead wood. There is an accumulation of sloughed off bark in the lower branch unions.

ATTACHMENT 5
Item A Page 11 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Tree # 3: Fair health and condition, heavily pruned over the power lines resulting in epicormic growth from pruning cuts reaching over the power lines. The High Voltage lines run approximately 3 feet from the trunk of the tree. The canopy of the tree grows over the High Voltage lines and is full of large dead wood. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 4: Fair health and condition, thinning canopy, multi trunked with 2 co-dominant stems at 12 feet above grade. Large dead wood throughout the canopy. Many scars and stubs from previous limb failures. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 5: Fair health and condition, thinning canopy possibly topped at 8 feet many years ago, resulting in 4 large co-dominant stems. The canopy of the tree grows over the High Voltage lines and has some large dead wood. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 6: Fair health and poor condition; thicker canopy than adjacent eucalyptus, possibly topped at 8 feet many years ago, resulting in 3 large co-dominant stems. The power lines have now crossed the street but the canopy spreads over the top of the power lines. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 7: Poor health and condition, thinning canopy possibly topped at 8 feet many years ago, resulting in 3 large co-dominant stems. The canopy is full of large dead wood and spreads across the road towards the power lines. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 8: Poor health and condition, thinning canopy mostly of epicormic growth, possibly topped at 8 feet many years ago, resulting in 2 large co-dominant stems. The canopy is full of large dead wood and spreads across the road towards the power lines. There is an accumulation of sloughed off bark in the lower branch unions.

Tree # 9: Poor health and condition, thinning canopy, possibly topped at 8 feet many years ago, resulting in 5 large co-dominant stems. The canopy is full of large dead wood and spreads across the road towards the power lines. There is an accumulation of sloughed off bark in the lower branch unions.

Discussion
The overall health of all 9 blue gum eucalyptus is fair to poor. The blue gum eucalyptus requires a huge water intake to stay healthy which these trees have not received for many years and are consequently showing signs of drought stress resulting in decline and thinning of the canopies. The decline of the canopies results in accumulations of large dead wood.

Three of the trees are very close to the High Voltage power lines and most of the trees have canopies reaching over the High Voltage power lines. All the trees have canopies reaching over the Public Right of Way such that any large limb failure may result in downed power lines, blocked Public Right of Way and potential to damage to vehicles and loss of life. To minimize the risk of failure, the trees will require regular maintenance and heavy pruning to reduce end weight on the longer, reaching limbs. This has been done with Tree # 3 and as a result, excessive epicormic growth has sprouted from the pruning cuts.

Item A Page 12 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Epicormic growth is a response growth caused by stress whether it be drought stress or heavy pruning, originating from latent buds beneath the bark. Consequently, the resulting growth is very weakly attached to the parent limb and if not maintained will result in further branch failure. Additionally, excessive pruning over the Public Right of Way may unbalance the trees leading to whole tree failure in saturated soil conditions.

Blue gum eucalyptus typically sloughs off bark. The bark is dry and highly flammable and collects in the lower branch unions of the tree and around the base of the tree. This bark needs to be removed to reduce the risk of fire and fire laddering into the upper canopy.

Eucalyptus are considered allelopathic. Allelopathy is a biological phenomenon by which an organism produces one or more biochemicals that influence the germination, growth, survival, and reproduction of other organisms. Consequently, any vegetation within the root zone of the eucalyptus tree will struggle to thrive. There are several native coast live oaks, toyons and bays growing between the eucalyptus that would benefit from the removal of these trees and provide native screen from the passing traffic and pedestrians along the public right of way.

Naturalists, ecologists, and the United States National Park Service consider it an invasive species due to its ability to quickly spread via seeds and displace native plant communities.

Local authorities, especially many fire departments across California consider it to be a major fire hazard, although the United States Department of Agriculture does not list it among its "Invasive and Noxious plants" list in California. Due to these factors, programs across the state of California have been established to remove eucalyptus growth.

Recommendations
The 9 eucalyptus are declining due to drought stress and pose a risk to the utility lines and users of the Public Right of Way. The risk can be reduced with regular maintenance; however, the risk will never be reliminated and the maintenance will be ongoing and costly. Removal of these trees removes all risk and will benefit the surrounding native landscape.

I recommend that these trees be removed.

If you have any questions, please drop me a line.

Sincerely
Robert Weatherill
Certified Arborist WE 1936a
Item A Page 13 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Tree #s 1, 2 and 3
Item A Page 14 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Tree #s 4 and 5
Item A Page 15 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Tree #s 6, 7, 8 and 9
Item A Page 16 Special Town Council Meeting January 17, 2023 Advanced Tree Care
965 East San Carlos Ave, San Carlos, CA 94070 650 839 9539 ------------------------------------------------------------------------------------------------------------ Approximate location of 9 blue gum eucalyptus along Mountain Home Road Item A Page 17 Special Town Council Meeting January 17, 2023 Kevin Bryant & Members of the Town of Woodside Council:

Subject: Reconsideration of Clear-Cutting the Eucalyptus Trees of Woodside & Suggestion to Conduct a Wider Town Residents Poll for Alternative Fire/Utility Safety Grooming & Select-Cutting (Dead & Diseased Eucalyptus Specimens only) Date: January 6, 2023
Generally, people sort into 3 camps on any given topic: Pro- or Anti- or Ambivalent Indifferent Under-informed. On the Town/Fire District’s current plan to contract for the “yellow-taped” elimination/removal of 9 existing 100-150 year-old Eucalyptus Trees on the north side Right-of-Way on Mountain Home Road between Bear Gulch Creek Bridge & Manzanita … I’m in the “Keep the Eucalypti” Camp.

Arbitrarily (too stealthily? a 12/23/22 taped-to-mailbox notification letter to select neighbors only?) removing these particular healthy (so far as I’m aware) Eucalyptus Trees … without professional Arborist or much-wider affected/local Neighborhood residents’ input (so far as I’m aware) would:

A) begin to dramatically/permanently alter the near-town corridor of long-matured (with perhaps an additional hundred years of life in them) Eucalypti signature sentinels straddling both sides of Mountain Home Road from Woodside Road to Manzanita … and beyond (if this Clear-Cut Program Planning persists) … and B) in light of just the last few days of severe weather, NOT seemingly appreciably increase town/utility safety (no outages caused by falling Eucalyptus branches or trees?) … especially if a much cheaper (and esthetically better?) Tree Grooming & Maintenance (Adopt a Tree?) course of action is pursued.

My understanding of the “clear-cut” issue (from a couple of inquiry conversations with Don Ballard and Kevin Bryant) is … there is an in-place policy or program (driven, in part, by the availability of Federal or State grant-funding?) to remove (eventually clear-cut ALL) Town Eucalyptus specimens because (and here I confess I don’t know the weight or priority given to selective and/or clear-cutting decisions):
1) Eucalypti are a dangerous store of fuel … in the case they do catch fire: matched or exceeded by mature Woodside Pine Trees? How many Eucalypti have caught fire in the Town’s history (in the history of neighboring towns … Burlingame, as an example)?
2) Eucalypti, because of their height & shedding, represent a danger to power lines … in the case of their toppling in the direction of power lines: matched or exceeded by the risks of lower closely intertwined limbs of Oak Trees or other specimen tree limbs as are easily visible to local & casual observation? ATTACHMENT 6
Item A Page 18 Special Town Council Meeting January 17, 2023 3) Eucalypti, despite decades of growth-in-place, are “not native” trees to the area … at what point does diversity (subjective attractiveness?) and/or existence (actual longevity!) convert a “non-native” to “legacy-native” and, therefore, preserve-able? There is no dispute regarding (indeed full support for) good forestry practices … cull the dead, prune/groom the healthy … but to arbitrarily clear-cut seems capricious, unnecessarily expensive (unless grant money … nationwide taxpayers? … isn’t considered Our Expense), and un-thoughtful of the other questions cited above.

There is no dispute (indeed full support for) prudent fire safety measures … but I’d argue that risk needs mitigation with the ultimate quality and character (the afterthe-cutting “look”) of what the roads and corridors of Woodside have long-offered its residents and visitors.

And to let an “existing policy or program?” be the unquestioned driver … as opposed to a wider tree professional evaluation and/or a wider neighbor updated canvassing … when the consequences are so permanent …?
As I noted at the outset of this inquiry, I’m in the Pro-Eucalyptus Camp … as I suspect a great many other towns people would be if-and-once they were more widely informed/polled.

Otherwise … are you, as our current council members, ready to cut down, because of perceived possible danger, every near-wire line Right-of-Way tree along Mountain Home Road and Manzanita and a dozen or more other Woodside streets? Your reconsideration is appreciated. Respectfully submitted, Jim Olstad
277 Mountain Home Road
Woodside, CA 94062
[email protected]
650-714-7131-cell
Item A Page 19 Special Town Council Meeting January 17, 2023

Item 1 Page 1
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
TOWN COUNCIL SPECIAL MEETING MINUTES January 6, 2023
Independence Hall, 2955 Woodside Road, Woodside 12:00 p.m.

The meeting was held as a hybrid meeting with the option to attend by teleconference/video conference or in person, in compliance with Town of Woodside Resolution No. 2022-7534.

CALL TO ORDER
Mayor Shaw called the meeting to order at 12:00 p.m.

ROLL CALL

Present: Councilmembers Brown, Fluet, Goeld, Wall (arrived at 12:02 PM), and Mayor Shaw

Absent: Councilmember Dombkowski
Staff Present:

Kevin Bryant, Town Manager
Jean Savaree, Town Attorney
Jennifer Li, Town Clerk

PLEDGE OF ALLEGIANCE
Mayor Shaw led the Pledge of Allegiance.

COMMUNICATIONS
There was no public comment.

NEW BUSINESS

1. Resolution Ratifying the Town Manager’s Proclaiming of a Local Emergency Related to the Severe Wind and Rainstorms that Commenced on December 31, 2022.

Ms. Savaree presented the staff report.

Councilmember Brown moved approval of the Item 1.

Motion seconded by Councilmember Fluet and approved by roll call vote:

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw Item 1 Page 2
Special Town Council Meeting January 17, 2023
NOES: None

REPORTS

2. Mayor and Councilmember Communications.

COMMUNICATIONS

CONTRACT WITH MARINA LANDSCAPE IN AN AMOUNT NOT TO EXCEED $115,500 FOR CONSTRUCTION OF THE WOODSIDE ROAD MEDIAN

ISLAND BEAUTIFICATION PROJECT

The design includes decorative permeable pavers and native, drought tolerant plants interspersed with natural boulders.

Plants include manzanita, rockrose, coffeeberry and coastal gum.

All plants and project design details have been reviewed and approved by the Woodside Landscape Committee.

On June 14, 2022, the Town Council approved the plans and specifications, and authorized the Town Manager to advertise for bids and execute a construction contract in an amount not to exceed $80,000.

Should the recommended action be approved, construction is anticipated to commence in February 2023 and be completed by April 2023.

ATTACHMENTS

1. Resolution 2023-

2. Location Map

3. Bid Summary
Item 2 Page 2
Special Town Council Meeting January 17, 2023
RESOLUTION NO. 2023 –

RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH MARINA LANDSCAPE IN AN AMOUNT NOT TO EXCEED $115,500 FOR THE

ATTACHMENT 1
Item 2 Page 3
Special Town Council Meeting January 17, 2023

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 2 Page 4
Special Town Council Meeting January 17, 2023
ATTACHMENT 2
Item 2 Page 5
Special Town Council Meeting January 17, 2023

TOWN OF WOODSIDE
2955 Woodside Road
Woodside, CA 94062

BID OPENING LOG SHEET
Project Description: Woodside Road Median Island Beautification Project Bid Opening Date and Time: Thursday, January 5, 2023 at 3:00 PM

BIDDER NAME BID AMOUNT BID BOND

1. McGuire and Hester $174,496

2. Scapes, Inc $148,768

3. Central Pacific Engineering $139,000

4. Villalobos & Associates Inc $114,164

5. Marina Landscape $105,500

6. 7.

8. 9.

10. “The lowest bidder is Marina Landscape for $105,500.” ATTACHMENT 3
Item 2 Page 6
Special Town Council Meeting January 17, 2023

PARK BATTING CAGE PROJECT AND AUTHORIZING THE TOWN CLERK TO

RECORD A NOTICE OF COMPLETION

On February 8, 2022, the Town Council authorized the Town Manager to execute a contract with Callander Associates for design of the batting cage in the amount of $26,883.

On June 22, 2022, the Town received one bid from Silicon Valley Paving Inc., in the amount of $158,166.75.

On July 18, 2022, the Town Manager executed a contract with Silicon Valley Paving Inc., for the project in the amount of $158,166.75.

Item 3 Page 1
Special Town Council Meeting January 17, 2023

CONCLUSION
Adoption of the attached resolution formally completes the Batting Cage at Barkley Fields & Park Project.

ATTACHMENTS

1. Resolution No. 2023 -

2. Notice of Completion
Item 3 Page 2
Special Town Council Meeting January 17, 2023
Barkley Park and Fields Batting Cage Project
RESOLUTION NO. 2023 –

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE ACCEPTING

THE COMPLETION OF THE BARKLEY FIELDS & PARK BATTING CAGE PROJECT AND

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 3 Page 4
Special Town Council Meeting January 17, 2023

RECORDING REQUESTED BY
AND WHEN RECORDED RETURN TO:

Town Clerk
Town of Woodside
P.O. Box 620005
Woodside, CA 94062

CERTIFICATE
I, the undersigned hereby depose and say:

That I am the Town Clerk of the Town of Woodside, San Mateo County, California; that I have read said notice and know the contents thereof; that the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________________
_____________________________________
Town Clerk of the Town of Woodside
Jennifer Li
ATTACHMENT 2
Item 3 Page 5
Special Town Council Meeting January 17, 2023

ADDITIONAL DESIGN AND CONSTRUCTION SUPPORT SERVICES

ATTACHMENTS

1. Resolution

2. Location Map

THE TOWN MANAGER TO EXECUTE A CONSTRUCTION CONTRACT FOR THE PROJECT IN AN AMOUNT NOT TO EXCEED $1,000,000, WHICH INCLUDES $100,000 FOR CONSTRUCTION CONTINGENCY, AND (4) AMENDING THE AGREEMENT WITH

HARRISON ENGINEERING INCORPORATED FOR ADDITIONAL DESIGN AND

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

1. Revision to the previously completed Phase 2 Plans to incorporate storm drain connections from the Phase 3 Project Design.

If you have any questions, please do not hesitate to call.

Sincerely,
HARRISON ENGINEERING INC.

Item 4 Page 8
Special Town Council Meeting January 17, 2023
The Glens Sidewalk Phase 2
Amendment 1 for Additional Services Page | 3
Budget Estimate

ESTIMATED HOURS

HARRISON ENGINEERING
FEE
Item 4 Page 9
Special Town Council Meeting January 17, 2023

CONTRACT WITH COMMUNITY TREE SERVICE IN AN AMOUNT NOT TO EXCEED $179,500 FOR REMOVAL OF NINE LARGE EUCALYPTUS TREES

ON MOUNTAIN HOME ROAD

The cost of the removal of the trees is budgeted in the Safety Services Department budget for the current fiscal year.

CONCLUSION
Approval of this resolution will facilitate the removal of nine hazardous trees.

ATTACHMENTS

1. Resolution

2. Location Map

3. Bid Summary

4. Hazardous Tree Inventory

5. Arborist Report

6. Letter from Jim Olstad dated January 6, 2023
Item A Page 4 Special Town Council Meeting January 17, 2023 RESOLUTION NO. 2023 –

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH COMMUNITY TREE SERVICE IN AN AMOUNT NOT TO EXCEED $179,500 FOR REMOVAL OF

Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 17th of January 2023, by the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

The purpose of this report is to document the health and condition of the trees and make recommendations for their future.

Observations
The trees are located north of the intersection of Mountain Home Road and Manzanita Way and stand on the east side of the right of way.

Naturalists, ecologists, and the United States National Park Service consider it an invasive species due to its ability to quickly spread via seeds and displace native plant communities.

I recommend that these trees be removed.

If you have any questions, please drop me a line.

From: "Thomas P. Shanahan"
Date: January 15, 2023 at 6:10:42 PM PST
To: Kevin Bryant <[email protected]>
Subject: Objection to MH Road tree removal
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Kevin –
Would you please pass on my objection to the Town Council to our spending nearly $200,000 to remove trees on Mountain Home Road that have harmed nobody for over 100 years. Instead of destroying a sudden “fire hazard,” how about doing some trimming?
As you know, our residence is at the corner of Mountain Home Road and Manzanita Way: I am concerned that the Town will be coming for our trees next! Thanks – Tom Shanahan (former Council member and Mayor).

TOWN COUNCIL MEETING
1/17/2023
DESK ITEM: ITEM A
From: Susan Doherty
To: Town Hall Email
Subject: Fwd: [Town Council Agenda] Special Town Council Meeting Date: Friday, January 13, 2023 7:36:40 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Town Council,
Bravo and thank you for beautifying our roads and building more pedestrian trails!! Sincerely,
Susan
Susan Doherty
Begin forwarded message:

From: Town of Woodside California <[email protected]> Date: January 13, 2023 at 5:36:49 PM CST
To:

Subject: [Town Council Agenda] Special Town Council Meeting Reply-To: Town of Woodside California <[email protected]> Special Town Council Meeting
Calendar Date:

Tuesday, January 17, 2023 - 7:00pm

TOWN OF WOODSIDE

TOWN COUNCIL SPECIAL MEETING AGENDA
January 17, 2023
Independence Hall, 2955 Woodside Road, Woodside
7:00 p.m.

PURSUANT TO TOWN OF WOODSIDE RESOLUTION NO. 2023-7550, TOWN

COUNCIL MEETINGS WILL BE HELD AS HYBRID MEETINGS WITH THE

OPTION TO ATTEND BY TELECONFERENCE/VIDEO CONFERENCE OR IN PERSON. MEMBERS OF THE PUBLIC THAT WISH TO ATTEND AND/OR

PARTICIPATE IN A MEETING MAY DO SO IN PERSON OR BY JOINING THE ZOOM MEETING https://us02web.zoom.us/j/85437892933. PUBLIC COMMENTS WILL BE ACCEPTED BOTH IN PERSON AND VIA ZOOM MEETING. ANY EMAILS SENT TO [email protected] WILL BE PROVIDED TO THE TOWN COUNCIL PRIOR TO THE MEETING.

IN THE EVENT THAT ANY MEMBER OF THE COUNCIL PARTICIPATES IN A

MEETING BY TELECONFERENCE OR VIDEO CONFERENCE, PURSUANT TO THE RALPH M. BROWN ACT, GOVERNMENT CODE SECTION 54953, ALL VOTES OF THE COUNCIL SHALL BE BY ROLL CALL.

Join Zoom Meeting:

Dial by your location
+1 669 900 9128
+1 346 248 7799
Meeting ID: 854 3789 2933
Weblink:
https://us02web.zoom.us/j/85437892933
Remote Public Comments:

Meeting participants are encouraged to
submit public comments in writing in
advance of the meeting.

Email: [email protected]

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

1. Approval of Minutes: Special Meeting of January 6, 2023.

2. Resolution Authorizing the Town Manager to Execute a Contract with Marina Landscape for Construction of the Woodside Road Median Island Beautification Project. Resolution No. 2023 - ____

3. Resolution Accepting Completion of the Barkley Fields and Park Batting Cage Project and Authorizing the Town Clerk to Record a Notice of Completion. Resolution No. 2023 - ____

4. Resolution (1) Approving Plans and Specifications for the Glens Path Phase 3 Project, (2) Authorizing the Bidding of the Glens Path Phase 2 and Phase 3 Projects Under One Combined Construction Contract, (3) Authorizing the Town Manager to Execute a Construction Construct for the Project, and (4) Amending the Agreement with Harrison Engineering Incorporated for Additional Design and Construction Support Services.

Resolution No. 2023 - ____

NEW BUSINESS
A. Resolution Authorizing the Town Manager to Execute a Contract with with Community Tree Service for Removal of the Nine Large Eucalyptus Trees on Mountain Home Road.

Resolution No. 2023 - ____

REPORTS
B. Mayor and Councilmember Communications.

COMMUNICATIONS

ADJOURNMENT

IN COMPLIANCE WITH THE AMERICANS WITH DISABILITY ACT, IF YOU NEED

SPECIAL ASSISTANCE TO PARTICIPATE IN THIS MEETING, PLEASE CONTACT THE TOWN CLERK AT (650) 851-6790.

NOTIFICATION IN ADVANCE OF THE MEETING WILL ENABLE THE TOWN TO

MAKE REASONABLE ARRANGEMENTS TO ENSURE ACCESSIBILITY TO THIS MEETING.

PLEASE NOTE THAT PURSUANT TO THE STATE OF CALIFORNIA’S OPEN MEETING RULES, THIS MEETING IS BEING AUDIO RECORDED.

ANY WRITINGS OR DOCUMENTS PROVIDED TO A MAJORITY OF THE TOWN

COUNCIL REGARDING ANY ITEM ON THIS AGENDA WILL BE MADE AVAILABLE

FOR PUBLIC INSPECTION AT THE ADMINISTRATION COUNTER AT TOWN HALL LOCATED AT 2955 WOODSIDE ROAD DURING NORMAL BUSINESS HOURS.

Meeting Information
Agenda:

TC Special Meeting Agenda - 2023-01-17 (21 KB)
Packets:

TC Special Meeting Packet - 2023-01-17 (7 MB)
Supporting Documents
Item 1 - Draft Minutes of January 6, 2023 (682 KB)
Item 2 - Resolution for a contract with Marina Landscape (1 MB) Item 3 - Resolution Accepting Completion of Barkley Batting Cage (676 KB) Item 4 - Resolutions for Glens Path Phase 3 (892 KB)
Item A - Resolution for a contract with Community Tree Service (6 MB) Directions
Independence Hall
2955 Woodside Road
Woodside,
CA
94062
See map: Google Maps
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From: Val Taft
To: Jennifer Li; Melissa Cardinale
Subject: Re: Town Council meeting - an additional desk item Date: Tuesday, January 17, 2023 4:42:51 PM
Attachments: image.png
image.png
image.png
image.png
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

A couple of other fascinating historical artifacts about the fight which Donald Graham, then Mayor of Woodside, and Congressman Phillip Burton, had fought in 1964 On Tue, Jan 17, 2023 at 4:32 PM Val Taft wrote:

Good afternoon!
I would like to ask you to create a "desk item" for the meeting.

Finding the right balance between what was good for the Town and what was suitable for the utility companies, such as PG&E, takes time and effort. The Town faced it as far back as 1964 when it asked Atomic Energy Commission and PG&E to consider undergrounding high-voltage lines. (See attached a copy of the Town's mayor dating back to 1964.) I want to ask the Town Council members to add the following item to the future agenda: getting assistance and clarifications from the Town's Legal Counsel on the rights and responsibilities of the utility companies operating in Woodside vs. those of the residents who have utility easements.

Respectfully,
Vladimir 'Val' Taft
P.S. Consider the following items that may be in scope:

1. Clarifying permitted use and maintenance of the private access roads to/from the utility easements recorded by the Town for use by SLAC, PG&E, and their partners and subcontractors.

2. Providing a standard legal framework or, at least, a point-of-view (POV) for maintenance of the public and private access roads used by utility companies operating in Woodside.

3. Clarifying residents' rights to privacy as it relates to the unannounced visits of the service personnel or subcontractors - specifically regarding tree management in the said easements.

4. Identifying risk factors for keeping heavy copper communications lines attached to the over-burdened wooden electric poles located in the slide-prone and fire-prone areas - when wireless communication and fiber made copper lines unnecessary.

5. Clarifying the details of the eminent domain easement allowed Stanford to pull the 230 kV 300 MWatt overhead lines through Woodside.

Town CouncilJanuary 17, 2023

Town Council
January 17, 2023