Agenda packet, first session — Town Council, May 9, 2023 (part 1 of 3)

Agenda
TC MEETING AGENDA - 2023-05-09.PDF
Meeting Materials
TC MEETING PACKET - 2023-05-09 (PART 1).PDF
TC MEETING PACKET - 2023-05-09 (PART 2).PDF
INTERVIEW AND APPOINTMENT TO THE ASRB.PDF
COMMITTEE APPLICATIONS.PDF
ITEM 1 - REGISTER OF DEMANDS APRIL 1 - 30, 2023.PDF
ITEM 2 - 2022-23 THIRD QUARTER TREASURERS REPORT.PDF
ITEM 3 - CLIENTFIRST - CENTRALSQUARE MIGRATION.PDF
ITEM 4 - GREENWASTE RATES.PDF
ITEM 5 - REDUCING QUORUM OF ENVIRONMENT COMMITTEE.PDF
ITEM 6 - EMERGENCY PROCLAMATIONS.PDF
ITEM 7 - WOODSIDE RD. MEDIAN MAINTENANCE AGREEMENT.PDF
ITEM A - CLIENTFIRST - TECHNOLOGY MASTER PLAN.PDF
ITEM B - WFPD ORD NO 13.PDF
ITEM C DESK ITEM - EMAIL FROM COUNCILMEMBER GOELD.PDF

1. Documents:

2. Documents:

Town Council Meeting May 9, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL MEETING AGENDA May 9, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

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
Note: Callers dial *9 to “raise hand”
and dial *6 to mute/unmute.

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

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.

INTERVIEW AND APPOINTMENT TO THE ASRB
Christina Kamra

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Circulation Committee
b. Environment: Open Space, Conservation & Sustainability Committee c. Livestock and Equestrian Heritage Committee
d. Trails Committee

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. Register of Demands Against the Town of Woodside from April 1 through 30, 2023.

Town Council Meeting May 9, 2023 Page 2

2. 2022-23 Third Quarter Treasurers Report.

3. Resolution Authorizing the Town Manager to Enter into an Agreement with ClientFirst Technology Consulting to Assist with CentralSquare Migration Contract Negotiation Service and Implementation Assistance. Resolution No. 2023 - ______

4. Resolution Approving Annual Rate Adjustment for Mixed Compostable and Recyclable Materials and Yard Trimming Collection Services for GreenWaste Recovery, LLC for 2023-24. Resolution No. 2023 - ______

5. Resolution Reducing the Quorum for Meetings of the Environment: Open Space, Conservation & Sustainability Committee. Resolution No. 2023 - ______

6. Two Resolutions Continuing the On-Going Declarations of Local Emergency Related to the January and March 2023 Storms. Resolution No. 2023 - ______ and No. 2023 - ______

7. Resolution Authorizing the Town Manager to Execute a Maintenance Agreement Between the Town of Woodside and the State of California Department of Transportation for the Woodside Road Median Island Beautification Project. Resolution No. 2023 - ______

NEW BUSINESS
A. Acceptance of the Technology Master Plan.

B. Review and Comment on Fire District Ordinance No. 13-2023 Which Would Adopt by Reference the 2022 California Fire Code (Based on the 2021 Edition of the International Fire Code) and Woodside Fire Protection District Board Determined Amendments and Additions.

REPORTS
C. Town Manager’s Oral Report on January and March Storm-Related Proclaimed Emergencies.

D. 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 Meeting May 9, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL MEETING AGENDA May 9, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

MEMBERS OF THE PUBLIC THAT WISH TO ATTEND AND/OR PARTICIPATE IN A MEETING MAY

Join Zoom Meeting:

Dial by your location
+1 669 900 9128 +1 346 248 7799
Note: Callers dial *9 to “raise hand”
and dial *6 to mute/unmute.

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

INTERVIEW AND APPOINTMENT TO THE ASRB
Christina Kamra

1. Register of Demands Against the Town of Woodside from April 1 through 30, 2023.

Town Council Meeting May 9, 2023 Page 2

2. 2022-23 Third Quarter Treasurers Report.

5. Resolution Reducing the Quorum for Meetings of the Environment: Open Space, Conservation & Sustainability Committee. Resolution No. 2023 - ______

6. Two Resolutions Continuing the On-Going Declarations of Local Emergency Related to the January and March 2023 Storms. Resolution No. 2023 - ______ and No. 2023 - ______

NEW BUSINESS
A. Acceptance of the Technology Master Plan.

REPORTS
C. Town Manager’s Oral Report on January and March Storm-Related Proclaimed Emergencies.

D. 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.

INTERVIEW AND APPOINTMENT TO

THE ARCHITECTURAL AND SITE REVIEW BOARD
Christina Kamra
ASRB Interview and Appointment Page 1 Town Council Meeting May 9, 2023 ASRB Interview and Appointment Page 2
Town Council Meeting May 9, 2023
ASRB Interview and Appointment Page 3
Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council
From: Melissa Cardinale, Assistant to the Town Manager May 9, 2023 SUBJECT: VOLUNTEER COMMITTEE APPLICATIONS FOR REVIEW
Attached are two applications for the Circulation Committee, one application for the Environment: Open Space, Conservation & Sustainability Committee, two applications for the Livestock and Equestrian Heritage Committee, and one application for the Trails Committee.

Volunteer Appointments Page 1
Town Council Meeting May 9, 2023
Volunteer Appointments Page 2
Town Council Meeting May 9, 2023
Volunteer Appointments Page 3
Town Council Meeting May 9, 2023

COMMITTEE APPLICATION
տArts & Culture տCirculation տEmergency Preparedness
տEnvironment: Open Space, Conservation & Sustainability տHistory տLivestock &Equestrian Heritage տRecreation տTrails տVolunteerism Applicant Information
Name: ______________________________________________ Email Address:

Street Address: _
Cell Phone: ____ Home/other Phone: ____________________________ I have been a resident of Woodside for _____ years or _____ months.

Please state your interest in this committee: __________________________________________________________________ _________________________________________________________________________________________________________________ Talents, skills, resources you can offer: ________________________________________________________________________ ________________________________________________________________________________________________________________ Have you attended any meetings or programs of any Woodside committee or board? Which? _____________ _________________________________________________________________________________________________________________ Woodside residents qualified to comment on my capabilities:

Name: ______________________________ Address: __ Contact: ____ Name: ______________________________ Address: Contact: ___ Name: ______________________________ Address: Contact: ___ Do you have any personal or financial interests that could be perceived by others as a conflict of interest relative to your service on the committee? Yes ____ No _____ If yes, please describe: ________________________________________________________________________________________ _________________________________________________________________________________________________________________ Any other relevant information: ______________________________________________________________________________ ________________________________________________________________________________________________________________ ________________________________________________________________________________________________________________ Participation & Time Commitment: Committee members are expected to attend monthly meetings unless previously excused and to contribute time and expertise appropriate to each committee’s purpose. *Attach additional pages, if needed.

RECEIVED
4/12/2023

WOODSIDE TOWN HALL
■
Francoise Decatrel

1.5 I have been so inspired by the beautiful area we call home. It's given me so much and I would like to do my part in keeping it as healthy and beautiful as possible.

Graphic design, photography and editing. I am a certified aromatherapist and herbalist and I have a very strong knowlage of natural alternatives for many of today's toxic home and self-care products.

No.

Alayna Van Dervort
Donna Howe
Bridget Wendker
x
Volunteer Appointments Page 4
Town Council Meeting May 9, 2023
Volunteer Appointments Page 5
Town Council Meeting May 9, 2023
Volunteer Appointments Page 6
Town Council Meeting May 9, 2023
Volunteer Appointments Page 7
Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 1
From: Paula Wong, Management Analyst May 9, 2023
Kevin Bryant, Town Manager
SUBJECT: REGISTER OF DEMANDS AGAINST THE TOWN OF WOODSIDE FROM APRIL 1 THROUGH APRIL 30, 2023
Per Town of Woodside Municipal Code Title III, Administration, Chapter 31.03.F the attached register of demands for April 1 through April 30, 2023 have been prepared, audited, and certified, by the Administrative Services Manager.

Attachment

1. Register of Demands April 1 through April 30, 2023
Item 1 Page 1 Town Council Meeting May 9, 2023
Accounts Payable
User:

Printed:
paula.wong
5/1/2023 8:37 AM
Checks by Date - Detail by Check Date
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
41791 2730 Christine Dowd 04/07/2023
DefSpac04.03.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41791: 3,000.00
41792 3000 Ebcon Construction 04/07/2023
Refund04.04.23 757 W. California Way BLDG2021-0283 Refund C&D Deposit 757 W. California Way BLDG2021-0283 Refund C&D Deposit 1,000.00 Total for Check Number 41792: 1,000.00
41793 2232 Anne Fazioli-Khiari 04/07/2023
DefSpac04.05.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 2,750.00 Total for Check Number 41793: 2,750.00
41794 3001 Peng Ge 04/07/2023
Refund04.04.23 99 Oak Haven Way BLDG2022-0197 Refund C&D Deposit 99 Oak Haven Way BLDG2022-0197 Refund C&D Deposit 1,000.00 Total for Check Number 41794: 1,000.00
41795 3003 Tristram Parslow 04/07/2023
DefSpac04.05.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41795: 3,000.00
41796 3002 Mary Jo Taylor 04/07/2023
DefSpac04.03.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41796: 3,000.00
41797 1873 Thomas Walsh 04/07/2023
Refund04.04.23 435 Woodside Drive BLDG2021-0098 Refund C&D Deposit 435 Woodside Drive BLDG2021-0098 Refund C&D Deposit 1,000.00 Total for Check Number 41797: 1,000.00
41798 1006 Aaronson, Dickerson, Cohn & Lanzone 04/07/2023 1834 Legal Services March 2023 Legal Services March 2023 24,770.25 Total for Check Number 41798: 24,770.25
41799 2999 Advanced Hydro Engineering 04/07/2023
0572 2022 Sewer System Management Plan Update Sept-Oct 2022 2022 Sewer System Management Plan Update Sept-Oct 2022 5,000.00 Total for Check Number 41799: 5,000.00
41800 1896 Bay Area Traffic Solutions Inc. 04/07/2023
130176 Storm Related:Traffic Control-Skyline & OLHR 03.23.23/3.26.23 Storm Related:Traffic Control-Skyline & OLHR 03.23.23/3.26.23 14,985.00 Total for Check Number 41800: 14,985.00
41801 1918 Bayshore Plumbers 04/07/2023
64025 Town Hall Kitchen:Repair Garbage Disposal Town Hall Kitchen:Repair Garbage Disposal 595.00 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 1 Item 1 Page 2
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41801: 595.00
41802 1393 CSMFO 04/07/2023
200015607 Annual Conference Registration-REISSUE Annual Conference Registration-REISSUE 470.00 Total for Check Number 41802: 470.00
41803 1124 Degree HVAC, Inc. 04/07/2023
32093 Town Hall: Install New Thermostat Town Hall: Install New Thermostat 2,244.00 Total for Check Number 41803: 2,244.00
41804 1308 Embarcadero Media 04/07/2023
78139 Legal Advertising Planning February 2023 Legal Advertising Planning February 2023 1,200.00 78339 Legal Advertising Planning March 2023 Legal Advertising Planning March 2023 466.00 Total for Check Number 41804: 1,666.00
41805 2553 Farallon Company Engineering 04/07/2023
2302-PR#1 Storm Related:Temporary Traffic Signal System Skyline & OLHR Storm Related:Temporary Traffic Signal System Skyline & OLHR 23,884.00 Total for Check Number 41805: 23,884.00
41806 2635 Fiduciary Experts LLC 04/07/2023
000093-R-0009 457 Fiduciary Oversight Quarterly Fee Jan-Mar 2023 457 Fiduciary Oversight Quarterly Fee Jan-Mar 2023 1,000.00 Total for Check Number 41806: 1,000.00
41807 1653 Harrison Engineering, Inc. 04/07/2023
23-003-02 Storm Damage Engineering Assistance: February-March 2023 Storm Damage Engineering Assistance: February-March 2023 13,038.50 Total for Check Number 41807: 13,038.50
41808 1639 Hip Housing, Inc. 04/07/2023
202300000002 Grant for FY 2022-2023 Grant for FY 2022-2023 2,500.00 Total for Check Number 41808: 2,500.00
41809 2998 Jill Kadlec Design 04/07/2023
1006 2023 Spring Woodsider Newsletter-Design, Production & Printing 2023 Spring Woodsider Newsletter-Design, Production & Printing 12,054.69 Total for Check Number 41809: 12,054.69
41810 1686 Managed Health Network 04/07/2023
PRM-079670 Employee Assistance Program April 2023 Employee Assistance Program April 2023 50.00 PRM-079670 Employee Assistance Program April 2023 Employee Assistance Program April 2023 50.00 PRM-079670 Employee Assistance Program April 2023 Employee Assistance Program April 2023 55.00 Total for Check Number 41810: 155.00
41811 1148 Gerardo Mendoza 04/07/2023
185-2023 Barkley Fields Janitorial + Disinfecting March 2023Barkley Fields Janitorial + Disinfecting March 2023 940.00 231-2023 Museum Janitorial + Disinfecting March 2023 Museum Janitorial + Disinfecting March 2023 240.00 241-2023 Independence Hall Janitorial March 2023 Independence Hall Janitorial March 2023 135.00 280-2023 Branch Library Janitorial + Disinfecting March 2023Branch Library Janitorial + Disinfecting March 2023 1,285.00 295-2023 Town Hall Janitorial + Disinfecting March 2023 Town Hall Janitorial + Disinfecting March 2023 1,095.00 Total for Check Number 41811: 3,695.00
41812 1414 Metropolitan Transportation Commission 04/07/2023 4926-AR12941 StreetSaver Annual Subscription 05.01.23-05.01.24StreetSaver Annual Subscription 05.01.23-05.01.24 2,000.00 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 2 Item 1 Page 3
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41812: 2,000.00
41813 1353 Bryan M. Mori 04/07/2023
545-01.01 Biological Consulting:Nesting Birds Survey-Tree Removal Biological Consulting:Nesting Birds Survey-Tree Removal 940.80 Total for Check Number 41813: 940.80
41814 2475 Network Secuirty Systems 04/07/2023
28848addition Museum-Qtr Fire/Intr Alarm Svc:Jul-Sep 2022 Rate Increase Only Museum-Qtr Fire/Intr Alarm Svc:Jul-Sep 2022 Rate Increase Only 30.00 29176 Library-Quarterly Fire Alarm Service:April-June 2023 Museum-Quarterly Fire/Intrusion Alarm Service:April-June 2023 195.00 29176 Museum-Quarterly Fire/Intrusion Alarm Service:April-June 2023 Museum-Quarterly Fire/Intrusion Alarm Service:April-June 2023 240.00 3858 Museum-Replace Alarm Back Up Battery Museum-Replace Alarm Back Up Battery 180.00 3862 Library-Fire Alarm Testing/Replacement/Filing FeeLibrary-Fire Alarm Testing/Replacement/Filing Fee 755.00 Total for Check Number 41814: 1,400.00
41815 1245 ODP Business Solutions, LLC 04/07/2023
303078304001 Supplies: Laminating Pouches,Notebooks,Pens,Dishwasher Detergent Supplies: Laminating Pouches,Notebooks,Pens,Dishwasher Detergent 59.30 303703510001 Supplies: Coffee,Cornstarch Utensils Supplies: Coffee,Cornstarch Utensils 55.86 304283807001 Supplies: Paper Cups,First Aid Supplies: Paper Cups,First Aid 40.05 304283808001 Supplies: Serving Spoons Supplies: Serving Spoons 19.65 304283809001 Supplies: Napkin Holder Supplies: Napkin Holder 18.58 Total for Check Number 41815: 193.44
41816 1604 Oil Changer 04/07/2023
3791721 Oil Change: Ford Escape Lic#1016789 Oil Change: Ford Escape Lic#1016789 62.50 3792203 Oil Change: Ford Escape Lic#1310853 Oil Change: Ford Escape Lic#1310853 62.50 Total for Check Number 41816: 125.00
41817 2226 Quench USA, Inc. 04/07/2023
INV05529716 2 Water Units for TH/Public Works 03.20.23-04.19.23 2 Water Units for TH/Public Works 03.20.23-04.19.23 131.26 Total for Check Number 41817: 131.26
41818 1289 Satcom Global, Inc. 04/07/2023
AI04230444 Satellite Service-Quarterly Fee up to 03.31.23 Satellite Service-Quarterly Fee up to 03.31.23 165.44 Total for Check Number 41818: 165.44
41819 1095 Sweeping Corporation of America 04/07/2023
105664CS Monthly Sweep Fee March 2023 Monthly Sweep Fee March 2023 1,513.68 Total for Check Number 41819: 1,513.68
41820 1310 Jeanne Thivierge 04/07/2023
Arch04.03.23FQ3 Archival Services: January-March 2023 Archival Services: January-March 2023 2,480.00 Total for Check Number 41820: 2,480.00
41821 2950 United Rentals (North America),Inc. 04/07/2023 790045290-008 111 Hillside Drive: Code Enforcement Fencing 03.22.23-04.19.23 111 Hillside Drive: Code Enforcement Fencing 03.22.23-04.19.23 93.07 Total for Check Number 41821: 93.07
41822 1322 United Site Services 04/07/2023
INV-01534232 Portable Restroom Services 03.22.23-04.18.23 Portable Restroom Services 03.22.23-04.18.23 231.57 Total for Check Number 41822: 231.57
41823 1333 Wells Fargo Financial Leasing, Inc. 04/07/2023 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 3 Item 1 Page 4
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
5024344645 Postage Meter Rental 04.13.23-05.12.23 Postage Meter Rental 04.13.23-05.12.23 185.93 Total for Check Number 41823: 185.93
Total for 4/7/2023: 130,267.63
41824 2617 Lara Housser 04/14/2023
Refund04.07.23 970 Mountain Home Road SITE2019-0013 970 Mountain Home Road ENCR2019-0034; ENCR2021-0175 195.42 Refund04.07.23 970 Mountain Home Road ENCR2019-0034 970 Mountain Home Road ENCR2019-0034; ENCR2021-0175 89.06 Refund04.07.23 970 Mountain Home Road SITE2019-0027 970 Mountain Home Road ENCR2019-0034; ENCR2021-0175 511.05 Refund04.07.23 970 Mountain Home Road ENCR2021-0175 970 Mountain Home Road ENCR2019-0034; ENCR2021-0175 168.74 Refund04.07.23 970 Mountain Home Road SITE2017-0065 970 Mountain Home Road ENCR2019-0034; ENCR2021-0175 35.62 Total for Check Number 41824: 999.89
41825 3004 Peter Mulligan 04/14/2023
Refund04.07.23 137 Moore Road BLDG2021-0445 137 Moore Road BLDG2021-0445 1,600.00 Total for Check Number 41825: 1,600.00
41826 3005 Tiffany Tsai 04/14/2023
Refund04.07.23 153 Marva Oaks. BLDG2019-0494 153 Marva Oaks. BLDG2019-0494; ENCR2019-0136; SITE2019-0055 3,800.00 Refund04.07.23 153 Marva Oaks ENCR2019-0136 153 Marva Oaks. BLDG2019-0494; ENCR2019-0136; SITE2019-0055 57.99 Refund04.07.23 153 Marva Oaks SITE2019-0055 153 Marva Oaks. BLDG2019-0494; ENCR2019-0136; SITE2019-0055 81.25 Refund04.07.23 153 Marva Oaks. BLDG2019-0494 153 Marva Oaks. BLDG2019-0494; ENCR2019-0136; SITE2019-0055 1,000.00 Total for Check Number 41826: 4,939.24
41827 2704 Yifan Zhang 04/14/2023
Refund04.11.23 740 Whiskey Hill BLDG2023-0089 - 740 Whiskey Hill BLDG2023-0089 - 1,000.00 Total for Check Number 41827: 1,000.00
41828 1038 AT&T - 939-105-1744 04/14/2023
000019766461 BAN9391051744 Phone (Internet) 03.10.23-04.09.23 Phone (Internet) 03.10.23-04.09.23 838.74 Total for Check Number 41828: 838.74
41829 1896 Bay Area Traffic Solutions Inc. 04/14/2023
130447 Storm Related: Traffic Control-Skyline & OLHR 03.27.23-03.29.23 Storm Related: Traffic Control-Skyline & OLHR 03.27.23-03.29.23 18,720.00 Total for Check Number 41829: 18,720.00
41830 1918 Bayshore Plumbers 04/14/2023
62528 Museum: Repaired Leak-Installed 1" Back Flow Preventer Museum: Repaired Leak-Installed 1" Back Flow Preventer 3,000.00 Total for Check Number 41830: 3,000.00
41831 2965 Cal Engineering & Geology, Inc. 04/14/2023
7500153 127 Hillside, BLDG2022-0552 Geotechnical Review127 Hillside, BLDG2022-0552 Geotechnical Review 2,500.00 7500154 2105 Greenways Drive, BLDG2022-0430 Geotechnical Review 2105 Greenways Drive, BLDG2022-0430 Geotechnical Review 1,500.00 7500155 1 Quail Meadow Ct, BLDG2022-0593 Geotechnical Review 1 Quail Meadow Ct, BLDG2022-0593 Geotechnical Review 1,500.00 7500156 303 Grandview Drive, BLDG2023-0009 Geotechnical Review 303 Grandview Drive, BLDG2023-0009 Geotechnical Review 1,495.00 7500157 111 La Questa Way,BLDG2022-0557 Geotechnical Review 111 La Questa Way,BLDG2022-0557 Geotechnical Review 2,950.00 7500158 340 Jane Drive, BLDG2023-0048 Geotechnical Review 340 Jane Drive, BLDG2023-0048 Geotechnical Review 1,495.00 Total for Check Number 41831: 11,440.00
41832 1940 California Building Standards Commission 04/14/2023 QtrFee03.31.23 BSASRF Quarterly Fee: January-March 2023 BSASRF Quarterly Fee: January-March 2023 342.00 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 4 Item 1 Page 5
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41832: 342.00
41833 1060 California Water Service 04/14/2023
W4321 03.31.23 4321116666 2955 Woodside Rd 6" Fire Service 04.01.23-04.30.23 4321116666 2955 Woodside Rd 6" Fire Service 04.01.23-04.30.23 55.34 Total for Check Number 41833: 55.34
41834 1063 California Water Service 04/14/2023
W2367 04.11.23 2367116666 Mt Home & Woodside 03.09.23-04.10.23 2367116666 Mt Home & Woodside 03.09.23-04.10.23 42.95 Total for Check Number 41834: 42.95
41835 1066 California Water Service 04/14/2023
W5527 04.06.23 5527147592 BG Construction Mtr 62261013 03.04.23-04.05.23 5527147592 BG Construction Mtr 62261013, 03.04.23-04.05.23 102.33 Total for Check Number 41835: 102.33
41836 1067 California Water Service 04/14/2023
W6167 04.11.23 6167116666 2955 Woodside Rd. 03.09.23-04.10.236167116666 2955 Woodside Rd. 03.09.23-04.10.23 313.41 Total for Check Number 41836: 313.41
41837 1068 California Water Service 04/14/2023
W6408 04.11.23 6408116666 3140 Woodside Road 03.09.23-04.10.23 6408116666 3140 Woodside Road 03.09.23-04.10.23 201.40 Total for Check Number 41837: 201.40
41838 1069 California Water Service 04/14/2023
W8508 04.11.23 8508116666 Woodside & Canada Ln, 03.09.23-04.10.23 8508116666 Woodside & Canada Ln. 03.09.23-04.10.23 82.26 Total for Check Number 41838: 82.26
41839 2133 Degnan Printers, Inc. 04/14/2023
30154 Envelopes (2500) Envelopes (2500) 622.47
Total for Check Number 41839: 622.47
41840 2559 Sarah Filipe 04/14/2023
Reimb. 04.11.23 AICP Exam Registration Fee AICP Exam Registration Fee 255.00 Total for Check Number 41840: 255.00
41841 1153 Goetz Brothers Sporting Goods 04/14/2023
98744 W-Ball Hats (56) & Shirts (44) W-Ball Hats (56) & Shirts (44) 1,413.13 Total for Check Number 41841: 1,413.13
41842 1167 Herc Rentals, Inc. 04/14/2023
32398710-021 Storage Container Rental 03.15.23-04.12.23 Storage Container Rental 03.15.23-04.12.23 127.30 Total for Check Number 41842: 127.30
41843 2926 Ninyo & Moore Geotechnical & Environmental Science 04/14/2023 271733 16 Preston Road,BLDG2023-0037 Geotechnical Review 16 Preston Road,BLDG2023-0037 Geotechnical Review 2,800.00 271735 132 Alta Vista Road, BLDG2022-0524 Geotechnical Review 132 Alta Vista Road, BLDG2022-0524 Geotechnical Review 687.50 271736 197 Hardwick Road, BLDG2023-0031 Geotechnical Review 197 Hardwick Road, BLDG2023-0031 Geotechnical Review 1,250.00 Total for Check Number 41843: 4,737.50
41844 1245 ODP Business Solutions, LLC 04/14/2023
304488412001 Supplies: Batteries Supplies: Batteries 63.10 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 5 Item 1 Page 6
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41844: 63.10
41845 2900 Melanie Olson 04/14/2023
Reimb. 11.10.22 APA AICP Exam Registration, Prep Course,Study Guide RE-ISSUE APA AICP Exam Registration, Prep Course,Study Guide RE-ISSUE 683.00 Total for Check Number 41845: 683.00
41846 1256 Pacific Gas & Electric 04/14/2023
P5827 04.10.23 Entrance Canada Coll. 5827359418-2 03.07.23-04.04.23 Traffic Canada College 5827359418-2 03.07.23-04.04.23 44.49 Total for Check Number 41846: 44.49
41847 1266 Petty Cash 04/14/2023
PC 04.06.23 Reimburse Petty Cash Box Mileage 11.18.22-04.06.23 Reimburse Petty Cash Box 11.18.22-04.06.23 55.11 PC 04.06.23 Reimburse Petty Cash Box 11.18.22-04.06.23 Reimburse Petty Cash Box 11.18.22-04.06.23 376.11 Total for Check Number 41847: 431.22
41848 1440 Pineda Tree Service, Inc. 04/14/2023
INV0616 Storm Related: Trail Ln. Remove Fallen Oak Tree Storm Related: Trail Ln. Remove Fallen Oak Tree 2,740.00 INV0630 Storm Related: Mountain Home Rd. Remove Fallen Oak Tree Storm Related: Mountain Home Rd. Remove Fallen Oak Tree 1,100.00 INV0635 Storm Related: Ridge Ct. Remove Leaning Oak TreeStorm Related: Ridge Ct. Remove Leaning Oak Tree 6,345.00 INV0637 Storm Related: 750 Mt. Home Rd. Remove 2 Oak Trees Fallen/Damage Storm Related: 750 Mt. Home Rd. Remove 2 Oak Trees Fallen/Damage 10,200.00 INV0638 Storm Related: Barkley Fields Remove Fallen Acacia Tree Storm Related: Barkley Fields Remove Fallen Acacia Tree 2,640.00 INV0639 Storm Related: Woodside Dr. Remove Leaning Deadora Cedar Tree Storm Related: Woodside Dr. Remove Leaning Deadora Cedar Tree 1,200.00 INV0640 Storm Related: 620 Mt. Home Rd Remove Fallen Oak Tree Storm Related: 620 Mt. Home Rd Remove Fallen Oak Tree 9,320.00 INV0641 Storm Related: Barkely Fields Remove Leaning Acacia Tree Storm Related: Barkely Fields Remove Leaning Acacia Tree 950.00 INV0642 Storm Related: Manzanita Wy. Remove Fallen Oak Tree Storm Related: Manzanita Wy. Remove Fallen Oak Tree 2,150.00 INV0658 Storm Related: 142 Alta Vista Remove Leaning Pine Tree Storm Related: 142 Alta Vista Remove Leaning Pine Tree 3,645.00 INV0661 Storm Related: Why Worry Lane Creek Wood/Debris Removal/Cleaning Storm Related: Why Worry Lane Creek Wood/Debris Removal/Cleaning 16,125.00 Total for Check Number 41848: 56,415.00
41849 1556 Quality Landscape & Concrete, Inc. 04/14/2023 BARKLEY03.31.23 Barkley Fields Monthly Landscape Maintenance March 2023 Barkley Fields Monthly Landscape Maintenance March 2023 10,280.00 LIBRARY03.31.23 Library Landscape Maintenance March 2023 Library Landscape Maintenance March 2023 1,080.00 TOWN03.31.23 Town Monthly Landscape Maintenance March 2023Town Monthly Landscape Maintenance March 2023 1,480.00 Total for Check Number 41849: 12,840.00
41850 1276 Roberts Market 04/14/2023

03.31.23 Grocery & Hardware Supplies March 2023 Grocery & Hardware Supplies March 2023 592.68 Total for Check Number 41850: 592.68
41851 2883 Shared Agency Risk Pool (SHARP) 04/14/2023
SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 1,541.72 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 314.04 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 5,738.61 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 2,112.72 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 2,883.58 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 599.56 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 2,655.18 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 1,427.52 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 4,368.20 SHARP-2023-020 Workers Compensation FY22-23 Q4 Workers Compensation FY22-23 Q4 6,880.62 Total for Check Number 41851: 28,521.75
41852 2218 Wex Bank 04/14/2023
88399135 Chevron Gas Card for Fleet 03.07.23-04.06.23 Chevron Gas Card for Fleet 03.07.23-04.06.23 1,655.67 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 6 Item 1 Page 7
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41852: 1,655.67
Total for 4/14/2023: 152,079.87
41853 3010 Fred Adam 04/28/2023
DefSpac04.20.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41853: 3,000.00
41854 3007 Walter Aldana 04/28/2023
DefSpac04.25.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41854: 3,000.00
41855 2689 Oliver Chen 04/28/2023
DefSpac04.18.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41855: 3,000.00
41856 1416 Andrew & Clare Corcoran 04/28/2023
DefSpac04.19.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,450.00 Total for Check Number 41856: 1,450.00
41857 2892 Elise Schultheis Franklin 04/28/2023
Refund04.13.23 160 Otis Avenue BLDG2022-0327 Project cancelled160 Otis Avenue BLDG2022-0324-0325-0326-0327 Project cancelled 360.00 Refund04.13.23 160 Otis Avenue BLDG2022-0325 Project cancelled160 Otis Avenue BLDG2022-0324-0325-0326-0327 Project cancelled 1,310.00 Refund04.13.23 160 Otis Avenue BLDG2022-0324 Project cancelled160 Otis Avenue BLDG2022-0324-0325-0326-0327 Project cancelled 4,955.30 Refund04.13.23 160 Otis Avenue BLDG2022-0326 Project cancelled160 Otis Avenue BLDG2022-0324-0325-0326-0327 Project cancelled 338.00 Total for Check Number 41857: 6,963.30
41858 2188 Suzan Miller 04/28/2023
DefSpac04.17.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,000.00 Total for Check Number 41858: 1,000.00
41859 3008 Amin Pessah 04/28/2023
DefSpac04.18.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,750.00 Total for Check Number 41859: 1,750.00
41860 2799 Portola Farms 04/28/2023
DefSpac04.18.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41860: 3,000.00
41861 3012 Yundi Qian 04/28/2023
Refund04.24.23 69 Tum Suden Way BLDG2022-0200-0201 69 Tum Suden Way BLDG2022-0200-0201 1,000.00 Total for Check Number 41861: 1,000.00
41862 3009 Andrew Rattner 04/28/2023
DefSpac04.18.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41862: 3,000.00
41863 3011 Boris Renski 04/28/2023
DefSpac04.18.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,250.00 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 7 Item 1 Page 8
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41863: 1,250.00
41864 2885 James & Caitlin Rozzi 04/28/2023
DefSpac04.24.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41864: 3,000.00
41865 2081 Nick & Ling Triantos 04/28/2023
DefSpac04.24.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 950.00 Total for Check Number 41865: 950.00
41866 2512 Vamsi Yarlagadda 04/28/2023
DefSpac04.18.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 41866: 3,000.00
41867 1018 Alliant Insurance Services, Inc.-Irvine Main 04/28/2023 2281389 Special Event Insurance: 2023 Soapbox Derby Special Event Insurance: 2023 Soapbox Derby 437.00 Total for Check Number 41867: 437.00
41868 1031 AT&T - 939-103-5058 04/28/2023
000019846628 6505291639&6505291647 (Additional Lines-Museum)03.25.23-04.24.23 Phone (Additional Lines at Museum) 03.25.23-04.24.23 49.42 Total for Check Number 41868: 49.42
41869 1032 AT&T - 939-103-5059 04/28/2023
000019846629 6505291708(Automated Notification System/DSL) 03.25.23-04.24.23 Phone(Automated Notification System/DSL) 03.25.23-04.24.23 25.48 Total for Check Number 41869: 25.48
41870 1033 AT&T - 939-103-5060 04/28/2023
000019800317 6508511294 Phone (Museum) 03.13.23-04.12.23 Phone (Museum) 03.13.23-04.12.23 24.52 Total for Check Number 41870: 24.52
41871 1034 AT&T - 939-103-5061 04/28/2023
000019846632 6508512195Phone(Fax) 03.25.23-04.24.23 6508512195Phone (Fax) 03.25.23-04.24.23 49.42 Total for Check Number 41871: 49.42
41872 1035 AT&T - 939-103-5062 04/28/2023
000019800318 6508515591 TC/Woodside Pump Station 03.13.23-04.12.23 Phone (Town Center/Woodside Pump Station) 03.13.23-04.12.23 12.79 Total for Check Number 41872: 12.79
41873 1036 AT&T - 939-103-5063 04/28/2023
000019846633 6508516795 Phone (Extra Office Number) 03.25.23-04.24.23 Phone (Extra Office Number) 03.25.23-04.24.23 22.86 Total for Check Number 41873: 22.86
41874 1037 AT&T - 939-103-5064 04/28/2023
000019846634 6508517741 La Quest Sewer Pump Station 03.25.23-04.24.23 Phone(Public Works)La Quest Sewer Pump Station 03.25.23-04.24.23 23.59 Total for Check Number 41874: 23.59
41875 1039 AT&T Mobility 04/28/2023
873236230X03062023 Cell phones 873236320 01.29.23-02.28.23+3 New Replacement Phones Cell phones 873236320 01.29.23-02.28.23+3 New Replacement Phones 1,082.68 873236230X04062023 Cell phones 873236320 03.01.23-03.28.23 Cell phones 873236320 03.01.23-03.28.23 245.71 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 8 Item 1 Page 9
Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41875: 1,328.39
41876 2963 Baker Tilly US, LLP 04/28/2023
BT2373361 Housing Element Consulting Service: March 2023Housing Element Consulting Service: March 2023 5,197.50 Total for Check Number 41876: 5,197.50
41877 1043 Bay Area News Group 04/28/2023
0001373549 Legal Classified Advertising-Planning March 2023Legal Classified Advertising March 2023 247.43 0001373549 Legal Classified Advertising March 2023 Legal Classified Advertising March 2023 70.85 Total for Check Number 41877: 318.28
41878 1636 Jim Caldwell 04/28/2023
AC 04.11.23 Honorarium:1st Friday Presentation Arts & Culture April 2023 Honorarium:1st Friday Presentation Arts & Culture April 2023 300.00 Total for Check Number 41878: 300.00
41879 1062 California Water Service 04/28/2023
W1367 04.12.23 1367116666 WHHA 24 Median Meters+1 Town Median 03.10.23-04.11.23 WHHA 24 Median Meters+1 Town Median Meter 03.10.23-04.11.23 920.97 Total for Check Number 41879: 920.97
41880 1065 California Water Service 04/28/2023
W4562 04.12.23 4562104183 5001 Farmhill Blvd, Barkley Fields 03.10.23-04.11.23 4562104183 5001 Farmhill Blvd, Barkley Fields 03.10.23-04.11.23 2,009.05 Total for Check Number 41880: 2,009.05
41881 1079 Cities Digital CDI 04/28/2023
56940 Laserfiche Annual Support & Updates 06.29.23-06.30.24 Laserfiche Annual Support & Updates 06.29.23-06.30.24 6,838.00 Total for Check Number 41881: 6,838.00
41882 1092 City of San Carlos 04/28/2023
TC 04.17.23 Council of Cities Dinner/Meeting 04.28.23 Council of Cities Dinner/Meeting 04.28.23 114.00 Total for Check Number 41882: 114.00
41883 2894 ClientFirst Consulting Group, LLC 04/28/2023 14870 Technology Master Planning-March 2023 Technology Master Planning-March 2023 6,382.50 Total for Check Number 41883: 6,382.50
41884 1110 Corodata 04/28/2023
RS3485194 Records Management March 2023 Records Management March 2023 935.85 Total for Check Number 41884: 935.85
41885 1121 CSG Consultants, Inc. 04/28/2023
49313 Lot Merger:152 Alta Mesa,MERGE2023-0001 Lot Merger:152 Alta Mesa,MERGE2023-0001 1,120.00 Total for Check Number 41885: 1,120.00
41886 2133 Degnan Printers, Inc. 04/28/2023
30178 Business Cards (250) Business Cards (250) 140.10
Total for Check Number 41886: 140.10
41887 2770 Edge Communications Solutions 04/28/2023
33273 Phone (Main Office Number) (650)851-6790 04.06.23-05.05.23 Monthly Phone (650)851-6790 04.06.23-05.05.23 210.02 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 9 Item 1 Page 10 Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41887: 210.02
41888 2801 Green Halo Systems Inc 04/28/2023
4222 Waste Tracking System Month Fee: April 2023 Waste Tracking System Month Fee: April 2023 117.00 Total for Check Number 41888: 117.00
41889 1159 H.T. Harvey & Assoc. Eco. Consult. 04/28/2023 62680 3036-3062 Woodside Rd,ASRB2022-0022 Canada Corners Bio Report 3036-3062 Woodside Rd,ASRB2022-0022 Canada Corners Bio Report 11,750.19 Total for Check Number 41889: 11,750.19
41890 2992 Jessica Hatfield 04/28/2023
AC 04.15.23 WACC 1st Friday Live Recording: Set Up/Rehearsal/Editing-April WACC 1st Friday Live Recording: Set Up/Rehearsal/Editing-April 382.50 Total for Check Number 41890: 382.50
41891 2100 Patricia Higashioka 04/28/2023
Reimb. 04.14.23 Zoom Annual Subscription & Town Staff Photo ID Cards Zoom Annual Subscription & Town Staff Photo ID Cards 204.85 Total for Check Number 41891: 204.85
41892 1168 Hillyard 04/28/2023
605080643 Janitorial Supplies: TH & IH Restroom Supplies Janitorial Supplies: TH & IH Restroom Supplies 1,272.59 605080644 Library Janitorial Supplies: Paper Towels & Liquid Enzyme Library Janitorial Supplies: Paper Towels & Liquid Enzyme 650.98 6505084705 Library Janitorial Supplies: Toilet Paper/Tissue Library Janitorial Supplies: Toilet Paper/Tissue 84.79 Total for Check Number 41892: 2,008.36
41893 1443 Land Escapes 04/28/2023
EcoRestore2021 Ecological Restoration of Open Space-Kite Hill 2021Ecological Restoration of Open Space-Kite Hill 2021 8,226.00 Total for Check Number 41893: 8,226.00
41894 3006 Natalie McMahon 04/28/2023
FunRun 04.25.23 May Day Fun Run:Display Easels & Race NumbersMay Day Fun Run:Display Easels & Race Numbers 146.65 Total for Check Number 41894: 146.65
41895 2225 Mission Uniform 04/28/2023
519004455 Weekly Public Works Uniform Rental Service 03.28.23 Weekly Public Works Uniform Rental Service 03.28.23 35.00 519042807 Weekly Public Works Uniform Rental Service 04.04.23 Weekly Public Works Uniform Rental Service 04.04.23 35.00 519085384 Weekly Public Works Uniform Rental Service 04.11.23 Weekly Public Works Uniform Rental Service 04.11.23 35.00 519127291 Weekly Public Works Uniform Rental Service 04.18.23 Weekly Public Works Uniform Rental Service 04.18.23 35.00 519171645 Weekly Public Works Uniform Rental Service 04.25.23 Weekly Public Works Uniform Rental Service 04.25.23 35.00 Total for Check Number 41895: 175.00
41896 2813 Occasions, etc. 04/28/2023
34227 Fun Run 2023: Trophies and Ribbons Fun Run 2023: Trophies and Ribbons 291.84 Total for Check Number 41896: 291.84
41897 1245 ODP Business Solutions, LLC 04/28/2023
307158736001 Supplies:Paper Towels,Kleenex Supplies:Paper Towels,Kleenex 111.75 Total for Check Number 41897: 111.75
41898 1248 Pacific Gas & Electric 04/28/2023
P0537 04.18.23 Canada College/Farm Hill 0537900773-4 03.14.23-04.11.23 Canada College Traffic Signals 0537900773-4 03.14.23-04.11.23 70.51 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 10 Item 1 Page 11 Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41898: 70.51
41899 1249 Pacific Gas & Electric 04/28/2023
P0961 04.17.23 5001 Farm Hill/Barkely 0961067232-2 03.13.23-04.10.23 5001 Farm Hill/Barkley PGE 0961067232-2 03.13.23-04.10.23 216.46 Total for Check Number 41899: 216.46
41900 1250 Pacific Gas & Electric 04/28/2023
P1399 04.21.23 1399341562-2 Street Lamp 03.17.23-04.17.23 1399341562-2 TH Street Lamp 03.17.23-04.17.23 18.74 Total for Check Number 41900: 18.74
41901 1251 Pacific Gas & Electric 04/28/2023
P3590 04.12.23 TH #2 3590823804-7 Gas 03.14.23-04.11.23 Town Hall -Gas 3590823804-7 03.14.23-04.11.23 323.52 Total for Check Number 41901: 323.52
41902 1252 Pacific Gas & Electric 04/28/2023
P3663 04.14.23 Library 1 Gas 3663254289-4 03.15.23-04.13.23 Library 1 Gas PGE 3663254289-4 03.15.23-04.13.23 166.65 Total for Check Number 41902: 166.65
41903 1253 Pacific Gas & Electric 04/28/2023
P3674 04.17.23 TH 3; 3674157132-1 03.13.23-04.10.23 Town Hall 3; 3674157132-1 03.13.23-04.10.23 493.22 Total for Check Number 41903: 493.22
41904 1254 Pacific Gas & Electric 04/28/2023
P3704 04.19.23 Library 2- PGE3704920953-1 03.14.23-04.12.23 Library 2- PGE3704920953-1 03.14.23-04.12.23 784.83 Total for Check Number 41904: 784.83
41905 1255 Pacific Gas & Electric 04/28/2023
P5632 04.17.23 Town Hall 4 PGE 5632637403-2 03.13.23-04.10.23Town Hall 4 PGE 5632637403-2 03.13.23-04.10.23 1,362.96 Total for Check Number 41905: 1,362.96
41906 1257 Pacific Gas & Electric 04/28/2023
P9226 04.17.23 TC Pump 9226135810-2 03.13.23-04.10.23 TC Pump 9226135810-2 03.13.23-04.10.23 558.30 Total for Check Number 41906: 558.30
41907 1258 Pacific Gas & Electric 04/28/2023
P9809 04.17.23 TC Questa Pump 9809469106-4 03.13.23-04.10.23TC Questa Pump 9809469106-4 03.13.23-04.10.23 29.39 Total for Check Number 41907: 29.39
41908 1581 PLAN JPA 04/28/2023
PLAN-2023-0196 General Liability Claims-March 2023 General Liability Claims-March 2023 2,360.00 Total for Check Number 41908: 2,360.00
41909 2769 Rutan & Tucker, LLP 04/28/2023
950408 Legal Services: Housing Element Update Legal Services: Housing Element Update 475.00 Total for Check Number 41909: 475.00
41910 1287 San Mateo County Sheriff's Office 04/28/2023 PS-INV304452 FY 22-23 Q4 April-June Law Enforcement ServicesFY 22-23 Q4 April-June Law Enforcement Services 619,242.50 PS-INV304452 FY 22-23 Q4 April-June Law Enforcement ServicesFY 22-23 Q4 April-June Law Enforcement Services 45,556.25 AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 11 Item 1 Page 12 Town Council Meeting May 9, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 41910: 664,798.75
41911 2845 Alexander & Elizabeth Smith 04/28/2023
Refund09.16.22r 151 Mountain Home Rd SEWR2018-0001 Project Complete-REISSUE 151 Mountain Home Rd REV2021-0016, SEWR2018-0001-REISSUE 37.50 Refund09.16.22r 151 Mountain Home Rd REV2021-0016 Project Complete-REISSUE 151 Mountain Home Rd REV2021-0016, SEWR2018-0001-REISSUE 101.25 Refund09.16.22r 151 Mountain Home Rd REV2021-0016 Project Complete-REISSUE 151 Mountain Home Rd REV2021-0016, SEWR2018-0001-REISSUE 300.00 Total for Check Number 41911: 438.75
41912 1385 Stepford 04/28/2023
2301263 IT Monthly Off-site Disaster Recovery June 2023 IT Monthly Off-site Disaster Recovery June 2023 680.00 2301264 IT Monthly Service+MS Office License June 2023IT Monthly Service+MS Office License June 2023 3,133.00 Total for Check Number 41912: 3,813.00
41913 1355 The Reveg Edge 04/28/2023
2312 Kite Hill: Fertilizer & Supersoil-Hasset Hardware Kite Hill Mowing 04.08.23 & Fertilizer 217.88 2312 Kite Hill Mowing & Fertilizing 04.08.23 Kite Hill Mowing 04.08.23 & Fertilizer 780.00 2313 Kite Hill Mowing 04.15.23 Kite Hill Mowing 04.15.23 600.00 2314 Kite Hill Mowing & Survey Mowing Needs 04.18.23 Kite Hill Mowing & Survey Mowing Needs 04.18.23 840.00 Total for Check Number 41913: 2,437.88
41914 1333 Wells Fargo Financial Leasing, Inc. 04/28/2023 5024752127 Postage Meter Rental 05.13.23-06.12.23 Postage Meter Rental 05.13.23-06.12.23 185.93 Total for Check Number 41914: 185.93
41915 1338 Woodside & Portola Private Patrol 04/28/2023 190843 Monthly Commercial Patrol Service Barkley Field May 2023 Monthly Commercial Patrol Service Barkley Field May 2023 3,100.00 Total for Check Number 41915: 3,100.00
41916 1341 Woodside Fire Protection District 04/28/2023 WDSE-Chipping2023 FY22-23 Extra Chipping Day-Completed 03.27.23FY22-23 Extra Chipping Day-Completed 03.27.23 6,707.81 Total for Check Number 41916: 6,707.81
Total for 4/28/2023: 773,578.88
Report Total (126 checks): 1,055,926.38
AP Checks by Date - Detail by Check Date (5/1/2023 8:37 AM) Page 12 Item 1 Page 13 Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 2
Prepared by: Paula Wong, Management Analyst May 9, 2023 Reviewed by: Kevin Bryant, Town Manager
SUBJECT: 2022-23 Third Quarter Treasurers Report

RECOMMENDATION
It is recommended that the Town Council review and accept the 2022-23 Third Quarter Treasurers Report.

BACKGROUND
The Town of Woodside’s Investment Policy requires that there be “a quarterly report made to the Town Council that reports the status of all Investments” and California Government Code Section 53646 requires “the quarterly report shall be so submitted within 30 days following the end of the quarter covered by the report”. This report has been prepared to facilitate that review. It has been prepared by utilizing the Town’s financial reporting, LAIF and PARS investment reports, as of March 31, 2023.

DISCUSSION
LAIF Investment Report
The Town receives investment income from the Local Agency Investment Fund (LAIF), which is managed and administered by the State of California’s Treasurer. The performance investment report for LAIF for April 19, 2023, is shown in Attachment A.

This investment income is received on a quarterly basis, for the quarters ending March 31st, June 30th, September 30th, and December 31st. The Town receives an investment income statement and the cash from the State in the month following the end of the involved quarter. Thus, such revenue is received in July, October, January, and April. The Town’s LAIF principal balance (per LAIF statement) at the end of the third quarter (as of March 31, 2023) was $10,617,009.13.

LAIF Interest Rate Interest Earned FYTD
First Quarter (7/1 - 9/30) 1.35% 29,951.59 $ $ 29,951.59 Second Quarter (10/1 - 12/31) 2.07% 49,742.32 79,693.91 Third Quarter (1/1 - 3/31) 2.74% 75,046.48 154,740.39
Fourth Quarter (4/1 - 6/30)
PARS (IRS Sec 115) Investment Report
The Town has two IRS Section 115 accounts with PARS. The Pension account can be used for unfunded pension liabilities and is shown on the financial statements as restricted cash. The OPEB (other post-employment benefits) account is for retiree health premiums and is shown only in the notes of the statements (per Governmental Accounting Standards Board Item 2 Page 1
Town Council Meeting May 9, 2023
regulations). The Town’s PARS Pension account balance (per PARS statement) is $2,280,777.83 and the PARS OPEB account balance is $1,145,711.66 at third quarter end (as of March 31, 2023). The performance report for both accounts is included in Attachment B.

OPEB Investment Earnings Investment Return FYTD
First Quarter (7/1 - 9/30) -5.13% $ (57,184.81) $ (57,184.81) Second Quarter (10/1 - 12/31) 6.45% $ 64,828.26 7,643.45 Third Quarter (1/1 - 3/31) 4.97% $ 52,762.18 60,405.63
Fourth Quarter (4/1 - 6/30)
Investment Activity Report
LAIF
PARS

PENSION
PARS
OPEB
Beginning Balance July 2022 9,220,484.23 2,157,749.43 1,085,306.03 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 1,000,000.00 - - Interest Income Q4 FY2022 Cash Basis, received July 2022 16,830.99 - - Net Investment Earnings(Loss) - (111,150.87) (57,184.81) Ending Balance July-September Q1 10,237,315.22 2,046,598.56 1,028,121.22 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 1,300,000.00 - - Interest Income Q1 29,951.59 - -
Net Investment Earnings(Loss) - 129,109.87 64,828.26
Ending Balance October-December Q2 11,567,266.81 2,175,708.43 1,092,949.48 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account (1,000,000.00) - - Interest Income Q2 49,742.32 - -
Net Investment Earnings(Loss) - 105,069.40 52,762.18
Ending Balance January-March Q3 10,617,009.13 2,280,777.83 1,145,711.66 Q3 Year to Date
Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 1,300,000.00 - - Interest Income-Cash Basis 96,524.90 - -
Interest Income-Accrual Basis 154,740.39 - -
Net Investment Earnings(Loss) 123,028.40 - 60,405.63
Due to the ease of access of the Town’s funds in liquid accounts such as LAIF and PARS, the Town has more than sufficient funds available to meet its liquidity (expenditure) requirements for the next six months.

Pension Investment Earnings Investment Return FYTD
First Quarter (7/1 - 9/30) -5.01% (111,150.87) $ $ (111,150.87) Second Quarter (10/1 - 12/31) 6.46% $ 129,109.87 17,959.00 Third Quarter (1/1 - 3/31) 4.97% $ 105,069.40 123,028.40 Fourth Quarter (4/1 - 6/30)
Item 2 Page 2
Town Council Meeting May 9, 2023

CONCLUSION
It is recommended that the Town Council review and accept this report.

Attachments
Item 2 Page 3
Town Council Meeting May 9, 2023
March 2.831
February 2.624
January 2.425

0.00007493902135155

0.986510329
LAIF Earnings Ratio(2):

LAIF Fair Value Factor(1):

PMIA Daily(1): 2.87
LAIF Apportionment Rate 2.74 (2):

PMIA Quarter to Date(1): 2.63
PMIA Average Life 275 (1):

Treasuries

64.15%
Agencies

21.72%
Certificates of
Deposit/Bank Notes

6.48%
Time
Deposits

2.74%
Commercial
Paper

4.47%
Corporate
Bonds

0.24%
Loans

0.20%
Notes: The apportionment rate includes interest earned on the CalPERS Supplemental Pension Payment pursuant to Government Code 20825 (c)(1) and interest earned on the Wildfire Fund loan pursuant to Public Utility Code 3288 (a).

Source:
(1) State of California, Office of the Treasurer
(2) State of Calfiornia, Office of the Controller
PMIA Average Monthly
Effective Yields(1)
PMIA/LAIF Performance Report
as of 04/19/23
Daily rates are now available here. View PMIA Daily Rates Quarterly Performance
Quarter Ended 03/31/23
Chart does not include $3,085,000.00 in mortgages, which equates to 0.002%. Percentages may not total 100% due to rounding.

Pooled Money Investment Account
Monthly Portfolio Composition (1)
03/31/23
$191.2 billion
Item 2 Page 4
Town Council Meeting May 9, 2023
Not A Deposit - Not FDIC Insured - May Lose Value - Not Bank Guaranteed - Not Insured By Any Federal Government Agency Past performance does not guarantee future results. All performance data, while deemed obtained from reliable sources, is not guaranteed for accuracy. Indexes shown are unmanaged and are not available for investment. Gross returns do not reflect the deduction of applicable fees which would reduce performance returns.

For the Period Ending March 2023
Performance for PARS/TOWN OF WOODSIDE 115P-PENSION (6746064201) Asset Allocation
Your total portfolio of investable assets may differ from the market value on your periodic statement of account due to certain assets being excluded from the calculation of your investment return.

Please contact a member of your Relationship Team for more information.

ASSET CLASS MARKET VALUE % OF TOTAL
Cash Equivalents $138,209.41 6.06%
Fixed Income $507,477.92 22.26%
Equities $1,594,637.27 69.94%
Real Assets $39,610.08 1.74%
Total $2,279,934.68 100%
Item 2 Page 5
Town Council Meeting May 9, 2023
Performance Returns
1 MONTH 3 MONTH

CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Total Portfolio
Gross of Fees 1.77% 4.98% 4.98% 4.98% 6.79% (6.39%) N/A N/A 2.01% Total Portfolio
Net of Fees 1.75% 4.89% 4.89% 4.89% 6.53% (6.69%) N/A N/A 1.69% Asset Classes
Gross of Fees
Cash Equivalents 0.37% 1.05% 1.05% 1.05% 2.40% 2.54% N/A N/A N/A Fixed Income 2.44% 3.04% 3.04% 3.04% 0.49% (3.86%) N/A N/A N/A Equities 1.78% 6.08% 6.08% 6.08% 9.26% (7.67%) N/A N/A N/A Real Assets (2.20%) 1.68% 1.68% 1.68% (5.54%) (20.06%) N/A N/A N/A * The beginning date for this information refers to the date your account was placed on performance calculation system at U.S. Bank.

Not A Deposit - Not FDIC Insured - May Lose Value - Not Bank Guaranteed - Not Insured By Any Federal Government Agency Past performance does not guarantee future results. All performance data, while deemed obtained from reliable sources, is not guaranteed for accuracy. Indexes shown are unmanaged and are not available for investment. Gross returns do not reflect the deduction of applicable fees which would reduce performance returns.

Item 2 Page 6
Town Council Meeting May 9, 2023
1 MONTH 3 MONTH CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Market Indicators
Gross of Fees
BBARC
Intermediate US
Government/Cred
it Index

2.30% 2.33% 2.33% 2.33% N/A (1.66%) (1.28%) 1.40% N/A
S&P 500 Index
(Total Return) 3.67% 7.50% 7.50% 7.50% N/A (7.73%) 18.60% 11.19% N/A * The beginning date for this information refers to the date your account was placed on performance calculation system at U.S. Bank.

Item 2 Page 7
Town Council Meeting May 9, 2023
Not A Deposit - Not FDIC Insured - May Lose Value - Not Bank Guaranteed - Not Insured By Any Federal Government Agency Past performance does not guarantee future results. All performance data, while deemed obtained from reliable sources, is not guaranteed for accuracy. Indexes shown are unmanaged and are not available for investment. Gross returns do not reflect the deduction of applicable fees which would reduce performance returns.

For the Period Ending March 2023
Performance for PARS/TOWN OF WOODSIDE 115P-OPEB (6746064200) Asset Allocation
Your total portfolio of investable assets may differ from the market value on your periodic statement of account due to certain assets being excluded from the calculation of your investment return.

Please contact a member of your Relationship Team for more information.

ASSET CLASS MARKET VALUE % OF TOTAL
Cash Equivalents $69,497.26 6.07%
Fixed Income $254,949.68 22.26%
Equities $800,995.81 69.94%
Real Assets $19,846.56 1.73%
Total $1,145,289.31 100%
Item 2 Page 8
Town Council Meeting May 9, 2023
Performance Returns
1 MONTH 3 MONTH

CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Total Portfolio
Gross of Fees 1.77% 4.98% 4.98% 4.98% 6.65% (6.51%) N/A N/A 1.94% Total Portfolio
Net of Fees 1.74% 4.89% 4.89% 4.89% 6.39% (6.82%) N/A N/A 1.62% Asset Classes
Gross of Fees
Cash Equivalents 0.37% 1.05% 1.05% 1.05% 2.40% 2.54% N/A N/A N/A Fixed Income 2.44% 3.04% 3.04% 3.04% 0.49% (3.85%) N/A N/A N/A Equities 1.78% 6.08% 6.08% 6.08% 9.19% (7.74%) N/A N/A N/A Real Assets (2.20%) 1.68% 1.68% 1.68% (5.54%) (20.06%) N/A N/A N/A * The beginning date for this information refers to the date your account was placed on performance calculation system at U.S. Bank.

Item 2 Page 9
Town Council Meeting May 9, 2023
1 MONTH 3 MONTH CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Market Indicators
Gross of Fees
BBARC
Intermediate US
Government/Cred
it Index

Item 2 Page 10 Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 3
Prepared by: Melissa Cardinale, Asst to the Town Mgr. May 9, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN

AGREEMENT WITH CLIENTFIRST TECHNOLOGY CONSULTING IN AN
AMOUNT NOT TO EXCEED $55,000 TO ASSIST WITH CENTRALSQUARE

MIGRATION CONTRACT NEGOTIATION SERVICES AND IMPLEMENTATION

ASSISTANCE

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution (Attachment 1), authorizing the Town Manager to enter into an agreement with ClientFirst Technology Consulting in an amount not to exceed $55,000 to assist with CentralSquare migration contract negotiation services and implementation assistance.

BACKGROUND
In May 2022, the Town entered into a contract with ClientFirst Technology Consulting for development of a Technology Master Plan which would help identify the future information technology (IT) needs of the Town. The Town Council will be reviewing the draft Technology Master Plan as part of the May 9th agenda.

The Town currently uses CentralSquare TRAKiT as a land management system to manage business licenses, permits, inspections, and cashiering. The software is on-premises and has not been updated since 2012. It was identified during the Technology Master Plan workshops with Town staff that TRAKiT is not fully implemented in the way the Town needs for it to function properly and it should be upgraded.

Upgrading would also move the software off site and into a cloud-based version of the product which is now known as Community Development.

DISCUSSION
Town staff has had presentations from Greenvue, OpenGov, and CentralSquare on their permitting software. After reviewing these permitting software options, Town staff has determined that the new Community Development cloud-based software is one that will allow the current day-to-day operations to continue running smoothly. Residents would also have the option to submit permits electronically and pay via credit card.

In order to move forward with this upgrade from TRAKiT to Community Development, Town staff believes it will be beneficial to continue to engage ClientFirst to assist with the review and negotiation of a contract with CentralSquare, and to engage ClientFirst to assist the Town in implementing the migration of the software which will also include system testing, data conversion, creating reports and forms, and training on Community Development.

Item 3 Page 1 Town Council Meeting May 9, 2023
Tatjana Meser, ClientFirst’s Manager, Enterprise Applications Consulting, has over 8 years of experience with local government agency software implementations. Ms. Meser, along with her team, have extensive CentralSquare Community Development and TRAKiT implementation and project management experience.

CONCLUSION

In entering into an agreement with ClientFirst, the Town will be able to negotiate a contract with CentralSquare and have assistance with the implementation of Community Development to make all features are properly upgraded.

Attachments

1. Resolution

2. Proposal from ClientFirst for CentralSquare Migration Contract Negotiation Services and Implementation Assistance
Item 3 Page 2
Town Council Meeting May 9, 2023
RESOLUTION NO. 2023 - _____

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN AGREEMENT WITH CLIENTFIRST TECHNOLOGY CONSULTING IN AN AMOUNT NOT TO EXCEED $55,000 TO

ASSIST WITH CENTRALSQUARE MIGRATION CONTRACT NEGOTIATION SERVICES AND

IMPLEMENTATION ASSISTANCE
WHEREAS, in May 2022, the Town entered into a contract with ClientFirst Technology Consulting for development of a Technology Master Plan which would help identify the future information technology (IT) needs of the Town; and
WHEREAS, it was identified during the Technology Master Plan workshops with Town staff that TRAKiT is not fully implemented in the way the Town needs for it to function properly and it should be upgraded; and
WHEREAS, it will be beneficial to continue to engage ClientFirst to assist with the review and negotiation of a contract with CentralSquare, and to engage ClientFirst to assist the Town in implementing the migration of the software which will also include system testing, data conversion, creating reports and forms, and training on Community Development.

NOW, THEREFORE, IT IS HEREBY RESOLVED that the Town Council of the Town of Woodside does hereby authorize the Town Manager to execute an agreement between the Town and ClientFirst Technology Consulting to assist with CentralSquare migration contract negotiation services and implementation assistance in an amount not to exceed $55,000. * * * * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 9th of May 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 3
Town Council Meeting May 9, 2023
CL/ENTf/RST

TECHNOLOGY CONSULTING
Mr. Keven Bryant
Town Manager
Town of Woodside
2955 Woodside Road
Woodside, CA 94062

OPTIMAL TECHNOLOGY GUIDANCE
April 17, 2023
Re: Proposal for CentralSquare Migration Contract Negotiation Services and Implementation Assistance
Dear Mr. Bryant:

Please accept this letter as our proposal for ClientFirst to provide CentralSquare migration contract negotiation services to the Town of Woodside. We value the confidence the Town has placed in our services and look forward to providing assistance on this project.

Scope of Work - Contract Review
The Town has requested that ClientFirst provide its expertise and assistance with the review of the Town's CentralSquare migration contract to the latest version of the TRAKIT system . Our assistance will relate to the following types of activities:

Implementation Plan (SOW) Review
• Work with the Town and the selected vendor to review and finalize Statement of Work, Implementation Schedule/Plan, Project Management Office, resource requirements, and timelines.

Contract Review and Negotiation Assistance
• Assist with contract review and negotiation assistance (in a non-legal capacity). This assumes contract review and negotiations with single, primary vendor. Additional required and/or requested hours will be billed on a pre-approved time-and-materials basis.

Scope of Work - Migration Implementation Assistance
The TRAKiT migration project implementation assistance for the Town will be managed and completed by Michael Truncale and Tatjana Meser. Their extensive TRAKiT configuration, training, data conversion, integrations, and project management experience are best suited to assist the Town with the migration project management and oversight, and TRAKiT improvement needs.

Scope, Schedule, and Budget
ClientFirst will assist the Town Project Coordinator with monitoring and managing the project schedule, project timelines and milestones, vendor, and Town deliverables, as well as the project budget. In addition, ClientFirst will assist with accurately assigning project tasks to Town and vendor resources. Recommendations pertaining to project scope, schedule, and budget will be provided when needed to aid an on-schedule and within-budget project completion.

California • Illinois • North Carolina • Texas • 800.806.3080 • Fax 888.478.0495 1 I 12
Item 3 Page 4
Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Recurring Project Activitites and Project Communications To keep the project on schedule, ClientFirst will assist the Town Project Coordinator with the following recurring project activities:
• Weekly Project Oversight/Management Assistance Activities - Provide general assistance, including miscellaneous oversight activities, email communications, session scheduling, and task assignments. Also provide a vendor invoice review (if/or as necessary). • Internal Status Meeting -Assist the Town Project Coordinator with the preparation of a meeting agenda, a list of open tasks, upcoming project sessions/trainings, project risks, key communications, and other project related information. Guide the Project Team during the status meeting and review the project status, upcoming tasks, activities, and responsibilities, as well as discuss options for risk mitigation and issues resolution . • Project Manager/ClientFirst Debrief - Conduct post-internal status meeting debrief between the Town Project Coordinator and ClientFirst to sync-up on project status, upcoming tasks, activities, and responsibilities, as well as discuss options for risk mitigation and issues resolution .
• Vendor Status Meeting - Participate in the Vendor's periodic status meeting as an advocate for the Town.
• Review Vendor Status Report - Review the Vendor's post-status meeting report and provide comments.

Business Analysis and TRAKIT Improvements
ClientFirst will work closely with the Town Project Coordinator and the Functional Leads to review and identify any business process or TRAKiT configuration gaps. Based on the findings of the assessment, ClientFirst will recommend and assist with TRAKiT and eTRAKiT improvements utilizing new functionality with the goal to streamline the business process for the public and Town staff.

Integrations
A review of the current state of all integrations with Town teams will allow ClientFirst to identify testing steps the Town needs to take to validate each integration during the migration. These testing steps will be recorded and used as a testing script by the Functional Leads. Cl ientFirst can also provide assistance with the testing of each integration and the documentation of any errors or incorrect system behavior.

System Testing
Prior to the initial delivery of the migrated system, ClientFirst and the Town Project Coordinator will collaborate with the Functional Leads to build a realistic testing plan encompassing all TRAKiT components that need to be tested (configuration, data conversion, integrations, online applications, payment integrations, geo data updates, electronic plan review, etc.) The testing plan will outline department specific testing tasks and due dates.

Data Conversion
Data Conversion is one of several items to be tested by the Town Functional Leads during the migration. These testing tasks will be identified in the testing task list. ClientFirst will be able to assist with the validation of the migrated data.

Reports and Forms
ClientFirst with the assistance of the Functional Leads will complete a review of the existing forms/correspondences/letters/report the Town utilizes. This will lead to a clear list of documents that need to be converted and/or created. ClientFirst will also assess each form/correspondence/letter/report to determine if a merge document or SSRS form/report is

CUENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
2 12
Item 3 Page 5
Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
needed to be created and work with the Town Project Coordinator to determine how to best deliver the form/correspondence/letter/report in the Merge Document or SSRS format.

Training
With the extensive knowledge of the TRAKiT products, ClientFirst will be able to effectively assist with the planning and coordination of the Administrator and End User trainings. ClientFirst will advise on the which Town attendees should participate in which training and what topics should be covered and/or repeated.

Staffing
Tatjana Meser will be the Project Director for the engagement. Michael Truncale will be managing and coordinating the project. Tatjana and Michael have extensive CentralSquare Community Development and TRAKiT implementation and project management experience.

Fee Summary
Our time and materials professional fees are based on the scope and approach outlined in this proposal, plus expenses. Our standard billing rates for these types of services reflect the levels and skill sets of the consultant(s) assigned to specific aspects of the project. • Michael Truncale - $ 185 per hour
• Tatjana Meser - $ 205 per hour
• David Krout - $ 225 per hour
Maximum Cost
This will logistically be an ongoing project. The consulting fees payable based on this agreement shall not exceed $55,000 without Town approval and written authorization.

Contract and Implementation Statement of Work Review Estimate: $5,000 Migration Implementation Assistance Estimate: $50,000
Scope Changes and Management
Alternative scope changes and fee adjustments are possible and are dependent on specific project needs and staff resources and capabilities. Minor changes to the scope and methodology stated above will not result in a change in our fees.

If the nature or scope of our work should change significantly during the project, we will discuss such matters and their effect on our fees and obtain written approval before proceeding.

Payment Terms
We invoice monthly as work proceeds. ClientFirst will provide detailed accounting of all consulting time and expenses on the invoice. Payments are due within 30 days of receipt, via check or ACH.

Additional Expenses
Expenses are expected to be primarily for travel, hotel, and miscellaneous, small, budgetingrelated items. These expenses will be billed at cost.

CUENTFIRSTTECHNOLOGV CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
3 12
Item 3 Page 6
Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Additional Services/Purchases by Other Seeking Public Agencies ClientFirst acknowledges that other public agencies may seek to "piggyback" under the same terms and conditions of a resulting similar services contract and/or purchases being offered in this contract or proposal. ClientFirst has the option to agree or disagree to allow contract piggybacks on a case-by-case basis. ClientFirst agrees to extend the same pricing, terms, and conditions as stated in this contract or proposal to each and every political entity, special district, and related non-profit. It is understood that other entities shall make purchases in their own name, make payment, and be liable directly to ClientFirst. The agency shall in no way be involved or responsible to ClientFirst for other entities' purchases.

Acceptance
If you have any questions, feel free to contact me at 951 .739. 7989 or via email at [email protected] for additional information. We appreciate the continued opportunity of serving the Town of Woodside.

Sincerely,
David W. Krout, CPA
Partner
Management Consulting Practice Leader

CLJENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Accepted by
Town of Woodside
Signature Date
Name and Title (print)
4 12
Item 3 Page 7
Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Tatjana Meser
Manager, Enterprise Applications Consulting
Tatjana Meser has over eight years of experience with local government agency software implementations. Her in depth experience with software configuration, business analysis, and user needs assessment allows Tatjana to successfully oversee project implementations of standard and customized software.

Skilled in all facets of the project life cycle for application software, she has experience with functional and technical requirements development, gap analysis, system analysis, design, specifications, unit and system testing , implementation planning, execution, lessons learned, and system documentation.

These business improvement and process consistency efforts have created significant costs savings through move-efficient business processes and have reduced overall implementation costs.

Having worked with numerous government agencies as a vendor, Tatjana also brings an understanding, perspective, and ability to manage all the parties necessary for delivering lasting operational success.

Highlights
• Project oversight and management services for multiple community development implementations with custom
integration to financial, tax, and business licensing systems • Industry experience includes work with City and County agencies
Agency Experience
City of Batavia
City of Beaumont
City of Carlsbad
City of Corona
City of Coronado
City of Escondido
City of Fairfield
City of Fontana
City of Glendora
City of Greenville
City of Hesperia
City of Idaho Falls
City of Keller
City of Key West
City of Lakeland
City of Larkspur
City of Pismo Beach
City of Rancho Palos Verdes
City of Rocklin
City of Salinas
City of San Bernardino
City of San Clemente
. City of St. Cloud
City of St. Paul
City of Vacaville
City of Vallejo
City of West Covina
City of West Sacramento
City of Wood Dale
Town of Windsor
Village of Lincolnwood
Village of Oswego
Village of River Forest
Village of Westmont
County of Butte

CREDENTIALS, DEGREES,

AND AFFILIATIONS
• Bachelor of Arts in International
Studies - UC San Diego
• Project Management Institute
Member - Inland Empire Chapter

SPECIAL TIES
• Project Management
• Conversion, Interface Planning,
and Implementation Support
• Understanding of public sector
departmental operations and
application systems
• Workflow analysis and mapping
• Business Process Redesign
• System Configuration and
Training
• Test and Go Live Plan Creation
PN Project • ~ Management
A .. '-.: . Institute.

City of Mill Valley
City of Mission Viejo
City of Monrovia
City of Newark
City of Oceanside
City of Palm Desert
City of Palmdale
City of Piedmont
City of Pinole
County of Calaveras County
County of Mendocino
County of Shasta
County of Yuba
County of Hanover
I just wanted to say that I thought
the training sessions were very
informative and clear, and I
learned a lot from it. I appreciate
your time spent to train us. Thank
you so much!

CLIENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
-Account Clerk
CA Municipality
5 12
Item 3 Page 8
Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Michael Truncale
Enterprise Applications Senior Management Consultant
Michael Truncale has over 14 years of experience working directly with municipalities and government agencies with software implementations. His experience includes business process assessments, project planning, software implementation, application configuration, custom integrations, scoping customization needs, managing multiple teams across disciplines, process documentation, and project management related to enterprise applications.

Having worked for a leading local government enterprise software provider, Michael brings a strong understanding of software implementation, consulting, process knowledge and functional knowledge, along with the customers' needs and concerns throughout and post implementation.

Michael's in-depth agency process knowledge, technical and functional background, and his passion for helping people enables him to easily identify gaps in processes and quickly provide quantifiable solutions.

Highlights
• Business process gap analysis
• Multi-phased agency-wide software implementations
• Extensive knowledge of business and technical processes pertaining to enterprise applications
• Facilitator between C-level and functional roles
Agency Experience
City of Ann Arbor
City of Bellingham
City of Brentwood
City of Bryan
City of Canton
City of Carlsbad
City of College Station
City of Colleyville
City of East Palo Alto
City of Edmond
City of Emeryville
City of Elk Grove
City of Escondido
City of Gladstone
City of Glendora
City of Golden
City of Greeley
City of Greer
City of Round Rock
City of Sammamish
City of San Clemente
City of San Marcos
City ofTracy
City of Tukwila
City of Vacaville
City of Walla Walla
City of West Covina
City of Westminster
City of Wildwood
Butte County
Glenn County
Hanover County

CREDENTIALS, DEGREES,

AND AFFILIATIONS
• Bachelor of Arts in Business
Administration - California State
University of San Marcos
• Project Management Institute
Member - San Diego Chapter

SPECIAL TIES
• Project Management
• Implementation Project
Management
• Business Process Reviews
• Current System Needs Analysis
and Improvement
• Project Management Oversight
• Conversion, Interface Planning,
and Implementation Support
• Understanding of public sector
departmental operations and
application systems
• Workflow analysis and mapping
• Business Process Redesign
• System Configuration and
Training
• Test and Go-Live Plan Creation
Project
Management
Institute.

City of Helena
City of Larkspur
City of Medford
City of Norwalk
City of Novato
Lewis and Clark County
Lincoln County
Manatee County
Mendocino County
Nassau County
Spotsylvania County
Summit County
Yuma County
Town of Castle Rock
Town of Flower
Mound
First of all, great work. You are an elite
communicator. It's honestly your best
skill and to be clear you are top notch in
everything else.

City of Pearland
City of Pflugerville
City of Piedmont
City of Poway
City of Prescott

CUENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Town of Parker
Town of Windsor
Town of Woodside
-Senior Information Systems
Analyst
CA Municipality
Michael ... the speed of this delivery is
amazing and the deliverable is just so
clean. Well done. I'm looking forward
to working more with you.
-Senior Information Systems
Analyst
CA Municipality 6 12
Item 3 Page 9
Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
David w. Krout, CPA (Inactive}
Partner- Enterprise Applications Consulting Practice Leader David Krout has 25 years of experience assisting local governments with a broad scope of information technology needs. He specializes in working with organizations to identify their strategic, organizational, application, and functional requirements to determine which system and/or specific applications are a proper fit for both the agency and the vendor.

David's unique and diversified background in business management, accounting, and management consulting has given him the ability to collaborate with C-level executives and department staff from a practical, business-management perspective to maximize their technology utilization.

Having also worked for a leading local government enterprise software provider, David brings a unique understanding of consulting, client representation, and vendor relationships to the collaboration between the agency and software vendors.

Highlights
• Served on the National Committee for Information Technology for the Institute of Management Accountants
• Former President, Institute of Management Accountants, Inland Empire Chapter
• Former Government IT Consulting Manager for RSM McGladrey, the nation's fifth-largest CPA and consulting firm
• Featured speaker for the California Society of Municipal Finance Officers (CSMFO), Municipal Information Systems Association of California (MISAC), and Texas Association of Government Information Technology Managers
• Project lead with over 100 public-sector agencies throughout the United States
Agency Experience
City of Batavia City of Pelham Village of River Forest Rosamond Community City of Bloomington City of Piedmont CA-NV American Water Services District City of Brentwood City of Rancho Mirage Works Association Salisbury-Rowan Utilities City of Brisbane City of Redlands Castaic Lake Water San Bernardino Municipal City of Burbank City of Rialto Agency Water
City of Burlington City of Riviera Beach Castro Valley Sanitary Southern California City of Carlsbad City of Rosemead District Coastal Water Research City of Camarillo City of Salisbury Colton Joint Unified School (SCCWRP) City of Chino City of Sandpoint District Walnut Valley Water City of Clovis City of San Gabriel Cucamonga Valley Water District City of Colton City of San Jacinto District West County Wastewater City of Corona City of Shawnee Gastonia Water & Power District City of Coronado City of Sierra Madre Glendale Water and Power Western Municipal Water City of Dublin City of Simi Valley HIP Housing District City of Foster City City of South Gate Lake Elsinore Unified Mechoopda Indian Tribe City of Gastonia City of Tustin School District Eastern Band of Cherokee City of Healdsburg City of West Covina Menifee Unified School Indian City of Hemet City of West Des Moines District
City of Highland Park County of Butte Mesa Water
City of Indio County of Buncombe District
City of La Habra County of Denton Midpeninsula
City of La Puente County of Mendocino Regional Open

CREDENTIALS, DEGREES,

AND AFFILIATIONS
• Certified Public Accountant
(CPA) (Inactive)
• Bachelor of Science in
Business Administration
and Accounting - CSU
San Bernardino

SPECIAL TIES
• Business Process Reviews
• Applications Requirements
Definition
• Enterprise Applications
Architecture
• Current System Needs
Analysis and
Improvement
• New Software Selection
Assistance
• Technology Master
Planning
• Project Management and
Oversight
• Conversion Assistance and
Planning
• Contract Reviews and
Negotiations
Cs:rtitied Public Accountant
1h1'"c,ve.1
City of Laguna Niguel County of Orange
City of Lake Forest County of Riverside
City of Larkspur County of San Bernardino
City of Lomita Town of Danville
City of Manassas Park Town of Groton
City of Menlo Park Town of Hillsborough
Space District
Ramona
Municipal
Water District
Rincon del
Diablo
It has been absolutely key to this
project that ClientFirst, especially
Dave, knows the governmental
environment, its limitations and its
City of Mission Viejo Town of Truckee
City of Murrieta Village of Glencoe
City of Pacifica Village of Lincolnwood
City of Palm Desert Village of Northfield
City of Palmdale Village of Oswego

CLIENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Municipal
Water District
Rock River
Reclamation
District
opportunities.
-Director of Administrative
Services
CA Municipality 7 12
Item 3 Page 10 Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Firm Statement of Qualifications
ERP Consulting Practice Profile
ClientFirst's enterprise applications consulting team has been conducting these specific types of assessments, process reviews, procurements, and implementation assistance for over 20 years, originating within RSM McGladrey, the nation's fifthlargest CPA/Consulting firm.

ClientFirst leverages this experience to the client's
advantage through a unique approach to software selection, which considers the vendor's perspective while working with clients to navigate the complexities of software needs
assessment, selection, contract negotiation, and
implementation.

Applications Consulting Services

PROCESS REVIEWS
Business Case Analysis
Assessment and Recommendations
Process Analysis and Improvement

SOFTWARE SELECTION
Feature/Function Requirements
lmplementabon Risk Assessment
Change Management
Vendor Analysis and Evaluation
Contract Review and Negotiation

PROJECT OVERSIGHT
Implementation Proiect Management
Conversion Assistance
Integration / Interface Assistance
We identify an organization's strategic, organizational, application, and functional requirements - specific to the client's business processes-to determine which solutions are the best fit for both customer and vendor. Our clients appreciate the honesty and diligence with which we conduct our projects, and many clients continue relying on our
services after their first project with us. APPLICATIONS IMPROVEMENT The level of risk and the probability of achieving a
successful implementation is directly related to the amount of proper due diligence employed. At ClientFirst, we take every possible step to decrease this risk level through best Assessment of Current Needs & Gaps
Assessment of Features, Training, Support, & Reporting Issues Vendor Proposal Review & Demonstration Management
Change Management
Risk Assessments
practices.

Because of the level of due diligence that we require, software vendors welcome the opportunity to respond to our RFP documents, giving your organization the chance to find the best functionality fit by evaluating an adequate number of qualified vendor responses.

Departmental / Functional Area Experience
Council/Board
Administration
Building & Safety
City Clerk
Finance
Fire
Library
Utility Bi lling
Customer Service/Call
Centers
Payroll
Human Resources
Planning
Police
Purchasing
Public Works
Parks & Recreation
Engineering
GIS
Water & Waste Water
Sanitation
Field Operations
Laboratories
Environmental
Sciences
Facilities
Treatment Plants
Fleet Management
Engineering
Warehousing
SCADA
Information Systems

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Applications Experience
General Ledger
Budgeting
Project Accounting
Grant Accounting
Accounts Receivable
Cash Receipts
Purchasing & Receiving
Bids Management
Contract Management
Accounts Payable
Fixed Assets
Loans
Special Assessments
Financial Reporting
Ad Hoc Reporting
Business Licensing
Applicant Tracking
Human Resources
Employee Self-Service
Benefits Tracking
Time & Attendance
Payroll
CIS & Utility Billing
Tax Billing
Backfiow
Service Orders
Work Orders/Preventative
Maintenance
Inventory Management
Fleet Management
Planning
Permitting
Inspection
Code Enforcement
Land/Parcel/Address
Management
Computer-Aided Dispatch
(CAD)
Records Management
Mobile Computing
Citizen Request Management
GIS
Adjudication
Citation Management
8 12
Item 3 Page 11 Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Government Technology
Focusing on local governments means that we understand the unique needs, processes, protocols, and political nuances involved in the industry. This understanding and experience ensures that our strategies and recommendations are practical in all respects. Our management team's career experience includes over 3,000 projects for more than 500 local government agencies.

Local Presence and Practice Locations
We have a local presence with extensive experience in California. ClientFirst is a national firm, with practices located in California, Illinois, Texas, and North Carolina.

Corona, CA Schaumburg, IL San Antonio, TX Charlotte, NC Business Management Approach
We understand that not all government executives are versed in the latest technology issues and opportunities. Therefore, our approach and deliverables provide a business-management perspective that allows the layperson the ability to understand the technology issues, strategies, and potential solutions required to make more informed business decisions.

Practical Recommendations
We believe in using technology as a tool to meet the
agency's business objectives; we do not apply technology just for technology's sake. We are serious in our quest to provide clients with practical solutions that meet their individual requirements. Sometimes the proper solution includes cuttingedge technology. However, a cost-effective and practical solution using proven technology is often the most beneficial.

True Independence

SAVE INCREASE
0 ~ Time ( \ Expertise
CJffjJ Money ~ Service
$ Resources r1iil Efficiency
ClientFirst believes in practicing true independence. We do not resell products, nor maintain relationships that would result in any add-on profit margins or referral fees . Our interest is in putting the client first by finding optimum solutions (i.e., the greatest value at lowest competitive cost) to meet their needs.

National Recognition
Our consultants are recognized nationally for their work by many of the industry's leading vendors. They appreciate the fairness and objectivity we demonstrate when dealing with their
organizations.

CUENTFiRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
9 12
Item 3 Page 12 Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Industry Recognition
CIO Review
ClientFirst has been featured in C/O Review as one of the "20 Most Promising Government Technology Solution Providers".

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Bringing lnnovotion, Ophmization, ond
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ClientFirst personnel have conducted educational sessions at national and local conferences such as CSMFO, MISAC, and GFOA, among others.
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CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE

NATIONAL
LEAGUE
of CITIES ~
INNOVATION • TECHNOLOGY fN LOCAL GOVERNMENT
10 12
Item 3 Page 13 Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Diversified Experience
We have extensive experience with a wide variety of organizations and technology and processing environments and have worked with over 500 agencies on over 2,500 projects. In addition, we have significant market knowledge regarding software and hardware providers and are well-informed with respect to vendor and industry developments.

Integrated Technology Solutions Groups
Whatever the agency's technology needs are, we offer a unique combination of experts in their given disciplines who can guide technology decisions, planning, implementation, and management, chosen according to the specific needs of each project, working as an integrated team to provide end-to-end consulting and support services.

CLIENTFIRST Integrated Technology Solutions Groups

APPLICATIONS CONSULTING MANAGEMENT CONSULTING
IT Strategic Planning
Business Process Review IT Assessments
Process Improvements
Contract Negotiations
Project Management
Software Selection
Implementation Assistance
IT Governance Seminars
(Enterprise Content Managemert)
Needs Assessment
Business Process Review
System Selection
Planning
Implementation Oversight
Assessment & Planning
Design
Data Management
Development
Mapping

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE

IT SERVICES & OPERATIONS
Technical Services
Help Desk
Managed Services

TELECOM
Bill Audits
Strategic Planning
VoIP
Design
RFP/Procurements
Carrier Services
Call Centers

IT INFRASTRUCTURE
Networking
Servers
Data Centers
Disaster Recovery
Security

STRUCTURED CABLING
Assessment and Certification
CADD Design & Layout
Vendor Selection
Project Management
Documentation
11 12
Item 3 Page 14 Town Council Meeting May 9, 2023
CentralSquare Migration Contract Negotiations
Consultants ' Collective Experience
We understand that the experience of the individual consultants is a significant factor in hiring a firm to conduct the project on your behalf. Our consultants have extensive public-sector experience in their respective careers, including projects with the following agencies:

California Cucamonga Valley Water City of Countryside Hinsdale Township High Lake Superior State County of Mariposa District City of Crystal Lake School District 86 University County of Mendocino Glendale Water and Power City of Highland Park Indian Prairie Community Unit University of Michigan County of Riverside Hayward Area Recreation City of Joliet School District 204 Minnesota County of San Bernardino and Park District City of Lake Forest J. Sterling Morton High County of Anoka County ofTuolumne Irvine Unified School District City of Moline School District 201 Nevada County of Yolo Jurupa Community Services City of Morton Grove Lake Zurich Community Unit County of Nye City of Albany District City of Naperville School District 95 Town of Pahrump City of Azusa Livermore Area Recreation City of Oakbrook Terrace Mount Prospect School New York City of Big Bear Lake and Park District City of Orland Park District 57 City of Batavia City of Brentwood Midpeninsula Regional Open City of Prospect Heights Naperville Community Unit Village of Ossining City of Burbank Space District City of Rockford School District 203 North Carolina City of Calabasas Newhall County Water District City of Rock Island Naperville Park District City of Burlington City of Camarillo Piedmont Police and Fire City of St. Charles Norridge Park District City of Gastonia City of Carlsbad Ramona Municipal Water City of Waukegan Oswego School District 308 City of High Point City of Chico District City of Wood Dale Pace Suburban Bus Division City of Kinston City of Chino Rincon del Diablo Municipal County of DuPage County Park Ridge Schools City of Mount Airy City of Colton Water District County of Peoria County Port Byron Central School City of Salisbury City of Corona Rosamond Community County of Sangamon County District Arc of Stanley County City of Coronado Services District County of Winnebago County Posen-Robbins SD 143.5 County of Buncombe City of Downey San Bernardino Municipal Village of Arlington Heights Prospect Heights School County of Cabarrus City of Dublin Water Village of Cary District County of Davie City of Escondido San Mateo Fire District Village of Glencoe Riverside Public School County of Orange City of Foster City San Marino Unified School Village of Kenilworth District 96 St. Augustine College City of Glendora District Village of Lake Barrington Rockford Public Library Wake Forest University City of Healdsburg Southern California Coastal Village of Libertyville Rock River Water Eastern Band of Cherokee City of Hemet Water Research Village of Lincolnwood Reclamation District Indians City of La Habra Sweetwater Authority Village of Matteson Sherrard Community Schools Salisbury Rowan Utilities City of La Puente Walnut Valley Water District Village of Norridge St. Charles School District Ohio City of Laguna Niguel Western Municipal Water Village of Northbrook Sunset Ridge School District County of Cuyahoga City of Larkspur District Village of Northfield Township High School District County of Montgomery City of Lathrop Colton Joint Unified School Village of Oak Brook 214 South Dakota City of Lomita District Village of Oak Park Wheaton-Warrenville School Rapid City Area Schools City of Menlo Park Irvine Unified School District Village of Oswego District 200 Texas City of Mission Viejo Lake Elsinore Unified School Village of Palos Park Winnetka Public Schools City of Dallas City of Montclair District Village of River Forest District 36 City of Pflugerville City of Murrieta Menifee Unified School Village of Riverside Lake Forest College City of University Park City of Pacific Grove District Village of Westmont Lincolnwood Public Library County of Collier City of Palm Desert Mesa Water District Village of Wheeling Oak Park Library County of Denton City of Palmdale Mountain View School District DuPage County Health Dept. Oswego Library District Corpus Christi Fire City of Piedmont Romoland School District Batavia Public School District Park District of Highland Park Highland Park Police and Fire City of Pismo Beach West Covina Unified School Central Community Unit Indiana International Bank of City of Port Hueneme District School District 301 The University of Notre Dame Commerce City of Rancho Cucamonga Ohlone Community College Champaign County Forest Indianapolis Public Library River Oaks Country Club City of Rancho Mirage San Jose Community College Preserve District Indianapolis Public Schools State Bank of Texas City of Redlands University of California Civitas Schools Iowa University of City of Rialto Berkeley Community High School City of Ankeny Texas Health Science City of Rohnert Park University of California San District 99 City of Bettendorf Center City of Rosemead Francisco Community Unit High School City of Burlington Westwood Country Club City of Sacramento UCSF Medical Center District 205 City of Cedar Rapids Utah City of San Clemente Stanislaus Council of Community Unit School City of New Hampton Washington County School City of San Gabriel Governments District 300 City of West Des Moines District City of San Jacinto Mechoopda Indian Tribe Community Unit School County of Johnson Virginia City of San Pablo Alabama District 308 County of Linn Commonwealth of Virginia City of San Rafael City of Pelham Consolidated High School State of Iowa Wisconsin City of Seal Beach Arizona District 230 Burlington Community School City of Appleton City of Sierra Madre County of Maricopa Consolidated School District District City of Brookfield City of Simi Valley Connecticut 158 Cedar Rapids Community City of Eau Claire City of South Gate City of Bristol DeKalb Community Unit School District City of Wauwatosa City of South Pasadena City of New Haven School District 428 Davenport School District City of West Allis City of South San Francisco Groton Police and Ela Township Diocese of Davenport County of Brown City of Tustin Communications Dispatch Forest Ridge Elementary Catholic Schools County of Kenosha City of Upland Town of Groton School District 142 Dubuque Community School County of Milwaukee City of Vacaville Florida Geneva Community Unit District County of Waukesha City of West Covina City of Cape Coral School District 304 Knoxville Community School HIDTA Milwaukee Town of Danville City of Deerfield Beach Glenview Schools District Diocese of Madison Catholic Town of Hillsborough City of Dunedin Gower School District Mason City School District Schools Town ofT ruckee City of Fort Lauderdale Hampton School District 29 North Scott School District Madison School District Town of Yucca Valley City of Pompano Beach Harlem School District 122 Des Moines Area Community Shorewood School District CA-NV American Water City of Port St. Lucie Harrison School District 36 College Whitnall School District Works Association City of Riviera Beach Harvard Community Unit Cedar Falls Utilities West Allis School District Castaic Lake Water Agency Illinois School District Kansas Castro Valley Sanitary District City of Bloomington Harvey School District 152 City of Shawnee City of Champaign Michigan

CL/ENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
12 12
Item 3 Page 15 Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 4
Prepared by: Melissa Cardinale, Asst to the Town Mgr. May 9, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION APPROVING ANNUAL RATE ADJUSTMENT FOR MIXED

COMPOSTABLE AND RECYCLABLE MATERIALS AND YARD TRIMMING
COLLECTION SERVICES FOR GREENWASTE RECOVERY, LLC FOR 2023- 2024

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution (Attachment 1), approving an annual rate adjustment for mixed compostable and recyclable materials and yard trimming collection services for GreenWaste Recovery, LLC for 2023-24.

BACKGROUND
Solid waste and recycling collection services in the Town of Woodside have been provided by GreenWaste Recovery, LLC since the first franchise agreement went into effect on September 1, 1996. On November 19, 2019, a new franchise agreement was approved by the Town Council. The agreement includes specific language governing the subsequent review and approval of rate adjustments for the franchisee.

Article 15 of the agreement indicates that the contractor's rates are to be subjected to an annual adjustment process whereby GreenWaste Recovery, LLC is to provide certain information to the Town each year.

The Town Manager is to review this information and provide a recommendation to the Town Council. Rate adjustments go into effect on July 1st, for the new fiscal year.

DISCUSSION
Section 15.2 of the franchise agreement specifies that the collection rates “shall be adjusted annually, to adjust for the increased or decreased cost of living, by 100% of the change in the Consumer Price Index for All Urban Customers for All Items for the area of San Francisco-Oakland-Hayward, CA. Rate of adjustment will be based on increases or decreases during the prior calendar year but will apply to the following Town fiscal year (July 1 to June 30) to allow time to receive the indices, compute the necessary adjustment and have the Town Council approve the new rate prior to the billing cycle.” GreenWaste Recovery, LLC has provided the Town Manager with the relevant indices and proposed rate structure for the 2023-24 fiscal year. The rate increase proposed is based upon the following:

CPI - All Items San Francisco-Oakland-Hayward, CA
December, 2022 331.222
December, 2021 315.805
Difference 15.417
Item 4 Page 1 Town Council Meeting May 9, 2023
GreenWaste is requesting a rate increase of 4.88%, based on the change in the CPI between calendar years 2021 and 2022 (15.417/315.805 =

4.88%).

Attachment 2 provides the residential and non-residential services rates effective July 1, 2023.

CONCLUSION

The application of the provisions of the franchise agreement result in a 4.88% increase in rates, effective July 1, 2023. The adoption of the attached resolution will implement this increase.

Attachments
Item 4 Page 2
Town Council Meeting May 9, 2023
RESOLUTION 2023 -

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE APPROVING AN ANNUAL RATE ADJUSTMENT FOR 2023-24 FOR MIXED COMPOSTABLE AND

RECYCLABLE MATERIALS AND YARD TRIMMING COLLECTION SERVICES FOR

GREENWASTE RECOVERY, LLC

WHEREAS, the Town of Woodside first entered into a franchise agreement for the handling and disposal of solid waste within the Town limits with Green Waste Recovery, LLC on July 9, 1996, and subsequently approved a new franchise agreements with the company on May 27, 2008 and November 19, 2019; and

WHEREAS, Article 15 of said agreement sets forth a procedure for adjustment of the franchise collection rate schedule set out in said agreement; and

WHEREAS, GreenWaste Recovery, LLC has submitted the Consumer Price Index information required in Article 15 in a timely manner, initiating the rate adjustment process; and

WHEREAS, the Town Manager has reviewed the provided Consumer Price Index information and has applied it as set forth in the franchise agreement to the current franchise collection rate schedule; and

WHEREAS, it has been determined that a resulting rate increase of

4.88% is justified, based upon the procedures included in the franchise agreement.

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE:

1. That the Town Council finds and determines that the franchise collection rate schedule for GreenWaste Recovery, LLC should be increased by 4.88%, pursuant to the application of the terms of the franchise agreement.

2. That the rate increase is effective as of July 1, 2023 and that the Town Manager is directed to attach a copy of the revised collection rates to this resolution as “Exhibit A”.

3. That the Town Clerk is authorized and instructed to attach a copy of this resolution to the franchise agreement as an amendment to said agreement.

* * * * *

Item 4 Page 3
Town Council Meeting May 9, 2023
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting held on the 9th day of May, 2023, by the following vote of the 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 4
Town Council Meeting May 9, 2023
Item 4 Page 5
Town Council Meeting May 9, 2023
Item 4 Page 6
Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 5
Prepared by: Melissa Cardinale, Asst to the Town Mgr. May 9, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION REDUCING THE QUORUM FOR MEETINGS OF THE ENVIRONMENT: OPEN SPACE, CONSERVATION & SUSTAINABILITY

COMMITTEE

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution modifying the quorum of the Environment: Open Space, Conservation & Sustainability Committee.

BACKGROUND AND DISCUSSION
The Environment: Open Space, Conservation & Sustainability Committee currently has a total of ten committee positions with two committee vacancies. Some months, the Committee is unable to establish a quorum to hold meetings. The current quorum to hold a meeting is five.

At its special meeting on March 30, 2023, the Environment: Open Space, Conservation & Sustainability Committee discussed, and then voted to request that the Town Council define a quorum as one half-of members appointed plus one, not to exceed four.

CONCLUSION
The Town Council periodically changes the operational characteristics of citizen advisory committees. The attached resolution would modify the operation of the Environment: Open Space, Conservation & Sustainability Committee.

ATTACHMENT

1. Resolution
Item 5 Page 1
Town Council Meeting May 9, 2023
RESOLUTION NO. 2023 - _____

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE MODIFYING QUORUM REQUIREMENTS FOR THE ENVIRONMENT: OPEN SPACE,

CONSERVATION & SUSTAINABILITY COMMITTEE
WHEREAS, the Environment: Open Space, Conservation &
Sustainability Committee advises and assists the Town Council, Planning Commission, and staff on implementing the goals and policies of the environmental elements of the General Plan: Open Space, Conservation, and Sustainability; and
WHEREAS, the membership size and the establishment of a quorum of all of the Town’s citizen advisory committees is adjusted from time to time, based upon individual circumstances; and
WHEREAS, the Environment: Open Space, Conservation &
Sustainability Committee currently has eight appointed members and two vacant seats; and
WHEREAS, on March 30, 2023, the Environment: Open Space, Conservation & Sustainability Committee voted to request that the quorum for the Environment: Open Space, Conservation &
Sustainability Committee be changed to one half-of members appointed plus one, not to exceed four.

NOW, THEREFORE, BE IT RESOLVED, that the Town Council of the Town of Woodside does hereby establish that the quorum of the Environment: Open Space, Conservation & Sustainability Committee for purposes of undertaking committee business is set at one halfof members appointed plus one, not to exceed four. * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 9th day of May, 2023, by the following vote of the 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 5 Page 2 Town Council Meeting May 9, 2023
1 TOWN OF WOODSIDE
Report to Town Council Agenda Item 6
From: Kevin Bryant, Town Manager May 9, 2023
SUBJECT: Two Resolutions Continuing the On-Going Declarations of Local Emergency Related to the January and March 2023 Storms

RECOMMENDATION
It is recommended that the Town Council adopt the two attached Resolutions continuing the two Declarations of Local Emergency in response to the severe wind and rainstorms.

EXECUTIVE SUMMARY
Beginning on December 31, 2022, Northern California has continued to experience regular severe wind and rainstorms. In response, the Town Manager, acting as the Director of Emergency Services for the Town pursuant to Chapter 33 of the Woodside Municipal Code and Government Code Section 8630, issued two resolutions proclaiming the existence of a local emergency. The resolutions effectively invoked the Town Manager’s authority to expend Town funds on an emergency basis to protect persons and property and to seek financial assistance from the County, State, and Federal governments in responding to the emergency.

On January 6, 2023, the Town Council held a special meeting to ratify the Town Manager’s proclamation of a local emergency. As repair work related to the storms in early January 2023 continued, the Council extended the Declaration of Local Emergency by Resolution on March 14, 2023. That work to repair damage caused by the early January 2023 storms is still ongoing.

On March 8, 2023, in recognition of the continuing storms and storms forecasted through the remainder of the month of March, the Governor declared a new State of Emergency to support 21 counties likely to experience storm-related damage. On March 11, 2023, the Town was informed by Caltrans that the pavement on certain sections of Highway 84 in Woodside had become unsafe and was continuing to erode.

On March 14, 2023, the County declared a local emergency related to the same storms that were the subject of the Governor’s March 8, 2023, declaration of a State of Emergency and that had caused the damage to Highway 84. The Town Manager declared a Local Emergency related to the March storms on March 22, 2023 and the Town Council ratified that declaration on March 28, 2023. The Town continues to work to address damages caused by the March 2023 storms and has incurred costs associated making detour routes safe in response to the Highway 84 closure.

The Town now has two active Declarations of Local Emergency: the first related to the severe storms in January 2023 and the second in response to the severe storms in March 2023. These declarations allow the Town to utilize rapid procurements to address the damages and to seek financial assistance from the County, State, and Federal Government, should funds be available.

Item 6 Page 1 Town Council Meeting May 9, 2023
2 Government Code Section 8630 requires the Council to revisit the need for continuing the Local Emergency at least once every 60 days, and that the Council proclaim the termination of the Local Emergency at the earliest possible date that conditions warrant. For this reason, the Town Manager will report on the status of the Local Emergency at each of the Council’s regular meetings until the Council proclaims its termination. However, to ensure that the Town remains eligible for available financial assistance to address storm-related damage, staff recommends that the Declarations of Local Emergency be continued for at least the next 60 days.

CONCLUSION

Staff requests that the Council adopt the attached resolutions continuing the two ongoing Declarations of Local Emergency, as ratified by the Council on January 6, 2023 and March 28, 2023, respectively.

Attachments:

A. Resolution Continuing Declaration of Local Emergency (January storms) B. Resolution Continuing Declaration of Local Emergency (March storms) Item 6 Page 2
Town Council Meeting May 9, 2023

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

CONTINUING DECLARATION OF LOCAL EMERGENCY
WHEREAS, Section 33.03 of the Woodside Municipal Code empowers the Town Manager/Director of Emergency Services to proclaim the existence or threatened existence of a public emergency when the Town of Woodside is affected or likely to be affected by a public calamity and the Town Council is not in session; and WHEREAS, conditions of extreme peril to the safety of persons or property have arisen within said Town, caused by severe wind and rainstorms commencing on December 31, 2022; and
WHEREAS, the Town Manager/Director of Emergency Services of the Town of Woodside did proclaim the existence of a Local Emergency within said Town on the 31st day of December, 2022, and issued a second proclamation on January 3, 2023; and
WHEREAS, the Woodside Town Council made findings that the aforesaid conditions of extreme peril warranted and necessitated the proclamation of the existence of a Local Emergency and ratified the decision of the Town Manager/Director of Emergency Services on January 6, 2023; and
WHEREAS, Government Code Section 8630(c) requires that the Town Council review the need for continuing the local emergency at least once every sixty (60) days until the governing body terminates the local emergency; and WHEREAS, on March 14, 2023, the Council reviewed the need for continuing the declaration of local emergency and found that, based on substantial evidence that the public interest and necessity required the continuance of the declaration of local emergency; and
WHEREAS, the repairs and other work related to addressing damage caused by the associated emergency conditions are of an ongoing nature and the emergency should not be terminated at this time.

NOW, THEREFORE, BE IT RESOLVED that the Town Council has reviewed the need for continuing the declaration of local emergency and finds based on substantial evidence that the public interest and necessity require the continuance of the declaration of local emergency; and
BE IT FURTHER RESOLVED that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the Town Council of the Town of Woodside, San Mateo County, California; and
Item 6 Page 3
Town Council Meeting May 9, 2023
BE IT FURTHER RESOLVED that the Town Manager/Director of Emergency Services is hereby directed to report to the Town Council within sixty (60) days on the need for further continuing the local emergency.

PASSED AND ADOPTED as a resolution of the Town Council of the Town of Woodside at the regular meeting held on the 9th day of May, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Chris Shaw, MAYOR
ATTEST:
______________________________

CLERK OF THE TOWN OF WOODSIDE
Item 6 Page 4
Town Council Meeting May 9, 2023

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

CONTINUING DECLARATION OF LOCAL EMERGENCY
WHEREAS, Section 33.03 of the Woodside Municipal Code empowers the Town Manager/Director of Emergency Services to proclaim the existence or threatened existence of a public emergency when the Town of Woodside is affected or likely to be affected by a public calamity and the Town Council is not in session; and WHEREAS, conditions of extreme peril to the safety of persons or property have arisen within said Town, caused by severe wind and rainstorms commencing around March 8, 2023, and continuing through at least March 14, 2023; and WHEREAS, the Town Manager/Director of Emergency Services of the Town of Woodside did proclaim the existence of a Local Emergency within said Town on the 22nd day of March, 2023, and issued a second proclamation on that same day; and WHEREAS, the Woodside Town Council found by resolution that the aforesaid conditions of extreme peril did warrant and necessitate the proclamation of the existence of a Local Emergency and ratified the decision on the Town Manager/Director of Emergency Services on March 28, 2023; and
WHEREAS, Government Code Section 8630(c) requires that the Town Council review the need for continuing the local emergency at least once every sixty (60) days until the governing body terminates the local emergency; and WHEREAS, the repairs and other work related to addressing damage caused by the associated emergency conditions are of an ongoing nature and the emergency should not be terminated at this time.

NOW, THEREFORE, BE IT RESOLVED that the Town Council has reviewed the need for continuing the declaration of local emergency and finds based on substantial evidence that the public interest and necessity require the continuance of the declaration of local emergency; and
BE IT FURTHER RESOLVED that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the Town Council of the Town of Woodside, San Mateo County, California; and
BE IT FURTHER RESOLVED that the Town Manager/Director of Emergency Services is hereby directed to report to the Town Council within sixty (60) days on the need for further continuing the local emergency.

PASSED AND ADOPTED as a resolution of the Town Council of the Town of Woodside at the regular meeting held on the 9th day of May, 2023, by the following vote:

Item 6 Page 5
Town Council Meeting May 9, 2023
AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Chris Shaw, MAYOR
ATTEST:
______________________________

CLERK OF THE TOWN OF WOODSIDE
Item 6 Page 6
Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 7
From: Sean Rose, Town Engineer May 9, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A

MAINTENANCE AGREEMENT BETWEEN THE TOWN OF WOODSIDE AND THE

STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE

WOODSIDE ROAD MEDIAN ISLAND BEAUTIFICATION PROJECT

RECOMMENDATION
It is recommended that the Town Council adopt a resolution authorizing the Town Manager to execute a maintenance agreement between the Town and the State of California Department of Transportation (Caltrans) for the Woodside Road Median Island Beautification Project.

BACKGROUND AND DISCUSSION
The Town’s Woodside Road Median Island Beautification Project is landscaping the two large center medians on Woodside Road (Highway 84) just west of I-280. The landscaping includes decorative permeable pavers, and native, drought tolerant plants interspersed with natural boulders. The project is currently under construction and is anticipated to be complete in June 2023.

The medians are in Caltrans right of way and thus construction by the Town is being performed under an encroachment permit issued to the Town by Caltrans. Under the terms of the permit, the Town is required to enter into Caltrans’ form of maintenance agreement setting forth the terms of the Town’s maintenance rights and obligations to maintain the landscape improvements.

The agreement states the Town will maintain the landscape improvements it is installing in the two center medians. In addition, staff proposes, and the agreement reflects, that the Town would also keep clean the two small triangular medians immediately adjacent to the large center median. Staff’s proposal is based on the fact that the two small medians are immediately adjacent to the center median, are typically covered with weeds, trash, and other road debris (glass, tire shards, etc.) and keeping them clean will not represent a significant additional expense for the Town. The improvements the Town installed and will maintain in the two large medians and the location of all four medians referenced above are shown in Exhibit A of the attached agreement (Attachment 2).

Item 7 Page 1 Town Council Meeting May 9, 2023
Staff plans to obtain bids from vendors to perform the
maintenance of the four medians under an ongoing maintenance contract with the Town. Staff estimates the cost of maintenance to be approximately $1,000-$1,5000 per month. Maintenance will include weed and trash abatement, sweeping of the gutters and paved surfaces of the medians, irrigation control and
maintenance, and plant care and pruning. All other maintenance not directly related to maintaining the Town’s landscape improvements and keeping clean the two small triangular medians will remain Caltrans’ responsibility.

Staff asked Caltrans staff if the Town could recover the portion of the Town’s maintenance cost representing maintenance that Caltrans will no longer need to do because of the Town’s project. Caltrans staff indicated that reimbursement of that cost if approved would be minimal and approval of said cost will take several weeks. In the interest of time, staff recommends executing the agreement as is. Once staff has the final cost from our maintenance vendor we will forward those costs to Caltrans and request partial reimbursement which if approved, would be incorporated as an amendment to the agreement.

CONCLUSION
Execution of the maintenance agreement with Caltrans will allow the Town to maintain the newly installed Woodside Road Median Island Beautification Project.

ATTACHMENTS

1. Resolution 2023-

2. Maintenance Agreement
Item 7 Page 2
Town Council Meeting May 9, 2023
RESOLUTION NO. 2023 –

RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A MAINTENANCE

AGREEMENT BETWEEN THE TOWN OF WOODSIDE AND THE CALIFORNIA

DEPARTMENT OF TRANSPORTATION FOR THE WOODSIDE ROAD MEDIAN ISLAND

BEAUTIFICATION PROJECT
WHEREAS, the State of California, through its Department of Transportation (Caltrans), has presented an agreement entitled “Project Specific Maintenance Agreement” with Town of Woodside, which concerns State Highway 84 (Woodside Road), in the Town of Woodside; and
WHEREAS, said agreement sets forth the maintenance
responsibilities of the Town with regard to the landscaping improvements installed by the Town in two large center medians on Woodside Road located just west of I-280 adjacent to Caltrans park and ride lot; and
WHEREAS, in addition to the two large center medians noted above, at the Town’s request the agreement also stipulates that the Town would keep clean the two small triangular medians immediately adjacent to the westerly large center median; and WHEREAS, all other maintenance not directly related to
maintaining the Town’s landscape improvements and keeping clean the two small triangular medians will remain Caltrans’
responsibility; and
WHEREAS, the Town Council has read said agreement in full and is familiar with the contents thereof.

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that it authorizes the Town Manager to execute a Maintenance Agreement with the California Department of Transportiona 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 9
th of May 2023, by
the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Item 7 Page 3
Town Council Meeting May 9, 2023
Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 7 Page 4
Town Council Meeting May 9, 2023
Woodside 2023 Median Landscape Improvements
04- SM 84 PM 21.5
1 PROJECT SPECIFIC MAINTENANCE AGREEMENT

WITH TOWN OF WOODSIDE
THIS AGREEMENT is made effective this ______ day of ____________, 20__, by and between the State of California, acting by and through the Department of Transportation, hereinafter referred to as “STATE” and the Town of Woodside; hereinafter referred to as “TOWN”; and collectively referred to as “PARTIES”.

SECTION I

RECITALS

1. Encroachment Permit0F
1 Number 0422-NLC-1020 was executed between TOWN and
STATE on May 31, 2022; to construct Median Landscaping at Post Mile 21.5 on State Route (SR) 84, hereinafter referred to as “PROJECT”, and

2. In accordance with said agreement, it was agreed by PARTIES that prior to or upon PROJECT completion, TOWN and STATE will enter into a Maintenance Agreement, and

3. The PARTIES hereto mutually desire to identify the maintenance responsibilities of TOWN for the improvements of PROJECT constructed within the STATE right of way under the Encroachment Permit Number 0422-NLC-1020, and NOW THEREFORE, IT IS AGREED AS FOLLOWS:

SECTION II

AGREEMENT

1. Exhibit A consists of plan drawings, and describe the areas within STATE right of way which are the responsibility of the TOWN to maintain in accordance with this Agreement.

2. If there is mutual agreement on a change in the maintenance responsibilities between PARTIES, the PARTIES can revise the Exhibit A by a mutual written execution of the exhibit.

3. TOWN must obtain the necessary Encroachment Permits from STATE’s District 4 Encroachment Permit Office prior to entering STATE right of way to perform TOWN maintenance responsibilities. This permit will be issued at no cost to TOWN.

Item 7 Page 5
Town Council Meeting May 9, 2023
Woodside 2023 Median Landscape Improvements
04- SM 84 PM 21.5
2 4. MEDIAN LANDSCAPING – Town is responsible for maintenance of the landscaping within State ROW as shown in Exhibit A, including but not limited to: Plantings, Irrigation Improvements and any resulting damage to asphalt.

5. LANDSCAPED AREAS (GENERAL) - TOWN is responsible for the maintenance of any plantings or other types of roadside improvements of PROJECT lying outside of the fenced area restricting walk-on access to the freeway.

6. LEGAL RELATIONS AND RESPONSIBILITIES

6.1. Nothing within the provisions of this Agreement is intended to create duties or obligations to or rights in third parties not parties to this Agreement or to affect the legal liability of a PARTY to the Agreement by imposing any standard of care with respect to the operation and maintenance of STATE highways and local facilities different from the standard of care imposed by law.

6.2. Neither TOWN nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by, under or in connection with any work, authority or jurisdiction conferred upon STATE under this Agreement. It is understood and agreed that STATE shall fully defend, indemnify and save harmless TOWN and all of their officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortious, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by STATE under this Agreement.

6.3. Neither STATE nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by TOWN under or in connection with any work, authority or jurisdiction conferred upon TOWN under this Agreement. It is understood and agreed that TOWN shall fully defend, indemnify and save harmless STATE and all of its officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including but not limited to, tortious, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by TOWN under this Agreement.

7. PREVAILING WAGES:

7.1. Labor Code Compliance- If the work performed under this Agreement is done under contract and falls within the Labor Code section 1720(a)(1) definition of a Item 7 Page 6
Town Council Meeting May 9, 2023
Woodside 2023 Median Landscape Improvements
04- SM 84 PM 21.5
3 "public works" in that it is construction, alteration, demolition, installation, or repair; or maintenance work under Labor Code section 1771. TOWN must conform to the provisions of Labor Code sections 1720 through 1815, and all applicable provisions of California Code of Regulations found in Title 8, Chapter 8, Subchapter 3, Articles 1-7. TOWN agrees to include prevailing wage requirements in its contracts for public works. Work performed by TOWN'S own forces is exempt from the Labor Code's Prevailing Wage requirements.

7.2. Requirements in Subcontracts - TOWN shall require its contractors to include prevailing wage requirements in all subcontracts when the work to be performed by the subcontractor under this Agreement is a "public works" as defined in Labor Code Section 1720(a)(1) and Labor Code Section 1771. Subcontracts shall include all prevailing wage requirements set forth in TOWN's contracts.

8. INSURANCE - TOWN and its contractors shall maintain in force, during the term of this agreement, a policy of general liability insurance, including coverage of bodily injury liability and property damage liability, naming the STATE, its officers, agents and employees as the additional insured in an amount of $1 million per occurrence and $2 million in aggregate and $5 million in excess. Coverage shall be evidenced by a certificate of insurance in a form satisfactory to the STATE that shall be delivered to the STATE with a signed copy of this Agreement (See Exhibit B – Insurance Certificate).

9. TERMINATION - This Agreement may be terminated by mutual written consent by PARTIES or by STATE for cause., TOWN’s failure to comply with the provisions of this Agreement may be grounds for a Notice of Termination by STATE.

10. TERM OF AGREEMENT - This Agreement shall become effective on the date first shown on its face sheet and shall remain in full force and effect until amended or terminated as set forth in Article 13 above.

PARTIES are empowered by Streets and Highways Code Section 114 and 130 to enter into this Agreement and have delegated to the undersigned the authority to execute this Agreement on behalf of the respective agencies and covenants to have followed all the necessary legal requirements to validly execute this Agreement.

Item 7 Page 7
Town Council Meeting May 9, 2023
Woodside 2023 Median Landscape Improvements
04- SM 84 PM 21.5
4 IN WITNESS WHEREOF, the PARTIES hereto have set their hands and seals the day and year first above written.

TOWN OF WOODSIDE STATE OF CALIFORNIA

DEPARTMENT OF TRANSPORTATION
By: __________________________
Mayor/Chairmen
Anthony Tavares
Director of Transportation
Initiated and Approved
By: ___________________________
Town Manager
By: ___________________________

LEAH BUDU
Deputy District Director
Maintenance - District 4
ATTEST:

By: __________________________
Town Clerk
By: __________________________
Town Attorney
Item 7 Page 8
Town Council Meeting May 9, 2023
Item 7 Page 9
Town Council Meeting May 9, 2023
WOODSIDE ROAD (SR 84) SB
WOODSIDE ROAD (SR 84) NB

GENERAL NOTES

DEMOLITION LEGEND

EXISTING DEGRADED ASPHALT AND/OR

COMPACTED BASEROCK TO BE REMOVED
TO MIN. 6" DEPTH

EXISTING LANDSCAPE AREA TO BE CLEARED

OF ALL VEGETATION, ROCKS, TRASH, OR

OTHER DEBRIS & GRADED SMOOTH
NATURAL GAS MAIN:
2" & 4" Ø PG&E

VICINITY MAP
Cañada Rd
Farm Hill Blvd
Woodside Rd
SITE:

HIGHWAY 84
(WEST OF I-280) Woodside Rd

ELECTRICAL UTILITY VAULTS
TELECOM CONDUITS:
(2) 6" Ø ATT

SANITARY SEWER

MANHOLE
# 5764

EXISTING NO U-TURN

SIGN TO REMAIN

EXISTING FIRE

HYDRANT TO REMAIN
280

EXISTING CURB &

GUTTER TO REMAIN
(ALL SIDES)

EXISTING NO U-TURN

SIGN TO REMAIN
EXISTING 4" SQ

POST (BROKEN)

TO BE REMOVED

EXISTING TRAFFIC

SIGNAL SPLICE

BOX TO REMAIN

EXISTING UTILITY

BOX TO REMAIN
DOMESTIC WATER MAIN:
8"Ø CALIFORNIA

WATER SERVICE
ELECTRICAL CONDUITS:

SIZE UNKNOWN, TO

REMAIN (PG&E)
EXISTING STORM DRAIN INLET.

INSTALL TEMPORARY DRAINAGE

INLET PROTECTION PER

CALTRANS STANDARD PLANS
(SEDIMENT FILTER BAG, OR
APPROVED EQUAL.)

EXISTING

STOPLIGHTS

TO REMAIN
SANITARY SEWER MAIN:
6"Ø VCP
NATURAL GAS MAIN:
6"Ø PG&E

EXISTING NO LEFT

OR U-TURN SIGN TO
REMAIN

EXISTING TRAFFIC

SIGNAL SPLICE

BOX TO REMAIN

EXISTING CURB &

GUTTER TO REMAIN
(ALL SIDES)

SANITARY SEWER

MANHOLE
# 5773
DOMESTIC WATER MAIN:
24"Ø CALIFORNIA

WATER SERVICE

APPROXIMATE QUANTITY
1446 SF
4655 SF
84 PROJECT DIRECTORY

SHEET INDEX
PROPERTY OWNER: CALIFORNIA DEPARTMENT OF TRANSPORTATION (CALTRANS) DISTRICT 4
111 GRAND AVENUE

OAKLAND, CA
PROJECT OWNER: TOWN OF WOODSIDE

SEAN ROSE, PUBLIC WORKS DIRECTOR/TOWN ENGINEER
2955 WOODSIDE ROAD

WOODSIDE, CA
(650)-851-6790
LANDSCAPE ARCHITECT: KIKUCHI + KANKEL DESIGN GROUP

TOM CONROY, SENIOR ASSOCIATE
730 MILL ST,

HALF MOON BAY, CA
(650)-726-7100
L1 - MEDIAN DEMOLITION & PROJECT DATA PLAN
L2 - MEDIAN SURFACING & PLANTING PLAN & DETAILS
L3 - IRRIGATION PLAN
L3.1 - IRRIGATION DETAILS
L4 - SPECIFICATIONS
· SCOPE OF WORK IS LIMITED TO PLANTING & IRRIGATION IMPROVEMENTS TO THE EXISTING ROADWAY MEDIANS. MINOR HARDSCAPE IMPROVEMENTS WILL OCCUR TO REMOVE EXISTING DEGRADED ASPHALT AND INSTALL NEW SURFACING. · THE TOWN OF WOODSIDE SHALL BE ENTIRELY RESPONSIBLE FOR ALL MAINTENANCE OF THE PROPOSED IMPROVEMENTS SHOWN HEREIN. · UTILITY LOCATIONS SHOWN ON THE PLANS ARE TO BE CONSIDERED APPROXIMATE. OTHER UTILITY LINES MAY EXIST IN THE PROJECT AREA.

THE LOCATIONS OF ALL EXISTING UNDERGROUND UTILITIES SHALL BE FIELD MARKED AND MAPPED PRIOR TO COMMENCEMENT OF CONSTRUCTION. CONTRACTORS SHALL NOTIFY U.S.A. (UNDERGROUND SERVICE ALERT) AT 800-227-2600 FOR MAPPING OF SUCH UTILITIES.

ANY CONFLICTS WITH EXISTING UTILITIES AND PROPOSED WORK SHALL BE BROUGHT TO THE ATTENTION OF THE LANDSCAPE ARCHITECT

PRIOR TO COMMENCEMENT OR CONTINUANCE OF WORK
· QUANTITIES, WHERE IDENTIFIED, ARE INTENDED AS A GUIDE ONLY. CONTRACTOR IS RESPONSIBLE FOR PROVIDING PLANTS AND FINISHES IN A SUITABLE QUANTITY FOR THE INTENDED APPLICATION AS DESCRIBED ON THESE PLANS OR IN THE SPECIFICATIONS. · ALL ITEMS DESIGNATED AS 'TO REMAIN', INCLUDING TRAFFIC SIGNS, SHALL BE PROTECTED TO MAINTAIN THEIR PRE-CONSTRUCTION CONDITIONS UNLESS NOTED OTHERWISE.
· CONTRACTOR SHALL FAMILIARIZE THEMSELVES WITH CALTRANS GENERAL REQUIREMENTS AND GENERAL CONDITIONS SPECIFICATIONS. ALL WORK SHALL CONFORM TO THESE SPECIFICATIONS.
· ALL WORK SHALL BE PERFORMED WITH TRAFFIC CONTROL PER CALTRANS STANDARDS AND SPECIFICATIONS. CONTRACTOR SHALL SUBMIT A TRAFFIC CONTROL PLAN FOR TOWN AND CALTRANS APPROVAL PRIOR TO COMMENCING CONSTRUCTION. · ALL REQUIRED PERMITS AND NOTIFICATIONS FOR CONSTRUCTION SHALL BE OBTAINED FROM CALTRANS AND THE TOWN OF WOODSIDE PRIOR TO COMMENCEMENT OF ANY WORK. ALL WORK SHALL BE INSPECTED BY RESPECTIVE AGENCIES AS REQUIRED BY CONSTRUCTION PERMITS.

EXISTING PARK & RIDE.

NOTE: ABSOLUTELY NO CONSTRUCTION

ACCESS, STORAGE, OR CONTRACTOR

PARKING AT ANY TIME

APPROXIMATE LIMITS OF SB
INTERSTATE 280 OVERPASS

CONTRACTOR PARKING & CONSTRUCTION

STAGING SHALL OCCUR ETIRELY WITHIN TOWN

RIGHT-OF-WAY ALONG LINDENBROOK ROAD OR

WITHIN CALTRANS RIGHT-OF-WAY, AS APPROVED
BY THE TOWN AND/OR CALTRANS. CONTRACTOR
TO SUBMIT PLAN FOR REVIEW AND APPROVAL.

EXISTING

BACKFLOW

TO REMAIN

BEAUTIFICATION

PROJECT

WOODSIDE
ROAD
MEDIAN

ISLANDS
STATE ROUTE 84
PM 21.45 - 21.51

WOODSIDE ROAD &
INTERSTATE 280

WOODSIDE, CA
RE-USE, REPRODUCTION OR PUBLICATION OF THESE PLANS IS PROHIBITED WITHOUT WRITTEN CONSENT OF KIKUCHI + KANKEL DESIGN GROUP. 5/31/23
Landscape Architecture
Environmental Design
Site Planning
730 Mill Street
Half Moon Bay, CA 94019
(650) 726-7100
www.kkdesigngroup.com
Kikuchi + Kankel
Design Group
Revisions:

Sheet
of
TWC/YY
7/1/2022 BID SET
Drawn by:

Date:
0 10' 20'
Scale: 1/20" = 1'-0" AS NOTED
L1

MEDIAN DEMOLITION
& PROJECT DATA
PLAN
Item 7 Page 10 Town Council Meeting May 9, 2023
PLANT
No.

PLANT
SYMBOL

SCIENTIFIC NAME

CONTAINER
SIZE

QUANTITY
EACH

HOLE SIZE SOIL
AMEND

COMMERCIAL

FERTILIZER

MATURE SIZE

PLANTING LIMITS

MINIMUM DISTANCE (FT) FROM
CENTER OF PLANT TO:

ON
CENTER
(FT)
(Common Name) DIA. DEPTH PLANTING PIT ESTAB FACE OF CURB PAVEMENT #1
ARCTOSTAPHYLOS 'EMERALD CARPET' NO. 1
(1G) 45 - 1 PKT orTABLET 0.25 LB 12 - 16" H48 - 72" W 5.5' 4.5' 4.25' (Carpet Manzanita)
#2
CISTUS SALVIIFOLIUS NO. 1
(1G) 15 - 1 PKT or
TABLET 0.25 LB 18 - 24" H60 - 72" W 6' 5' 5'
(Sageleaf Rockrose)
#3
ERIGERON WAYNE RODERICK NO. 1
(1G) 190 - 1 PKT or
TABLET 0.25 LB 18 - 24" H24 - 30" W 4.25' 3.25' 2'
(Wayne Roderick Daisy)
#4
FRANGULA CALIFORNICA 'MOUND SAN BRUNO' NO. 1
(1G) 9 - 1 PKT or
TABLET 0.25 LB 36 - 42" H
60 - 72" W 6' 5' 5'
(Coffeeberry)
#5
GRINDELIA STRICTA VAR. PLATYPHYLLA 'RAY'S CARPET' NO. 1 (1G) 123 - 1 PKT or
TABLET 0.25 LB 8 - 12" H
24 - 30" W 4.25' 3.25' 2'
(Coastal Gum Plant)
WOODSIDE ROAD (SR 84) SB
WOODSIDE ROAD (SR 84) NB

PLANT KEY
3 3
3 3
3 2
2 2
2 2
1 BOULDER KEY

SYMBOL LENGTH WIDTH HEIGHT ABOVE GRADE
A 59 - 66" 30 - 36" 18 - 24"
B 60 - 72" 48 - 60" 12 - 18"
C 18 - 24" 24 - 30" 18 - 24"
D 48 - 60" 42 - 48" 24 - 30"
E 36 - 42" 36 - 42" 30 - 36"
C
D
E
B
A
C B D
B
E C
· ALL BOULDERS SHALL BE SELECTED BY TOWN STAFF AND/OR LANDSCAPE ARCHITECT, AS DIRECTED. · ALL SIZES SHOWN ARE APPROXIMATE RANGES.
· NO BOULDERS SHALL BE LOCATED CLOSER THAN 25' TO THE MEDIAN NOSING.

SITE & PLANTING IMPROVEMENTS LEGEND
MEDIAN PAVING: PERVIOUS CONCRETE UNIT MODEL 'URBANA STONE' PAVER BY BELGARD COMMERCIAL; RUNNING BOND OF 8x12 & 12x12 PAVERS. COLOR AS SELECTED BY THE TOWN. SET O/ ±2" SETTING BED OF ASTM #8 CRUSHED AGGREGATE O/ 6" MIN. ASTM #57 (CLASS II) CLEAN AGGREGATE.

SHRUBS PER PLANT KEY
C
L2
BOULDERS: SONOMA FIELDSTONE NATURAL BOULDERS; LETTER

INDICATES SIZE PER BOULDER KEY B
L2
A
L2
72 GRI STR 67 ERI WAY

MEDIAN IMPROVEMENT & PLANTING NOTES
· ALL PLANTING AREAS SHALL BE GRADED SMOOTH, WITH NO DEPRESSIONS OR LOW POINTS AS MEASURED BETWEEN THE CURBS. IF IMPORT TOPSOIL IS REQUIRED TO MAINTAIN UNIFORM GRADING, IT SHALL MEET THE CONSISTENCY AND INSTALLATION REQUIREMENTS OF THE SPECIFICATIONS. · ALL PLANTING AREAS SHALL RECEIVE A 3" LAYER OF SHREDDED MULCH SUITABLE FOR

EROSION CONTROL, AS APPROVED BY THE TOWN, AFTER PLANTING & IRRIGATION HAVE BEEN INSTALLED. CONTRACTOR SHALL MAINTAIN A MINIMUM OF 1" CLEAR SPACE BETWEEN THE TOP OF MULCH AND ADJACENT PAVED SURFACES.
· QUANTITIES SHOWN IN THE PLANT KEY (BELOW) ARE FOR REFERENCE ONLY. GRAPHIC SYMBOLS ON

THE PLAN SUPERCEDE LISTED QUANTITIES
· ALL NEW PLANTING AREAS SHALL RECEIVE A 2" LAYER OF ORGANIC AMENDMENTS INCORPORATED INTO THE TOP 6" OF EXISTING SOIL.
· FINAL PLANT PIT LOCATIONS SHALL BE REVIEWED BY THE LANDSCAPE ARCHITECT OR TOWN REPRESENTATIVE PRIOR TO PLANT PIT EXCAVATION.
· SEE SPECIFICATIONS FOR ADDITIONAL REQUIREMENTS.
41 ERI WAY
21 ARC EME
8 CIS SAL
46 ERI WAY
9 FRA CAL
7 CIS SAL
24 ARC EME
36 ERI WAY
51 GRI STR
15'-0"
15'-0"
℄ ℄

BOULDER CLUSTER
±42'-0" O.C.

BOULDER CLUSTER
± 32'-6"
℄

BOULDER CLUSTER
±39'-0" O.C.
℄ ℄ BOULDER

CLUSTER
±25'-3"
O.C.

BOULDER

CLUSTER
±22'-0"

EXISTING

PARK & RIDE

APPROXIMATE LIMITS OF SB
INTERSTATE 280 OVERPASS
1 NOTES:

QUANTITIES SHOWN ARE "PER PLANT"

SUFFICIENT TO RECEIVE ROOT BALL
2X ROOT BALL WIDTH
1 3
2 A
E

BOULDER

CLUSTER
± 8'-6"
℄
D
L2

SHRUB PER PLAN

TEMPORARY

SOIL SAUCER
FINISH

ROOTBALL GRADE

BACKFILL MIX

PER SPECS

FERTILIZER

PER SPECS

MAINTAIN SOIL
SEAT 1/2 AS HIGH

AS DEPTH OF THE

ROOTBALL
2x ROOTBALL Ø

ADJACENT
PLANTING AREA:

PREPARED SOIL
PER SPECS.

BOULDER: TYPE AND SIZE PER PLAN;
MINIMUM 1/3 BURIAL BELOW GRADE
SUBGRADE: UNDISTURBED SUBGRADE,
OR SUBGRADE COMPACTED TO 95%
2/3 1/3

ADJACENT BOULDER,

WHERE OCCURS
6" MIN.

JOINTS: 3/8" WIDE JOINTS WITH ASTM
#89 OR #9 JOINTING MATERIAL.

PAVERS: "URBANA STONE" PERMEABLE
PAVER BY BELGARD COMMERCIAL.

FINISH, COLOR & PATTERN AS SELECTED.

SUBGRADE: UNDISTURBED OR
COMPACTED TO 95%.

BASE LAYER: MIN. 6" DEPTH, ASTM #57
CRUSHED STONE, COMPACTED TO 90%.

BEDDING LAYER: 2" DEPTH,
ASTM #8 CRUSHED AGGREGATE,
COMPACTED TO 90%.

PAVER EDGING: PERMALOC 4" x 3 1/4"

MILL FINISH GEO EDGE ALUMINUM PAVER
EDGING. NAIL TO BASE LAYER W/ 8" L.

SPIRAL SHANK PAVER EDGING NAILS.

GEOGRID: 18" WIDE CONTINUOUS

STRIP OF OPEN CELL GEOGRID

FABRIC (TENSAR BIAXIAL BX OR
APPROVED EQUAL.)

ADJACENT

PLANTING AREA
1'-6"
2"

EXISTING CONCRETE CURB & GUTTER
TO REMAIN. TOP OF PAVERS TO BE
FLUSH WITH TOP OF CURB.

EXISTING ASPHALT

ROAD SURFACE

MULCH PER
PLAN

EXISTING CONCRETE

CURB & GUTTER TO
REMAIN.
1"
3"

FINISHED GRADE OF

PLANTING AREA

BEAUTIFICATION

PROJECT

WOODSIDE
ROAD
MEDIAN

ISLANDS
STATE ROUTE 84
PM 21.45 - 21.51

WOODSIDE ROAD &
INTERSTATE 280

Sheet
of
TWC/YY
7/1/2022 BID SET
Drawn by:

Date:
0 10' 20'
Scale: 1/20" = 1'-0" AS NOTED
L2

MEDIAN SURFACING
& PLANTING PLAN
& DETAILS
A PERMEABLE PAVERS SECTION SCALE: 1-1/2" = 1'-0" B BOULDER SECTION SCALE: 1-1/2" 1'-0" C SHRUB PLANTING SECTION SCALE: 1-1/2" 1'-0" D PLANTING AREA GRADING SECTION SCALE: 3" = 1'-0"
Item 7 Page 11 Town Council Meeting May 9, 2023
WOODSIDE ROAD (SR 84) SB
WOODSIDE ROAD (SR 84) NB

IRRIGATION LEGEND
B
POC
MAINLINE: 1 1/4"Ø PVC SCH 40, 24" MIN. BURIAL.

LATERAL LINE: 3/4" Ø CLASS 200 PVC, 12" MIN. BURIAL.

POINT OF CONNECTION TO WATER SUPPLY BY OTHERS - NOT IN CONTRACT BACKFLOW PREVENTER: 3/4"Ø FEBCO LF825Y LEAD-FREE REDUCED

PRESSURE BACKFLOW ASSEMBLY OR EQUAL AS APPROVED BY
CALWATER SEE DETAILS AT RIGHT. BACKFLOW DEVICE SHALL BE LOCATED EQUIDISTANT FROM THE NORTH & SOUTH CURBS, 5' MIN. FROM ADJACENT MEDIAN NOSING PAVING.

PRESSURE REGULATOR: ZURN 3/4"Ø 500XL PRESSURE REGULATOR.

INSTALL ABOVE GRADE, IMMEDIATELY AFTER BACKFLOW ASSEMBLY. P IRRIGATION CONTROLLER: TORO TEMPUS DC MODEL 'TEMP-4-DC-L' BATTERY POWERED CONTROLLER. LOCATE IN VALVE BOX W/ SOLENOID VALVES. C M WATER METER: 5/8 x 3/4" LANDSCAPE METER BY OTHERS - NOT IN CONTRACT BALL VALVE: SCH. 80 PVC BALL VALVE AS MANUFACTURED BY KING BROS INDUSTRIES (OR EQ.). LOCATE IN VALVE BOX.

SOLENOID VALVE: IRRITROL SYSTEMS 700 SERIES, 1"Ø VALVE.

INSTALL OMNIREG 'OMR-100' PRESSURE REGULATION MODULE; INITIAL PRESSURE SETTING SHALL BE 30 PSI.

INLINE DRIP IRRIGATION ZONE: NDS DURA FLO CV DRIPLINE OR APPROVED EQUAL. 17mm O.D. TUBING w/ 0.6 GPH INLINE FLAT EMITTERS @ 18" O.C. INSTALL PARALLEL LATERAL ROWS OF TUBING @ 18" O.C., STAKED TO GRADE @ 4' O.C. MAX. ADD NDS AUTOMATIC FLUSH @ EACH LOW POINT OF CIRCUIT, LOCATE IN VALVE BOX.

C-I
L3.1
B
L3.1

EXISTING

BACKFLOW
POC
B F
C
M

IRRIGATION EQUIPMENT SHOWN

OUTSIDE OF MEDIAN FOR GRAPHIC
CLARITY ONLY. SEE NOTES ABOVE

IRRIGATION NOTES
· THIS SYSTEM IS BASED ON AN ESTIMATED AVAILABLE 20 GPM @ 50 PSI. CONTRACTOR SHALL NOTIFY THE LANDSCAPE ARCHITECT OF ANY DISCREPANCIES.
· ALL WORK SHALL CONFORM TO LOCAL PLUMBING & ELECTRICAL CODES. · NOTE: STATIC WATER PRESSURE IS ~140PSI PSI. PRESSURE REGULATOR IS REQUIRED. SEE LEGEND AND CALWATER STANDARD DETAILS.
· CONTRACTOR SHALL LOCATE ALL LATERALS, MAINS & VALVES IN PLANTING AREAS WHENEVER POSSIBLE. WATER LINES SHOWN BENEATH WALKS AND DRIVES ARE FOR GRAPHIC CLARIFY ONLY.

PLACE NO ELLS OR TEES BENEATH PAVING. ALL PIPING BENEATH PAVING SHALL BE LOCATED WITH PVC SCH 40 SLEEVING.
· CONTRACTOR SHALL INSTALL FILTER AND THOROUGHLY FLUSH ALL DRIP IRRIGATION LINES PRIOR TO INSTALLATION OF DRIP EMITTERS.

SEE SHEET L2 FOR

MEDIAN PAVING
SEE SHEET L2 FOR

MEDIAN PAVING

EXISTING

PARK & RIDE

APPROXIMATE LIMITS OF SB
INTERSTATE 280 OVERPASS

7.5 GPM

8.2 GPM
VALVE 2
VALVE 1
DOMESTIC WATER MAIN:
8"Ø CALIFORNIA

WATER SERVICE
DOMESTIC WATER MAIN:
24"Ø CALIFORNIA

WATER SERVICE
P
A
L3.0
A
L3.0

NOT REQUIRED
B

NOT REQUIRED

BEAUTIFICATION

PROJECT

WOODSIDE
ROAD
MEDIAN

ISLANDS
STATE ROUTE 84
PM 21.45 - 21.51

WOODSIDE ROAD &
INTERSTATE 280

Sheet
of
TWC/YY
7/1/2022 BID SET
Drawn by:

Date:
0 10' 20'
Scale: 1/20" = 1'-0" AS NOTED
L3

IRRIGATION PLAN

A BACKFLOW ASSEMBLY INSTALLATION DETAILS & APPROVED DEVICES LIST NO SCALE

PER CALIFORNIA

WATER SERVICE
Item 7 Page 12 Town Council Meeting May 9, 2023
GOPHER PROTECTION: 1/2" SQUARE

GALVANIZED HARDWARE CLOTH
12 12
PROVIDE 18" EXCESS COILED WIRE
INSIDE VALVE BOX. SCOTCHLOC
(OR EQ.) ALL WIRE CONNECTIONS.

FINISH GRADE
VALVE BOX: CHRISTY B12

OR APPROVED EQUAL

ELECTRIC SOLENOID VALVE

PER IRRIGATION PLAN

PVC ADAPTER
SCH 80 NIPPLES
& ELLS
LATERAL LINE: 12" MIN.

COVER; FITTINGS AS REQUIRED
MAINLINE & FITTINGS: SCH 40
PVC; 18" MIN. COVER
VALVE BOX SUPPORT:
(4) 4x8 BRICK, 1 PER
CORNER
4" LAYER OF DRAINROCK AT

BOTTOM OF VALVE BOX
GOPHER PROTECTION: 1/2"

SQUARE GALVANIZED

HARDWARE CLOTH

BEAUTIFICATION

PROJECT

WOODSIDE
ROAD
MEDIAN

ISLANDS
STATE ROUTE 84
PM 21.45 - 21.51

WOODSIDE ROAD &
INTERSTATE 280

Sheet
of
TWC/YY
7/1/2022 BID SET
Drawn by:

Date:

Scale: AS NOTED
not used
D
H
B
G I

NO SCALE

NO SCALE NO SCALE

IRRIGATION DETAILS

DURA-FLO CV DRIPLINE RISER ASSEMBLY
DURA-FLO CV DRIPLINE @ GRADE DURA-FLOW CV DRIPLINE - IRREGULAR LAYOUT TYPICAL SOLENOID VALVE SECTION SCALE: 1" = 1'-0" DURA-FLO CV DRIPLINE FLUSH VALVE SECTION

DURA-FLO CV DRIPLINE - CENTER FEED LAYOUT NO SCALE
C
L3.1
Item 7 Page 13 Town Council Meeting May 9, 2023

GENERAL CONDITIONS
CONTRACT DOCUMENTS: Shall consist of drawings, specifications and general conditions. These documents intend to include all labor, materials and services necessary for the proper execution of the work.

DESIGN INTENT: These drawings represent general design intent to be implemented on the site. The Contractor is responsible for clarifying, with the Landscape Architect any information necessary for proper execution of such work.

PERMITS AND REGULATIONS: The Contractor shall secure and pay for all necessary permits. The Contractor shall comply with the local codes, and shall notify the Owner in writing of any modification to the work having bearing on such work.

JOB SITE CONDITIONS: The Contractor shall assume sole and complete responsibility for job site conditions during the course of construction. The Contractor shall protect the work, adjacent properties and the public during all hours and shall be responsible for damages or injury due to his act.

SITE VERIFICATION: These plans are composed from information provided to the Landscape Architect and the Landscape Architect shall not be held responsible for any inaccuracies, omissions or discrepancies. The Contractor shall verify site conditions prior to award of the contract and shall notify the Landscape Architect of any discrepancies or modifications.

COORDINATION: Each Contractor shall coordinate his work with that of others to provide a timely and efficiently managed project. Each Contractor shall notify others in advance to coordinate work requiring covering, exposing, or integration of such affected work.

CHANGES IN WORK: The Owner may order changes in work, with the contract sum and the time adjusted accordingly. All orders and adjustments shall be made and approved in writing prior to execution of work.

RECORD DRAWINGS: Contractor shall regularly update a physical print of the contract documents and shall identify all changes made to the system throughout the project. Features below ground shall be indicated with at least two measurements from surface features such as curbs, paving edges, or traffic control boxes. All changes shall be recorded on this plan before trenches are backfilled.

SOIL PREPARATION CONDITIONS

GENERAL
DESCRIPTION: Work in this section includes installation of topsoil, organic and chemical amendments, plant pit backfill, finish grading, soil testing and related incidental work.

SITE CONDITIONS VERIFICATION: Contractor shall notify the Landscape Architect of any sub-surface soil or water conditions discovered during site construction. Contractor shall present to the Owner, in writing, a proposal and cost for remedy of the situation.

Failure to provide the above shall hold the Contractor responsible for plant material health.

REVIEWS: Contractor shall request the following reviews at least 2 days in advance: 1) rough grading, 2) incorporation of amendments verification, and 3) finish grade.

CERTIFICATION: Written certification stating the quantity, type, composition, weight and origin for all amendments, chemicals, and import soils shall be delivered to and approved by the Landscape Architect prior to delivery to the site or installation.

MATERIALS
NATIVE TOPSOIL: Shall be the existing topsoil on the site after all rocks and clods over two cubic inches and all foreign debris have been removed.

IMPORT TOPSOIL: Shall be a homogeneous mineral soil of sandy loam, loamy sand or fine sand. It shall be free of harmful insects, chemicals, herbicides, all weed growth and clods over 4 cubic inches that will not pulverize, and rocks over 2 cubic inches. Particle size data (per standard USDA Methodology)
fine sand: (.05-5mm) 80% minimum
gravel: (over 2.0mm) 15% maximum
silt plus clay: less than 25%
not more silt than clay
salinity: 3.0 mmhos/cm maximum
boron: 1.0 ppm
sodium (SAR): 6.0 maximum
soil reaction: between 5.5 and 7.5.

FERTILIZER:

As determined through the Soil Report produced by Soil Control Lab, dated 3/10/2022, the Contractor shall uniformly and thoroughly incorporate the following per each 1000 sf of planting area:

1. 3 pounds of Nitrogen (N)

2. 4 pounds of Phosphorus (P2O5)

3. 15 pounds of Potassium (K2O).

Plant pits:

Planting tablets, 20-10-5 by Agriform International Chemicals, Inc. quantities per Execution section of these Specifications.

ORGANIC AMENDMENTS: Per the soil report produced by Soil Control Lab, dated 3/10/2022, no organic amendments or soil conditioners are required.

EXECUTION
LIMITS AND GRADES: Contractor shall verify all limits and grades with the Landscape Architect. Contractor shall complete the rough grading as necessary to round the top and toe of all slopes, providing naturalized contouring to integrate newly graded areas with the natural topography.

EXCAVATION AND ROUGH GRADING: All new planting areas shall receive a topsoil layer to the depths and dimensions indicated on the plans, sections, lines and grades. Finish grading under this section shall be completed in accordance with the grades as shown on the landscape drawings.

TILLING: After all new planting areas have been rough graded, the existing native topsoil shall be uniformly and thoroughly tilled to a depth of six inches and compacted to 85% compaction. If import topsoil is required, it shall be placed and incorporated per below.

PLANT PITS: Shall be as dimensioned on plans. Roughen all sides of pits. Plant pit bottoms shall consist of undisturbed native soil as per drawings.

TOPSOIL PLACEMENT: If required, import topsoil shall be uniformly and thoroughly incorporated into the top nine inches of landscape subsoil by ripping, tilling or scraping to mix the subsoil with the topsoil into a homogeneous mixture. The resultant topsoil shall then be compacted to 85% compaction.

AMENDMENTS: Per the Soil Report produced by Soil Control Lab, dated 3/10/2022, no organic amendments or soil conditioners are required.

PLANT PIT BACKFILL: Shall be 100% topsoil with on-grade fertilizer and plant tabs. Backfill nine inches below grade shall receive no organic amendments.

FERTILIZER: All container stock shall receive additional fertilizer at:

One gallon plant: One (1) 21 gram tablet
Five gallon plant: Three (3) 21 gram tablet
Fifteen gallon plant: Eight (8) 21 gram tablet
Boxed material: One (1) 21 gram tablet for each foot of height or diameter, whichever is greater.

Space the tablets evenly around the ball halfway up backfill touching side of rootball.

FINISH GRADING: Contractor shall finish grade all planting areas unless otherwise noted, and shall remove all rocks and clods over two cubic inches. All areas shall be smooth and uniformly graded. All erosion damage during the construction period shall be repaired by the Contractor. Unless otherwise noted, all soil finish grades shall be one inch below finish grade of walks, pavements and curbs.

IRRIGATION

GENERAL
DESCRIPTION: Work in this section includes installation of a complete automatic irrigation system, including trenching, piping, equipment, electrical components, maintenance of the system, and incidentals related thereto.

REVIEWS: Contractor shall specifically request the following reviews prior to progressing with the work, (1) layout of system and (2) coverage adjustment of all heads drip lines, valve boxes inspections, and operating system.

SITE CONDITIONS: Contractor shall notify the Landscape Architect of any conflicts with underground utilities or structures and discrepancies in site construction. Alternative routing and locations of irrigation equipment shall be installed only upon approval.

RECORD DRAWINGS: Contractor shall regularly update a physical print of the irrigation system and any changes made during the course of construction of the project per the General Conditions.

GUARANTEE: The Contractor shall guarantee all material and workmanship for a period of (1) one year following the date of final acceptance of the work. Damage to property due to irrigation breakage, and/or settlement shall be repaired, at no cost to the Owner if so determined that the cause was a result of inferior workmanship.

MATERIALS
QUALITY: All materials shall be new and the first quality available unless otherwise specified. All material shall be clearly marked by manufacturer on all material, containers or certificates of contents for inspection.

PLASTIC PIPE AND FITTINGS: Polyvinyl chloride Schedule 40 (CA207-60), Class 200, and Class 315 (CS256-63) PVC NSF. Unless otherwise noted, all PVC pipe shall be Class 200, solvent weld fittings shall be Schedule 40, and threaded fittings shall be Schedule 40 heavy wall. Polyethylene fittings to be black, stand quality. Solvent for piping shall be recommended by pipe manufacturer. Threaded fitting shall be Teflon wrapped.

GALVANIZED PIPE AND FITTINGS: Galvanized steel pipe ASTM A120. Fittings standard threaded galvanized malleable iron; all galvanized main below grade shall be wrapped with 2" wide plastic adhesive tape ("Scotch-wrap" or equal).

VALVE BOXES: Shall be Christy brand or equal concrete valve boxes suitable for use in Caltrans right.of.way.

EXECUTION
GRADING: Contractor shall be responsible for installing all irrigation features to their finished grade and at depths indicated. All rough grading and/or finish grading shall be completed and/or accommodated before trenching commences.

LAYOUT AND TRENCHING: All features of the irrigation system shall be staked and pipe alignments marked prior to trenching for approval by the Landscape Architect.

BACKFILLING: Cover no joints until system has been approved by the Landscape Architect. Backfill with damaging rocks and debris shall not be permitted. Compact backfill and eliminate settlement. Previously prepared soil is to be replaced into the top layer of backfill.

THRUST BLOCKS: Where project pressure exceeds 70 p.s.i., Contractor shall install thrust blocks on mains at all right angle bends, changes in grade, and other points as recommended by the manufacturer. Cast-in-place concrete thrust blocks shall be adequate size to protect the pipe from all thrust damage.

CONTROL WIRE: Install control wire in pipe trenches wherever practical. Conduits or sleeves, where required shall be sized, based on #14 wires. All splices shall be epoxy coated, "Scotchlok". All wire shall be installed below or level with the bottom of adjacent pipes. All wiring above finish grade shall be enclosed in steel conduit.

FINISH GRADE: Unless otherwise noted, all heads shall be set at finish grade and as per drawings. The top of valve boxes shall be 1" above finish grade.

FABRICATION: Snake pipe from side to side when trench exceeds thirty feet in length. All manifolds shall be neat, orderly and constructed for ease in maintenance operations. Construct manifolds to allow valve boxes to be parallel to each other and to adjacent wall, walks, curbs and buildings. Cuts and joints shall be free of burrs, smooth and minimum in quantity. All pipe above finish grade shall be galvanized unless noted.

PIPELINES: All pipelines shown parallel on the drawing may be installed in a common trench. Where pipelines are shown parallel or adjacent to lawn areas versus pavement, they shall be installed in the lawn area. All changes in depth shall be accomplished using 45 degree fittings.

PLANTING

GENERAL
DESCRIPTION: Work in this section includes all seeding, planting, staking, and related incidental work thereto.

REVIEWS: The Contractor shall specifically request the following inspections prior to progressing with the work: (1) plant material approval and layout (including preliminary finish grade), (2) substantial completion and (3) final.

SUBMITTALS/PLANT MATERIAL: Within ten days after award of the contract, Contractor shall submit notice to the Landscape Architect certifying the quantity and species of plant material ordered, the nursery supplying the material and any plant material unavailable at the time, or proposed substitutions to be approved by the Landscape Architect.

CONTRACTORS RESPONSIBILITY: The Contractor shall be responsible for verifying all underground utility lines or obstructions. In the event a conflict should occur, the Landscape Architect holds Contractor responsible for all damage and repairs.

GUARANTEE: The Contractor shall provide a written 1 year guarantee for all the work, and each sub-Contractor shall provide a written 1 year guarantee for his part of the work, as required in the General Conditions.

MATERIALS
NOMENCLATURE AND LABELS: Plant botanical names conform to "Standardized Plant Names" second edition, and secondly, "A Checklist of Woody Ornamental Plants of California" Manual 32, University of California. All plants of each clone, species, and cultivar shall be delivered to the site labeled with their full botanical name. Every plant species shall be labeled with no less than one label for every ten plants of a species.

QUALITY: Minimum quality of all plant material shall conform to prevailing published specifications of the California Association of Nurserymen and the American Association of Nurserymen unless otherwise indicated. Additional specifications shall be indicated on the drawings.

QUANTITIES: The quantities shown on the plant list and in labels are for the Landscape Architect's use and are not to be construed as the complete and accurate limits of the contract. Contractor shall furnish and install all plants as shown schematically and symbolically on the drawings.

ROOT SYSTEMS: All container-grown stock shall be grown in its container for at least six months prior to its planting. Contractor shall allow one percent of the quantity of plants for removal and inspection. Any plant material, within two years following the final acceptance of the project, determined by the Landscape Architect to be defective, restricted, declining or otherwise deficient due to abnormal root growth shall be replaced by Contractor, to the equal condition of the adjacent plants, at the time of replacement.

CALIPER, SPREAD, HEIGHT: When noted on plans, shall be measured with branches in their normal position, caliper measured 4' above ground surface.

HEALTH: Foliage, roots and stems of all plants shall be of vigorous health and normal habit of growth for its species. All plants shall be free of all disease, insect stages, burns, or disfiguring characteristics.

UNTRUE SPECIES: All plant material, within two years following the final acceptance of the project, determined by the Landscape Architect to be untrue to the species, clone and/or variety specified, shall be replaced by the Contractor, to the equal condition of adjacent plants at the time of replacement.

CHEMICALS: The following brand names of various chemicals to be used in this section are provided for ease of specifying; equals or brands with similar chemicals that will match or improve performance may be used at the Contractor's discretion. pre-emergent herbicide: as approved by the Town Of Woodside root fungicide: as approved by the Town Of Woodside
anti-desiccant for foliage: "Wilt-Pruf-formula NCF"

EXECUTION
PLANT MATERIAL APPROVALS: Before planting operations commence, all plant material shall be approved by the Landscape Architect.

Defective plants installed without such approval shall be removed from the site upon request by the Landscape Architect and an acceptable plant substituted in its place.

LAYOUT: Only those plants to be planted and watered in any single day shall be laid out. Locations of all plants shall be approved prior to planting. Plants installed without this approval shall be transplanted as directed by the Landscape Architect.

PROTECTION OF PLANTS: Contractor shall maintain all plant material in a healthy growing condition prior to and during planting operation. Contractor shall be responsible for vandalism, theft and damage to plant material until commencement of the maintenance period.

PRUNING: Contractor shall do no pruning without the specific approval of the Landscape Architect. Plants pruned without approval shall be replaced by Contractor, if required.

LAYOUT: Construct basins as necessary to water plants. Remove basins from all plants under a permanent irrigation system prior to final inspection and finish grade the planting area. Basins for plants to be hand watered shall remain in place. Basin bottoms shall drain to berm away from plant stem.

STAKING: All trees shall be staked as drawn with stakes driven securely into existing soil on the windward side to the tree. Wire and rubber tree ties shall be required as shown.

PLANT PITS, BACKFILL AND FINISH GRADING: See other section for materials and installation requirements. Plants that have settled shall be raised or replaced to insure healthy growth.

CLEANUP: After completion of all operation, Contractor shall remove all trash, excess soil and other debris. All walks, wall, and pavement shall be swept and washed clean, leaving the entire area in a neat, orderly condition.

CHEMICALS: Contractor shall verify compatibility, dosage, and other application procedures with manufacturer and shall pre-test any and all chemicals at the site to verify total compatibility with proposed plantings and shall be responsible for any damage arising from inappropriate use.

Herbicide: Treat all ground cover and nonseeded areas 20 days after planting as required to obtain weed control. No herbicide applications shall be performed prior to this time. See Maintenance section for weed control.

Root Fungicide: Treat root balls of all California native species with fungicide during transplanting.

Anti-Desiccant: Apply one or more applications of anti-desiccate to plants immediately after arrival to the site and once thereafter as required to minimize wind damage.

MAINTENANCE: See Landscape Maintenance section of specifications.

LANDSCAPE MAINTENANCE

GENERAL
DESCRIPTION: Work in this section includes the growing and maintenance operations necessary to establish all plantings, to provide weed, pest, and disease control, to maintain the irrigation system and related construction elements.

MATERIALS
FERTILIZER: Used during the course of the maintenance period shall be per 1,000 sq. ft. 6 lbs. of 16-6-8.

WATER: Provided by Owner at no cost to the Contractor only during maintenance period.

EXECUTION
TIME LIMITS: The maintenance period shall commence from the date of substantial completion and extend for a ninety (90) day calendar period thereafter.

BASIC REQUIREMENTS: All planting areas shall be kept weed-free at all times during the maintenance period. Weeding shall occur at a maximum 10 day interval. No herbicide is to be used prior to twenty days after planting. All planting areas shall be kept at optimum moisture for plant growth. Planting not adequately served by the automatic irrigation system shall be hand watered. Settlement of soil and plants and soil erosion shall be repaired and areas replanted as required. Dying or deficient plants shall be replaced as soon as they become apparent.

FERTILIZER: Shall be applied by surface broadcasting followed by a penetrating irrigation on approximately a monthly basis, or more often as required during the growing season.

OWNER'S RESPONSIBILITY: Work installed under this contract damaged by vandalism, vehicular damage and/or theft during installation by the work and up to substantial completion shall be repaired or replaced by the Contractor without cost to Owner. After substantial completion and through the maintenance periods, these damages and similar factors such as extensive litter, abuse and defacement shall be the Owner's responsibility to repair or replace and shall not be a part of this contract. No planting shall be guaranteed beyond the maintenance period, except as to conformance to specified species and variety.

SUBSTANTIAL COMPLETION: Shall be deemed as the time when all major planting, the irrigation system and all other work is satisfactorily completed, with the exception of minor items to be completed as noted upon a checklist compiled by the Landscape Architect.

FINAL REVIEW: Contractor shall request a final review of the project within five (5) days in advance of the proposed date. Failure to request this notice shall automatically postpone the date of completion and continues this maintenance period until final completion is approved.

BEAUTIFICATION

PROJECT

WOODSIDE
ROAD
MEDIAN

ISLANDS
STATE ROUTE 84
PM 21.45 - 21.51

WOODSIDE ROAD &
INTERSTATE 280

Sheet
of
TWC/YY
7/1/2022 BID SET
Drawn by:

Date:

Scale: AS NOTED
L4

SPECIFICATIONS
Item 7 Page 14 Town Council Meeting May 9, 2023
Exhibit B
Item 7 Page 15 Town Council Meeting May 9, 2023
This summary is for informational purposes only and does not alter, amend or change the coverage. Please refer to the Memorandum of Coverage for actual terms, conditions & exclusions.

PLAN JPA
Summary of Liability Program 2022-23
The Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA) is a joint powers insurance authority consisting of 28 member cities whose purpose is to benefit the citizens of each member community by establishing a stable, cost-effective self-insurance, risk sharing and risk management program for each member.

Coverage Provided:
• General and Auto Liability
• Bodily Injury
• Property Damage
• Personal Injury
• Public Officials Errors and Omissions
• Employee Benefit Plan Administration Liability
Major Exclusions or Uncovered Damages:
• Intentional or Expected Damages
• Pollution (Pollution coverage addressed under separate standalone policy) • Hospital or Airport Operations
• Dam Failure or Destruction
• Nuclear Material
• Eminent Domain, Condemnation, Inverse Condemnation
• Aircraft
• Transit System
• Failure to Supply Gas, Water, or Electricity
• Workers’ Compensation, Disability or Unemployment Benefits • Employment Practices Liability
• Damages to a Covered Party
• Punitive Damages
• Cyber (Cyber coverage addressed under separate standalone policy) • Sexual Abuse and Molestation
o With the exception of coverage for allegations of negligent hiring, employment, investigation, supervision, reporting to proper authorities, or failure to report.

Please contact staff for more information.

Item 7 Page 16 Town Council Meeting May 9, 2023
This summary is for informational purposes only and does not alter, amend or change the coverage. Please refer to the Memorandum of Coverage for actual terms, conditions & exclusions.

Details for Fiscal Year 2022-23:

Primary Coverage: PLAN JPA
Policy Term: 7/1/2022 to 7/1/2023
MOC Number: GAL 2022-23
Limit of Liability: $1 Million Per Occurrence
EXCEPT $250,000 for Employee Benefit Plan Administration Liability First Excess Coverage: California Affiliated Risk Management Authorities (CARMA) JPA Policy Term: 7/1/2022 to 7/1/2023
Policy Number: CARMA 2022-GL
Limit of Liability: $9 Million Excess $1 Million PLAN JPA Coverage Second Excess Coverage: Safety National (Reinsurance)
Policy Term: 7/1/2022 to 7/1/2023
Policy Number: FCA10062231-2022
Limit of Liability: $5 Million Reinsurance Excess $1 Million PLAN JPA Coverage and $9 Million CARMA Excess Policy
Third Excess Coverage: Everest (Reinsurance)
Policy Term: 7/1/2022 to 7/1/2023
Policy Number: FC10062231-2022
Limit of Liability: $5 Million Reinsurance Excess $1 Million PLAN JPA Coverage, $9 Million CARMA Excess Policy and $5 Million Safety National Reinsurance Excess Policy Fourth Excess Coverage: Hallmark Specialty Insurance Company Policy Term: 7/1/2022 to 7/1/2023
Policy Number: 77PEF220193
Limit of Liability: $5 Million Excess $1 Million PLAN JPA Coverage, $9 Million CARMA Excess Policy, $5 Million Safety National Reinsurance Excess Policy, and $5 Million Everest Reinsurance Excess Policy
Fifth Excess Coverage: AXIS Surplus Insurance Company
Policy Term: 7/1/2022 to 7/1/2023
Policy Number: P-001-00918748-01
Limit of Liability: $5 Million Excess $1 Million PLAN JPA Coverage, $9 Million CARMA Excess Policy, $5 Million Safety National Reinsurance Excess Policy, $5 Million Everest Reinsurance Excess Policy, and $5 Million Hallmark Excess Policy Item 7 Page 17 Town Council Meeting May 9, 2023
This summary is for informational purposes only and does not alter, amend or change the coverage. Please refer to the Memorandum of Coverage for actual terms, conditions & exclusions.

Covered Entities & Self-Insured Retention (SIR):

American Canyon: $25,000
Atherton: $25,000
Benicia: $25,000
Burlingame: $250,000
Campbell: $100,000
Colma: $50,000
Cupertino: $250,000
Dublin: $50,000
East Palo Alto: $100,000
Foster City: $100,000
Half Moon Bay: $50,000
Hillsborough: $50,000
Los Altos Hills: $25,000
Los Gatos: $50,000
Millbrae: $100,000
Milpitas: $100,000
Morgan Hill: $100,000
Newark: $100,000
Pacifica: $50,000
Portola Valley: $25,000
Ross: $25,000
San Bruno: $100,000
San Carlos: $100,000
Saratoga: $25,000
South San Francisco: $100,000
Suisun City: $25,000
Tiburon: $50,000
Woodside: $25,000
Item 7 Page 18 Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item A
Prepared by: Melissa Cardinale, Asst to the Town Mgr. May 9, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: ACCEPTANCE OF THE TECHNOLOGY MASTER PLAN

RECOMMENDATION
It is recommended that the Town Council accept the Technology Master Plan prepared by ClientFirst Technology Consulting.

BACKGROUND
In September 2021, the Town Council received a report from the Town Manager regarding the need to replace servers and install a HVAC data cabinet at Town Hall because the Town’s backbone infrastructure, including servers, storage, switches, and power backups were approaching six years of age and due to be replaced. In addition to the age of the hardware, the storage system software utilized by the Town was no longer going to be supported at the end of 2021. After discussion, the Town Council tabled the item for further consideration.

Since the Town does not have an IT department with staff dedicated to monitoring these systems, instead relying on Stepford, Inc. to perform regular maintenance of the systems and provide recommendations on what systems are to be upgraded, in May 2022, the Town entered into a contract with ClientFirst Technology Consulting for development of a Technology Master Plan which would help identify the future information technology (IT) needs of the Town.

DISCUSSION
Beginning in June 2022, Town staff and the Town’s IT Consultant, Stepford, Inc., had several workshops and separate meetings with ClientFirst to analyze the current technology environment and identify needs. These detailed discussions focused on all areas of technology including Department and Town-wide applications and processes, IT infrastructure, and cybersecurity.

Following the assessment meetings, ClientFirst compiled the data into 36 major technology initiatives and projects within seven categories, including Best Practices, Departmental Applications and Systems, Smart Technologies, IT Infrastructure, IT Operations, Cybersecurity, and Telecommunications. A project prioritization meeting was held with Department Heads to develop customized strategies, goals, objectives, and recommendations. The final plan includes corresponding multi-year budget estimates.

It has been determined that a majority of the Town’s IT infrastructure is aging and should be upgraded. Below is a summary of the priority Item A Page 1 Town Council Meeting May 9, 2023
projects Town staff and ClientFirst have identified should be addressed:

1. IT Infrastructure and Cybersecurity
Initiatives #7 – Cloud Computing, #22 – Computer Equipment Replacement Planning, 23 – Computer Room and Power Distribution Improvements, and 35 – Windows Active Directory – Server Upgrade: When the Town began the Technology Master Plan process with ClientFirst, it was determined that the physical servers at Town Hall were in a location that does not provide adequate physical or environmental protection for the computer equipment. In meeting with Stepford, Inc. and ClientFirst, it was discussed to move the file servers and data to the cloud to minimize the risks related to the current equipment location.

Stepford, Inc. was in the process of starting that phased project but, unfortunately, one of the server’s failed on April 20, 2023, and the server and data transfer was completed on an emergency basis over the weekend of April 21-23. The transfer to Stepford’s private cloud hosting platform was completed in a timely manner with minor disruption to Town operations. There are additional items that will need to be completed which include implementing redundant high-speed Internet connections to maintain high-availability access to the internet for cloud-based services, moving files to SharePoint and OneDrive using licensing already included with the Town’s Microsoft 365 E3 subscriptions, purchasing additional software to backup all data stored at Microsoft and Stepford’s cloud storage repository, and purchasing some replacement cabinets for the firewall and switches which will still remain on site at Town Hall.

2. Departmental Applications and Systems
Initiative #11 – Land Management System Improvements: As outlined in the staff report for Consent Calendar, Agenda Item 3, TRAKiT is used as a land management system to manage business licenses, permits, inspections, and cashiering. The software is currently on-premises and has not been updated since 2012. It is recommended that the Town upgrade to the cloud-hosted version. This process will take 6-9 months to complete. Along with this upgrade, the Town will implement taking credit card payments which will integrate with the software (Initiative #13 – Cashiering Improvements). Town staff is recommending the Town Council approve the proposal from ClientFirst to assist with CentralSquare migration contract negotiation services and implementation assistance.

Initiative #15 – Electronic Content Management System (ECMS) Improvements: The Town’s permanent records are maintained in Laserfiche which is now stored on Stepford’s private cloud hosting platform. It is recommended that the Town migrate to Laserfiche’s cloud-hosted version. Town staff will begin working with Laserfiche for quotes to migrate to the cloud-hosted version. Before any contracts are entered into, they will be brought back to the Town Council for consideration.

Page 20 ends

Plan Capital Budget for the next 6 years based on the level of priority for each initiative. ClientFirst has indicated that the Town Item A Page 2
Town Council Meeting May 9, 2023
has managed IT infrastructure-related spending well. However, as shown on pages 7-8 of the Technology Master Plan, the historical percentage of technology expenditures versus operating-related budgets at the Town has been below municipal industry standards. The Town Manager will be including these budget amounts in the draft budget for FY23-

24. Implementation of the Master Plan with the budget prepared by ClientFirst can be absorbed into future budgets without requiring an offset from other Town programareas.

CONCLUSION
It is recommended that the Town Council approve the May 2023 Technology Master Plan which will facilitate moving forward with implementation of the high priority items outlined in this staff report, and also allow future IT items to be completed as recommended by ClientFirst.

Attachments

1. May 2023 Technology Master Plan
Item A Page 3 Town Council Meeting May 9, 2023
Technology Master Plan
May 2023
Client Locations
Coast-to-Coast
Practice Locations
California
Illinois
North Carolina
Texas
800.806.3080
www.clientfirstcg.com
Item A Page 4
Town Council Meeting May 9, 2023
Technology Master Plan
Table of Contents
ENGAGEMENT PURPOSE AND BACKGROUND .................................. 3 Technology Master Plan Objective ......................................................................... 3 Deliverables ............................................................................................................ 3 Methodology and Approach .................................................................................... 4 TECHNOLOGY ASSESSMENT SUMMARY .......................................... 5 Overview ................................................................................................................. 5 Current Technology Environment ........................................................................... 6 Key Statistics and Metrics ....................................................................................... 7 TECHNOLOGY STRATEGIES, GOALS, AND OBJECTIVES ................... 9 TECHNOLOGY DECISION-MAKING PRINCIPLES .............................. 12 Vision / Mission Statement ................................................................................... 12 IT INITIATIVE SUMMARIES ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ ll ■■■■ ••···· 13 Introduction ........................................................................................................... 13 IT Initiative Categories .......................................................................................... 13 SUMMARY PLAN BUDGET ANALYSIS ............................................ 16 CONCLUSION .............................................................................. 18 Moving Forward .................................................................................................... 18 Benefits ................................................................................................................. 19 Immediate Next Steps .......................................................................................... 19 TECHNOLOGY MASTER PLAN CAPITAL BUDGET ........................... 20

TECHNOLOGY CURRENT ST ATE ASSESSMENT (PROJECT
INITIATIVES) ........................................................................... 21 CLIENTF!RSTTECHNOLOGY CONSULTING 2 21

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Town Council Meeting May 9, 2023
Technology Master Plan
Engagement Purpose and
Background
Technology Master Plan Objective
The objective of the Technology Master Plan is to develop and articulate a vision for the effective use of technology to support the work of the Town, assuring the proper technical resources and organizational structure to effectively manage information technology and the applications utilized by the departments. This plan identifies strategies for developing and implementing technology initiatives and projects in support of the organization's operational needs. The recommendations in this plan focus on improvements to the Town's IT infrastructure and business applications to make technology more effective in supporting the departments and goals of the organization.

A well-documented plan will guide the IT function and the Town's operational departments over the next several years by planning technology investments and resources related to operational technology and information technology service delivery. The plan is the result of a thorough analysis of the following :
• Interviews and workshops involving all levels of the Town's operational staff, including the management team, end-users, and other stakeholders, while recognizing limited staff availability
• Existing hardware and network infrastructure, staffing, funding, applications, business systems, projects, processes, telecommunications, training, and other investments and resources currently in use by the Town
• Identification and prioritization of initiatives and projects to undertake over the next five years
• Identification of the resources required to accommodate current and future technology requirements, such as IT operations and management, legal requirements, cybersecurity requirements, service delivery, cloud computing, staffing, et cetera.

Deliverables
The assessment includes:
• Project Purpose and Background
• Methodology for Implementation and
Maintenance of the Assessment
• Current Technology Environment
Summary

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• Key Benchmarking Metrics
• Strategies, Goals, and Objectives
• IT Initiatives (Projects) by Priority
• Timelines
• IT Plan Budgets
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Item A Page 6
Town Council Meeting May 9, 2023
Technology Master Plan
Methodology and Approach
The project adopted a five-phase methodology for Technology Master Planning. The phased approach served as the cornerstone of the project, allowing a collaborative process to shape and develop the recommendations.
'

PROJECT INITIATION AND

TECHNOLOGY INVENTORY

ASSESSMENT

RESEARCH AND PROJECT/

INITIATIVE DEVELOPMENT

PLANNING AND

PRIORITIZATION WORKSHOPS

FINAL REPORT AND

PRESENTATIONS
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Stakeholder Team Development
Kick-Off
Change IVlanagemen!
Technology Inventory
Non-IT Department Assessment Workshops
IT Infrastruc ture, Operations. and Staffing Review
Assess Strengths and Weaknesses
Define Strategies Goals. and Objectives
Develop Preliminary Initiatives r Projec ts
Staffing Recommendations
Research Alternative Solu ions
Preliminary Budgets and Pnont1zat1ons
Project Sponsor and IS
ProJect Committee
Executive Management
Cost-Benefit ROI Considerations
Develop Final Report
Leadership and Elected Off[c1als
Presentations/VVorkshops
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Item A Page 7
Town Council Meeting May 9, 2023
Technology Master Plan
Technology Assessment Summary
Overview
IT Infrastructure
The Town's physical servers are at the end of their useful life and have failed. Originally, this report recommended a phased approach to moving the servers to the Cloud. The server failure has caused the Town to accelerate Phase 1 of the plan which is hosting the servers in the Managed Server Providers data center. Phsae 2 of the plan, moving Town applications to vendor-hosted solutions will take time. In the interim, moving the servers to a cloud-hosted platform will reduce risk and simplify onsite IT operations:

Enterprise Applications
The Town's major business applications can meet the department's operational requirements .

The Town's Land Management (Permitting, Code Enforcement, Business Licenses) system requires a significant upgrade to cloud-hosted version. The vendor is no longer enhancing the Town's on-premise version. Improving a GIS system to track parcel data and manage the Town's geospatial assets would be helpful.

The Town's ERP system generally works well, staff have identified some potential enhancements that would increase efficiency. The Town should consider procuring Citizen Request Management and Contract Management systems to eliminate manual record keeping.

Citizen Services and Systems Utilization
Over the last few years, citizens have begun demanding more efficient interaction, online transactions, and transparent information availability. The Town will not be able to manage these changes without updating and improving its approach to business application utilization and processes. This increases the need to improve enterprise business application utilization and sustain the IT infrastructure that supports them.

Staff realize that updates and improvements to business applications and business processes are necessary to meet the needs of constituents. An increased desire to leverage business applications that serve constituents has resulted in a desire to increase investment in technology, leading to the creation of this plan. We recommend that the Town undertake, over time, detailed assessments and process reviews to improve efficiency and resident services in the majority of business applications.

Mobility
COVI D-19 has also increased the demand for flexible communications, technology, and mobile computing. The demand for more flexible working arrangements remains strong even as the virus has waned. The Town's existing file-sharing methodology must be updated, and staff trained to use tools enabling mobility and collaboration. Improving Microsoft 365, OneDrive, and SharePoint adoption rates will provide staff with additional tools that are expected to improve communication and overall productivity.

Cybersecu rity
Over the past few years, cybersecurity threats have increased significantly, requiring government agencies to increase spending on cybersecurity, risk mitigation, and resiliency. The Town conducted a cybersecurity assessment in 2020 and has been implementing the

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Item A Page 8
Town Council Meeting May 9, 2023
Technology Master Plan
improvements outlined in that plan. Cybersecurity threats continue to increase, therefore continued spending to improve the resiliency of the technology infrastructure and additional cybersecurity tools have been included in the initial years of the plan.

Resource Requirements
Successful implementation will also require additional resources dedicated to cybersecurity and third-party business application expertise to assist departments in the improvement of application utilization and efficiency.

Goal of the Plan
The goal of the plan is to reduce the reliance on paper and shadow systems while increasing automation and efficiency.

Current Technology Environment
The majority of IT infrastructure is aging. To avoid a significant capital outlay, we recommend the Town move to cloud-based services as quickly as possible. Upgrading business applications to hosted systems will take time. While undertaking this effort, moving Town servers to a hosted environment will reduce risk. Redundant internet connections are recommended to maintain connectivity to cloud-based applications. We agree with Stepford's recommendation of backups for Microsoft 365 email and hosted files .

The table below summarizes the current technology environment in the Town:

Item Quantities
Number of Agency Facility Addresses 2
IT FTE (including contracted IT Staff) .05
Desktops/Workstations 22
Laptops 8
Physical Servers 2
Virtual Servers 14
Network Devices 5 (e.g., routers, switches, access points, etc.) Additionally, the Town currently utilizes over 50 application systems and software modules.

Major enterprise application systems include:

Application Functionality
Financial Management
Timecards
Payroll
Land ManagemenUCommunity Development
Electronic Document and Records Management
Geographic Information System {GIS)

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Vendor-Application Name
Springbrook
ADP EZLabor Management
ADP
Central Square - TRAKiT
Laserfiche
County GIS System
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Item A Page 9
Town Council Meeting May 9, 2023
Technology Master Plan
Key Statistics and Metrics
The following is an analysis of key measurements regarding technology investments and IT support operations:

Technology Budgeting/Expenditures Technology Spending vs . Operating-Related Budgets IT Capital Replacement Schedules Equipment Replacement Schedules Technology Spending versus Operating-Related Budgets
Technology Spending versus Operating Budgets provides an overall indication of whether the technology systems and the IT function receive a sufficient level of organizational resources to provide the necessary services. Over time, underfunding typically reduces IT's ability to respond to requests, reduces system availability, and negatively impacts organization-wide productivity.

The following table depicts Woodside's Technology Spending versus Recommended Best Practices and a local government benchmark of 35 agencies.

Recommended
Low

3.00%
Benchmark

3.84%
Recommended
High

6.0%
Woodside
FY21 (Actual)

1.26% . l
Woodside
FY22
(Budgeted)

1.07%
Woodside
FY23 (Budgeted)

1.19%
Expenditure Analysis
:::r~.
$500,000 ~ /
$400,000 t / ~---- $300,000 ,Y
$100,000

6.00%
Recommended Low Benchmark Recommended High

1.26%
Benchmark and
Recommendations

1.07%

1.19%
FY20 (Actual) FY21 (Actual) FY22 (Adopted)
Town Operating Expenditures vs Technology Expenditures
FY20 (actual}
$9,527,156
$120,1 87

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FY21 (actual}
$9,676,500
$103,145
FY22 (adopted}
$10,638,219
$126,318
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Item A Page 10 Town Council Meeting May 9, 2023
Technology Master Plan
The municipal spending benchmark in the survey ranges between 1 % and 8% . Survey results have an average technology expenditure of 3.98%. The historical percentage of technology expenditures versus operating-related budgets at Woodside has been below municipal industry standards. This can be indicative of an agency that is under-investing in technology.

The Town has managed IT infrastructure-related spending well. Moving systems to the cloud is expected to increase IT operating costs somewhat. More significant spending will be recommended to improve operational efficiency and resident services through enhancing business applications and increasing automation.

Equipment Replacement
Capital Equipment Replacement is an important measure of the ability of hardware to adequately support the ongoing vendor changes to application software. These changes often require additional resources and hardware that are more robust. Slow capital replacement cycles can result in overall increased downtime and slower system response times.

The following table represents IT equipment replacement recommended best practices and a municipal benchmark of 51 agencies.
6 VI
:; 4
~ 2
4 VI
...
tts
a,
>- 2
0 Woodside
Woodside
■ Municipality
Benchmark
■ Recommended
Best Practice
Municipal
Benchmark
4 4
5 Woodside
■ Municipality
Benchmark
■ Recommended
Best Practice
Recommended
Best Practices
4 8
6 Servers
7 ■ Municipality
Benchmark
■ Recommended
Best Practice
Town desktop and laptop replacements generally match municipal benchmarks and are therefore colored green. Town server replacement is behind the municipal benchmark and is red. It is recommended that the Town move to cloud-based services instead of spending capital to replace servers.

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Item A Page 11 Town Council Meeting May 9, 2023
Technology Master Plan
Technology Strategies, Goals, and
Objectives
Strategies for leveraging and maximizing information system utilization in delivering Town services are listed below. Within each strategy, initial goals and objectives are identified. The goals and objectives have been translated into specific initiatives later in the Technology Current State Assessment section of the report. Outlined in the report are the budgetary costs for each initiative, prioritization, and implementation time frame.

Improve Application Utilization
Staff have identified improvements that would increase application utilization and create operational efficiencies.

Goals and Objectives
• Develop improvement plans for Town business applications. • Identify and implement improvements that benefit Town constituencies. • Continue to work with departments to increase efficiency by leveraging application software functionality to streamline and automate processes. • Plan for and fund adequate user training and support for business application systems. • Maintain a culture of departmental enterprise application ownership for core applications. • Continue to adapt and improve processes and data availability while integrating business application software.
' • Increase the availability of IT resources capable of assisting departments and improve business processes and application utilization.

Improve the Land Management System
Enhancements are no longer available for the current Land Management system. An upgrade of this system is a major undertaking and involves moving to a completely new cloud-based version of the product.

Goals and Objectives
• Upgrade and improve the Land Management system to meet Town requirements. • Review cashiering and business license functionality to determine appropriate systems for each.
• Conduct an assessment and business process reviews to determine the overall functionality and workflow automation needs of the Town in order to close gaps that have been experienced with the current system.
• Obtain a quote from the existing vendor's other product, as well as full implementation services.
• Implement using best practices with Project Management Office, utilizing PMI (Project Management Institute) standards.

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Item A Page 12 Town Council Meeting May 9, 2023
Technology Master Plan
Establish a Town-wide Technology Training Program
Technology training is critical to improving efficiency and staff utilization of applications.

Goals and Objectives
• All departments requested technology training , including Microsoft Office classes and departmental software applications.
• Develop town-wide training priorities and create an annual budget item to fund training . • Incorporate sufficient training in business application improvement or replacement projects. • Train staff on Microsoft 365 OneDrive and SharePoint to improve utilization and collaboration .

Develop a GIS Plan
The Town depends on County GIS for parcel information.

Goals and Objectives
• Geospatial Information Systems (GIS) are a key strategic component for tracking geo-spatial assets, land management, and smart town applications.
• The Town does not have a GIS system.
• Centralizing GIS data management can result in a system capable of functioning as the master address and parcel database.
• GIS can also be used to track geospatial assets including signs, trees, road characteristics, and more.
• Conduct a townwide GIS assessment to identify department GIS needs. • GIS integration with document management and land management systems will be helpful in referencing parcel information.

Implement a Contract Management System
Town contracts for services are managed using spreadsheets.

Goals and Objectives
• Consider implementing a Contract Management system to track:
• Insurance renewals
• Contract termination dates
• Other key contract terms.
• Conduct an assessment and business process reviews to determine the overall functionality and workflow automation needs.
• Select a Contract Management System using Best Practice system selection methodologies. • Implement using best practices with Project Management Office, utilizing PMI (Project Management Institute) standards.

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Item A Page 13 Town Council Meeting May 9, 2023
Technology Master Plan
Move IT Applications to the Cloud
Town IT servers have reached the end of their useful life. To avoid significant expenditures to replace IT infrastructure and improve environments, we recommend moving IT applications to the cloud.

Goals and Objectives
' • Move IT applications to the cloud.
• Expand Office 365 to include file storage and file sharing. • Move Laserfiche to the cloud-based version of the product. • Upgrade Land Management software and move to the cloud-based version. • Move all other on-premise applications to the cloud.

Strengthen Infrastructure Resilience and Disaster Recovery Capabilities Cloud-based services require redundant internet connectivity. Backups and disaster recovery planning continue to be important.

Goals and Objectives
• Implement redundant high-speed Internet connections to maintain high-availability access to the internet.
• Implement Microsoft 365 and an electronic mail archiving/backup solution. • Develop a Cybersecurity Emergency Response Plan.
• Develop and test a Disaster Recovery Plan.
• Identify high-priority systems and recovery time frames. • Exercise and test Disaster Recovery Plans regularly.

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Item A Page 14 Town Council Meeting May 9, 2023
Technology Master Plan
Technology Decision-Making
Principles
Vision / Mission Statement
The Town of Woodside is dedicated to providing the highest quality technology-based services in the most cost-effective manner to deliver services effectively and efficiently on a sustained basis that reflects the organization's dedication to excellent customer service. The Town will ensure its information systems are maintained in a secure environment, are capable of supporting information technology advancements made by the Town, and will exist in an integrated environment that fosters an open, collaborative, and unifying culture. • Technology is committed to the values of:
• Reliability
• Professionalism and Integrity
• Efficiency and Effectiveness
• Innovation
• Excellence
• Collaboration and Teamwork
• Given limited IT resources, the Town will focus these resources on the most productive and cost-effective projects.
• Town departments will agree on a collaborative long-term IT vision and strategies, which requires active participation in setting IT priorities through an IT Committee consisting of department leadership.
• The Town will strive to maximize utilization of existing systems and prior investments in application software, as well as to expand functionality and seek enhancements to existing applications.
• The Town is committed to ensuring sufficient staff training and application software knowledge of existing vendor systems.
• Department ownership is fundamental to achieving maximum return-on-investment of applications. Departments recognize the importance of assuming responsibility for managing and implementing their specific core business applications, with the support of IT staff. Town departments are committed to taking responsibility for adapting and improving processes to best integrate them with the application software.

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Item A Page 15 Town Council Meeting May 9, 2023
Technology Master Plan
IT Initiative Summaries
Introduction
Technology Planning is a process to assess, research, prioritize, budget, and plan future technology initiatives. Some of the following initiatives are ready for approval and implementation, while others require further assessment and research before the Town can make a final determination of priority, resource requirements, and cost-benefit.

Productivity Improvement - Many of the attached initiatives will have a direct impact on overall productivity within the organization. Some of these initiatives will significantly impact business processes, reducing staff time required to complete certain tasks, while others will ease or speed up delivery of services to Town residents.

Reporting and Data Availability - Many of the initiatives outlined will have a direct impact on the data that is available for reporting and management decision-making. New application systems and in some cases improvement of existing software systems are necessary before some data can be made available.

IT Initiative Categories
The assessment process resulted in over 36 major initiatives and projects, as well as hundreds of recommendations. Combined, there are hundreds of findings and recommendations throughout the report. ClientFirst classified the major initiatives into seven categories, including:

Best Practices
Departmental
Applications and
Systems
Smart
Technologies
IT Operations Cybersecurity Telecommunications

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Item A Page 16 Town Council Meeting May 9, 2023
Technology Master Plan
The following are the total initiatives by priority and initiative category.

Categories • -. Total - --
1 Best Practices 3 5 0 8
I --- --- -------~----+- - I----
Departmental Applications and Systems
Smart Technologies 1-- --
4 2 2 ___ [ 8
2 1
1--
1 4 I
J __ ·--•· -- - - !_
IT Infrastructure 1 1 0 2
,---------------+-----,------------
IT Operations i-------
Cybersecurity
1 Telecommunications
I
3 - --------i----
1 8
1 0 0 3 ----· --·- - •· --
0 9
0 0 1
I
j
Total 1 22 10 3 35
' _____ , ---
Initiative Totals by Priorities
22 25
20 15 10
10 3
5 0
High Medium Low
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Item A Page 17 Town Council Meeting May 9, 2023
Technology Master Plan
Priorities by Initiative Category
8 7
6 5
4 3
2 1
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L
■ High ■ Medium ■ Low
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Item A Page 18 Town Council Meeting May 9, 2023
Technology Master Plan
Summary Plan Budget Analysis
The Technology Assessment budget is not an entirely new set of spending requirements. The plan encapsulates all information technology issues and the needs of all departments in the Town. Some initiatives are normally funded by departments themselves, and some may already have capital reserves set aside, while others are part of the normal annual IT budgeting process. These are estimated budgets for each project initiative. All project approvals will follow normal Town annual budget requests and procurement policies and procedures required by the Town.

Budgets by Initiative Category
Categories FYE 2023 FYE 2024 FYE 2025 FYE 2026 FYE 2027 FYE 2028 Totals 8-~~t~Ea.~Qc.e~ -·-· $ 4,128 $ 19,600 $ 19,600 J 14,600 $ 14,600 $ 14,600 $ 87,128 Department Applications and SystemJ _190,000 $ 140,000 $ 35,000 . $ 25,000 $ .~Q,000 $ 40,000 $ 460,000 .

S,1T_1c1rt Technologi~s ..... . .. 1 ..................... J.... 60,000 $ 37,200 l . .37,200_$ ... 37,200 J .. 37,200 J . 208,800 IT Infrastructure ... J ... 47,500 $ 12,050 $ ... 9,550 _$ 9,550 $ . 9,550 $ 9,550 $ 97,750 IT Operations ········-·········· $ $ _6,980 .. J. $ .. . ·-·· $. ___ $ ___ $ ........ 6,980 Cybersecurity .. . .. ..... $ 29,423 $ 38,645 $ 44,850 $ 27,350 .. L 27,650. $ 47 ,650 $ 215,568 Telecommunications $ $ 15,000 $ _ 8,400$ 8,400 $ 8,400 $ 8,400 $ .. 48,600 $300,000
$250,000
$200,000
$150,000
$100,000
271 ,050_ $_ 292,275 $ 154,600$ 1}},100 $ 127,400 $ 157,400 $ 1,!?40§2.~ Recommended 6 Year Plan Telecommunications
Cybersecu rity
IT Operations
■ IT In frastru ctu re
■ Smart Technologies
$50,000
$-
■ Department Applications and
Systems
■ Best Practices
FYE 2023 FYE 2024 FYE 2025 FYE 2026 FYE 2027 FYE 2028
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Item A Page 19 Town Council Meeting May 9, 2023
Technology Master Plan
Budgets by Priority and Fiscal Year
Categories FYE 2023 FYE 2024 FYE 2025 FYE 2026 FYE 2027 FYE 2028 Totals High Priori
Medium P.riorit~
Low Priorit
$
$
$
To!~Is $
$300,000
$250,000
$200,000
$150,000
$100,000
$50 000
$-
271 ,050 $
$
$
271,059 $
FYE 2023
254,775 $
37,500 $
$
292,275 $_
104,600 $
50,000 $
$
1541600 $
97,100 $
25,000 $
$
12?,100 ~
Budgets by Priority and Fiscal Year
97,400 $
10,000 $
20,000 1
127,~00 $
FYE 2024 FYE 2025 FYE 2026 FYE 2027
1 High Priority Medium Priority ■ Low Priority
97,400 $
30,000 $
30,000 $
157,4.00 $
FYE 2028
922,325
152,500
50,000
1,124,825
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Item A Page 20 Town Council Meeting May 9, 2023
Conclusion
Moving Forward
Moving forward over the next 18 to 24
months, the key areas of focus for
information technology include moving
Town servers to new servers at the
Managed Server Provider's data center
and moving business applications to the
cloud. Upgrading the Land Management
system to the cloud version should start
soon since it will be a longer duration
project.

Technology Master Plan
Organization Strategies, Goals, and
Objectives
Data and Business Processes
' Core Business Appl and Systems
' IT Infrastructure and Services
Technology
Master
Plan
This report contains some ambitious and costly technology objectives for the Town. In many cases, we continue to work with agencies on these issues during assessment, planning, and implementation. We have found slow and steady progress following best practice methodologies leads to improved likelihood of success, higher quality implementations, and improved staff utilization and data management of new systems.

Cybersecurity- Cybersecurity resource demands continue to increase. Developing policies and procedures, expanding the Town's cybersecurity toolset, and improving resiliency and recoverability are important components of a cybersecurity program that will reduce risk of compromise and improve recoverability.

Application Utilization - Town departments want to improve their core business processes and fully utilize their applications. Improved application utilization is the most effective way to increase data availability, staff productivity and improve customer service.

Third-party subject-matter experts will be helpful for projects that are high priority, beyond the scope of Town skill sets, and/or lacking internal resource availability.

The Town should review and update the Plan annually, using an abbreviated version of this assessment and planning methodology. In this way, the plan will be a vehicle to continuously guide the information technology activities of the Town. Annual plan updates should be synchronized with the Town's annual budget process, so technology initiative costs can be properly represented.

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Item A Page 21 Town Council Meeting May 9, 2023
Technology Master Plan
Benefits
The completed Plan should not be viewed as static, but rather as a dynamic tool to be revised and updated as business conditions and requirements change. Utilizing the recommended annual planning process will assist in realizing the objectives and benefits of ongoing technology planning. Objectives themselves may change as the organization and its environment evolves.

Major benefits that should be realized through the implementation of this Technology Assessment and Plan include:
• Increased collaboration and communication on technology projects within the organization • Transformation of the organization's overall understanding, knowledge, and stewardship of information technology
• Clear direction for IT operations and technology projects for the next several years, focused on meeting the organization's needs
• Townwide department consensus and understanding of all technology initiatives and their priorities
• A roadmap for the selection, implementation, and improvement of business applications to better serve residents and staff
Immediate Next Steps
It is recommended that the Town to begin work by reviewing the Plan and budget and advising on priorities. Next, assign lead and participatory resources to the top-priority technology initiatives, as well as all other high-priority initiatives.

In order to improve application utilization, management, and support, we also recommend ongoing training for key department stakeholders and enterprise business application users.

This is an effective way to maintain momentum and kick off the tremendous change that is to occur in improving operations and constituent services.

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Item A Page 22 Town Council Meeting May 9, 2023
Technology Master Plan
Technology Master Plan Capital
Budget
The following section provides the five-year master planning budget detail by project initiative.

Please note these subtotals are not the annual IT Department operating budget. These are estimated budgets for each project initiative. All project approvals will follow normal Town annual budget request and procurement policies and procedures required by the Town.

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OPTIMAL TECHNOLOGY GUIDANCE
20 21
Item A Page 23 Town Council Meeting May 9, 2023
Cl/ENTFJRST TECHNOLOGY CONSULTING
I Technology Initiatives
Best Practices - --'-·------- - ___ _._ ___
1 'user Training and Support
2 •Applications Management and Support Best Practices
3 Software Systems Needs Assessment Best Practices
4 Project Planning and Implementation Best Practices
5 Centralized Land and Parcel Management
- - -
6 Maintaining Software Updates
7 Cloud Computing
8 , IT Project and Services Portfolio
9 Sustainability Planning
Departmental Applications and Systems
10 1 ERP Improvements
11 I Land Management System Improvements
12 I Business License Software
Technology Master Plan
Budget
_wwa_ 1:1ua er l'(an e
Comments • L H. h 5
Funciin(g) FY 2022-23 FY 2023-24 FY 2024-25 FYE 2026 FYE 2027 FYE 2028 ow 19 ource s - r,;~ °'"'""'"~ .,,,,uoo s,S,,,rn H $5,000 $10,000 I $10,000 $10,000 $5,000 I $5,000 $5,000 trainingbudg_'c.t rear.:Qver-)'.'lar _ Ongoing application support and continued
assistance with enterprise system reporting M . will be critical for implementation and full )utilization of ente!prise a2plication ststems I Best Practice focused on reducing risk and improving software selection outcomes while I maximizing value through a competitive 15election process. When done properly and M
then implemented well, will result in higher
:utilization of systems and reduction in manual
'processes
Follow PMl-based project management M principles for all larger or complex projects - t t t· -t· t - 1- ! iBest Practice focused on reducing risk and I I i
!improving software selection outcomes while
maximizing value through a competitive
lselection process. When done properly and H
, then implemented well, will result in higher
'utilization of systems and reduction in manual I I - - --~-- - j -f -- ~ l -f jprocesses - ··-·1Bestpractices recommendations regarding ~- ~ - -- I I maintaining consistent software versions M I
fiacross users
.Recommend implement redundant internet H $52,128 $52,128 I I $4,128 $9,600 I $9,600 $9,600 $9,600 $9,600 r""""' - I
Develop and maintain a IT project portfolio I
f- f
and Service Level Agreements for IT systems M I
i- I and services .• I
Develop a long-range plan lo conllnue to t -
I ! support applications and underlying M I
!technology with updates as needed
r mprovements of existing ERP solution for M $25,000
$7S.OOO j j $25,000 $25,000 . financials and l!_tility billi11g ____ ilmprovernents for existing Land management
$250.000 I __ 11,0.000 I f ottware solution to support planning, H f permitting, inspections, code enforcement, $175,000 l._ $70,000 and _parcel/address m9na_g~menl _ _ , T ilmprovements or replacement of the existing H $15,000 $35,000 $10,000 I $5,000 $5,000 $5,000 I $5.000 $5,000 )system functionality and user training I

Page 1 of 3 ends

Item A Page 24 Town Council Meeting May 9, 2023
Cl/ENTFJRST TECHNOLOGY CONSULTING
I Technology Initiatives
13 Cashiering Improvements
14 Contracts Management Software
15 Electronic Content Management System (ECMS) Improvements 16 Intranet
17 Legislative Management System
Smart Technologies
18 Citizen Request Management
19 Website Improvements
20 GIS Assessment and Plan
21 Social Media Policy and Procedures
IT Infrastructure
22 Computer Equipment Replacement Pl_anning
23 Computer Room and Power Distribution Improvements
IT Operations
24 Desktop Management
25 IT Policies and Procedures
26 Mobile Device Management
Cybersecurity
27 Audit Logs and Log Management
Technology Master Plan
Budget
Comments
-----·--
, ______ _
Costs to implement an online cash receipts -~I I ' I I I - ' environment that can take credit card
payments and integrate with existing systems.

Creation and management of contract and
agreements, including automated work flows
and approvals
H $25,000 $35,000 i I I $25,000 I I , I
Townwide document management and
records management system improvements,
including workflow automations
Improvements to the overall inlranet system
functionality
L $20000 l $40 000 ; ~ _- -_ ---~
$15,000 I $25,000 I __ ~-----I- $15,000 $5 000 l _'.'. 000 '
'
j
$20,000
I
.. H $5,000 $5,000
M 1 $;000 I $30,000 I $15,000
Software for managing and tracking council
meeting activities. L $2s.ooo I $50.000 1--- - _ _ _ _ _ $30,000 - -- -
Ongoing subscription service solution to
manage all incoming constituent requests and
follow-up with workflow automation and
reporting.

Upgrades and improvements to current
website.

GIS assessment and planning including data
availability, reporting, licensing, staffing, and
other resource requirements. Implementation
of prioritized and funded improvements
Best practices for managing and overseeing
the Town's social media policies for all
departmental social media accounts to ensure
standards.

Firewall and switches EOL & require
replacement. PC Replacement 5 each year.

Addition of power management for firewall and
switches
' I
I M I $2,500
I .!
H j $50,000
I
H ! $91,800
I
'
j $5,000 .J.. - - -
l $7s.ooo i _ _ _t
i
I $91,800
'--l- - . -+---- --+
L I n/a
I H I
M
1 $90,00Q I
$1,000
n/a
$100.000 r
T $2,500
See IT Operations Management H n/a . n/a
Develop IT policies and procedures H $5,000 r $5,000 I
Use Micmsoft In Tune, ongoing costs included H $1 980 I $1 980 I ,n MFA m,tiative. 1 ' ' I
jProcure and implement audit log management I ~· , --~-- ·1 software. AD360 is least expensive functional H $18,820 I $18,820 product.
$,0,000 I $10,000 I $10,000 I $10,000 '10,000
$35,000 I $8,000 ~ $8,000 $8,000 1 $8,000
$15.000 l $19.200 ·, $19.200 • $19.200 $19.200
r--: t
w.~o r "·'~ r ,rn~ 1 .,.~o 1 $9.550 "·"'
r $2.500 ' i r . - - - -- - -.. - - - - - - --
f-::£ t- I r--j-=-~-:1
l $4,820 I $3,50:- 1- $3,50:i-$3,500 I $3,500

Page 2 ends

Item A Page 25 Town Council Meeting May 9, 2023

CLIENTFJRST TECHNOLOGY CONSULTING
I Technology Initiatives
28 !Backups
29 Disaster Recovery Planning
30 ,Cybersecurity- General
31 · Cybersecurity Assessment
32 Records and Data Retention
33 Security Awareness Training
34 · Multi-Factor Authentication
35 Windows Active Directory- Server Upgrade
Telecommunications
36 VoIP Phone Replacement
Comments
'Veeam backup local & replicate lo cloud
currently. Need immuta_ble backup.
,Develop a Disaster Recovery Plan to outline
'steps required lo recover from significant
system loss T Crowd strike through cis. Move to ".gov"
!domain name.
·1External penetration completed annually.

Technology Master Plan
Budget
, ________ _
H
H
H
M
$27,475
$5,000
$10,000 :
$35,000
I
l
I
$27,475
$5,000
-r
$10,000
$35,000
~---l . I
$7,475
$5,000
l
I
$5,000 $5,000 $5,000 $5,000
$1,500 $4,000 I $1,500 $1,500 $1,500
I
Need internal pen test. Security Assessment $15,000 $20,000 iseparate.
4 Ernail Archiver, staff to move .PSTs to Archiver H $13,600 $13,600 $4,600 $2,250
$2,100 $2,100 $2,400 $2,400
, KnowBe4 or similar security awareness
!training
TNexl steps MDCs and VPN. Includes some
tokens for those without City cellyhones
'Including move to SharePoint replacing home
& shared directories
I Replacement of legacy phone system to
'modern cloud hosted system.

H
H
H
H
$13.soo I
$11,225 1
l
$13,500 I
$11,225 t
$2,250 _I
$6,225 $1,000
$80,948 1 $80,948 I s20,94a $12,000
$40.000 L $60.000
- '
I
- --!
I Subtotal - ·
Other Funding ,
$271 ,050
$0
I s1s.ooo
1 s292,21s
$0
l
I
$2,250
$1,000
$12,000
$8,400
$154,600
$0
$2,250
$1,000
$12,000
$8,400
$122,100
$0
$2,250
$1,000
$12,000
$8,400
$127,400
$0
$2,250
$1 ,000
$12,000
$8,400
$157,400
$0
Sources; I
- LJ271,050 J $292,275 T $154,6~ $122,100 T _j127,400 _ $157,400 l 7. 6-YearTotals I _$1,124,825 ~

Page 3 of 3 ends

Item A Page 26 Town Council Meeting May 9, 2023
Technology Master Plan
Technology Current State
Assessment {Project Initiatives)
The following section contains the Technology Current State Assessment documentation in its entirety. The assessment resulted in over 36 major technology initiatives and projects with hundreds of additional recommendations.

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OPTIMAL TECHNOLOGY GUIDANCE
21 21
Item A Page 27 Town Council Meeting May 9, 2023
Technology Current
State Assessment
May 2023
Client Locations
Coast-to-Coast
Practice Locations
California
Illinois
North Carolina
Texas
800.806.3080
www.cl ientfirstcg.com
Item A Page 28 Town Council Meeting May 9, 2023
Technology Current State Assessment
Table of Contents
BEST PRACTICES .......................................................................... 4

1. User Training and Support .............................................................................. 5

2. Applications Management and Support Best Practices ................................... 8

3. Software Systems Needs Assessment Best Practices .................. ................ 12

4. Project Planning and Implementation Best Practices .................................... 16

5. Centralized Land and Parcel Data Management.. ......................................... 18

6. Maintaining Software Updates ...................................................................... 19

7. Cloud Computing .......................................................................................... 20

8. IT Project and Services Portfolio .............. ..................................................... 21

9. Sustainability Planning .................................................... .-........ .................... 22 DEPARTMENTAL APPLICATIONS AND SYSTEMS ............................. 23

10. ERP Improvements ....................................................................................... 24

11. Land Management System Improvements ... ................... ... ........................... 25

12. Business License Software ........................................................................... 29

13. Cashiering Improvements ........... ......................... ...................................... ... 30

14. Contracts Management Software ................................................................. . 31

15. Electronic Content Management System (ECMS) Improvements ................. 32

16. lntranet .......................................................................................................... 34

17. Legislative Management System .................................................................. 36 SMART TECHNOLOGIES ............................................................... 38

18. Citizen Request Management ....................................................................... 39

19. Website Improvements ........................................ ......................................... 41

20. GIS Assessment and Plan .......................................... .................................. 42

21. Social Media Policy and Procedures ............................................................. 45 IT INFRASTRUCTURE ................................................................... 47

22. Computer Equipment Replacement Planning ............................................... 48

23. Computer Room and Power Distribution Improvements ............................... 49 IT OPERATIONS .......................................................................... 50

24. Desktop Management ................................................................................... 51

25. IT Policies and Procedures ........................................................................... 52

26. Mobile Device Management.. ......... .... ........................................................... 53 CLIENTFIRSTTECHNOLOGY CONSULTING 2 68

OPTIMAL TECHNOLOGY GUIDANCE
Item A Page 29 Town Council Meeting May 9, 2023
Technology Current State Assessment
CYBERS EC u RITY ....... 11 •••••••••••••••••••••••••••••••••• 11 •••••••••••••••••••••••••••• 54

27. Audit Logs and Log Management ................................................................. 55

28. Backups ........................................................................................................ 56

29. Disaster Recovery Planning ................... ....................................................... 57

30. Cybersecurity- General. ............................................................................... 59 31 . Cybersecurity Assessment ............................................................................ 61

32. Records and Data Retention ......................................................................... 62

33. Security Awareness Training .............................................. ........................... 63

34. Multi-Factor Authentication ........................................................ .................... 64

35. Windows Active Directory - Server Upgrade ................................................ 65 TELECOMMUNICATIONS ......................... I Ill •••••••••••••••••••••••••••••••• 66

36. VoIP Phone Replacement.. ........................................................................... 67 CUENTFIRSTTECHNOLOGV CONSULTING 3 68

OPTIMAL TECHNOLOGY GUIDANCE
Item A Page 30 Town Council Meeting May 9, 2023
Technology Current State Assessment
Best practices are methods that are recognized as
consistently providing better results than those
achieved with other methods. We believe that the
following best practices will enhance the Town's
ability to select, procure, and maintain solutions
that are more effective in the future, as well as
improve the overall productivity of staff.

1. User Training and Support

2. Applications Management and Support Best Practices

3. Software Needs Assessment Best Practices

4. Project Planning and Implementation Best Practices

5. Centralized Land and Parcel Data Management

6. Maintaining Software Updates

7. Cloud Computing

8. IT Project and Services Portfolio

9. Sustainability Planning
l lf~.-11rcw

CLIENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Feature/
♦ Function and
System
Requirements
Item A Page 31 Town Council Meeting May 9, 2023
Technology Current State Assessment

1. User Training and Support
Background
Software systems are tools utilized to conduct daily business operations. Like other tools (e.g., phones, audiovisual equipment, backhoes, plant equipment, plotters, etc.), gaining greater utilization of these tools through sufficient training and installation of other available software modules is key to significant increases in productivity and greater efficiency, as well as achieving cost savings in many areas.

Findings and Observations
• In the department surveys and assessment workshops, each department requested additional training for most staff across many software applications. • New employees and existing users could benefit from a consistent and more structured training program for certain applications and systems.
• Staff productivity improvements could be realized from additional application training. • When software systems are underutilized, additional training can result in significant improvements to staff productivity.
• Ongoing training on new software releases protects the Town's investment in software by optimizing functionality within existing applications. • End-user training ensures that application ownership resides at the department level. • Applications ownership at the departmental level ensures that support is a collaborative effort among end users and IT services. This collaboration optimizes support for the application as well as the utilization of limited IT resources. • As application software programs change and grow in complexity, training staff members to properly use them becomes more critical. A renewed town-wide emphasis on targeted staff training on applications software will pay significant dividends in increased staff effectiveness and productivity.

Staff Feedback
• Administration/Finance
• We have access to the San Mateo County services for Microsoft training for Excel, Word, and Outlook
• We have access to San Mateo County Consortium for additional training relating to leadership and supervisor management
• The Town Manager encourages training on new topics. Management provides monthly training options to help keep staff current on Town systems • Clerk
• End-users would like additional training for the following applications: Zoom Room, Laserfiche, ST ViewScan4, TRAKiT, Municode & Springbrook • Staff needs training on troubleshooting the Zoom Room. Issues arise when the system updates or when there is a power outage
• Staff would like training on how to connect devices wirelessly to the system when not using Zoom

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OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 32 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Planning
• End-users would like additional training for the following applications: Adobe lnDesign, Revu Bluebeam, Zoom Room, GIS, MS Excel & TRAKiT
• Staff would like training for the financial software to track project deposits. • Public Works/Building
• End-users would like additional training for the following applications: Laserfiche, Revu Bluebeam, Springbrook, & Municode
Recommendations
• Develop a Business Applications Training Plan
• Assess the amount of training required to address
department needs and determine anticipated enrollment
• Business process improvement reviews will also uncover many needs for additional training across departments and application systems
• Consider incorporating a formal training plan into the Town's new employee onboarding process
• Determine strategies and engage software vendors to
accomplish training needs, such as:
• Self-learning aids (e.g., enterprise software vendors sometimes have an extensive user community that users can query and ask other user questions, as well as online resource portals)
• Internal classes (internal or external trainers)
• On-site vendor training
• Lunch-and-learns
• Go-to application champions/power users
• Training opportunities at software vendor annual user conferences • Participate in software vendor user conferences and local user meetings if they are available • Create a repository of basic how-to training aids and other information (e.g., videos, past class information , etc.)
• Consider procuring a screen-capture video solution to assist with developing internal video training aids
• Consider class attendance as a factor in performance evaluations. This can be accomplished by having department management involved and agreeing on which classes each employee would benefit from
• Consider efforts to reduce and/or limit the total number of software vendors and databases whenever possible. This will reduce and limit overall cost-of-ownership, support requirements, and training and reporting needs. This will also improve overall integration capabilities
• Current and future needs can be evaluated and prioritized through a combination of mechanisms, including the Town Executive Management
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Item A Page 33 Town Council Meeting May 9, 2023
Technology Current State Assessment
Benefits
• Improved operations management
• Improved utilization and efficiency of software applications • Activation and use of existing functionality that is currently unknown but important to the Town
• Review and activation of new functionality provided in future applications software releases • Increased information sharing
• Better identification of training needs
• Increased training alternatives
• Centralized training, with documentation of who has been trained and when • Monthly updated training sessions for both new and existing employees • Improved software administration (fewer staff members required to service user community) CUENTF/RSTTECHNOLOGY CONSULTING 7 68

OPTIMAL TECHNOLOGY GUIDANCE
Item A Page 34 Town Council Meeting May 9, 2023
Technology Current State Assessment

2. Applications Management and Support Best Practices
Background
Many agencies' software application systems are underutilized. Manual processes, inefficient workarounds, and ineffective or unnecessary reconciliations cause a loss of productivity.

Additionally, most agencies do not have sufficient IT resources in their organization to document their practices, procedures, and operational requirements for every application and business process. Identifying additional application improvement opportunities requires prioritizing needs, evaluating alternative solutions, and identifying sufficient implementation , ongoing management, and support resources. Responsibility for a technology project needs to be shared between departmental subject matter experts, other stakeholders, and technical resources. This best practice applies to both the implementation and ongoing support and maintenance of the system. The Town can benefit greatly by changing traditional application management practices. Implementation of the following recommendations can lead to improved functionality, use, and increased overall productivity, customer service, and transparency.

The following table is an unofficial inventory of the Town's different software applications or modules throughout all departments. The Town currently utilizes over 50 applications, modules, and systems. Major systems and applications include:

Application Functionality ' Vendor-Application Name
Financial Management
Timecards
Payroll
Land Management/Community Development
Electronic Document and Records Management
Springbrook
ADP EZLabor Management
ADP
Central Square - TRAKiT
Laserfiche
A sample listing of Town applications is included below. This list is not intended to be the Town's official inventory.
• Adobe
• Acrobat
• lnDesign
• ADP
• Payroll
• EZLabor
Timecards
• Alphabet
• Google Chrome
• Google Earth
• YouTube
• ArcGIS
• Bluebeam Revu
• Wells Fargo
Commercial Electronic
Office (CEO)
• Cisco Webex
CUENTF!RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
• Corodata
• Dropbox
• GIS
• San Mateo County
GIS Website
• Laserfiche Document
Management
• Microsoft
• Access
• Edge
• Excel
• Office 365
• Outlook
• Paint
• PowerPoint
• Snipping Tool
• Teams
• Windows Photo
Viewer
• Word
• NCH Software -
Express Scribe
• OpenGov
• PerfectView
• PayPal
• San Mateo County
Assessor Property
Information Data
• ScanSnap
• CivicPlus Municode
(Town website)
• CentralSquare -
TRAKiT
• Permitting
• Inspections
• Licensing
• Cashiering
8 68
Item A Page 35 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Springbrook
• General Ledger
• Accounts Payable
• Cash Receipting
• Bank Reconciliation
• Budget
• Purchase Orders
• Zoom
Findings and Observations
• Initial vendor application training and subsequent ongoing training are needed for many existing and future software applications throughout the Town (see User Training and Support initiative).
• Some core applications in the Town will require further efforts to improve utilization and/or pursue looking at other solutions. Committing resources from the very beginning of the process to document business processes, document functional needs for application systems, prioritize requirements, evaluate vendors' solutions, or assign the right project team are the key tasks that will lay the foundation for a successful implementation down the line.
• Greater utilization of application software systems will result in significant increases in staff productivity and data sharing throughout the Town. To achieve this goal in the current environment, additional departmental training and engagement in improvements/ replacements are recommended .

Future Applications Roles and Responsibilities
Application support and management roles and responsibilities should be identified and assigned to each department's operational modules. We recommend starting with:
• Enterprise Resource Planning (ERP)
• Land Management
• Other major enterprise application systems
Identifying capable staff to fulfill the roles and responsibilities for supporting applications will help the Town achieve the goals of the Applications Management and Support Best Practices initiative in the future. Examples include:

Process Owner
• Primarily makes final decisions on process policies, procedures, and deliverables for their area of expertise
• "Resident expert" staff member who is responsible for a given departmental process or function
• May also be responsible for oversight and delivery of daily, weekly, monthly, and annual processes
• Stays current with the applicable industry best practices, technology, and applications capabilities
• Stays current with existing application vendors' capabilities, offerings, and enhancements Power User
• Department expert on application/module
• Possesses the greatest knowledge of application/module • Lead trainer/support person for other departmental staff that utilizes application/module CLIENTFtRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 36 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Usually has formal training and is responsible for application configuration setup and changes on an ongoing basis
• Stays current with the applicable industry best practices, technology, and application capabilities
• Stays up to date with current application vendors' capabilities, offerings, and enhancements IT Roles and Responsibility
Information Technology resources serve an important role in the implementation and ongoing support of application systems. However, they are usually not the operational experts as described above. Additionally, the Town's IT function is currently outsourced to a third party, whose responsibilities may not align with those of traditional "in-house" staff. Regardless, IT roles and responsibilities should be clearly defined and complement the skills and knowledge of other project/support team members. Some common IT staff responsibilities include:
• Maintain supporting equipment/peripherals
• Network support and maintenance
• Provide help desk support to users
• Perform daily/weekly backups of system data
• Copy/refresh data between development, training , and live databases • Implement and test security roles, including testing all user IDs • Database administration
• Assist with the installation, upgrades, and ongoing maintenance of the application It is important to note that IT staff involvement with the support and maintenance of enterprise application systems is critical. However, in many cases, their operational process knowledge, as well as available IT resources, may be limited.

When defining roles and responsibilities, consideration should be given to the process by which users obtain assistance with issues, receive appropriate training , and become proficient in the utilization of application systems.

The most successful application support infrastructures consist of a team comprised of both technical and operational staff. While IT staff may serve numerous roles, they are not Process Owners or Power Users. The individual departments should take as much responsibility as possible for the support and maintenance of modules used in their primary business operations.

Module Lead
• Responsible for documentation, gathering information, and coordinating other Key Module Stakeholders
• Leads participants in reviewing assembled software and business process needs requirements
• Liaise and/or coordinate with departmental staff, project managers, and vendor • May also be a feature function reviewer
• Provides feedback or clarifications on software needs • Leads departmental implementer for new software module/functionality Module Stakeholders
• Participate in reviewing assembled software needs requirements • Assist in gathering documentation and identifying department or division needs • May also provide feedback or clarification on software needs • Participate in the implementation , testing, documentation, and training of other users

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Item A Page 37 Town Council Meeting May 9, 2023
Technology Current State Assessment
Recommendations
• Consider increasing the scope of the Town's outsourced IT services to provide specialized enterprise application support to departmental users for departmental business applications or assign more business analysis and application support to departmental staff. • Departments should be encouraged to become more responsible for changes to application setup and configurations, with assistance from IT personnel. If department personnel are unable to make these changes, training should be provided . If needed, third-party subjectmatter experts can be helpful for large or complex projects. • Consider cross-training department personnel to utilize report writing tools to generate required reports. More complex reporting often requires a specific understanding of database structures in the application, requiring IT assistance. • Process Owners and/or Power Users should take an active role in monitoring upcoming functionality improvements from new software releases. Utilization by departments will improve over time. In addition, it would be helpful if Process Owners across departments monitored and discussed application usage with other peer organizations and entities. The feedback gleaned from inter-agency exchanges could be incorporated into the Town's systems to further improve systems functionality and increased use across the organization. • Specifically assign staff roles and responsibilities for each applicable application or module. • Key assignments should encompass responsibility for understanding industry best practices and solutions, or processes available, as well as taking the lead in continually assessing and inventorying needs.
• Inventory current and future feature/functions, reporting, training, and support gaps, as well as maintaining needed improvement lists by specific software modules.

Benefits
• Increased use of application features, resulting in a higher return on software investment • A higher degree of user independence, as well as lower costs and less reliance on vendor assistance as well as less time required by third-party IT staff • Identification of application user roles and responsibilities · • Improved efficiencies and productivity
• Improved customer service
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Item A Page 38 Town Council Meeting May 9, 2023
Technology Current State Assessment
3 . Software Systems Needs Assessment Best Practices
The first step to ensuring success for software implementation and improvement projects is conducting a detailed assessment. Detailed assessments are an important step in evaluating technology project needs. Many organizations are not familiar with this detailed process, nor do they have staff with the skills or experience to conduct successful assessments. The purpose of this initiative is to identify what an assessment is and when it is best applied, the basic guidelines for conducting one, as well as to provide recommendations for finding the right resources for the process.

What is an Assessment?
For technology projects, assessments most often refer
to the process of determining the current and future
state use of an application, interface, or integration
needs. Assessments conducted for business
applications typically result in one of the following
decisions:

1. Improvements to specific deficiencies in an existing application, interface, or integration

2. Implementation of a new application, interface, or integration to eliminate existing manual processes

3. Replacement of an existing application, interface, or integration that is not capable of meeting the organization's requirements
Components of a technology assessment may include an evaluation of the organization's:
• Software functional requirements (portals, dashboards, mobile app, online credit card processing, etc.), including the deployment/adoption of new features, rolled out in vendor software releases after the original implementation
• Gaps with existing systems and potential needs for improvements • Third-party system interfaces or integrations
• Data conversion needs (the type of records, the number of years of data, etc.) • Current and future reporting needs
• Unmet training needs
• User licensing needs (number of users and types of licenses (e.g., concurrent users, mobile users, inquiry vs. edit capability, etc.))
• Documenting process workflows and/or workflow diagrams, if applicable • Assessment of IT infrastructure requirements
Guidelines for Conducting an Assessment
Every assessment is unique. Some may include business process reviews in which current operational processes are analyzed and evaluated. If needed, more comprehensive business process reviews may also include formal workflow analysis and/or process diagrams. Most assessments result in customized feature/function requirements for an implementation, replacement, or improvement project.

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Item A Page 39 Town Council Meeting May 9, 2023
Technology Current State Assessment
For technology master plans, a high-level assessment is completed to identify needs and gaps in existing technologies. The technology plan becomes a roadmap for the Town to prioritize, budget for, and implement short- and long-term technology strategies that are a result of townwide collaboration efforts.

Regardless of the type of assessment needed, there are some key considerations and resources needed to be successful. These include:
• Identify the assessment objective
• Identify the appropriate resources/stakeholders to
conduct and participate in the assessment process
• Determine the level of documentation detail needed to communicate both current and potentially future needs
• Develop a plan to implement the findings and
recommendations that result from the assessment
process
Each of these areas is discussed in more detail in the sections below.

Identifying the Assessment Objective
Diligen
The big picture should always be given consideration when determining the objective of an assessment. Take for example the scenario below.

A town implemented a new ERP system four years ago. While the application met the Finance Department's needs, other departments that utilized different components of the system struggled and continued to produce reports that required data manipulation using spreadsheets and manual processes.

In this scenario, the Finance Department may not have been in favor of replacing the core enterprise application system. On the other hand, other departments may have been open to evaluating alternative solutions.

Unless it is apparent that the functionality of the incumbent vendor simply cannot perform the functions needed or is sunsetting the product, it is always recommended to determine the gaps in the existing system before pursuing its replacement. The recommendations will determine the action plan needed once the assessment is completed.

These big-picture items, the detailed feature/function needs identified, as well as subsequent documentation, can lay the foundation for implementing a new system or replacing the old one, if appropriate. Additionally, detailed needs documentation can be utilized as the foundation of both improving or replacing a system.

Identifying Stakeholders and the Right Resources
Having the right resources involved in conducting an assessment is critical to achieving the objectives of the process. There are two types of resources recommended:
• The Interviewer
• Stakeholders

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The interviewer is recommended to have business analysis skills including:
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Analytic thinking
Good listening
Problem-solving
Oral and written communication skills
General knowledge of the application or processes in
question
Possibly a role in the support of the application
Familiarity with the existing vendor
Reputation from the end users as a champion for their needs Ability to articulate the department's needs in a concise manner Ability to lead the follow-up effort with the vendor upon the conclusion of the assessment Stakeholders' use of the system or their role in the process will vary, and their needs may not all be the same. Stakeholders should represent the application end-user community and/or focus of the assessment.

It is important to identify and interview two key stakeholder groups to determine if their specific needs are being met, as well as whether any potential improvement recommendations would address their concerns. The first stakeholder group should represent the department responsible for administering a system or module. Those stakeholders should understand the configuration of the current system or module, as well as some of the functional deficiencies of the application.

The second group of stakeholders should consist of cross-departmental end users who may have insights into the day-to-day use of the system or process. Their operational perspective should complement that of the administering department's staff.

Documentation Details and Communication Methods
The type of assessment being completed will dictate the level of documentation detail needed .

A successful assessment process will articulate findings with a recommended follow-up plan.

During the assessment process, a variety of tools and techniques are available to gather the needed information for making recommendations. Some of these tools/techniques, depending on the type, size, and complexity of the project or system, could include:
• Distributing surveys or information requests to end users and compiling the results • Conducting workshops as a group to review the results of questionnaire feedback and identified issues
• One-on-one interviews with Power Users and/or subject-matter experts • Reviewing or observing business processes
• Documenting detail needs as described above
The goal is to achieve collaboration and involvement from the user community without judgment or criticism. In addition, the recommendations made as a result of the assessment process need to identify useful and realistic solutions to problems that can be implemented.

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Developing an Improvement or Implementation Plan
The findings and recommendations that result from assessments need to be realistic and include a feasible action plan.

If the Town has a limited budget or staffing resources, it may not be a realistic recommendation to replace the system at that time. An interim alternative may be to utilize the needs assessment documentation to work with the existing system to set up features not originally implemented or available at that time, set up workflow automation, or improve existing integrations.

If additional training is needed, the assessment should outline all the Town's training needs, identify who should participate, and who should conduct research with the vendor regarding the amount and cost of the training. A long-term strategy might also be identified for an ongoing training program to ensure that software updates/new releases are implemented, as well as to onboard new employees.

The resources needed to execute the action items identified in the assessment may include executive leadership, a project manager, temporary staffing, training facilities , hardware, data extraction experience, GIS assets, as well as an organizational change management strategy.

Each assessment will be different depending on the specific objective and project needs. The Town should evaluate the skillsets of staff available to lead an assessment and determine if third-party assistance might be needed . The assessment process determines specific requirements and is a crucial step in optimizing technology investments.

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4. Project Planning and Implementation Best Practices
Background
A best practice approach should be followed for all significant implementation projects. The complexity and risk determine the actual level of due diligence that should be performed . The following is an outline of Project Planning and Implementation Best Practices:
• Determine Scope of Work - Work with all stakeholders to determine what needs to be accomplished.
• Design - For larger, more complex projects, the
design effort may become a separate project. For
smaller projects, design is integrated into budgeting.
• Specifications - Make sure an appropriate level of
vendor-agnostic specifications is included with
procurement requests that reduce ambiguity and
provide better comparisons between vendors.
• Collaborate - Include input and requirements of all
stakeholder groups to ensure all requirements are
included in specifications and all stakeholders buy-in
to the final solution.
• Develop Budget - Project budgets include hardware,
software, and consulting and subject-matter expert
(SME) costs. Consulting costs are estimated by
outlining the various work steps and estimating the
hours required to complete them.
• Gain Sign-Off - Once the budget is complete, review
the scope of work and costs with the project sponsor and gain their approval before continuing , including consent by the Town Executive Management. • Create Project Plan - Based on all stakeholder needs, delivery dates, and the tasks to be completed, develop a project plan, and estimated implementation date. • Outline Communication Plan - Outline the process for communicating implementation dates, improvements, and training to appropriate staff members. • Document Other Plans - Other plans may include training, testing , contingency, and backout. These plans are developed on an as-needed basis. • Configure, Implement, and Train - Utilizing planning methodologies and technical expertise, configure the necessary system components, and implement the solution with the least possible impact on staff and productivity. The Town Executive Management should receive status reports on the progress of the implementation, including whether the project is on time and within budget, user needs are being met, and vendors are following through with their contractual obligations.
• Post-Implementation Review - Complete a post-implementation review with successes, lessons learned, and any unresolved issues requiring vendor assistance. Report the results of the review.
• Post-Implementation Support - All implementations that affect multiple users require onsite, post-implementation support to eliminate remote response times. • Documentation - Develop any necessary procedures and update documentation as part of the project.

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Recommendations
• Develop a project portfolio methodology for all IT and software-related projects • Follow planning and implementation best practices
• Provide project management training for IT staff involved in major systems upgrades • Obtain services of third-party project managers, and/or subject-matter experts, to supplement internal resources as appropriate and/or cost beneficial Benefits
• Prioritization of projects
• Reduced periods between transitions
• Increased information-sharing capabilities
• Enhanced communication and consensus
• Increased anticipation and management of technology upgrades • Improved analysis and planning
• Increased departmental collaboration
• Measurement and tracking of results and outcomes
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Technology Current State Assessment

5. Centralized Land and Parcel Data Management
Background
Centralized land parcel data is increasingly crucial for consistent organization-wide parcel and address data management for all departments. A well-maintained database allows departments to retrieve historical records efficiently and consistently across the entire organization.

Modern enterprise applications are increasingly tightly integrated with geographic information systems (GIS), which rely on accurate parcel information to generate maps. Maps allow for a succinct visualization of data. Agencies are increasingly making that data and capability available to the public via their websites and other on line tools.

Findings and Observations
• The Town should consider implementing a centralized parcel and address database to facilitate and streamline its community development operations. • Planning Department staff reported the need for a centralized database. • Staff need the ability to see all information related to a parcel in one space, as well as integrate data with the permitting database.
• The Town could realize significant productivity gains and improved accuracy by using a common, centralized parcel/address database to populate any new or changed information.

This includes centralizing data from all applications that contain address data and all GIS data environments to improve the ability to share layers (see the GIS Planning and Improvements initiative).

Recommendations
• Utilize the GIS system for master address and parcel records (see GIS Planning and Improvements initiative).
• Future software application systems should be selected based on their ability to store both a master address/location and parcel management database (as applicable). • New systems should allow for regular updates and synchronization with GIS. • Master addresses/locations should be shared across all geo-based applications. • All address and parcel updates from external and internal sources should be done through GIS first. Updates to other systems would then use GIS master information. • Strict control of who is authorized to make updates of this information should be enforced, typically limited only to GIS data editors.
• Geo-based applications should be configured so that each transaction requires users to select from valid addresses or validate against the GIS database, not type in free-form addresses.

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6. Maintaining Software Updates
Background
Maintaining up-to-date software for the Town's applications is critical for system security, functionality, and unified training for end-users of software across the organization. Many local government agencies do not adhere to best practices and standards that align with the goals of the Information Technology Infrastructure Library (ITIL). Absent these practices, the Town's software procurement is generally ad hoc and not centrally supported by third-party IT services.

This environment makes it a significant challenge for software updates to be maintained and supported across the organization.

Findings and Observations
• Timely updates to applications and software systems are a necessity for all departments. • Falling behind on application updates often creates upgrade scenarios with several intermediate steps, risking additional problems, and potentially making upgrades more expensive and time-consuming.

Recommendations
• The Town should follow the best practice recommendation of maintaining a minimum of N-1 (i.e., the current major release or the one prior). This includes desktop applications and all core enterprise applications.
• Maintain consistent updates across all users.
• Include software updates in the organization's sustainability and replacement planning. • Improve communication between departments and IT regarding the status/monitoring of vendor-provided software updates.
• Work with departments to review version release notes for each application software release to determine if any new functionality has been added that the Town would benefit from or like to implement.
• Incorporate and provide appropriate user training with each release, using the User Training and Support initiative as a guide.

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Item A Page 46 Town Council Meeting May 9, 2023
Technology Current State Assessment

7. Cloud Computing
Background
Cloud computing can be described as IT services or equipment that are not internal, but available through the Internet. This can range from having a server hosted by a third party, accessing information from a portable device, processing requests from the field, subscribing to an Internet-based software solution per a subscription model (often referred to as "software as a service" or SaaS), and more. The benefits of cloud computing allow individuals to collaborate and remain centralized, regardless of location.

Cloud computing is one of the most prominent discussions among current trends in IT.

Significant benefits can be achieved including security, disaster recovery, and cost savings.

However, cloud computing options for many systems are still not the most cost-effective or secure approach.

Findings and Observations
• Microsoft 365, Springbrook financials, and ADP payroll software are all cloud-based. • The Town's Land Management product, TRAKiT, and Laserfiche document management systems use on-premise servers.
• Staff home directories and file shares are on-premise. • The cost of home directory and file share storage is included in the Town's Microsoft 365 licenses.
• Microsoft 365 data requires backup to a destination outside of the Microsoft universe. • The majority of municipal enterprise application vendors are pushing agencies to cloudbased products. • The use of cloud-based systems often increases IT operational costs, while decreasing capital project costs.
• Cloud systems require IT administration in ways that are similar to on-premise systems. • Some cloud solutions have limited functionality when compared to some on-premise, server-based solutions.
• When moving to cloud-based products, the implementation of redundant internet connections reduces risk.

Recommendations
• The Town should continue to strongly consider cloud computing options for future projects. • Move to Microsoft 365 for home directories and file shares. • Train staff to use Microsoft 365 home directory (OneDrive) and file share (SharePoint) tools during implementation.
• Implement a backup system for Microsoft 365 data.
• Consider Public Records act implications of Microsoft 365 chat and develop policy accordingly.
• We recommend the Town move all on-premise applications to the cloud.

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8. IT Project and Services Portfolio
Background
An IT Support Services Portfolio is a complete list of IT projects and services provided to Town staff and the public. The support services portfolio outlines IT responsibilities for each service and any service-level agreement for those services (e.g., 24/7 support required, disaster recovery priorities, user-access permissions, report writing for certain software modules, server uptime requirements, etc.) Applications support is only one aspect of the complete portfolio.

Other IT services include projects, Service Desks, data networks, telephone systems, cybersecurity, etc.

Recommendations
• Create an IT Projects and Services Portfolio to effectively communicate, set expectations for all users regarding what support services the IT function provides, and communicate service-level standards.
• Using the budget document from this report, maintain a five-year project portfolio and budget.
• Town Executive Management should track and review the portfolio and receive regular updates from IT staff and departments on the status of projects.

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9. Sustainability Planning
Background
Sustainability planning is the process of mapping the acquisition, maintenance, upgrade, improvements, training , and eventual replacement of major application systems over a longterm period (e.g., ten years). Sustainability planning helps in four significant ways:

1. Identifies all technology costs and provides a basis for considering cost recovery mechanisms

2. Reduces the significant periodic spikes in capital expenditures for large software solutions

3. Schedules upgrades and replacements of departmental business application systems in a convenient and timely manner

4. Provides for ongoing user training
Sustainability planning includes computer replacement planning to create a holistic view of necessary technology expenditures over the long run. Sustainability planning can be used to develop a minimum annual set-aside.

The growing practice of sustainability planning provides a more practical and realistic way to determine and plan for the ongoing operational needs of all departments.

Because software applications are the primary technology tools of business departments, the Town can benefit from the implementation of sustainability planning versus the more limited practice of replacement planning.

Return-on-Investment (ROI) Considerations
A study conducted by Express Metrix for quantifying ROI as it relates to IT and software asset management describes the following ROI benefits of replacement planning within an organization:
• Reduced cost of ownership related to IT assets by determining licenses for which an organization is overspending and reducing Service Desk costs • Managed technology change by developing software procurement models that map current and future needs with technology migration and upgrade planning • Minimized security risks by preventing unauthorized use, enforcing desktop standards , and identifying PCs with unlicensed applications
• In a study conducted by the Aberdeen Group, the following was the cost savings that occurred after incorporating a sustainability plan:
• System automations reduced paper costs by up to 11 %
• Efficiencies reduced facility costs by up to 10%
• Waste and disposal costs were reduced by up to 8%
• Transportation and logistics costs were reduced by up to 5%

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Technology Current State Assessment
The Departmental Applications and Systems
category includes IT Initiatives that are primarily
department business applications-related and
were identified during the assessment process.

Many of these initiatives and recommendations
can have a significant impact on overall
productivity, enhanced communications and
information sharing, improved constituent service,
improved transparency, and, in some cases, cost
savings.

10. ERP Improvements

11. Land Management System Improvements

12. Business License Software

13. Cashiering Improvements

14. Contracts Management Software

15. Electronic Content Management System (ECMS) Improvements

16. Intranet

17. Legislative Management System

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Item A Page 50 Town Council Meeting May 9, 2023
Technology Current State Assessment

10. ERP Improvements
Background
Enterprise resource planning (ERP) is an organization-wide software solution(s) that allows integration among various departments and their respective functions. The result is a centralized system of communication , data storage, and operations management. Replacement or improvements to ERP solutions bring about processes from which multiple departments can benefit. Common municipal-related ERP application modules include Accounting, Financial Reporting, Payroll, and Human Resources.

Findings and Observations
• The Town staff has been using the following Springbrook modules as its ERP system since 2015:
• General Ledger • Bank Reconciliation
• Accounts Payable • Budget
• Cash Receipts • Purchase Orders
• Staff reported the need for additional functionality and workflow automation capabilities, including the ability to:
• Approve accounts payable invoices electronically
• Process credit card payments, including online payments • Display information regarding the Town's capital improvement projects on a map • Integrate payments accepted in the CentralSquare TRAKiT system with Springbrook Recommendations
• Continue to work with Springbrook on annual updates to modules. • When upgrading or implementing new modules, it is recommended that the Town identify and inventory all functional gaps and system needs. ■ Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will eliminate or reduce those processes and/or shadow systems and result in labor efficiencies
■ This process should also include:
• Inventorying all reporting requirements
• Identifying all integration/interface requirements with other applications such as CentralSquare TRAKiT
■ Identify any requirements that the vendor is not capable of providing that can then be dealt with by other means, such as more efficient workarounds, third-party applications, modifications, changes in organizational processes and procedures, etc.
• Develop a system improvement plan to close these gaps, including vendor-developed end-user training plans.

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Item A Page 51 Town Council Meeting May 9, 2023
Technology Current State Assessment

11. Land Management System Improvements
Background
A Land Management System (LMS), sometimes called Community Development, is a software suite comprising several applications that manage the creation, issuance, and tracking of development-related activities commonly associated with planning and zoning, permitting, inspections, licensing, code enforcement, and parcel/address management. An LMS system is a core solution for most cities. Modern LMS systems enable an enterprise-wide integrated system of communication, storage, and operations. A system that is configured and implemented using industry best practices can achieve significant operating efficiencies and return on investment (ROI) for the Town.

The illustration and table in the following pages show typical modules available in land management systems.

Land Management Solution
Accounung Parcel / Address Management
• Cash Receipts
• General Ledger
• Accounts Receivable
• Accounts Payable
• ProJect Accounting .__.
--- Citizen Internet Access
• Perrmt Apphcations
• Inspection Scheduling
• Business Licenses
• T,me Entry
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• Code Enforcement
Complaints
• Online Payments
Findings and Observations
The Town currently uses CentralSquare TRAKiT as a Land Management System to manage:
• Business Licenses • Inspections
• Permits • Cashiering
• The Town processes approximately 1,000 permits a year • Planning services such as building plan checks, inspections, code enforcement, and engineering plan checks are outsourced to a third party • TRAKiT is not fully implemented in the way the Town needs for it to function properly Staff Feedback
• Administration/Finance
• Staff are unable to change custom reports in TRAKiT (i.e., need the ability to change permit card due to change in State law)
• Cannot change business license form
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• We need the ability for businesses to submit business license applications online.

Currently, business license applications are submitted via paper that is mailed to the Town
• We need the ability to process credit card payments for business licenses • We need the ability to automate the tracking of horse licenses. Currently, we only can track stable licenses via annual permits. The Town has 154 stables • We need the ability to automate the tracking of business license expirations that allows staff to identify pending expirations in advance. Currently, each month, we send a notice of expiring permits and licenses. This process requires staff to review pending expirations months in advance to issue the notices promptly • We need the ability to simplify the printing of business licenses and associated receipts in TRAKiT. Currently, staff needs to make 12 separate click options to print two pieces of paper
• TRAKiT cannot currently export to an Excel spreadsheet • Public Works/Building
• The Town needs the ability to make credit card payments • Staff currently manually process approximately 200 permits per month, which include the manual receipting of payments
• We need the ability to make eTRAKiT information more visible on the online portal for applicants
• Need the ability for improved residence interaction in eTRAKiT • Applicants have trouble accessing eTRAKiT
• TRAKiT has the ability for online inspection scheduling with time block caps, whereby the ability to schedule inspections is stopped at a Town-defined time of day (e.g., applicants cannot schedule same-day inspections after 12 pm) • e TRAKiT is very slow to load or is not accessible at all • TRAKiT does not have links to maps or survey data
• We need the ability for online permit applications
• We need an online portal to allow the public access to the property information • The Town needs to migrate the easement information that is stored on shared network drives to an online system such as Laserfiche, TRAKiT, or GIS • TRAKiT has the ability for generic correction comments • Clerk
• We need the ability to automate license management and accept related credit card payments
• We need the ability to automate the tracking of the horse population to facilitate its reporting to the Trails Committee by integrating the Stable Licensing application with TRAKiT. The process is currently manual where data from the Stable License Renewal is hand keyed into the TRAKiT system. Additionally, the same data is rekeyed in Excel • We need the ability to automate the business license renewal notices. Currently, businesses that do not renew or cease their licenses are not tracked in the system • TRAKiT is not integrated with the County GIS system
• Printing within TRAKiT requires too many steps
• We need the ability to accept credit card payments
• TRAKiT Licenses and Permits are not integrated with cash receipting • Planning
• License Trak needs additional configuration to increase automation and reduce manual steps
• The Town currently tracks large project deposits using Excel

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• Cashiering payments are manually entered into both Springbrook and TRAKiT • Checks and payments are not processed in TRAKiT. Rather, the system is used to record notes of transactions
• TRAKiT is not integrated with Springbrook so payments are imported into Springbrook nightly through a custom report.
• The system needs to be set up to allow for online applications and credit card payments • We need the ability to allow citizens to apply for tree permits online • We need the ability to update website forms in the public portal • We need the ability to add eTRAKiT to the Planning Department's webpage • eTRAKiT is only used by residents and the public to inquire about property information. It is not used for applications or payments
• Staff needs the ability to track permits by accessory dwelling units (ADU) or single-family rentals (SFR)
• We need the ability to report on accessory dwelling units (ADU) and other housing data • Reporting on dwelling units (ADU) and other housing data is challenging due to the inconsistency in how the data is used
• We need the ability to generate reports that show the number and types of permits that are issued, with the ability to specify the month and year, and other categories • Crystal Reports reporting from TRAKiT is difficult because some data fields are misaligned
• We need access to the Bluebeam system for electronic plan reviews • Need the ability to integrate the Bluebeam system with TRAKiT • TRAKiT can provide all current, 5-year, or 10-year year-end reports • Staff needs the ability to track entitlement project contractor deposits • Need the ability for TRAKiT to integrate with GIS
Recommendations
• Land Management System (LMS) implementations on an organization-wide basis are commonly under-scoped and underfunded, leaving organizations with limited utilization and intended benefits.
• Work with CentralSquare TRAKiT to develop a system improvement plan and project statement of work (SOW) that captures all the Town's requirements. This plan would ultimately result in obtaining a quote or contract amendment with CentralSquare to fully implement the solution according to the Town's needs.
• It is recommended that the Town identify and inventory all functional gaps and system needs.
■ Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will eliminate or reduce those processes and/or shadow systems and result in labor efficiencies
■ This process should also include:
• Inventorying all reporting requirements
• Identifying all integration/interface requirements with other applications such as Springbrook and GIS
■ Identify any requirements that the vendor is not capable of providing that can then be dealt with by other means, such as more efficient workarounds, third-party applications, modifications, changes in organizational processes and procedures, etc.

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• Develop a System Improvement Plan to close these gaps, including vendor-developed end-user training plans.
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative to increase the probability of implementation success.

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12. Business License Software
Background
A business licensing application streamlines the tracking and management of licenses for contractors, businesses, trades, hazardous waste, alcohol sales, and many other types of licenses. Automating licensing applications reduces paperwork and staff processing time and increases citizen satisfaction by providing them the ability to submit, renew, pay, and print business licenses online at their convenience.

Findings and Observations
--- -:::
• The Town currently uses CentralSquare TRAKiT to process business licenses. • Staff would benefit from the ability to simplify the printing of business licenses and associated cash receipts. Currently, staff are required to perform 12 separate click options to print two pieces of paper.

Recommendations
• Determine whether the existing business license software vendor solution can adequately meet the Town's needs or consider procuring a different solution. • Determine detailed feature/function requirements for a new Business License system. • Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will eliminate or reduce those processes and/or shadow systems and result in labor efficiencies • This process should also include:
■ A thorough review of the contract and SOW
■ Migration of existing data to the new system
■ Inventorying all reporting requirements
■ Identifying all integration/interface requirements with other applications such as the Town's Springbrook financial system
■ Identifying any data conversion needs
• If the current licensing solution cannot adequately meet the Town's needs, work with leadership, users, and stakeholders to select the best overall, long-term system for the Town's needs.
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative.

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13. Cashiering Improvements
Background
Online point-of-sale cashiering systems are used to collect payments and electronically connect to backend systems to update customer accounts and apply the necessary transaction information to the financial system accounts. These systems can also connect to payment processors, allowing for
credit/debit card payments . Due to this automation, these systems save a considerable amount of time over
standalone/offline Cash Registers by eliminating:
• Manual tabulation in the balancing and closing of daily receipts • Manual entries into the financial accounting systems and customer account profiles Findings and Observations
• The Town could benefit from a single cashiering system that is integrated with its Springbrook financial system to improve process efficiencies. • Cash receipting is done in both the Springbrook and the CentralSquare TRAKiT Land Management systems. However, most of the transactions are processed in TRAKiT. • Springbrook and TRAKiT are not integrated.
• Payments from TRAKiT must be imported into the financial system. • Neither system supports credit card payments.
• The Recreation Program cannot currently track payments for programming.

Recommendations
• Consider making TRAKiT the cashiering solution for the Town . • If available, consider adding credit card processing. • Work with TRAKiT to develop a system improvement plan and project statement of work (SOW) that captures all the Town's requirements. This plan would ultimately result in obtaining a quote or contract amendment with TRAKiT to fully implement the solution according to Town's needs.
• It is recommended that the Town identify and inventory all functional gaps and system needs.
■ Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will eliminate or reduce those processes and/or shadow systems and result in labor efficiencies
• This process should also include:
• Inventorying all reporting requirements
• Identifying all integration/interface requirements with applications that maintain cash receipting functionality such as Springbrook, TRAKiT, and a Recreation system
• Identify any requirements that vendor(s) are not capable of providing that can then be dealt with by other means, such as more efficient workarounds, third-party applications, modifications, changes in organizational processes and procedures, etc.

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Item A Page 57 Town Council Meeting May 9, 2023
Technology Current State Assessment

14. Contracts Management Software
Background
A contract creation software solution is an application that allows for managing the creation and approval of contracts. Typical functionality includes contract development, maintaining different contract and agreement templates, negotiation tracking, and renewal tracking. These applications include features that allow an organization to maintain information on contract approval processes and workflows, responsible parties, and key contacts. Additional functionality may include automated alert reminders for events such as contract expirations, required financial obligations, or anticipated receipts tied to a contract. Contract creation and approval process software are usually standalone systems. ERP systems that have a Contracts Management module are utilized to manage the invoicing and payment tracking of contracts after contract execution, not the creation workflow processes. Examples of Contract Creation Software solutions include:
• Cobblestone • Juro
• Evisort • Contract Safe
• Ironclad
Findings and Observations
• The Town should consider implementing a Contract Management system to streamline and automate the contract management process, which can improve staff efficiencies. • Currently, staff manually track Certificates of Liability (COL) using Excel, while contractrelated documents are stored in a paper folder. This process requires additional staff time to research to determine what documents in the folder are relevant to the COL milestones.

Recommendations
• Determine detailed feature/function requirements for a new Contract Management system. • Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will eliminate or reduce those processes and/or shadow systems and result in labor efficiencies • This process should also include:
■ Inventorying all reporting requirements
■ Identifying all integration/interface requirements with other applications such as the Springbrook financial system
■ Identifying any data conversion needs
• Work with leadership, users, and stakeholders to select the best overall, long-term system for the Town's needs.
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative.

CLIENTFtRSTTECHNOLOGY CONSULTING

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Item A Page 58 Town Council Meeting May 9, 2023
Technology Current State Assessment

15. Electronic Content Management System (ECMS)
Improvements
Background
Electronic content management systems (ECMS), also sometimes referred to as electronic document management systems (EDMS), are software systems for organizing and storing different kinds of electronic documents. In addition to document scanning, storage, and records retention management, modern systems have
additional functionality, which includes:
• Integrated document and process workflow
management, including internal request
management, routing, and distribution
• Forms management (Web and internal)
• Document sharing and versioning
• Project and process collaboration
• Extensive search and retrieval capabilities
• Sophisticated security functionality
• Web publication or posting for all above items, if
desired
• GIS integration and integration with electronic
signatures
Findings and Observations
• Laserfiche is the core enterprise content
management system for the Town's permanent
files.
• Staff lack the ability to scan any paper larger than 11"x17" for permanent storage.
• Although the functionality exists, the Town is not using the native functionality of the system to automate the records retention schedule to automatically delete expired data. • The Town should consider migrating easement information currently stored on a shared network drive to Laserfiche.

Interviews from the assessment workshops with departments show a strong desire to expand the Laserfiche environment. Benefits could include:
• Compliance - Improved and more efficient abilities to comply with the increasing volume and complexity of regulations and retention requirements • Security- Improved physical abilities and accessibility to security • Workflow Capabilities - Electronic capture, routing, and approvals of manual paper processes
• Improved Efficiency - Increased productivity through automation of manual processes and time reduction in retrieving and sharing information
• Reduced Costs - Reduced costs of printing, paper, storage space, and labor • Reduced Carbon Footprint- Minimized paper waste
• Improved Transparency - Increased accessibility to information via the Web, including full automation of some types of documents immediately upon creation without additional processing or labor
• Disaster Recovery - Protection of vital records through storage redundancy

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Item A Page 59 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Digitization - Ability to digitize often accessed paper documents to reduce the time required to retrieve these documents from physical files
Recommendations
• Work with Laserfiche to develop a system improvement plan and project statement of work (SOW) that captures all the Town's requirements. This plan would ultimately result in obtaining a quote or contract amendment with Laserfiche to fully implement the solution according to the Town's needs.
• It is recommended that the Town identify and inventory all functional gaps and system needs.
• This process should also include identifying all integration/interface requirements with other applications such as Springbrook and TRAKiT. ■ Identify any requirements that the vendor is not capable of providing that can then be dealt with by other means, such as more efficient workarounds, third-party applications, modifications, changes in organizational processes and procedures, etc.
• Develop a System Improvement Plan to close these gaps, including vendor-developed end-user training plans.
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative to increase the probability of implementation success.
• Consider scheduling demos with Laserfiche to fully explore the functionality and capabilities of the system including workflow automation for future implementation.

Benefits
■ Automated workflow and routing
• Reduction in paperwork and related costs
■ Online document retention and archiving
• Improved version and authorization control
• Improved public records access
■ Increased information-sharing and collaboration capabilities • Ability to provide Web posting and public access to customers and the public

CUENTFIRSTTECHNOLOGY CONSULTING

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Item A Page 60 Town Council Meeting May 9, 2023
Technology Current State Assessment

16. Intranet
Background
An intranet has a similar function to an organization's public-facing website, except it uses the organization's internal computer network to house an internal website to share information in a private, secure manner. Generally, it is dedicated to internal use by the organization, staff, and management.
lntranets provide useful information, such as the ability to communicate within the organization and reduce miscommunication by providing consistent information and instructional content. It also reduces time spent requesting and distributing documents between and throughout departments and the need for maintaining physical documents. lntranets can be used to:
• Quickly communicate news, changes
in policies or benefits, and emergency
information
• Promote a common culture
• Offer a dynamic calendar of events,
activities, due dates, etc.
• Send important news and newsletters
• Allow easy access to policies and
procedures, training manuals, or forms
• Provide contact information for
departments, supervisors, and other
staff
• Collaborate on Town projects with
contractors and vendors
Internet ntranet
..,_...... lntemal ltaffic
,.__.,,. rn1errel traffic
Internet servers
• Contain links to application-supported services (i.e., there may also be a link to Employee Self-Services that is tied to the Human Resource and Payroll applications, enabling employee capabilities to access electronic check stubs, electronic W-4 forms for filing changes, or other HR services)
Other potential town-wide Intranet uses could include, but would not be limited to:
• Increased town-employee communications
• Tricks and tools that would benefit users
• Contact information (internally and externally shared) • Major project-related information
• Personnel forms
• Benefits information
• Policies and procedures
• Administrative forms
• Training libraries
Agencies that are most successful with intranets configure staff personal computers to have the organization's intranet site as the homepage that launches whenever a browser is opened.

Findings and Observations
• The Town should consider implementing an intranet site to streamline and facilitate the sharing of information and resources.
• Local government-focused website vendors sometimes provide intranet design and implementation services on the same platform as the Town's website.

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Item A Page 61 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Municode - CivicPlus currently provides the Town's website services. • Staff indicated the need to use online fillable forms.

Recommendations
• Determine detailed feature/function requirements for a new intranet system. • Review applicable types of communication, calendars of events, as well as policies and procedures, to determine which types of information will improve internal communications
• This process should also include:
■ Inventorying all reporting requirements
■ Identifying all integration/interface requirements with other applications • Work with leadership, users, and stakeholders to select the best overall, long-term system for the Town's needs.
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative. • Conduct a town-wide assessment of internal department communications that could be posted or stored on the intranet, such as frequently asked questions and frequently requested information, so employees can utilize the intranet's self-service capabilities. • Make the intranet the default Internet browser homepage for all Town staff. • Use the intranet site as a method to reduce other mass employee communications, such as email, flyers, and bulletin board posters (as applicable). • Design the intranet with tools that automatically convert content and presentation components to a mobile-compatible display format, so employees can use their smartphones and tablets to access the Town's intranet.
• Provide staff training to access self-service capabilities as users. In addition, provide training for staff that need to post content and provide self-service information to ensure they can post and maintain content regularly.
• There are many parallels between implementing an organization's public-facing website and implementing an internal organization-wide intranet. It is recommended the Town consider designing and building the intranet with the same tools and resources that are used for the Town's public website.

Benefits
• Reduced miscommunication due to the use of a single-source location • Electronic document availability (decreasing labor and space requirements for physical documents, such as procedure manuals or paycheck inserts) • Electronic form availability (decreasing the need for physical employee forms) • Increased employee productivity and collaboration
• Remote access to information when outside the office
CLIENTFfRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 62 Town Council Meeting May 9, 2023
Technology Current State Assessment

17. Legislative Management System
Background
Legislative/Council management systems (L/CMS) allow a Town to centralize, automate, and manage the entire process for legislative/council meeting management. It provides the capability to manage and track resolutions, ordinances, ordinance numbers, roll call voting , dates, and related actions. It can capture meeting activities in real time and archive activities to enable inquiry and reporting . The system allows for access to information for all departments and users involved in the Council meeting management process. In a manual environment, this legislative information, such as ordinances, is often entered numerous times. When automated, it only needs to be entered a single time. Modern systems are offered as a standalone module, as modules in a suite of applications from a single vendor, or as part of an Enterprise Content Management System (ECMS).

In many instances, the legislative management systems can be integrated with media management systems to stream and record video and audio information, time stamp it, and tie it to the correlating meeting agenda or activity during a meeting. The system can push/publish agendas, minutes, and media recordings to the Town's website.

Typical Meeting management capability includes:
• Automates the drafting of minutes based on the meeting agenda • Provides for PC, laptop, or tablet-based access to meeting materials • Before the Board meeting for prep and review
• During meetings to engage and follow the meeting process • PC, laptop, or tablet-based voting
Findings and Observations
• The Town should consider implementing a legislative management system • Staff expressed a desire to automate the:
• Tracking of Committee attendance, which is manually tracked in Excel. • Creation of meeting minutes.

Recommendations
• Determine detailed feature/function requirements for a new legislative management system • Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will el iminate or reduce those processes and/or shadow systems and result in labor efficiencies • This process should also include:
■ Inventorying all reporting requirements
■ Identifying all integration/interface requirements with other applications such as the Town's website, ECMS system, and media management system • Work with leadership, users, and stakeholders to select the best overall, long-term system for the Town's needs
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative CL!ENTFIRSTTECHNOLOGY CONSULTING

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Item A Page 63 Town Council Meeting May 9, 2023
Technology Current State Assessment
• It can be advantageous to coordinate the purchase and selection of a legislative management system with the use of the ECMS system because:
• Some ECMS systems provide this capability as part of their suite of applications • There may be cost advantages to a single consolidated system • It reduces the need for IT support for fewer disparate application systems Benefits
• Reporting and Metrics - Use system reporting and metrics to monitor the public engagement level, mobile usage, page visits, etc.
• Event Management - Schedule events to broadcast live or record from any video source (camera, cable TV, tape)
• Archive and Publish - Archived files automatically transfer to internal and external storage and can be automatically published to the organization's website • Streaming - Leverage a media server for public streaming • Integration with Agendas and Minutes - Import agendas and synchronize indexed videos during meetings and, afterward, produce a public record on the website with the agenda linked to the video
• Anywhere and Anytime Access - The public and staff can watch live-streaming broadcasts or play archived videos through the website. Viewers can jump to desired topics through index points to review only the information or agenda items that are important to them
• Public Searching - The public can find what they want through a searchable public record on the website. All meeting audio, video, minutes, and agendas can be integrated • Notifications - The public can subscribe to the agenda, or to a particular search, to receive notifications when new content is available
CL!ENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 64 Town Council Meeting May 9, 2023
Technology Current State Assessment
Smart Technologies is the concept of using new
technologies in combination with creativity,
information sharing, and the collaborative process
to better serve and interact with the public.

18. Citizen Request Management

19. Website Improvements

20. GIS Assessment and Plan

21. Social Media Policy and Procedures

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Item A Page 65 Town Council Meeting May 9, 2023
Technology Current State Assessment

18. Citizen Request Management
Background
Citizen/Customer Request Management (CRM) solutions
are used to manage all types of requests and complaints.

These solutions can categorize requests, prompt for
typical information required, assign and route information to specific staff or departments, track status, and fulfill overall reporting requirements for more effective handling and response.

The primary objective is to ensure all inquiries, requests, and complaints are captured when received, routed to the proper resource, and responded to or resolved promptly, ensuring that the loop is closed on every contact. Ideal CRM functionality includes:
• Citizen responsiveness (requests captured and
completed, responses provided to citizens, including
when and how resolved)
• Prompt request routing (departments/persons)
• History (complaints, requests, timeliness of responses, who completed, how resolved, and cost analysis)
• Interdepartmental resource linking
• Managing resources
• Benchmarking and performance-based measurements
• Planning and budgeting
• GIS integration
• Online customer surveys
Additionally, many CRM systems can also manage public records requests mandated by the Public Records Act (PRA). However, there are standalone vendors for those specific types of requests. Some specific vendors include:
• JustFOIA
• FOIAXpress
• GovQA
• NextRequest
Findings and Observations
• The Town would benefit from a Citizen Request Management system to automate the process and maintain clear communications for code compliance and maintenance requests made by internal and external customers.
• Currently, requests for services are received via a form or by a telephone call for code complaints, trees that have fallen, and street issues.
• Forms and telephone calls are routed manually and tracked by a spreadsheet. • Staff reported the need to report on the number of maintenance requests as well as response times.
• The Town's public records requests could be handled by a citizen request management system which would replace the web form.

CLIENTF!RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUI DANCE
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Item A Page 66 Town Council Meeting May 9, 2023
Technology Current State Assessment
Recommendations
• Determine detailed feature/function requirements for a new Citizen Request Management system.
• Review applicable manual processes and shadow systems, such as spreadsheets, paper, and other databases, to determine which automation improvements will eliminate or reduce those processes and/or shadow systems and result in labor efficiencies • This process should also include:
■ Inventorying all reporting requirements
■ Identifying all integration/interface requirements with other applications such as TRAKiT
• Determine if the CivicPlus Request Tracker functionality can adequately meet the overall Town's needs, by inventorying all request management needs from all departments. • Work with leadership, users, and stakeholders to select the best overall, long-term system for the Town's needs.
• Follow the guidelines in the Project Planning and Implementation Best Practices initiative. • Consider adding a website landing page that links to the CRM solution. • Determine if a Citizen Request Management system can address the Town's public records request tracking needs or if a standalone system is needed.

Benefits
• Increased customer satisfaction
• Centrally managed information
• Less time manually managing and monitoring
• Increased use of features
• Improved access to information
• Improved reporting and performance tracking

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 67 Town Council Meeting May 9, 2023
Technology Current State Assessment

19. Website Improvements
Background
Municipal websites have become informational portals for citizens to quickly access information and conduct transactions without having to call Town staff or go to Town Hall. Additionally, interactive functionality and transactions can be made available 24/7.

Findings and Observations
• The Town is currently using Municode (acquired by CivicPlus) for its website hosting and management.
• Council members have discussed the desire to upgrade the Town website. • Staff indicated the need to:
• Host a community events calendar on the website, including a policy for organizations to submit events for inclusion.
• Automate and simplify website information.
• Automate and proactively promote the public subscription to the Woodsider newsletter. • Add a link on Council Member's pages for people to sign up for notifications for their district.
• Allow constituents to sign up for notifications regarding certain types of projects.

Recommendations
• It is recommended that the Town conduct a comprehensive review of the existing website content and capabilities to determine requirements for a new site and/or hosting service. • This process should include:
■ Inventorying all content and information requirements ■ Identifying all functional requirements such as a community calendar, request management, and notification capabilities
■ An evaluation of the ease with which website information can be automated • Determine if the CivicPlus solution can adequately meet the Town's needs. • If CivicPlus cannot meet the Town's needs, work with leadership, users, and stakeholders to select the best overall, long-term hosting service for the Town's needs. • Follow the guidelines in the Project Planning and Implementation Best Practices initiative. • Offer regular training to keep staff skills fresh and to ensure they can keep website content current.
• Consider adding the CivicPlus Request Tracker module to the website. • Develop a content management policy.
• As part of the content management policy, implement standard practices and make website maintenance a standard to ensure the site is maintained regularly and remains relevant and up-to-date for the public.

Benefits
• Reduced resident in-person visits
• Improved public records access
• Increased information-sharing capabilities
• 24/7 availability
• Improved resident-user experiences
• Increased resident interaction and transaction capabilities

CLJENTFJRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 68 Town Council Meeting May 9, 2023
Technology Current State Assessment

20. GIS Assessment and Plan
Background
GIS systems are integral components in the business of
managing a Town's assets and operational activities.

Enterprise-level municipal software programs, including Enterprise Asset Management (work orders) and Land
Management, use GIS to improve accuracy and provide
graphical views and easy access to geospatial data. GIS allows a Town to visually display data on maps that show storm drains, signs, trees, light poles, buildings, streets, incident locations, crime analysis, etc. In addition to tracking all locations, addresses, and parcels, many agencies
inventory their infrastructure assets (e.g., light poles, signs, trees, recreation equipment, park improvements facilities, etc.) within their GIS system.

A centralized GIS system that has all the necessary integrations to other enterprise applications allows the Town to make data-informed decisions, improve graphical management (locations, addresses, parcels, etc.), and realize the convenience of centrally managed information.

Most modern enterprise application systems are architected, developed, and built on, or designed to integrate with geospatial technology. To fully utilize these new geo-based enterprise application systems, it is necessary to integrate them with the entity's GIS system.

A GIS Assessment and Plan would set forth procedures and methods used to determine where the Town envisions going with GIS in the future, which may include:
• Improvements to the GIS Enterprise
• Evaluating potential data sources and data needs
• Integration of GIS with other Town enterprise applications • Data acquisition needs
• GIS readiness and Smart City applications
• Developing additional GIS applications and functionality • Additional staffing requirements
• Prioritized resource requirements
• Planning for the long-term maintenance of the GIS system and data • Development of GIS-specific budgets tied to the various elements or initiatives within the GIS Master Plan
• Public online GIS information access
Findings and Observations
• The Town will benefit from a plan that addresses and prepares for future GIS operations and helps consolidate and leverage the Town's investment in GIS. Such a plan will also identify and lay out the needs for future GIS resources by providing a prioritized roadmap of potential GIS improvements and benefits across the Town. • The Town is currently using the County GIS system for some services. • The Town contracts some GIS updates to a third party. • Major core enterprise systems are not integrated with GIS or have not had their data updated for several years.
• A TRAKiT upgrade will require a GIS Assessment to determine if the necessary GIS data is available and accurate.
• TRAKiT/GIS integration will require an ArcGIS Online account to post updated GIS data.

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Item A Page 69 Town Council Meeting May 9, 2023
Technology Current State Assessment
• For TRAKiT/GIS integration to be successful, Town GIS data must be updated periodically.

Staff Feedback
Administratfon/Finance
• Town staff uses the County GIS system for noticing and researching addresses. The GIS system needs to be updated and information in TRAKiT synced to show correct property ownership information. This syncing has not been done in 10 years Public Works/Building
• The Town needs to migrate the easement information that is stored on a shared network drive to an online system such as Laserfiche, TRAKiT, or GIS • We need accurate property/ ROW lines for individual properties • We need an online portal to allow the public access to the property information • Need the ability for handheld devices to access GIS information.

Clerk
• The Town contracts out GIS services
• The Town relies on the County GIS website for property information to run notification lists • TRAKiT is not integrated with the County GIS system
• We need the ability to display the Town's capital improvement projects on a map Planning
•
•
•
•
•
•
Need the ability to update time stamp GIS data in Google Maps We need the ability to centralize GIS data in a single location to allow anyone to retrieve and update it
We need the ability to integrate the San Mateo County Assessor Property Data with TRAKiT The San Mateo County Assessor Property Data has not been updated in TRAKiT for over eight years
We need access to up-to-date maps based on projects completed (i.e. , as divisions of land, changes in zoning or GP, or otherwise)
We need the ability for digital plans to be clearly labeled, dated, and sorted by submittal dates
Recommendations
• Conduct an educational and detailed assessment to develop a GIS plan which includes:
• GIS applications and hardware and/or cloud-based needs • An evaluation of implementation options to determine the most cost-effective approach • Organization-wide operational application integration needs (all departments) • Leveraging the use of GIS for internal Town departmental access and public access to information in a spatial or map-oriented format
■ Expanding the use of GIS to include capital improvement project reporting needs • Plans for identifying and tagging (coordinates) all assets for maintenance and view on a layer-by-layer basis
• GIS staffing and/or outsourcing needs, including alternative approaches to GIS staffing or staff augmentation needs

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OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 70 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Review of existing and identification of potential new partnerships and data-sharing opportunities
• Five-year budget with prioritized initiatives
• Consider assistance from an independent, third-party, subject-matter expert to develop a GIS Assessment
• Make GIS integration a requirement for all new geo-based and spatially oriented software application procurements
• It would benefit the Town if the third party conducting the assessment had experience with TRAKiT/GIS integration.

Benefits
• Management of geospatial information
• Improved utilization of applications that support GIS integration • Inventory with the location of all assets for maintenance management and planning • Secure sharing of information
• Access to information by more Town personnel
• A more mobile and productive workforce
• Faster, well-informed decision-making
• Real-time access to information from the field
• Increased ability for team members to communicate and collaborate from separate locations • Easier creation and storage of digital maps
• Better analysis of infrastructure
• Improved land/parcel management
• Improved customer service through the ability to publish for public access • Improved officer safety for Police & Fire by providing accurate, updated data related to specific locations

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
44 68
Item A Page 71 Town Council Meeting May 9, 2023
Technology Current State Assessment

21. Social Media Policy and Procedures
Background
A social media policy is a code of conduct that provides guidelines for departments and individual employees who create a social media presence and post content on that presence or the Internet, either as part of their responsibilities or as a private person . Setting clear expectations for departments and employees can positively affect the organization's image within the community, as well as avoid embarrassment and legal liabilities. • Typical social media policy determines:
• What departments are allowed to establish a social media presence and on what social media services (e.g., Facebook, Twitter, lnstagram, etc.) • Sets guidelines on what type of information can be posted • Sets guidelines on personnel who can be responsible for social media establishment and maintenance at the department level and levels of departmental management review
• If two-way communications are allowed, most municipalities monitor them every day • Many communities review all potential posts before publication Findings and Observations
• The Town's existing social media presence consists of a website and the use of the NextDoor platform as well as a YouTube channel for the Arts & Culture committee • Residents can subscribe to notifications regarding Arts & Culture events, Town Announcements, and agenda postings
• The Town should consider implementing a social media policy and procedure that guide the Town's use and deployment of its communication with external and internal customers through social media (e.g. , NextDoor application), website, and intranet • The policy, when combined with a technology platform, will allow the Town to issue mass communications to stakeholders. Some essential functionality of a system may include:
• Town-wide notifications and mass communications
• Allow residents to subscribe for electronic notifications to town-related events, such as:
■ Events
■ Announcements
■ Agenda postings
• Ability to automatically update several social media outlets from the webpage • Consider potential social media integration opportunities with the organization's websites Recommendations
• Develop a social media policy and procedure to guide Town staff. • Provide training to staff associated with any type of social media communication . • Software products that automatically update several social media outlets from the webpage are readily available and should be used to realize efficiencies. • Consider potential social media integration opportunities with the organization's websites. • Provide approval to employ a limited number of named social media sites subject to review by the Town's Executive Management and management approval.

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OPTIMAL TECHNOLOGY GUIDANCE
45 68
Item A Page 72 Town Council Meeting May 9, 2023
Technology Current State Assessment
• Provide tutorials for employees who use social media to promote organization events and information.

Benefits
• Increased community involvement
• Improved public records access
• Enhanced communication
• Improved public relations
• Fulfillment of public expectations
• Increased promotion of business growth
• Mitigation of risk through education of staff on policy and practices

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OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 73 Town Council Meeting May 9, 2023
Technology Current State Assessment
IT Infrastructure refers to networks, servers,
equipment, inside or outside cable plants, and
other communications infrastructure.

22. Computer Equipment Replacement Planning

23. Computer Room and Power Distribution

CLIENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
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Item A Page 74 Town Council Meeting May 9, 2023
Technology Current State Assessment

22. Computer Equipment Replacement Planning
Findings and Observations
• The Town does not have a formal replacement schedule for capital computer equipment, including servers, storage, switches, or firewalls.
• Workstations are replaced approximately every five years. • File servers are obsolete and cannot support current versions of virtualization software. • Other technology systems, such as audiovisual systems, camera systems, door access control systems, and video surveillance, do not have a formal replacement schedule.

Recommendations
• Create and maintain an inventory of all computer
equipment, year purchased, warranty duration, and other useful information.

IT Equipment _,
• Expand the inventory to all technology with a standard life expectancy.
• Develop a ten-year, rolling computer equipment
replacement plan and budget accordingly.
• Allow customized length of time for replacement of any technology that may have a unique end-of-life.
• Continue to purchase discounted extended warranties at the time of purchase that will cover the equipment
throughout its useful life (e.g., five years for computers and servers).

Benefits
• Better forecasting of purchases
• Managed process that flattens capital expenditures over time
• Improved computer performance
• Improved available features
• Improved portability through the use of a single device • Ability to keep spare equipment around to be reissued, eliminating employee downtime
• Increased employee performance by eliminating the use of old, slow, and post-life cycle technology
• Reduced total cost of ownership

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Network Switches
Phone System
Upgrade
Phone System
Replacement
Audiovisual
Equipment
Servers
Disk Storage
PCs
Laptops
Mobile Devices
Wireless Devices:

Point-to-Point
Wireless LAN
Windows Software
MS Office
Printers, Scanners
Plotters
7 5
10 5
5 5
5 4
2 5
4 +/- 5
+/- 5
5 5
48 68
Item A Page 75 Town Council Meeting May 9, 2023
Technology Current State Assessment

23. Computer Room and Power Distribution Improvements
Findings and Observations
• Town computer equipment is located in a shared space in the basement. • The space does not provide adequate physical or environmental protection for the computer equipment.

Recommendations
• Moving file servers and data to the cloud will minimize the risks related to the current equipment location.
• Plan to replace the current cabinet with a cabinet that includes environmental controls. • Add water sensors on the floor near the cabinet.
• Be vigilant in keeping all cables and equipment off the floor. • Consider adding humidity sensors because changing levels of humidity can cause condensation on equipment.

Benefits
• Improved support for server and network equipment
• Improved management and monitoring capabilities
• Longer-lasting equipment and extended runtime
• Reduced cost in replacement of failed hardware
• Reduced down time for network and services for citizens • Addressed structural integrity issues with a building • Reduced risk of significant loss of equipment and power systems

CUENTFIRSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
49 68
Item A Page 76 Town Council Meeting May 9, 2023
Technology Current State Assessment
The IT Operations section addresses daily support
and maintenance of all IT infrastructure and user
support.

24. Desktop Management

25. IT Policies and Procedures

26. Mobile Device Management

CUENTF/RSTTECHNOLOGY CONSULTING

OPTIMAL TECHNOLOGY GUIDANCE
Item A Page 77 Town Council Meeting May 9, 2023
Technology Current State Assessment

24. Desktop Management
Background
A desktop management (OM) interface is a framework for managing and keeping track of the hardware and software components of an organization's computers.

The concept of desktop management (DM) refers to the comprehensive approach of managing all computers within an organization, including laptops and other devices. Tasks include installing and maintaining hardware and software, setting up spam filters, and providing user permissions. As security-related tasks have increased over the years, desktop management is also providing more patch management (code changes), corrections against viruses and spyware, and controlling programs installed without permission.

Findings and Observations
• Workstations, most likely at the museum, are utilizing Windows 7, which is obsolete and end-of-life.
• The software inventory identified Adobe versions 10, 11, 2017, and 2020. • Microsoft SQL client 2012 and Silverlight are installed on workstations. • The Town recently moved to Adobe subscription pricing and is standardizing on the most current version.

Recommendations
• Periodically review the desktop inventory and validate all applications are current. • Review for end-of-life software.
• Move all workstations to Windows 10.
• Consider moving to Windows 11 .
• Standardize desktop configurations to ease maintenance and support and improve security.

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Item A Page 78 Town Council Meeting May 9, 2023
Technology Current State Assessment

25. IT Policies and Procedures
Findings and Observations
• The Town has a minimal number of approved IT policies. • The Town expressed the desire to develop and tighten policies to improve compliance. They also wish to enact policies to ensure that the organization is protected. • Security-related policies and operational procedures for the network appear to be limited. • Limited documentation and Help Desk knowledgebase limitations make cross-training difficult.

Recommendations
• Revise and create a limited number of IT policies and procedures that include the following topics:
• Password Management
• Encryption
• Security Awareness Training
• Device Configuration (e.g., desktops, network devices, etc.) • Cyber Security Incident Response
• Personally Identifying Information (PII) Protection
• Include HIPAA and PCI compliance requirements
• Remote Access
■ Review policies and modify them as appropriate at least every third year ■ Upon completion of IT policies and policy compliance, develop desk procedures to verify compliance and document key IT processes
• Develop standard operations and procedures (SOP) for server, network, and application support
• Utilize helpdesk ticketing system for maintaining knowledgebase and support procedures CUENTF!RSTTECHNOLOGY CONSULTING

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Technology Current State Assessment

26. Mobile Device Management
Background
Mobile device management (MOM) software is a collection of applications that allows the management, distribution, usage, and maintenance of laptops, tablets, and smartphones.

Additional features allow configurations to be done on devices to discourage wrongful use and reduce individual device maintenance.

Findings and Observations
• MOM provides the ability to see and control all mobile devices owned or controlled by the enterprise.
• A key feature of MOM products is the ability to "wipe" a partition on the device if it is lost or stolen.
• The Town does not use mobile device management
tools.

Recommendations
• Research, pilot, and select a full-featured MOM software product. • Consider using Microsoft lnTune because it is a component of Microsoft 365. ■ Other leading products include AirWatch, MAS 360, and Meraki.

Benefits
• Improved staff efficiency and mobility
• Support for all devices
• Less time manually managing and monitoring
• Increased use of remote access
• Simplified distribution of software

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Technology Current State Assessment
Cybersecurity addresses all security systems and
practices, including disaster recovery, to protect
systems and data.

27. Audit Logs and Log Management

28. Backups

29. Disaster Recovery Planning

30. Cybersecurity - General

31. Cybersecurity Assessment

32. Records and Data Retention

33. Security Awareness Training

34. Multi-Factor Authentication

35. Windows Active Directory
Disaster Recovery Planning
t t t t t
IHfll lt@W 1-M:iiiijf MHiiiil:i-5 Pliil

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Item A Page 81 Town Council Meeting May 9, 2023
Technology Current State Assessment

27. Audit Logs and Log Management
Background
The audit log and log management software are used to monitor the status and health of Active Directory, servers, and all network devices, respectively. This software also allows the ability to create audit trails of changes made to the Active Directory and other applications and systems.

With log management and alerting software, IT staff members can be notified immediately of any issues or potential threats to the Active Directory domain. Audit logs are important tools for managing the environment. In addition, should an incident occur, audit logs can provide valuable forensic information related to the incident and any potential perpetrators.

Findings and Observations
• The Town does not use an Active Directory monitoring tool. • The Town is interested in moving Active Directory to the Microsoft Azure cloud-based instance.
• Active Directory monitoring tools combine on-premise and cloud-based monitoring. • Only firewall logs are regularly monitored (by the managed services vendor).

Recommendations
• Log management products should be evaluated and selected following software selection best practices.
• Investigate the Active Directory log management tool capabilities first to determine if expanding the use of the product will satisfy Town requirements. • Consider AD Audit 360 or Netwrix as potential Active Directory audit tools.

Benefits
• Centralized Active Directory management system
• Improved automation of routine tasks
• Increased investigation visibility using audit trails • Improved security
• Improved reporting and metrics
• Better diagnostics and problem identification
• Availability of forensics log
• Alerts to bad logon attempts
• Increased staff productivity

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Item A Page 82 Town Council Meeting May 9, 2023
Technology Current State Assessment

28. Backups
Findings and Observations
• Backups are stored locally and at a data center over 100 miles away. • File restores have been tested.
• Full server restoration has not been tested.
• In the event of a disaster, it is estimated that servers could be activated remotely within 48 hours.
• Rebuilding servers locally is estimated to require approximately 7 days. • Microsoft 365 online email is not backed up.

Recommendations
• Implement a cloud-to-cloud backup solution for M365,
OneDrive, SharePoint, and cloud-based Exchange
• The selected backup solution should be capable of:
• Backing up Azure servers
• Providing Disaster Recovery for cloud-based servers
• Providing basic email services in the event of an M365 outage
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Item A Page 83 Town Council Meeting May 9, 2023
Technology Current State Assessment

29. Disaster Recovery Planning
Background
Disaster recovery planning is a critical component of cybersecurity readiness. A disaster recovery plan outlines expected timeframes and work steps to restore computer systems should a significant incident cause a long-term (usually expected to be greater than 24 hours) outage.

Expected recovery timeframes should be considered service-level agreements between the IT function and the Departments for recovery of systems and maximum data loss.

A disaster recovery plan should contain the detailed work steps required for recovery. The Town cannot assume that primary IT support personnel will be available in the event of a disaster.

Findings and Observations
• The Town does not have Disaster Recovery, Business Continuity, or Cybersecurity Emergency Response plans.
• Service-level agreements (SLAs) are not in place for application recovery in the event of a disaster.
• Service-level agreements outline the expected time from the declaration of a disaster to the availability of application systems and the maximum expected loss of data. ■ Typical restoration timeframes for critical systems are less than 24 hours with less than 24 hours of data loss.
■ Lower-priority systems may not be restored for days in the event of a disaster. ■ We always try to avoid data loss greater than 7 days. • System backups are stored on-premise and transported to a secure offsite data center.

Recommendations
• Develop a cybersecurity emergency response plan.
• Implement a cloud-based backup solution (see above).
• Include the ability to activate virtual servers in the cloud in the event of a disaster. • Best practice for a cloud-based backup is a system that protects against malware attacks through additional separation from production systems (immutable backups). • Test virtual server recovery on a regular basis.
• Develop a Disaster Recovery Plan/Business Continuity Plan. • Work with the departments to understand desired service restoration time frames. • Review and test comprehensive restores of critical systems. • Develop strategies for the restoration of high-priority applications. • Begin to implement based on strategy and application priority. • Test portions of plans every six (6) months.
• Develop plans for continued staff access to applications in the event a major Town facility is no longer available.
t
Disaster
Recove,y Kit
Disaster Recovery Planning
t t t
Disaster
Recovery Plan
(DRP)
Recovery Systems
Implementation
t
OngoingDRP
Updates
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Item A Page 84 Town Council Meeting May 9, 2023
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Benefits
• Emergency preparedness compliance
• Improved communication
• Awareness of procedures
• Better diagnostics and problem identification
• Reduced risk and liability
• Faster, well-informed decision-making
• Identification of business-critical functions
• Decreased recovery times and exposure to system failures • Awareness of immediate actions
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Item A Page 85 Town Council Meeting May 9, 2023
Technology Current State Assessment

30. Cybersecurity - General
Background
The number and sophistication of cybersecurity incidents continue to increase. Risks related to cybersecurity attacks have become more significant recently. A new organization fall victim to ransomware approximately every 15 seconds. Costs of breaches have escalated and include loss of reputation, reduction in the ability to serve residents, costs associated with notifying those affected by the breach, reduced staff productivity, and financial loss.

Local government agencies are all struggling to improve cybersecurity preparedness and expand cybersecurity defense. Some of our clients have deployed over fifty (50) different cybersecurity programs and tools to reduce the risk of breach and, should a breach occur, limit the damage.

For the last two years, ClientFirst has been recommending significant increases in cybersecurity spending as a part of IT planning engagements. The increased complexity of cybersecurity defense has caused us to advocate for a cybersecurity focal point to manage agency efforts.

Since 98% of cyberattacks rely on social engineering, cybersecurity defense begins with programs to reduce the risk of staff failure to recognize a cybersecurity risk.

Findings and Observations
• The Town conducted a Cybersecurity Assessment in·2020 • The Town has been working to implement the recommendations of the Cybersecurity Assessment
• The Town has implemented a layered approach to network security • Next generation antivirus
• Firewalls with the most advanced security features
■ Email and website filtering
■ Intrusion Protection/Intrusion Detection
• Planned cybersecurity projects include:
• Security Awareness Training
• Multi-factor Authentication (MFA)
• Mobile Device Monitoring (MOM)
• Replacement of end-of-life systems that do not have patches available • Encrypting laptop and desktop hard drives
• Cybersecurity is multi-faceted, requiring a significant number of technical tools, operational skills, and managerial capabilities to keep staff attentive to continually evolving threats and methods of attack
Recommendations
• Implement the following cybersecurity tools:
• Security awareness training
■ Maintain cybersecurity training and testing
• At a minimum, quarterly testing and annual training
• MFA for all external access
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Item A Page 86 Town Council Meeting May 9, 2023
Technology Current State Assessment
■ Plan to implement MOM for all cloud-based application systems • Sandbox tools for quarantine of suspicious incoming emails • Disk encryption
■ Portable devices initially and then expand to all workstations • Cybersecurity Policies and Procedures
■ Upon approval of policies, conduct periodic cybersecurity readiness exercises • Implement a Managed Detection and Response (MOR) program for 24/7 third-party cybersecurity event management and alerts
• The Cybersecurity and Infrastructure Security Agency (CISA) recently announced a partnership with Crowdstrike that we view as beneficial • Implement Domain Name Filtering
• CISA has a domain name filtering offering also
• Plan to move from a ".org" domain name to a ".gov" domain name • CISA has announced additional cybersecurity tools for ".gov" domain names

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Item A Page 87 Town Council Meeting May 9, 2023
Technology Current State Assessment

31. Cybersecurity Assessment
Background
It is a best practice to conduct a third-party Cybersecurity assessment every three years. A security assessment should include a complete review of Town policies, procedures, practices, and technical cybersecurity mechanisms in relation to the National Institute of Standards and Technology cybersecurity framework. Penetration testing and vulnerability scanning should be performed annually or whenever major firewall changes are made.

Findings and Observations
• A Cybersecurity assessment was conducted in 2020.
• The Town's cybersecurity insurance provider is currently conducting security scans. • The Town's IT support vendor is working to mitigate the findings. • The Town is working to implement the recommendations of the assessment.

Recommendations
• Consider making changes from the current report and moving Town servers to the cloud before engaging in another security audit.
• Utilize a third party other than the Town's IT support vendor for the audit. • Engage a third party to perform a security assessment every three years. • Complete security recommendations included in this plan before initiating a security assessment.

Benefits
• Risk mitigation
• Meets compliance requirements and industry best practices

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Item A Page 88 Town Council Meeting May 9, 2023
Technology Current State Assessment

32. Records and Data Retention
Findings and Observations
• The Town has a records retention policy of two years for email. • The policy is not enforced.
• Records retention policies for electronic records are not enforced. • Laserfiche is the Town's document management system.
• Local email archives (.PST files) are used to offload email storage from the email system.

Recommendations
• Develop procedures for electronic records retention for the various record types. • Implement procedures for records retention and subsequent destruction of electronic records.
• Implement automatic records retention processes within the document management system.
• Eliminate the use of local archives. They limit the effectiveness of automated public records searches.
• Train staff to utilize the email archive system as a replacement for local archives.

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Item A Page 89 Town Council Meeting May 9, 2023
Technology Current State Assessment

33. Security Awareness Training
Background
Security Awareness Training is a formal process for educating employees about computer security. There has been a large increase in data breaches and network compromises because of targeted phishing emails. A good security awareness program should educate employees about corporate policies and procedures for working with information technology. Employees should receive information about who to contact if they discover a security threat and be taught that data is a valuable corporate asset.

Regular training is necessary to provide staff with the knowledge to help protect the organization's network from viruses and malware. Users are the frontline defense for the prevention of virus and malware attacks.

Confirming how well the awareness program is working can be difficult. The simplest metric is measuring the number of incidents over time, which should be decreasing. The best practice method of measurement involves a multi-phased approach of baseline testing , then training , then testing, using an automated phishing approach. Follow-up with additional training is done as needed.

Online training provides multiple benefits, including:
• Staff members can work at their own pace, on their own schedule. • Staff members can be enrolled in multiple online training courses. • An administration control panel can be used to monitor users' progress and set up phishing campaigns to test the users.
• Reports can then be generated to see how users did compared to previous phishing campaign scores to measure improvement.
• Organizations should encourage users to complete training on a regular basis as part of compliance requirements.

Findings and Observations
• A cybersecurity and phishing test tool has not been implemented. • Security awareness training is becoming a best practice targeted at improved staff security readiness.
• The majority of malware/ransomware attacks are initiated through a phishing email. • The majority of computer financial fraud attacks are initiated through a phishing email.

Recommendations
• Consider Know8e4, Barracuda, or other cybersecurity training and testing products for implementation.
• Implement regular online security awareness compliance training . • This training should be mandatory for all users.
• Incorporate training plans into the annual review process. • Continue to utilize the Know8e4 solution as a means of proactive training solution that allows periodic deployment of simulated phishing attacks to test user competencies.

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Item A Page 90 Town Council Meeting May 9, 2023
Technology Current State Assessment

34. Multi-Factor Authentication
Background
The need for both increased information sharing and remote access to data networks and increased security threats create new identity validation requirements. To meet these requirements, many agencies at all levels of government are using a strategy known as advanced authentication or multi-factor authentication. This approach supplements traditional username and password authentication with alternative forms of verification based on a user's physical characteristics (such as a fingerprint) or an object in the user's possession (such as a smart card or a token).

Findings and Observations
• Multi-factor authentication is a security strategy based on the principle of defense-in-depth. • It is best practice for all remote access authentication to be based on multi-factor technology.

Recommendations
• Budget for and implement multi-factor authentication for access to Town systems. • Begin with remote access, including VPN, and Microsoft 365. • Plan to implement multi-factor authentication with cloud-based enterprise applications systems.
• For management staff who would benefit from remote access to applications, consider a soft-token multi-factor authentication to reduce complexity.

Benefits
• Enhanced security and compliance
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Item A Page 91 Town Council Meeting May 9, 2023
Technology Current State Assessment

35. Windows Active Directory - Server Upgrade
Background
Windows Active Directory (AD) is a central directory structure that provides authentication to network resources (files, printers, applications, and more). Groups and organizational units can be created in AD to lessen the ongoing
maintenance requirements of adding and deleting user rights.

Domain controllers are Windows Servers running a version of AD Domain Services.

Findings and Observations
• The Active Directory domain is Windows 2012 R2.
• Windows 2012 R2 is scheduled for end-of-support in
October 2023.
• Town servers are end-of-life and cannot support current versions of the virtualization software.
• The Town's Land Management (permits and inspections) software is located on the onpremise servers. • Laserfiche is also located on the on-premise servers. • User home directories and file shares are on the on-premise servers.

Recommendations
• Upgrade Active Directory domain controllers to Windows Server 2016 or 2019. • Begin the process of moving all on-premise systems to the cloud. • Move home directories and shared files to OneDrive and SharePoint respectively. ■ Train staff on OneDrive and SharePoint as a part of the process. • Evaluate Laserfiche's cloud-based product and determine if it meets Town requirements. ■ Laserfiche cloud product is not the same as the on-premise version. ■ Laserfiche workflows may require a rewrite in a move to the cloud. • Evaluate the Land Management system cloud product and determine if it meets the Town's needs.
• NOTE: Due to the failure of the server infrastructure, the Town has begun the implementation of these recommendations. Town servers have been moved to the Managed Services Provider data center to maintain Town services.

Benefits
• Improved functionality and security
• Meets industry compliance standards
• Enhanced feature sets that were once non-existent are now available.

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Item A Page 92 Town Council Meeting May 9, 2023
Technology Current State Assessment
The telecommunications system is a critical tool
for local government entities. It enables the ability
to communicate effectively with constituents and
deliver high standards of service.

Telecommunication is also a key element in
teamwork, allowing employees to collaborate
easily from wherever they are located.

36. VoIP Phone Replacement

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Item A Page 93 Town Council Meeting May 9, 2023
Technology Current State Assessment

36. VoIP Phone Replacement
Background
The telecommunications systems and Voice Over Internet Protocol (VoIP) marketplace has changed over the last decade to include VoIP telephone systems installed using two general methods on-premise or cloud-based. Systems using equipment installed on-premises are called Unified Communications Systems (UCS) and those installed in the cloud are called Unified Communications as a Service (UCAAS).

Both system approaches provide telephone features, voicemail, and conferencing as well as mobility tools and apps. The main difference between these solutions is the method by which they are installed and their pricing models. The following are some characteristics of both:

On-Premise
• Equipment is installed in IT closets.
• Calls are delivered over the data network.
• Software licensing is typically purchased.
• All the system hardware, telephones, and
servers are owned by the organization.
• Customers subscribe to an annual
maintenance and Software Assurance
contract.
• Implementation is performed in detail by the
selected vendor with customer participation.
• Telephone lines are connected to the system
from a separate carrier.
• Requires local administration by staff for
Moves, Adds, and Changes (MAC), and
Billing.

Pricing
The Pricing model characteristics:

Premises-Based
• Customers purchase the hardware and
software.
• This has a more substantial upfront cost
(unless financed).
• Low-cost Annual Maintenance and Software
Assurance arrangements.
• Ongoing tE:llE:lphon~ carrier costs.

Cloud-Based
• System equipment resides in the provider's
Cloud Data Center and is leased.
• Calls are delivered over the data network.
• Phones are the only equipment installed onsite and can be purchased or rented . • Maintenance and Software support is
included in the monthly user license fee.
• Software features are bundled into groups.
• Some software features are billed monthly a
la carte.
• Implementation is typically conducted
remotely and requires significant customer
involvement.
• Telephone lines and carrier service are
typically included in the Monthly user license
fee.
i • Requires local administration by staff for
Moves, Adds, and Changes (MAC) and
Billing.

Cloud-Based
• In most cases the Customers purchase only
the telephone handsets; however, some
vendors provide phones on a monthly rental
basis.
• The software user licenses are rented every
month for each user.

The premises system has a more substantial one-time purchase price than the cloud-based system, but the cloud system can have a much higher monthly cost than a premises-based solution.

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Technology Current State Assessment
Competitive Selection
The suppliers and manufacturers have also consolidated and changed over this time. This creates a high degree of competition between the traditional on-premise providers and the cloud-based providers through the development of a formal Request For Proposal (RFP) and competitive vendor selection.

Because of the system's complexity and the number of vendor choices, clients should develop a formal Request For Proposal (RFP) with specifications for the new system and conduct a competitive system selection process. Doing so will uncover "hidden" costs and provide the best operational fit as well as the most competitive pricing for the life of the system.

Findings and Observations
• The current NEC phone system is ten years old and needs to be replaced.

Staff Feedback
• Staff believe an assessment that provides a holistic view of the land line and cell phones is warranted, as few staff members are assigned Town issued phones. • A phone directory and automated attendant needs to be set up to ensure callers are routed to the right resources.
• Staff would also like to have noise canceling and hands-free headsets for their phones and computers.

Recommendations
• Develop formal Request For Proposal (RFP), operational requirements, features, system performance requirements, Contact Center Operational needs, reporting, and support requirements
• Included in the operational design should be an integration of Chat, IM, Social Media, and website click-to-talk/chat links/connections.
• Structured Automated Attendant solutions for each department and operational needs should also be included in the specifications.
• Integration with Active Directory (AD) should also be included to offer tools that speed up the process of adding and changing users on the system. • Consider call recording tools for training and quality control. • Follow the principles of the Software System Needs Assessment Best Practices as outlined in this Plan.
• Implementation of a cloud system or a premises-based system requires the same effort, design details, planning, testing, and user training.
• The City may have many analog connections that use the existing telephone system (e.g ., Paging system, outside phones, emergency phones, door closures, etc.) Addressing these needs requires additional equipment. These functions should be described and included in the RFP
Benefits
• Addresses the functional and operational telephony needs of the Authority • Offers tools to enable improvements in the operation
• Improves the caller/user experience
• Provides contact center reporting tools
• Reduces support and management Costs
• Reduces total cost of ownership
• Provides a current platform that can be enhanced to address changing needs CUENTF!RSTTECHNOLOGY CONSULTING

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Item A Page 95 Town Council Meeting May 9, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item B
From: Kevin Bryant, Town Manager May 9, 2023
SUBJECT: REVIEW AND COMMENT ON WOODSIDE FIRE PROTECTION DISTRICT DRAFT ORDINANCE NO. 13-2023, WHICH WOULD ADOPT BY REFERENCE THE 2022 CALIFORNIA FIRE CODE (BASED ON THE 2021 EDITION OF

THE INTERNATIONAL FIRE CODE) AND WOODSIDE FIRE PROTECTION

DISTRICT BOARD DETERMINED AMENDMENTS AND ADDITIONS

RECOMMENDATION
It is recommended that the Town Council review the proposed Woodside Fire Protection District Draft Ordinance No. 13-2023, take any public comment, and direct staff to forward the attached draft comment letter to the Woodside Fire Protection District Board of Directors (Attachment 1).

BACKGROUND
Properties within the Town of Woodside receive fire suppression and prevention services through the Woodside Fire Protection District (WFPD), an independent special district that derives its powers and authority in part from the Fire Protection District Law, as delineated in the California Health and Safety Code. Section 13869.7 of the California Health and Safety Code provides that “a district may adopt a fire prevention code by reference.” The section also provides for the process by which a fire district board of directors is to transmit its proposed ordinance and any findings to the cities or towns that are within its geographical boundaries and to which the ordinance shall apply. Specifically, the Health and Safety Code provides the following:
• The draft ordinance and findings are to be transmitted to impacted cities not less than thirty days prior to noticing the ordinance for public hearing.
• The cities may provide the district with its written comments, and they are to become a part of the fire district’s public hearing record.
• Once the fire district board has adopted the ordinance, it is to be transmitted to the impacted cities and the legislative body of each city may ratify, modify, or deny the adopted ordinance and transmit its determination to the fire district within fifteen days of the determination. Any modification or denial of the adopted ordinance shall include a written statement describing the reasons for any modifications or denial.
• No ordinance adopted by the fire board shall be effective until it has been ratified by the city where it shall apply.
• Any city that ratifies an ordinance shall delegate the enforcement of the ordinance to either the chief of the fire Item B Page 1 Town Council Meeting May 9, 2023
protection district or the chief building official of the city, or their authorized representatives.

The code is silent as to what occurs should a city deny an ordinance that has been adopted by a fire board, but the implication is that whatever Fire Code was in effect prior to the board’s adoption of the ordinance remains in effect.

DISCUSSION
On April 25, 2023, the WFPD Board of Directors introduced Ordinance No. 13-2023 (Attachment 2), which would adopt by reference the 2022 California Fire Code based on the 2021 edition of the International Fire Code. The draft ordinance has been transmitted to the Town of Woodside for review and comment before the Board of Directors considers adoption of the ordinance on May 30, 2023.

Draft WFPD Ordinance No. 13-2023 maintains local amendments that have been adopted in previous Fire Codes. In addition, Draft Ordinance No. 13-2003 has considerably more local amendments than Ordinance No. 12, the Fire Code that it would replace.

Attachment 3 provides a list of all the WFPD amendments to the California Fire Code. This attachment includes, by section: the text of the 2022 California Fire Code, if there is any, the WFPD local amendment, and the WFPD rationale for the amendment.

Town Staff has reviewed the proposed local amendments and conferred with the Town’s Consulting Building Official to prepare a draft comment letter (Attachment 1). The letter provides a comprehensive list of comments for consideration.

CONCLUSION
The Woodside Fire Protection District Board of Directors has introduced Ordinance No. 12, which would adopt by reference the 2018 International Fire Code with the 2019 California amendments. It is appropriate for the Town Council to submit comments to the District’s Board of Directors before they adopt the ordinance.

ATTACHMENT

1. Draft Comment Letter

2. WFPD Draft Ordinance No. 13-2023

3. List of WFPD Local Amendments
Item B Page 2
Town Council Meeting May 9, 2023
May 10, 2023
Woodside Fire Protection District
Board of Directors
808 Portola Road #C
Portola Valley, CA 94028
Dear President Miller and Board:

On behalf of the Town Council of the Town of Woodside I would like to thank you for all the efforts of the Woodside Fire Protection District to keep the Town of Woodside safe. We value the long partnership we have with the District.

The Council also appreciates the opportunity to comment on Draft WFPD Ordinance No. 13-2023 prior to its final adoption by the Board of Directors. As you know, no ordinance adopted by the District shall be effective within the Town of Woodside until it is ratified by the Town Council.

When considering local amendments to the California Building Code and the rest of California Code of Regulations, Title 24, the Town Council weighs the added degree of safety that can be achieved with more stringent regulations than the State’s against the potential increase in the cost and complexity of construction. The objective is to ensure that property owners are not discouraged from making improvements to their properties and structures which, with the application of current codes, will be safer than those that they replace. The Town has reviewed Draft Ordinance No. 13-2023 using the same principle.

The Town of Woodside offers the following comments for your consideration.

Chapter 80. The most substantial local amendment included in Draft Ordinance No. 13-2023 is the adoption of NFPA 3 and NFPA 1140 into Chapter 80, Referenced Standards. The Town believes that as drafted, adoption of NFPA 3 and NFPA 1140 into Chapter 80 does not make them enforceable. This is because, as the user note for Chapter 80 states, “this chapter contains a comprehensive list of all standards that are referenced in [the Fire Code]. These standards, in essence, are part of this code to the extent of the reference of the standard.” [Emphasis added]. Neither NFPA 3, NFPA 1140 nor its component standards are referenced in the California Fire Code or Ordinance No. 13-2023 and are therefore not enforceable.

Item B Page 3
Town Council Meeting May 9, 2023
However, the Town’s objection goes beyond the technical drafting of the ordinance with respect to NFPA 1140. Specifically, Sections 12.2.1 and 12.2.2 of NFPA 1140 would require buildings in the Wildland-Urban Interface (WUI) to be setback 30 feet from any other building and 30 feet from a property line. This setback would increase to 50 feet for a building that exceeds two stories or 30 feet in height. Recent state law requires all cities and towns to approve Accessory Dwelling Units (ADU) within four feet of property lines, even in the WUI. The Town will continue to abide by State ADU law.

Many lots within the Town, most notably those designated in the WUI, have physical constraints to development, including steep slopes, landslides, earthquake faults, and other environmentally sensitive areas.

Due to these constraints, and sometimes in conjunction with a smaller lot size, many structures need to be closer than 30 feet to a property line as that is the only place a structure can be located.

The adoption NFPA 1140 would also appear to require that property owners who want to renovate more than 50 percent of existing buildings that are within 30 feet of another building or property line would be required to move the building to achieve the 30-foot setback. This would result in older buildings not being improved or brought up to current building and fire codes, an outcome that runs counter to the objectives of both the Town and the District.

Building setbacks are established and controlled by zoning regulations, which provide processes for considering site specific exceptions and variances. Inclusion of setbacks in the locally adopted Fire Code would represent a substantial and unprecedented change. The Building Code and Fire Code recognize that buildings may be built at varying distances from each other, and property lines, and these codes prescribe construction means and methods to mitigate the spread of fire based on those separations.

As drafted, the adoption of NFPA 1140 would provide the Fire Marshal the ability to approve alternative means and methods if buildings can’t meet the 30-foot setback. Approval of alternative means and methods for construction should be the decision of the Building Official, not the Fire Marshal.

The Town requests that the Board remove the addition of NFPA 3 and NFPA 1140 from Ordinance 13-2023. If it remains, the Town Council may exercise its right to modify the Ordinance prior to ratification for application within the Town of Woodside.

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The Town has the additional following comments about Draft Ordinance No. 13-2023. As with the adoption of NFPA 3 and NFPA 1140, the Town may exercise its right to modify the Ordinance prior to ratification for application within the Town of Woodside.

Sections 105.6, 105.6.25, 105.8, and 105.8.1. The Ordinance would adopt a local amendment authorizing the Fire District to review and approve a Vegetation Management Plan and a Fire Protection Plan, neither of which are included in the California Fire Code. The Ordinance defines a Fire Protection Plan as “a document prepared for a specific project or development proposed for the wildland-urban interface area.

It describes ways to minimize and mitigate the fire problems created by the project or development, with the purpose of reducing impact on the community’s fire protection delivery system.” The Ordinance does not include a definition of a Vegetation Management Plan. It is unclear what additional measures may be needed in an approved Fire Protection Plan beyond measures already included in the Building and Fire Codes. The Town requests examples of these plans before it considers ratifying these sections of Ordinance 13-2023.

Section 105.9 would adopt a local amendment requiring mobile food preparation vehicles to display a San Mateo County Health Department sticker as prescribed by County Health. This is an unnecessary local amendment as the County Health Department is responsible for the regulation of mobile food preparation vehicles.

Section 401.10 would adopt a local amendment authorizing the Fire District to require the preparation and approval of an Aerial Pre-Plan. The Ordinance defines an Aerial Pre-Plan as “aerial photographs from Google or Bing Maps can be added to a Zone preplan diagram to show surrounding streets or even an entire block of buildings. This instantly gives the Incident Commander important site information such as where alleys are located, where street access is especially narrow, and potential places to stage. If a full floor plan is not available, the footprint of a building can be traced and measured from the aerial map to create a basic site diagram in just a few minutes.” The Town seeks clarification of the cost burden given that the definition suggests it might take a few minutes to prepare while the language in Section 401.10 indicates it would need to be prepared by an approved vendor.

Sections 101.6 and 503.1. Section 101.6 would adopt a local amendment incorporating the Woodside Fire Protection District “Standards and Guidelines Manual” in the Fire Code. It provides that the Fire Marshal would be responsible for amending the manual. Section 503.1 would add compliance with the “Standards and Guidelines Manual” to requirements for fire apparatus access roads. The Town believes that the “Standards and Guidelines” should not be incorporated by reference and that standards that Item B Page 5
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the District seeks to include in the Fire Code should be done explicitly by Ordinance.

Section 903.2.22 would adopt a local amendment that would require an automatic fire sprinkler system in all new buildings or in existing buildings that change occupancy classification when the required fire flow exceeds 2,000 gallons per minute. The Town would like clarification if an early suppression sprinkler system would be required in buildings that require fire flows in excess of 2,000 gallons.

Section 903.1.1.2 would adopt a local amendment that would eliminate an exemption for the requirement for sprinklers in bathrooms that have noncombustible or limited-combustible materials. It is unclear why this exemption has been removed.

Section 903.3.1.2 would adopt a local amendment that would override the California Fire Code’s allowance to use NFPA 13R sprinkler systems in residential buildings up to and including four stories in height not exceeding 60 feet. The California Fire Code allows the use of NFPA 13R systems because residential buildings are used differently than commercial buildings. The local amendment would significantly increase the cost of construction.

Additionally, the Building Code sections which discuss the use of the NFPA 13R systems would need to be amended. Furthermore, Section 903.6.1 of the Draft Ordinance makes reference to the use of NFPA 13R systems, which contradicts Section 903.1.2.

Section 903.3.1.3.1 would adopt a local amendment that would require sprinkler protection under roof eaves in the Wildland-Urban Interface. This requirement would be redundant as the Residential and Building Codes require fire rated roof eaves or closed eaves. Exterior sprinklers would add unnecessary cost and as there is no building code section that addresses sprinkler protection under roof eaves the type of and spacing of sprinkler heads is unknown.

Section 903.4.2 would adopt a local amendment to add the need for a visual device in addition to an audible device connected to sprinkler systems that is required by the California Fire Code. The Town would request that the Fire District consider adding a requirement that alarms be coupled with a mandatory fire alarm monitoring system so that if a building is unoccupied an alarm company can respond and shut it off, if appropriate.

Section 905.3.12 would adopt a local amendment that would require buildings with lithium-ion battery vehicle parking to be equipped with standpipe systems. The Town would like clarification that this section would apply to commercial parking garages and not to private residential garages.

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Section 907.7 would adopt a local amendment that would require commercial building owners to obtain a UL Certificate for their fire alarm system. The California Fire Code requires that upon completion of the installation of a fire alarm system that the components be tested in accordance with NFPA 72. The Town seeks to clarify whether the local amendment would require Underwriter Laboratories to come and do special testing and certification, which would add significant costs.

Section 1028.5.1 would adopt a local amendment that would require that the exterior exit pathway surfaces from a building to a public way “be suitable for pedestrian use in inclement weather.” The Town requests a definition of “suitable for pedestrian use.”
Section 4902.1 would adopt a local ordinance that would define the Wildland-Urban Interface Area as “a geographical area identified by the Woodside fire Protection District as a “Fire Hazard Severity Zone.” The Town seeks confirmation that any area that is different than the “Very High Fire Hazard Severity Zone” that was adopted by CalFire and the Town of Woodside in 2008 would be subject to a separate ordinance adoption process.

Section 5001.5.3 would adopt a local ordinance which would require that floor plans, material safety data sheets, Hazardous Materials Management Plans, Hazardous Material Inventory Statements be stored at a readily accessible location as determined by the fire code official and may be required to be maintained in a specific electronic media format. This would put a burden on homeowners and commercial business owners to keep specific records at a specific location or in a specific medium. The Town questions whether this represents an unreasonable expectation.

Thank you for your consideration of these comments.

Please feel free to call Town Manager Kevin Bryant at (650) 851-6790 should you have any questions.

Sincerely,
Chris Shaw
Mayor
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1 WOODSIDE FIRE PROTECTION DISTRICT
ORDINANCE NO. 13-2023

DISTRICT FIRE PREVENTION CODE

AN ORDINANCE OF THE WOODSIDE FIRE PROTECTION DISTRICT ADOPTING THE 2022 CALIFORNIA FIRE CODE (BASED ON THE 2021 EDITION OF THE

INTERNATIONAL FIRE CODE), INCLUDING APPENDICES B, BB C, CC, D, L AND P ONLY, WITH LOCAL AMENDMENTS, ADOPTING THE 2021 EDITION OF THE

INTERNATIONAL WILDLAND-URBAN INTERFACE CODE, INCLUDING APPENDIXES

A THROUGH D ONLY, ADOPTING FINDINGS SUPPORTING THE LOCAL

AMENDMENTS, ADOPTING A FINDING THAT THE ORDINANCE IS EXEMPT FROM

REVIEW UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, AND REPEALING ORDINANCE NO. 12.

WHEREAS, pursuant to Title 24 of the California Code of Regulations, also known as the California Building Standards Code (“CBSC”) and California Health and Safety Code Section 13869 et seq., a fire protection district may adopt a fire prevention code by reference and may also, when reasonably necessary due to local climatic, geological, or topographical conditions, establish more stringent local building standards relating to fire and safety than those set forth in the CBSC; and
WHEREAS, pursuant to California Health and Safety Code sections 18941.5 and 17958, the Board of Directors of the Woodside Fire Protection District hereby finds that the amendments adopted herein are reasonably necessary because of local climatic, geologic, and topographic conditions; and
WHEREAS, the Woodside Fire Protection District (the “District” or the “Fire District”) now desires to adopt by reference an amended and restated District Fire Prevention Code that makes local amendments to the 2022 Edition of the California Fire Code based upon the 2021 Edition of the International Fire Code; and
WHEREAS, this Ordinance was introduced and was adopted after the holding of a public hearing pursuant to California Health and Safety Code Section 13869.7 and California Government Code Section 50022.3.

NOW, THEREFORE, the Board of Directors of the Woodside Fire Protection District ordains as follows:

SECTION 1: LOCAL CLIMATIC, GEOLOGICAL AND TOPOGRAPHICAL

CONDITIONS
Pursuant to Sections 13869.7, 17958.5, 17958.7 and 18941.5 of the California Health and Safety Code, the findings contained herein are submitted as the “Findings of Fact” document supporting adoption of the Woodside Fire Protection District Ordinance No. 13-2023 in order to protect health, safety, and welfare of the residents and the property specific to the areas served by the District.

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2 The Woodside Fire Protection District encompasses 32 square miles in southern San Mateo County. The physical location of the district includes the Town of Woodside, the Town of Portola Valley, and several unincorporated areas of San Mateo County such as Ladera, Los Trancos, Vista Verde, Emerald Lake, and the Skyline region. The Woodside Fire Protection District finds that unique climatic, geological, and topographic conditions within the District warrant amendments to the 2022 California Fire Code that are reasonably necessary to address fire-related problems and concerns and the future direction by which this Fire District can establish and maintain an environment that will afford a level of fire and life safety to its citizens. These climatic, geological, and topographical conditions are as follows:

Climatic Conditions
The climatic weather patterns within the Woodside Fire Protection District are moderate. The district, on average, experiences an annual rainfall of 26 inches. This rainfall can be expected between October and April of each year. However, during the summer months there is little, if any, measurable precipitation. During this dry period the temperatures are usually between 70 – 95 F degrees (June-October) with light to gusty westerly winds. These drying winds, combined with the natural and imported vegetation, which is dominant throughout the area, create a hazardous fuel condition that can cause extensive encroaching into the dense, heavily wooded brush covered hillsides and canyons, and grass covered areas where wind-driven fires can have severe consequences. This has been demonstrated in several similar climatic areas within the State of California and the Western United States.

Because of variable weather patterns, normal rainfall cannot always be relied upon. This can result in water rationing and water allocation programs, as demonstrated in past drought patterns. Water shortages may also be expected in the future due to limited water storage capabilities and increased consumption. The district is bounded by San Francisco Bay on the East and the foothills of the Santa Cruz Coastal Range of mountains on the west. This setting allows for strong gusty winds to blow through the Fire District. These winds are a common occurrence each afternoon during summer months. Wind increases a fire’s ability to spread and has been attributed to the rapid spread of both vegetation and structure fires. This is especially true during Diablo wind events when strong northerly winds are aligned with the downslope direction of the canyons and watersheds of the coastal mountains. Automatic fire sprinkler protection as required in buildings specified in Chapter 9 of the Fire Code and the local requirements and standards of the Woodside Fire Protection District would significantly reduce the fire’s ability to spread rapidly, especially when the jurisdiction is affected by the typical wind patterns.

The Fire District is in a “Chaparral Biome.” In its natural state, chaparral is characterized by infrequent fires, with intervals ranging between 10 to 15 years to over a hundred years. Mature chaparral (stands that have been allowed greater intervals between fires) is characterized by impenetrable, dense thickets. These plants are highly flammable. They grow as woody shrubs with hard and small leaves, are non-leaf dropping (non-deciduous), and are drought tolerant. After the first seasonal rains following a fire, the landscape is dominated by soft-leaved, non-woody annual plants, known as fire followers, which die back with the summer dry period. The California Interior Chaparral and Woodlands Eco-Region covers 24,900 square miles in an elliptical ring around the California Central Valley. It occurs on hills and mountains ranging from 300 to 3,000 feet in elevation. It is part of the Mediterranean forests, woodlands, and scrub biome. Many of the plants Item B Page 9
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3 are pyrophytes, or “fire-loving,” adapted to (or even depending on) fire for reproduction, recycling of nutrients, and the removal of dead or senescent vegetation. Many plant and animal species in this ecoregion are adapted to periodic fire.

The Fire District’s chaparral vegetation includes chamise, manzanita, buckeye, and ceanothus. Oak woodlands is the most widespread, with coast live oak dominating, but the chaparral vegetation also includes scrub oak, blue oak, canyon live oak, valley oak, tan oak, black oak, and interior oak.

Open grasslands are the primary understory within the oak savannah woodlands. In areas with interlocking tree canopy, primarily north and east facing slopes, the understory is primarily tree duff and litter.

All vegetation in the Fire District reaches some degree of combustibility during the dry summer months, and under certain conditions, during the winter months. For example, as chaparral and other brush species age, twigs and branches within the plants die and are held in place, increasing the decadent material component. A stand of 10 to 20-year-old brush typically contains enough dead material to produce rates of spread equivalent to fully cured grass. Due to the higher fuel load, fires in brush fields also yield much higher fire line intensity.

In severe drought years, additional plant material may die, contributing to the fuel load. There will normally be enough dead fuel load that has accumulated in 20 to 30-year-old brush to give rates of spread about twice as fast as the rates of spread in a grass fire. Under moderate weather conditions that produce a spread rate of a one-half foot per second in grass, a 20- to 30-year-old stand of brush may have a rate of fire spread of approximately one foot per second. Fire spread in old brush (40 years or older) has been measured at eight times faster than grass (4 feet per second).

Under extreme weather conditions these rates can be much higher, with the fastest fire spread rate in grass at up to 12 feet per second or about eight miles per hour. Residential structures within the wildland intermix or interface near mature brush fields are thus at greater threat from wildfire. The climatic conditions along the Peninsula affect the acceleration, intensity, and size of a fire within the District. Times of little or no rainfall, low humidity, and high temperatures have created extremely hazardous fire conditions, particularly as they relate to roof fires and conflagrations.

The winds experienced in the District can have a tremendous impact upon structure fires by carrying sparks and burning brands to other structures, thus spreading the fire and causing conflagrations.

Geological Conditions
A. Seismic Location. Seismically, parts of the District sit on the San Andreas Fault and other parts sit between two active earthquake faults, the San Andreas Fault and the Hayward/Calaveras Fault, and the District includes numerous other potentially active faults. A majority of the District’s land surface is in the high-to-moderate seismic hazard zones as established by the U.S. Geological Survey. The location makes it particularly vulnerable to damage to taller and older structures caused by seismic events. The relatively young geological processes that have created the San Francisco Bay Area are still active today.

Fires following an earthquake have the potential of causing greater loss of life and damage than the earthquake itself. A significant portion of the District’s residential and commercial structures are in seismic risk zones. Should a significant seismic event occur, fire suppression resources Item B Page 10 Town Council Meeting May 9, 2023
4 would have to be prioritized to mitigate the greatest threat and may not be available for every structural fire. In such an event, individual structures should be equipped to help in mitigation of the risk of damage.

Other variables could aggravate the fire hazard after an earthquake: (i) the extent of damage to the water system; (ii) the extent of isolation due to bridge and/or freeway overpass collapse; (iii) the extent of roadway damage and/or amount of debris blocking the roadways; (iv) climatic conditions (hot, dry weather with high winds); (v) time of day, which will influence the amount of traffic on roadways and could intensify the risk to life during normal business hours; and; (vi) the availability of timely mutual aid or military assistance.

B. Waterways. The Fire District’s Southern boundary line being the San Francisquito Creek is influenced by tides. The San Francisquito Creek is fed from Searsville Dam, located along Jasper Ridge, and collects water from storm drains along its drainage pathway. The creek finally empties into San Francisco Bay and is therefore influenced by tidal activity. During periods of heavy rainfall in combination with high tides in the Bay, San Francisquito Creek has overflowed its banks, causing floods in the Southernmost portions of the district. The floods have hampered fire apparatus making a timely response to emergencies and providing needed service to the community. Proper roadway widths as defined in Chapter 5 of the Fire Code and the minimum roadway standards established by Woodside Fire Protection District can provide fire apparatus with accessibility while helping to divert excess water flow during rainy seasons.

All of the District’s geological conditions described above increase the magnitude, exposure, and accessibility to fire events. For example, a fire following an earthquake has the potential of causing greater loss of life and damage than the earthquake itself. Hazardous materials, particularly toxic gases, could pose the greatest threat to the largest number of people, should a significant seismic event occur. Fire protection resources would have to be prioritized to mitigate the greatest threat and may likely be unavailable for smaller single-family dwellings or smaller business occupancy fires. Other variable conditions could include damage to the water system, freeway overpass collapse, roadways blocked by debris, and time of day, which could affect traffic patterns during or after the event.

In 1989 a 7.0 magnitude earthquake struck the San Francisco Bay Area via the San Andreas Fault.

For three hours following the event, firefighters from Woodside Fire Protection District responded to over 100 incidents per hour. Though during this event, losses in the District due to fire were minimal, however other neighboring jurisdictions were not as lucky. Had automatic fire sprinkler protection systems been a requirement at the time, it could have assisted firefighters in setting their priorities and assisting those citizens who needed emergency services the most.

Topographical Conditions
The district’s topographical conditions are closely associated with the geological element. With elevation changes between 400 and 1800 feet within the district, development has followed the path of least resistance, creating a meandering pattern. The district is divided by canyons, hills, lakes, and streams. This circumstance does not lend itself to a good systematic street and road layout, which would promote easy traffic flow. It has, in fact, resulted in few major cross-town thoroughfares that tend to be heavily congested, primarily during commute hours and seasonal Item B Page 11 Town Council Meeting May 9, 2023
5 periods of the year. This creates barriers that reduce the response time of fire equipment and other emergency services.

The topography of the District is also challenged by major development patterns. Employment areas are located adjacent to and throughout the jurisdiction. The people who work in these areas have added to the traffic congestion in the District thereby reducing the District’s response time capabilities.

Inherent delays caused by these traffic patterns make it necessary to mitigate these problems with greater requirements for built-in automatic fire protection systems, noted in Section 903 of the District Fire Prevention Code, along with local requirements and standards. In addition, the Fire District has added Fire Alarm maintenance requirements, specifically UL Certification noted in Section 907, to reduce false alarms and ensure system reliability.

Heavy traffic congestion on city streets already acts as a barrier to the timely response of fire equipment and emergency services. Continued growth, both residential and commercial, from inside and outside the District will only serve to continue the traffic problem. In the event of an accident or other emergency at certain key point intersections, portions of the Fire District could be isolated, or response times could be sufficiently slowed, thus increasing the risk of substantial injury and damage.

A year-long study of response times for fire apparatus indicates significant increases in response to emergencies during the commute hours of 6:00 am to 10:00 am and again from 3:00 pm to 7:00 pm. In conjunction with the increased response time, fire losses also showed the same pattern of higher losses for fires starting during commute hours.

If fire apparatus is hindered in their response, automatic fire sprinkler protection will help.

According to IFSTA Training Manuals, the temperature inside a structure can go from ambient to more than 1,000 degrees Fahrenheit within the first ten minutes of a fire. Delay of fire apparatus will only allow the fire to grow, thus making efforts to suppress the fire more difficult.

Additionally, the ability to perform an effective rescue is diminished if firefighters are delayed in their response. With an automatic fire sprinkler protection system in place, the fire should be held to a controllable level, allowing citizens to escape from the burning structure, as well as allowing firefighters to contain the fire in a safe manner in its beginning stages.

The district is divided by three major state highways (La Honda Road/ Hwy 84 and Skyline Blvd./Hwy 35) and one major interstate freeway (I-280). However, the interconnecting road system is significantly less well developed. These conditions are likely to affect response times of fire suppression personnel and apparatus during periods of heavy traffic or conditions of major emergencies.

Many of the older and taller buildings are of designs which also greatly limit accessibility by district fire suppression resources. This includes large narrow parcels that have been subdivided into “flag-lots” on narrow residential streets. The infrastructure that supports these buildings is old and not in compliance with current Codes. Some water purveyors and water mains in residential and commercial areas deliver water supplies that do not meet fire flow requirements required by Appendix B of the California Fire Code. Some fire hydrant locations in both Item B Page 12 Town Council Meeting May 9, 2023
6 residential and commercial do not meet distance requirements of Appendix C of the Fire Code.

This will not only hamper fire suppression operations, but limits building design. When water supplies must be altered to accommodate new construction, Woodside Fire Protection District Standards on Water Supplies attempt to work with the existing infrastructure to accommodate the needs of firefighters.

Residential properties in the Fire District consist primarily of one-acre or smaller and 1–5-acre parcels, flag lots, and single and multi-family infill developments. Common to the larger parcels is the development of additional residential or in-law type occupancies for which fire department access is difficult based on existing driveway configurations for the original single-family parcels.

Flag lots, for example, typically have driveways more than 150 feet, with narrow access, necessitating additional requirements, which the Fire District has added to Section 503, by creating Standards for driveways and private roadways that includes minimum driveway widths, fire apparatus turnaround specifications, and minimum vertical clearances. Areas in the District have older narrow roads, less than 20 feet wide, unimproved sidewalks or gutters and allow parking on both sides. Parking is a regional issue which plagues the streets causing streets to be narrow allowing only one vehicle to pass. Regional traffic has increased causing neighborhoods to be flooded with increased pass-through traffic, reducing alternative emergency response routes.

Additionally, Fire Department response times are increased due to gated access roads, a lack of street or address illumination, and existing vegetation barriers. Section 505.1 provides minimum standards for addresses on buildings and now requires new buildings to have illuminated addressing. However, neighborhood street lighting continues to be an issue.

The historical and rural significance of the entire District is an ongoing concern. Buildings, roadways, open space preserves, parks and rural neighborhoods have been preserved to create a feeling of being in the past. More structures are being built on topographically challenging parcels.

Proper roadway widths as required by Chapter 5 and Appendix D of the Fire Code, along with minimum Woodside Fire Protection District Fire Prevention Codes, would allow fire apparatus to set up fire suppression operations and access both driveways that extend greater than 150 feet, and private roadways serving minor developments.

The Very High Fire Severity areas that exist in the District’s foothills of the Santa Cruz coastal mountain range and “the narrow drainage and sub-drainage topographic features” of this coastal range have the capability to funnel winds, increase wind speeds, erratically alter wind direction, and facilitate fire spread and promote extreme fire behavior. This is especially true during Diablo wind events when strong northerly winds are aligned with the downslope direction of the canyons and watersheds of the coastal mountains. The topography of the District is, therefore, capable of producing wind conditions that promote extreme wildfire behavior.” These unique topographic and weather conditions that promote fast moving and extreme wildfire conditions make swift evacuation critical for residents within and adjacent to the Very High Fire Severity areas.

Furthermore, many Very High and High Fire Severity areas are adjacent to and amongst unmitigated non-fire resilient open space lands containing extreme fuel loads which only make matters worse. Many residents have only a single route out of the area. A large portion of the roads in the Very High Fire Severity areas are narrow and winding having the potential to cause life threatening traffic congestion during an evacuation as residents try to leave the area and firefighters attempt to enter the area to fight the fire. In building fires, winds can literally force the Item B Page 13 Town Council Meeting May 9, 2023
7 fire back into the structure, creating a blow torch effect, in addition to preventing the natural and cross ventilation efforts of firefighters.

Water supply, (municipal fire flow), systems within the district are directly affected by the topographical layout of the district. Water supplies within the district vary dramatically with some areas having little or no water flowing more than 500 gallons per minute. This wide variation causes major problems for development as well as fire suppression activities.

The roadway systems throughout the district by and large were designed around the topographical lay of the land with respect to narrow, windy, steep grades with numerous overhanging tree canopy. Grades on some of the roadways exceed 25% and widths of less than twelve feet would not be uncommon. The topographical nature of the district also lends itself to power failures caused when tree limbs fall on sections of electrical lines.

The historical and rural significance of the entire district is an ongoing concern. Buildings, roadways, open space preserves, parks and rural neighborhoods have been preserved to create a feeling of being in the past. More structures are being built on topographically challenging parcels.

SECTION 2: TITLE, ENFORCEMENT AND RECORDKEEPING
This Ordinance, including provisions adopted and incorporated by reference, shall be known as the "District Fire Prevention Code" of the Woodside Fire Protection District and may be cited as such. It is also referred to herein as “this code” or the “Fire Code.” A. No section of the District Fire Prevention Code shall impose a mandatory duty of enforcement on the Fire District, or on any officer, official, agent, employee, board, or commission thereof. Instead, if any section purports to impose a mandatory duty of enforcement, said section shall be deemed to invest the Fire District, and the appropriate officer, official, agent, employee, board, council, or commission with discretion to enforce the section, or not to enforce it.

B. A copy of the District Fire Prevention Code, as defined herein, shall be kept on file in the office of the Woodside Fire Protection District Fire Marshal.

SECTION 3: AUTHORITY
The District Fire Prevention Code is adopted pursuant to the Fire Protection District Act of 1987 (California Health and Safety Code Sections 13800 et seq.) and the following provisions of that Act:

A. Section 13861(h), which empowers the district to adopt ordinances; B. Section 13861(i), which empowers the district to establish and enforce rules and regulations for the administration, operation, and maintenance of the governmental services which it is authorized to provide;
C. Section 13862, which empowers the district to provide certain governmental services including fire protection services;
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8 D. Section 13869, which empowers the district to adopt a fire prevention code by reference; E. Section 13870, which empowers the district’s authorized representatives to order correction or elimination of fire and life hazards;
F. Section 13871(b), which provides that failure to correct or eliminate a fire or life hazard after a duly issued order is a misdemeanor;
G. Section 13872, which empowers the District’s authorized representatives to issue citations for certain violations;
H. Section 13873, which provides that the District’s employees shall have the powers of peace officers while engaged in the prevention and suppression of fires and the preservation of life and property; and
I. Sections 13916, 13917, 13918 and 13919, which, among other things, empower the District’s Board of Directors to charge a fee to cover the cost of any services that the District provides and the cost of enforcing any regulation for which a fee is charged.

SECTION 4: ADOPTION BY REFERENCE
The Woodside Fire Protection District hereby adopts the 2022 California Fire Code (California Code of Regulations, Title 24, Part, 9, based on the 2021 International Fire Code published by the International Code Council, with California Amendments), including Chapters 1-80 and Appendices B, BB C, CC, D, L and P only, except to the extent portions of the California Fire Code may be added, deleted, modified, or amended by Section 6 (local amendments) of this code. The 2022 California Fire Code, with the changes, additions, and deletions set forth in this Ordinance, is adopted by this reference as though fully set forth in this Ordinance. The Woodside Fire Protection District also hereby adopts by reference the 2021 edition of the International Wildland-Urban Interface Code (published by the International Code Council), including Appendices A through D, only. As of the effective date of this Ordinance, the provisions of these adopted and amended fire codes, the District Fire Prevention Code, are controlling and enforceable within the limits of each town or city or unincorporated area within the jurisdiction of the District.

SECTION 5: AUTHORITY AND DUTIES OF THE BUREAU OF FIRE PREVENTION

AND LIFE SAFETY
The California Fire Code, including California Fire Code Standards as adopted and amended herein, shall be enforced by the Woodside Fire Protection District, and managed by the Bureau of Fire Prevention and Life Safety, and shall operate under the direction of the Fire Chief and the Fire Marshal of the Woodside Fire Protection District. Both Fire Officers shall be known as the Fire Code Officials.

A. The Chief of the Fire Department shall appoint an officer of the Fire Department as Chief of the Bureau of Fire Prevention. The title shall be Fire Marshal. The appointment shall continue during good behavior and satisfactory service, and they shall not be removed from office except for cause in accordance with the rules and regulations of the Woodside Fire Protection District.

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9 B. The Fire Marshal may appoint such members of the Fire Department as Deputy Fire Marshals and Inspectors as shall from time to time be necessary.

C. A report of the Bureau of Fire Prevention shall be made monthly or annually and transmitted to the Board of Directors. It shall contain such statistics as the Chief of the Department, or the Board of Directors may wish to include therein. The Fire Marshal shall produce and transmit to the Board of Directors, Town Councils of Woodside, Portola Valley, and the San Mateo County Board of Supervisors a report of all California State Fire Marshal mandated inspection activity within the Woodside Fire Protection District territory annually, by December 15th. The Chief of the Department shall recommend any amendments to the Code, which, in his judgment, shall be desirable.

SECTION 6: LOCAL AMENDMENTS, MODIFICATIONS AND DELETIONS TO THE

CALIFORNIA FIRE CODE
Based upon the findings of the Board of Directors of the Woodside Fire Protection District regarding local climatic, topographical, and geological conditions, the following sections and/or subsections of the 2022 California Fire Code are amended or modified as set forth in this section.

If a section is not referenced below, it remains unchanged.

CHAPTER 1 IS ADOPTED IN ITS ENTIRETY AND AMENDED BELOW
101 SCOPE AND GENERAL REQUIREMENTS is amended to read as follows:
101.1 Title is amended to read as follows:
101.1 Title. These regulations shall be known as the 2022 California Fire Code with amendments adopted by the Woodside Fire Protection District and will be referred to herein as the “this code, “the Fire Code,” and/or the “District Fire Prevention Code.” 101.6 Standards and Guidelines Manual is added to read as follows:
101.6 Standards and Guidelines Manual. The Bureau of Fire Prevention and Life Safety Standards and Guidelines Manual (“Standards and Guidelines Manual”) shall serve as a supplemental instruction and interpretation manual for the District Fire Prevention Code and is hereby adopted and incorporated by reference as if fully set forth herein. The Fire Marshal is responsible for amending this manual as necessary to maintain current instructions and interpretations. The information contained within the Standards and Guidelines Manual shall not be construed to make new code requirements not authorized by this Ordinance.

SECTION 102 APPLICABILITY is amended to read as follows:
102.1 Construction and Design Provisions is amended to read as follows:
102.1 Construction and Design Provisions
The construction and design provisions of this code shall apply to:

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10 1. Structures, facilities and conditions arising after the adoption of this code.

2. Existing structures, facilities, and conditions not legally in existence at the time of adoption of this code.

3. Existing structures, facilities and conditions where required in Chapter 11.

4. Existing structures, facilities, and conditions that, in the opinion of the fire code official, constitute a distinct hazard to life or property.

5. Vehicles, ships and boats that are permanently affixed to a permanent location within the boundaries of this jurisdiction where not otherwise limited by law. 102.1.1 Applicability to Alterations, Additions and Repairs of Existing Buildings or Structures is added to read as follows:
102.1.1 Applicability to Alterations, Additions and Repairs of Existing Buildings or Structures. Where proposed additions will increase the existing gross floor area by more than 50%, or will increase the number of floors, or alterations or repairs will exceed more than 50% of the existing gross floor area, or a combination of alterations, additions or repairs will exceed more than 50% of the existing gross floor area, such building or structure shall be made in its entirety to conform to the Fire Code requirements for new buildings or structures.

Within the Woodside Fire Protection District’s jurisdiction, each of the Building Departments may use their specific dollar values and structural formulas to complete the computation of existing and new gross floor areas. The Fire District will accept the computations within the structure’s jurisdictional boundary. Verification must be attained by the Municipal or County Building Official.
102.6 Historic Buildings is amended to read as follows:
102.6 Historic Buildings The provisions of this code relating to the construction, alteration, repair, enlargement, restoration, relocation or moving of buildings or structures shall not be mandatory for existing buildings or structures identified and classified by the state or local jurisdiction as historic buildings where such buildings or structures do not constitute a distinct hazard to life or property. Fire protection in designated historic buildings shall be provided in accordance with the California Historic Building Code.

SECTION 104 DUTIES AND POWERS OF THE FIRE CODE OFFICIAL is amended as follows:
104.1.1 Design Standards is added to read as follows:
104.1.1 Design Standards. Woodside Fire Protection District will maintain a set of design and installation standards (Standards and Guidelines Manual) that includes but is not limited to:

Address posting, Bridges, Emergency shut off placards, Turnarounds, Turnouts, Driveway criteria, Knox installations, Solar PV integrated roof installations, battery systems and fire sprinkler systems, including those with tanks and pumps.

Item B Page 17 Town Council Meeting May 9, 2023
11 These standards, which apply to subjects not specifically covered by the Fire Code, are necessary for the Woodside Fire Protection District to provide a reasonable degree of fire and life safety for the community and firefighters within the jurisdictional boundaries of the Fire District and are maintained in accordance with Section 102.9 of the Fire Code. 104.2.1 Review Construction Documents is added to read as follows:
104.2.1 Review Construction Documents. Woodside Fire Protection District shall review all applications and construction documents related to any type of existing or new driveway construction, improvement or reconstruction within its territory jurisdiction which have been submitted to the Building Department.
104.12.4 Authority to Photograph or Otherwise Record Investigations is added to read as follows:
104.12.4 Authority to Photograph or Otherwise Record Investigations. The Chief or his duly authorized representative may make such audio, visual or other recordings including photographs, video tapes, audio tapes, diagrams, drawings, sketches, and the like, in connection with the investigation of any actual or alleged violation of this code or in connection with the investigation of any incident as authorized by this code.

SECTION 105 PERMITS is amended as follows:
105.5 Required Operational Permits is amended to read as follows:
105.5 Required Operational Permits.

The fire code official is authorized to issue operational permits for operations set forth in Sections 105.5.1 through 105.5.55.
105.5.16 Explosives is amended to read as follows:
105.5.16 Explosives.

An operational permit is required for the manufacture, storage, handling, sale, or use of any quantity of explosives, explosive materials, fireworks, pyrotechnic special effects, or rocketry within the scope of Chapter 56. See Health and Safety Code Division 11, Part 1, Sections 12000, et seq. for additional requirements.

Exception: Storage in Group R-3 occupancies of smokeless propellant, black powder, and small arms primers for personal use, not for resale and in accordance with Section 5606. 105.5.33 Motor Fuel Dispensing is amended to read as follows:
105.5.33 Motor Fuel Dispensing.

An operational permit is required for the fueling of motor vehicles, including automotive, marine, and fleets, at fixed facilities and through mobile operations.

Item B Page 18 Town Council Meeting May 9, 2023
12 105.5.34 Open Burning is hereby modified by deleting the exception, as follows:
105.5.34 Open Burning
An operational permit is required for the kindling or maintenance of an open fire or a fire on any public street, alley, road, or other public or private ground. Instructions and stipulations of the permit shall be complied with.
105.5.55 Local Permits is added to read as follows:
105.5.55 Local Permits. In addition to the other operational permits required by Section 105.5, an operational permit shall be obtained from the Bureau of Fire Prevention prior to engaging in the following activities, operations, practices, or functions:

1. Apartment, hotel, or motel. An operational permit is required to operate an apartment house, hotel, or motel.

2. Cannabis. An operational permit is required to operate a cannabis facility or operation listed below:

2.1 Cultivation

2.2 Distribution

2.3 Manufacturing

2.4 Testing/lab

3. Care facilities. An operational permit is required to operate a day care facility with an occupant load greater than eight (8) persons.

Exception: Residential or commercial institutional care facility occupancies complying with Health and Safety Code Section 13235 are exempt.

4. Emergency responder radio system. An operational permit is required to operate an Emergency Responder Radio System.

5. High-rise occupancy. An operational permit is required to operate a high-rise building as defined in Title 24, Part 2, California Code of Regulations.

6. Live entertainment. An operational permit is required to operate a business where alcohol is served, while providing live entertainment to the public.

7. Model rockets rental, sale, or operation. An operational permit is required to operate, manufacture, import, export, possess, store, rent or sell model rockets as defined by Health and Safety Code Section 12519.

8. Wood products. An operational permit is required to store chips, hogged material, wood or other combustible pallets, lumber, or plywood more than 200 cubic feet (6 m3)/34.19 sq ft.

Item B Page 19 Town Council Meeting May 9, 2023
13 9. Asbestos removal. A permit is required to conduct asbestos-removal operations regulated by section 3319.

10. Christmas tree sales. A permit is required to use a property for the purpose of selling cut Christmas trees.

11. Temporary occupancy. A permit is required for any temporary occupancy.

12. Temporary water supply. A permit is required to use a temporary water supply for construction of residential projects or subdivisions pursuant to Section 3313.1.

13. Indoor growing operations. A permit is required to operate an indoor growing operation.

Exception: agricultural greenhouses in an agricultural zone. [A]105.6 Required Construction Permits is amended to read as follows:
[A] 105.6 Required Construction Permits.

The fire code official is authorized to issue construction permits for work as set forth in Sections 105.6.1 through 105.6.25.
105.6.25 Local Construction Permits is added to read as follows:
105.6.25 Local Construction permits. In addition to the permits required by Section 105.6.1 through 105.6.24, the following construction permits shall be obtained from the Bureau of Fire Prevention for work as described in this section:

1. Vegetation Management Plan. A construction permit is required to implement a vegetation management plan.

2. Fire Protection Plan. A construction permit is required to implement a fire protection plan. 105.7 Responsibility of Permittee is added, to read as follows:
105.7 Responsibility of Permittee. Construction permits shall be presumed by the Fire District to incorporate all the work that the applicant or the applicant's agent, employees, or contractors shall carry out. Work performed shall be in accordance with the approved plans and with all requirements of this code and any other laws or regulations applicable thereto. No Fire District approval shall relieve or exonerate any person from the responsibility of complying with the provisions of this code, nor shall any vested rights be created for any work performed in violation of this code.
105.8 Fire Protection Plan is added to read as follows:
105.8 Fire Protection Plan. A fire protection plan and/or a vegetation management plan shall be prepared by the applicant when required by the fire code official. All fire protection and vegetation management plans require approval by the fire code official. 105.8.1 Cost is added to read as follows:

Item B Page 20 Town Council Meeting May 9, 2023
14 105.8.1 Cost. The cost of preparing and reviewing a fire protection or vegetation management plan shall be the responsibility of the applicant. The cost of the fire protection plan preparation and review shall be the responsibility of the applicant.
105.9 Health Department Approval is added to read as follows:
105.9 Health Department Approval. Mobile food preparation vehicles shall display a San Mateo County Health Department sticker as prescribed by County Health.

SECTION 107 FEES is amended to read as follows:
107.1 Inspection Authority is amended to read as follows:
107.1 Fees The fees for the permits and other services shall be established by resolution of the Woodside Fire Protection District Fire Board Fee Schedule (“Fee Schedule”). The fee shall be set to cover the cost the Fire District incurs to review and inspect the intended activities, operations, or functions.

Exception: Fees for a permit may be waived at the discretion of the Fire Chief when the work or event to be conducted is for the Town of Portola Valley, Town of Woodside, or County of San Mateo.
107.1A Inspection Authority is added to read as follows:
107.1A Inspection Authority the Fire Marshal or other designated representatives shall inspect buildings and premises, including appliances and other hazards, to ascertain and cause to be corrected any condition which would be deemed a fire hazard and reasonably tend to cause fire or contribute to its spread, or any violation of the purpose or provisions of this code and of any other law or standard affecting fire and life safety.
107.2 Schedule of Permit Fees is amended to read as follows:
107.2 Schedule of Permit Fees. Where a permit or other inspection fee is required, a fee for each permit shall be paid as required, in accordance with the Woodside Fire Protection District Fee Schedule.
107.7 Cost Recovery is added to read as follows:
107.7 Cost Recovery. The costs of fire suppression, rescue, emergency medical services, and other costs are recoverable in accordance with Health and Safety Code Sections 13009 and 13009.1, as they may be amended or superseded from time to time. Additionally, any person whose negligence, intentionally wrongful conduct, or violation of law causes an incident resulting in an appropriate emergency response, including, but not limited to, a traffic accident, spill of toxic, flammable, or combustible fluids or chemicals is liable for the costs of responding to the incident, including those costs pursuant to Government Code Section 53150, et seq, as may be amended or superseded from time to time. Any expense incurred by the Woodside Fire Protection District for securing such emergency shall constitute a debt of such person and shall be collectable by the Item B Page 21 Town Council Meeting May 9, 2023
15 Woodside Fire Protection District in the same manner as in the case of an obligation under a contract, expressed or implied.

SECTION 111 MEANS OF APPEALS is amended to read as follows:
111.1 Board of Appeals Established is amended to read as follows:
111.1 Board of Appeals Established. Whenever the Fire Chief shall disapprove an application or refuse to grant a permit applied for, or when it is claimed that the provisions of this code do not apply or that the true intent and meaning of this code has been misconstrued or wrongly interpreted, the applicant may appeal the decision of the Fire Chief by presenting, within 10 days, a written request to the District Board of Directors, acting as the District’s Board of Appeals, for a hearing on and a review of such decision. The request shall state the reasons therefore, and the District Board of Directors shall, within 60 days of the receipt of same, hold a hearing, and may modify, vacate, or affirm the decision.
111.2 Limitation on Authority is amended to read as follows:
111.2 Limitation on Authority. An application for appeal shall be based on a claim that the true intent of this code or the rules legally adopted thereunder have been incorrectly interpreted, the provisions of this code do not fully apply, or an equivalent or better form of construction is proposed.
111.3 Qualifications and 111.4 Administration are deleted in their entirety.

SECTION 112 VIOLATIONS is amended as follows:
[A] 112.4 Violation Penalties. is amended to read as follows:
[A] 112.4 Violation penalties. Persons who shall violate a provision of this code or shall fail to comply with any of the requirements thereof or who shall erect, install, alter, repair or do work in violation of the approved construction documents or directive of the fire code official, or of a permit or certificate used under provisions of this code, shall be guilty of a misdemeanor, punishable by a fine of not more than $1000 or by imprisonment not exceeding 6 months, or both such fine and imprisonment. Each day that a violation continues after due notice has been served shall be deemed a separate offense.
[A] 112.4.2 Other Penalties and Remedies. is added to read as follows:

Section 112.4.2 Other penalties and remedies. Nothing in this Section 112.4 shall limit the fire code official from pursuing other available legal remedies for violations of this code, including but not limited to administrative citations and attendant fines, civil penalties, and administrative and summary abatements.

CHAPTER 2 IS ADOPTED IN ITS ENTIRETY AND AMENDED BELOW
SECTION 202 GENERAL DEFINITIONS is amended to add the following:

Item B Page 22 Town Council Meeting May 9, 2023
16 Administrator. The Fire Chief.

Aerial Fuels. Standing and supported live and dead combustibles not in direct contact with the ground and consisting mainly of foliage, twigs, branches, stems, cones, bark, and vines.

Aerial Pre-plans. Aerial photographs from Google or Bing Maps can be added to a Zone preplan diagram to show surrounding streets or even an entire block of buildings. This instantly gives the Incident Commander important site information such as where alleys are located, where street access is especially narrow, and potential places to stage. If a full floor plan is not available, the footprint of a building can be traced and measured from the aerial map to create a basic site diagram in just a few minutes.

Agency Having Jurisdiction. The agency having delegated or assigned legal authority to adopt, determine, mandate, or enforce ordinances and regulatory requirements, or to take other actions under local, state, or federal law.

All Weather Driving Surface. A roadway designed to carry the imposed weight loads of fire apparatus complete with all underground utilities, curbs, gutters, and a minimum surface finish of one layer of asphalt or concrete or road pavers.

Board of Directors. The governing body of the District
Combustible Material. Rubbish, litter, or material of any kind, other than hazardous vegetation, that is combustible and endangers the public safety by creating a fire hazard as determined by the Fire Marshall.

Driveway, a private access road that provides access from the public way to a structure and that is used for public or private vehicular access, including fire and emergency apparatus or vehicles.

Essential Service Facility. That building or structure which has been designated by the local government to house facilities that are necessary for emergency operations.

Fire Code Official. The District's Fire Chief, employees of the District’s Fire Prevention and Fire Suppression Divisions, and such other representatives of the District as may be authorized by the Woodside Fire District Board of Directors or the Fire Chief.

Fire Protection Plan: A document prepared for a specific project or development proposed for the wildland-urban interface area. It describes ways to minimize and mitigate the fire problems created by the project or development, with the purpose of reducing impact on the community's fire protection delivery system.

Fire Trail, a graded firebreak of sufficient width, surface, and design to provide access for personnel and equipment to suppress and to assist in preventing surface extension of fires. Must be able to support the safe travel of a Type 3 Fire Apparatus.

Hazardous Vegetation. Vegetation that is combustible and endangers the public safety by creating a fire hazard, including but not limited to seasonal and recurrent grasses, weeds, vines, Item B Page 23 Town Council Meeting May 9, 2023
17 stubble, brush, dry leaves, dry needles, dead, dying, or diseased trees and any other vegetation as determined by the fire code official.

Jurisdiction. Jurisdiction shall mean the territorial boundaries of the Woodside Fire Protection District. As such, “jurisdiction” would mean, as appropriate, certain unincorporated areas of the County of San Mateo, the Town of Woodside, and the Town of Portola Valley. The Fire District’s map book shall be adopted by reference to indicate the territorial boundaries of the Woodside Fire Protection District.

When the term "jurisdiction" is used in this code a context that implies the ability to exercise governmental powers, such as “the authority having jurisdiction,” the term “jurisdiction” shall mean, instead the public agency authorized to and exercising the governmental power.

Response Time. The elapsed time from receipt of a call to the District seeking emergency assistance and the arrival of the first unit on scene.

Rubbish. Waste matter, litter, trash, refuse, debris, and dirt on streets or private property in the jurisdiction which is, or when dry may become, a fire hazard.

Rural Area. An area generally designated for agricultural or open space uses with parcels of more than 10 acres (4.046873ha) in size.

Rural Residential Area. An area generally designated for single family residential use with parcels between three (1.2140619ha) and 10 (4.046873ha) acres in size.

Sprinkler Alarm And Supervisory System (SASS). A Dedicated Function Fire Alarm System located at the protected premise installed specifically to monitor sprinkler water-flow alarm, valve supervisory, and general trouble conditions where a building fire alarm is not required.

Streets. Includes alleys, parkways, driveways, sidewalks, and areas between sidewalks and curbs, highways, public rights of way, private roads, paper streets, and easements.

Structure: That which is built or constructed.

Temporary Water Supply. Water stored for firefighting purposes in an approved aboveground tank during combustible construction.

Wildland-Urban Interface Fire Area (WUI). A geographical area identified by the state or the agency having jurisdiction as a “Fire Hazard Severity Zone” in accordance with the Public Resources Code, Sections 4201 through 4204, and Government Code, Sections 51175 through 51189, or other areas designated by the agency having jurisdiction to be at a significant risk from wildfires, supported by findings of fact.

SECTION 202 GENERAL DEFINITIONS is amended to amend the following terms:

Floor Area, Gross. The floor area within the inside perimeter of the exterior walls of the building under consideration, exclusive of vent shafts and courts, without deduction for corridors, stairways, closets, the thickness of interior walls, columns, or other features. The floor area of a building, or Item B Page 24 Town Council Meeting May 9, 2023
18 portion thereof, not provided with surrounding exterior walls shall be the usable area under the horizontal projection of the roof or floor above. The gross floor area shall not include shafts with no openings or interior courts.

Areas to be included in the new gross floor area square footage calculation include:

1. Garages or carports if under a habitable space, or covers egress

2. New attached garage

3. All additions

4. Total square footage of any room that received alterations or additions. Removing sheetrock exposing structural framing or any structural change in a room involves the total square footage of that room.

Existing square footage shall be obtained from the San Mateo County Tax Assessor’s Office or may be submitted by a licensed architect.

Key Box or Knox Box. (Underwriters Laboratory) UL "Listed" box, the size, and style of which is approved by the fire code official or designee, that meets the District’s requirements, and uses the same security key code adopted by the Fire District Nuisance Alarm. The activation of any fire protection or alarm system which results in the response of the Fire District and is caused by mechanical failure, malfunction, improper installation or maintenance, negligence, or misuse of the system by an owner, occupant, employee, or agent, or any other activation not caused by excessive heat, smoke, fire, or similar activating event.

Person: Includes an individual, heirs, executors, administrators or assigns, and also includes any agency of the State, county, city, district, town or other local public entity, and any individual, firm, association, partnership, business trust, corporation, limited liability company, or company and its successors or assigns, or the agent of any of the aforesaid.

CHAPTER 3 IS ADOPTED IN ITS ENTIRETY AND AMENDED BELOW
SECTION 304 COMBUSTIBLE WASTE MATERIAL is amended to read as follows:
304.1.2 Vegetation is amended to read as follows:
304.1.2. Vegetation. Hazardous vegetation, combustible material, combustible growth, debris, or rubbish capable of being ignited and endangering property shall be cut down and removed by the owner or occupant of the premises in accordance with the Fire District’s ordinances, including but not limited to those ordinances addressing defensible space, exterior hazard abatement, and fuel breaks. Vegetation clearance requirements in wildland-urban interface areas shall be in accordance with Chapter 49 of this code and in accordance with the Fire District’s ordinances.

Item B Page 25 Town Council Meeting May 9, 2023
19 SECTION 307 OPEN BURNING, RECREATIONAL FIRES AND PORTABLE OUTDOOR FIREPLACES is amended as follows:
307.1.1 Prohibited Open Burning is amended to read as follows:
307.1.1A Prohibited Open Burning Open burning is prohibited within the jurisdictional boundaries of the Woodside Fire Protection District. The Fire Marshal prohibits burning of trash or vegetation, except for fuel reduction purposes and dedicated campfires in County Parks by special permit only.

Exceptions:

1. Gas Fire Pits inspected by the Fire Prevention Bureau.

2. Open burning does not include approved exterior fireplaces with permanent spark arrestors, or barbecues, that are used in a safe manner and used for cooking or warming purposes only.

SECTION 308 OPEN FLAMES is amended as follows:
308.3.2 Theatrical Performances is amended to read as follows:
308.3.2 Theatrical Performances. Where approved, open-flame devices used in conjunction with theatrical performances are allowed to be used where adequate safety precautions have been taken in accordance with NFPA 160 and Title 19 CCR.

CHAPTER 4 IS ADOPTED IN ITS ENTIRETY AND AMENDED BELOW
SECTION 401 EMERGENCY PLANNING AND PREPAREDNESS is amended to read as follows:
401.3.2.1 Nuisance Alarm Notification is added to read as follows:
401.3.2.1 Nuisance Alarm Notification. Notification of emergency responders based on a nuisance alarm may be punishable by a fine in accordance with the Woodside Fire Protection District Fee Schedule or requirements. In addition, the responsible party may be liable for the operational and administrative costs incurred from the emergency response or mitigation procedures resulting from a nuisance alarm notification. 401.3.2.2 Multiple Nuisance Alarm Activations is added to read as follows:
401.3.2.2 Multiple Nuisance Alarm Activations. Any occupancy that has more than three nuisance alarms causing emergency response within a 12-month period may be required to modify, repair, upgrade or replace their system and/or monitoring station as determined by the fire code official.
401.10 Aerial Pre-Plans is added to read as follows:
401.10 Aerial Pre-Plans. For all new construction the fire official is authorized to require a fire aerial pre-plan to be prepared by an approved vendor at the cost of the developer.

Item B Page 26 Town Council Meeting May 9, 2023
20 SECTION 402 DEFINITIONS is added and amended to read as follows:
402.1 is amended to add the following:

NUISANCE ALARM
CHAPTER 5 IS ADOPTED IN ITS ENTIRETY AND AMENDED BELOW:
501.1 Scope is amended to read as follows:
501.1 Scope Fire service features for buildings, structures and premises shall comply with this chapter, and appendix D.

SECTION 503 FIRE APPARATUS ACCESS ROADS is amended to read as follows:
503.1 Where Required is amended to read as follows:
503.1 Where Required. Fire apparatus access roads shall be provided and maintained in accordance with Sections 503.1.1 through 503.1.3 and according to the Woodside Fire Protection District “Standards and Guidelines Manual.”
503.1.1 Buildings and Facilities is amended to read as follows:
503.1.1 Buildings and Facilities. Every building and facility shall be accessible to Fire District apparatus by way of all-weather access roadways prior to combustible construction. The fire apparatus access roads shall comply with the requirements of this section and extend within 150’ of all portions of the facility and all portions of the exterior walls of the first story of the building as measured by an approved route around the exterior of the building or facility. The access road shall have a minimum unobstructed width of 20’ and shall be required to have a minimum ‘first lift’ of pavement applied that shall support the imposed load of a fire apparatus. The developer shall be required to provide the Fire Chief with a site plan showing the location, width, grades, and cross section of the proposed fire apparatus access roads to be used during construction. Permits shall not be issued, and combustible construction shall not be allowed on the site until this site plan is reviewed and approved and stamped by the Fire District.

Exceptions:

1. The Fire Chief is authorized to increase the dimension of 150 ft. where any of the following conditions occur:

1.1. The building is equipped throughout with an approved automatic sprinkler system installed in accordance with Section 903.3.1.1, 903.3.1.2 or 903.3.1.3.

1.2. Fire apparatus access roads cannot be installed because of location on property, topography, waterways, non-negotiable grades or other similar conditions, and an approved alternative means of fire protection is provided.

1.3. There are not more than two Group R-3 or Group U occupancies.

Item B Page 27 Town Council Meeting May 9, 2023
21 2. Where approved by the Fire Chief, fire apparatus access roads shall be permitted to be exempted or modified for solar photovoltaic power generation facilities. 503.1.1.1 Fire Lanes is added to read as follows:
503.1.1.1 Fire Lanes Nothing in this code shall prevent a Town or County from designating or maintaining a street as a “Fire Lane” which does not meet the requirements of a fire apparatus access road under Sections 503.1.2 - 5.3.6.
503.1.4 Access to Open Spaces is added to read:
503.1.4 Access to Open Spaces. When access to open land/space or fire trail systems maintained for public or private use is obstructed by new development of any kind, the developer shall provide alternate acceptable access into the area that is sufficient to allow access for fire personnel and apparatus. The alternate means of access requires the approval of the fire code official. 503.1.5 Existing Fire Trail Systems Shall be Maintained is added to read:
503.1.5 Existing Fire Trail Systems Shall be Maintained. When conditions make maintenance of existing trails impractical, alternate means of access shall be provided and require approval by the fire code official.
503.2.1 Dimensions is amended to read as follows:
503.2.1 Dimensions: Fire apparatus access roads shall have an unobstructed width of not less than 20 feet, inclusive of all-weather surface shoulders, and a vertical clearance of not less than 13 feet 6 inches. Security gates shall be in accordance with section 503.6. Driveways serving one property with one or more habitable dwellings shall have an unobstructed driveway width of not less than 12 feet and unobstructed vertical clearance of not less than 13 feet 6 inches. Shared driveways serving more than one property with habitable structures shall have an unobstructed minimum width of 18 feet, inclusive of all-weather drivable surface shoulders and an unobstructed vertical clearance of not less than 13 feet 6 inches. All gates obstructing emergency access roadways shall have a sign stating, “Emergency Evacuation Route.”
503.2.6.1 Evaluation and Maintenance is added to read as follows:
503.2.6.1 Evaluation and Maintenance. All existing private bridges and elevated surfaces that are a part of the fire apparatus access road shall be evaluated by a California licensed civil engineer experienced in structural engineering, or a California licensed structural engineer, for safety and weight rating, in accordance with American Association of State Highway and Transportation Officials (AASHTO) Manual: “The Manual for Bridge Evaluation,'' Second Edition, or other approved standard. Vehicle load limits shall be posted at both entrances to bridges. All bridges and elevated structures providing fire apparatus access shall be routinely maintained in accordance with Section 503.2.6, or when directed by the Fire Code Official. 503.3 Marking is amended to read as follows:

Item B Page 28 Town Council Meeting May 9, 2023
22 503.3 Marking. Where required by the fire code official, approved signs and markings designating fire lanes shall comply with California Vehicle Code Section 22500.1. The designation shall be indicated (1) by a sign posted immediately adjacent to, and visible from, the designated place, clearly stating in letters not less than one inch in height that the place is a fire lane, (2) by outlining or painting the place in red and, in contrasting color, marking the place with the words "FIRE LANE", which are clearly visible from a vehicle, or (3) by a red curb or red paint on the edge of the roadway upon which is clearly marked the words "FIRE LANE". Signs and markings shall not be obstructed and shall be maintained in a clean and legible condition and be replaced or repaired when necessary to provide adequate visibility. 503.7 Fire Lane Restrictions and Requirements is added to read as follows:
503.7 Fire Lane Restrictions and Requirements Restrictions and requirements as specified in the California Vehicle Code shall apply to fire lanes established by this section.

SECTION 505 PREMISES IDENTIFICATION is amended to read as follows:
505.1 Address Identification is amended to read as follows:
505.1 Address Identification. New and existing buildings shall have approved address numbers, building numbers, or approved building identification placed in a position that is plainly legible and visible from the street or road fronting the property. These numbers shall contrast with their background. Address numbers shall be Arabic numerals or English alphabet letters. Where required by the fire code official, address identification shall be provided in additional approved locations to facilitate emergency response. Where access is by means of a private road and the building cannot be viewed from the public way, a monument, pole, or other sign or means shall be used to identify the structure. Address identification shall be maintained. Said numbers shall be either internally or externally illuminated in all new construction. Numbers shall be as follows:

Minimum of one-half inch (1/2″) stroke by eight inches (8″) high.

Exception: For a single-family dwelling a minimum of one-half inch (1/2") stroke by four inches (4") high. When the structure is more than fifty (50) feet from the street or fire apparatus access road, a minimum of one inch (1”) stroke by twelve inches (12″) high is required. 505.1.1 Multi-Tenant Buildings is added to read as follows:
505.1.1 Multi -Tenant Buildings. Numbers or letters shall be designated on all occupancies within a building. Size shall be one-half inch (1/2″) stroke by four inches (4″) high and on a contrasting background. Directional address numbers or letters shall be provided. Said addresses or numbers shall be posted at a height no greater than 5 feet, 6 inches (5′ 6″) above the finished floor and shall be either internally or externally illuminated in all new construction. 505.1.2 Rear Addressing is added to read as follows:
505.1.2 Rear Addressing. When required by the fire code official, approved numbers or addresses shall be placed on all new and existing buildings in such a position as to be plainly visible and legible from the fire apparatus road at the back of a property or where rear parking lots or alleys provide an acceptable vehicular access. Number stroke and size shall comply with Section 505.1.

Item B Page 29 Town Council Meeting May 9, 2023
23 Section 506.1 Fire Service Features, Key Boxes amended to read as follows:
506.1 Where Required is amended to read as follows:
506.1 Where Required. Where access to or within a structure or an area is restricted because of secured openings or where immediate access is necessary for lifesaving or fire-fighting purposes, the fire code official is authorized to require a key box to be installed in an approved location. The key box shall be of an approved type listed in accordance with UL 1037 and shall contain keys to gain necessary access as required by the fire code official. Where a new gate or barrier is installed on a fire access roadway, the fire department shall have emergency access. Gates or barriers shall have a Knox® key switch.
506.1.1.1 Key Box Content Requirements added to read as follows:
506.1.1.1 Key Box Content Requirements. The keys to multi-tenant spaces shall be included.

Additional keys shall be included for card access, elevator control, fire alarm control panels, and fire sprinkler control valve access.

The Key Box shall contain the following items.

1. Labeled keys to locked points of egress, whether in interior or exterior of such buildings.

2. Labeled Keys to the locked mechanical rooms.

3. Labeled keys to any fence or secured areas not covered in Section 506.1.

4. Labeled keys to any other areas that may be required by the fire code official or designee.

5. A card containing the emergency contact people and phone numbers for each occupancy.

6. Hazardous Safety Data Sheet (SDS).

7. Aerial pre-plan.

Exceptions:
1) Multi-tenant spaces which provide a key box for each tenant and are installed per Section 506.1. 2) Electronic card keys and codes may be utilized as a substitute for manual keys.

SECTION 507 FIRE PROTECTION WATER SUPPLIES is amended to read as follows:
507.5.1.1 Hydrant for standpipe systems is amended to read as follows:
507.5.1.1 Hydrant for Fire Department Connections. Buildings equipped with a water-based fire protection system installed in accordance with Section 903 through 905 shall have a fire hydrant within 100 feet of the fire department connections, or as approved by the fire code official. (Also see Section 912.2).

Item B Page 30 Town Council Meeting May 9, 2023
24 Exception:

The distance shall be permitted to exceed 100 feet (30 480 mmm) where approved by the fire code official.
507.5.7 Fire Hydrant Size and Outlets is added to read as follows:
507.5.7 Fire Hydrant Size and Outlets. Shall be in accordance with the Woodside Fire Protection District standards, or as approved by the fire code official. 507.5.8 Fire Hydrant Street Marker is added to read as follows:
507.5.8 Fire Hydrant Street Marker. Fire hydrant locations shall be visually indicated in accordance with the Woodside Fire Protection District standards or as approved by the fire code official, as may be amended from time to time. Any hydrant marker damaged or removed during street construction or repair shall be immediately replaced by the contractor, developer, or person responsible for removal or damage.

SECTION 508 FIRE COMMAND CENTER is amended to read as follows:
508.2 Fire Control Room is added to read as follows:
508.2 Fire Control Room. An approved fire control room shall be provided in all new buildings and in occupancies with a change of use requiring protection by an automatic fire sprinkler system.

The room shall contain the fire alarm control panels, ERCCS control equipment, and other fire equipment required by the fire code official. Fire control rooms shall be located within the building at a location approved by the fire code official and shall be provided at grade with a means to access the room directly from the exterior. Durable signage shall be provided on the exterior side of the access door to identify the fire control room. Fire control rooms shall not be less than 50 square feet.

Exceptions:

1. Group R-3 Occupancies.

2. Occupancies with a fire pump shall have a fire control room that is a minimum of 200 square feet.

3. In high-rise buildings, the fire control room shall not be less than 200 square feet.

SECTION 510 EMERGENCY RESPONDER COMMUNICATION COVERAGE is amended to read as follows:
510.1 Emergency responder communication coverage in new buildings. Exception no. 1 is deleted.
510.3 Permit Required is amended to read as follows:

Item B Page 31 Town Council Meeting May 9, 2023
25 510.3 Permit required. Construction permits shall be required as set forth in Sections 105.6 and 105.7. Maintenance performed in accordance with this code is not considered a modification and does not require a permit.
510.4.2 System Design is amended to read as follows:
510.4.2 System design. The in-building, two-way emergency responder communication coverage system shall be designed in accordance with Sections 510.4.2.1 through 510.4.2.8, NFPA 1221, NFPA 72 and San Mateo County ERCCS (P-500).
510.5 Installation Requirements is amended to read as follows:
510.5 Installation requirements. The installation of the in-building, two-way emergency responder communication coverage system shall be in accordance with San Mateo County ERCCS (P-500), NFPA 72, NFPA 1221, and Sections 510.5.2 through 510.5.5.

CHAPTER 6 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 605 FUEL-FIRED APPLIANCES is amended as follows:
605.3.1 Spark Arrestors is added to read:
605.3.1 Spark Arrestors. All chimneys attached to any appliance or fireplace that burns solid fuel shall be equipped with an approved spark arrestor per California Building Code Section 2113.9.2.

CHAPTER 9 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 901 FIRE PROTECTION AND LIFE SAFETY SYSTEMS, GENERAL SCOPE is amended as follows:
901.4.4.1 Additional Fire Protection Systems in Accessory Dwelling Units. is added to read as follows:
901.4.4.1 Additional Fire Protection Systems in Accessory Dwelling Units. An automatic fire sprinkler system may be used in new accessory dwelling units as an alternative, when aspects of the fire code cannot be met in their entirety and when approved by the fire code official. 901.6.3.2 Records Reporting is added to read as follows:
901.6.3.2 Records Reporting. Fire detection, alarm, and extinguishing systems shall always be maintained in an operative condition and shall be replaced or repaired when defective. Nonrequired fire protection systems and equipment shall be inspected, tested, and maintained or removed. All inspection, testing and maintenance reports shall be forwarded to the Fire District using electronic media to the designated third-party electronic record keeping service as chosen by the Fire District's fire code official. Hard copy reports are not permitted.

SECTION 903 AUTOMATIC SPRINKLER SYSTEMS is amended as follows:
903.2 Where Required is amended to read as follows:

Item B Page 32 Town Council Meeting May 9, 2023
26 903.2 Where Required. Approved automatic sprinkler systems shall be provided throughout new buildings and structures in the locations described in this Section or in Sections 903.2.1 through 903.2.21, whichever is most restrictive.

Approved automatic sprinkler systems in existing buildings and structures shall be provided in locations described in Section 903.6.

For the purposes of this Section, firewalls and fire barriers used to separate building areas shall be constructed in accordance with the California Building Code and shall be without openings or penetrations.

1. An automatic sprinkler system shall be provided throughout all new buildings and structures greater than 1,000 square feet of building area.

Exceptions:

1. Group S-2 or U occupancies used exclusively for vehicle parking, and which meet all the following:

1.1 Noncombustible construction.

1.2. Maximum building area not to exceed 5,000 square feet.

1.3. Structure is open on three (3) or more sides.

1.4 Minimum of 10 feet separation from existing buildings unless the area is separated by fire walls complying with California Building Code Section 706.

2. Detached non-combustible motor vehicle fuel dispensing canopies less than 1000 square feet that cover motor vehicle fuel dispensing facilities when constructed in accordance with Section 406.7.2 of the 2022 California Building Code.

3. Agricultural buildings as approved by the fire code official. 903.2.7 Group M is amended to read as follows:
903.2.7 Group M. Automatic fire sprinkler systems shall be provided throughout buildings containing a Group M occupancy and a fire area greater than 1,000 square feet, and any Group M occupancy used for the display and sale of upholstered furniture. 903.2.10.3 Lithium-Ion Batteries in Vehicles is added to read as follows:
903.2.10.3 Lithium-Ion Batteries in Vehicles. An automatic sprinkler system shall be installed throughout buildings having Group S-2 occupancies that house vehicles with lithium-ion batteries.

The sprinkler system shall be designed for the square footage area of the building that houses such vehicles, based on an area of sprinkler operation of 2,500 square feet and design density of 0.40 gpm/sf. Group S-2 occupancies with portions of floors without lithium-ion batteries in vehicles shall be provided with a sprinkler protection system per NFPA 13.

Item B Page 33 Town Council Meeting May 9, 2023
27 903.2.11 Specific Building Areas and Hazards is amended as follows:
903.2.11 Specific Building Areas and Hazards. In all occupancies an automatic sprinkler system shall be installed for building design or hazards in the locations set forth in sections 903.2.11.1 through 903.2.11.6.
903.2.11.1 Stories without openings is amended as follows:
903.2.11.1 Stories and Basements without Openings. Automatic sprinkler systems shall be installed in every building with a basement.

Automatic sprinkler systems shall be installed in every story of all buildings where the floor area exceeds 1000 square feet and where the following type of exterior wall opening is not provided.

1. Openings entirely above the adjoining ground level totaling at least 20 square feet (1.86 m2) in each 50 linear feet (15 240 mm), or fraction thereof, of the exterior wall in the story on at least one side.
903.2.18 Group U private garages and carports accessory to Group R-3 occupancies is amended to read as follows:
903.2.18 Group U Private Garages and Carports Accessory to Group R-3 Occupancies.

Carports with habitable space above and attached garages, accessory to Group R-3 occupancies, shall be protected by residential fire sprinklers in accordance with this Section. Residential fire sprinklers shall be connected to, and installed in accordance with, an automatic residential fire sprinkler system that complies with R313 of The California Residential Code or with NFPA 13D.

Fire sprinklers shall be residential sprinklers or quick-response sprinklers, designed to provide a minimum density of 0.05 gpm/ft2 over the most hydraulically demanding area of the structure, but not to exceed two sprinklers for hydraulic calculations purposes. Garage doors shall not be considered obstructions with respect to sprinkler placement. 903.2.22 Fire Department Delivery Capability is added to read as follows:

Section 903.2.22 Fire Department Delivery Capability. An automatic fire sprinkler shall be installed in all new buildings and occupancies or in existing buildings or structures that change occupancy classification or use when the required fire flow exceeds 2,000 gallons per minute. 903.3.1.1.2 Bathrooms is deleted.
903.3.1.2 NFPA 13R Sprinkler Systems. is amended to read as follows:
903.3.1.2 NFPA 13R Sprinkler Systems. Where in this code a NFPA 13R sprinkler system is allowed, a NFPA 13 sprinkler system shall be used.
903.3.1.3.1. Eave Protection is added to read as follows:

Item B Page 34 Town Council Meeting May 9, 2023
28 903.3.1.3.1. Eave Protection. Sprinkler protection shall be provided under roof eaves as defined in California Building Code Section 702A definitions in Fire Hazard Severity Zones and Wildland Urban Interface Fire Areas.
903.3.3 Obstructed Locations. is amended to read as follows:
903.3.3 Obstructed Locations. Automatic sprinklers shall be installed with regard to obstructions that will delay activation or obstruct the water distribution pattern and shall be in accordance with the applicable automatic sprinkler system standard that is being used. Automatic fire sprinklers shall be installed in or under covered kiosks, displays, booths, concession stands, laboratory fume hoods, bio-safety cabinets that use flammable liquids in processes, or equipment that exceeds 4 feet (1219 mm) in width. Not less than a 3-foot (914 mm) clearance shall be maintained between automatic sprinklers and the top of piles of combustible fibers. Sprinklers shall be provided in all areas, including combustible or noncombustible concealed spaces 6 inches or more in height.

Exception:

1. Kitchen equipment under exhaust hoods protected with a fire-extinguishing system in accordance with Section 904.
903.3.5.3 Non-permissible Water Supply Storage is added to read as follows:
903.3.5.3 Non-permissible Water Supply Storage. Swimming pools and ponds shall not be considered water storage for the purposes of Section 903.3.5. 903.3.10 Partial Systems in New Buildings or Structures is added to read as follows:
903.3.10 Partial Systems in New Buildings or Structures. Automatic fire sprinkler systems that only protect a portion of the building shall not be allowed. 903.4.2 Alarms is amended to read as follows:
903.4.2 Alarms. One exterior approved audible and visual device, located on the exterior of the building in an approved location, shall be connected to each automatic sprinkler system. Such sprinkler water-flow alarm devices shall be activated by water flow equivalent to the flow of a single sprinkler of the smallest orifice size installed in the system. Where a fire alarm system is installed, actuation of the automatic sprinkler system shall actuate the building fire alarm system. 903.6 Where Required in Existing Buildings and Structures is amended to read as follows:
903.6 Where Required in Existing Buildings and Structures. An automatic sprinkler system shall be provided in existing buildings and structures where required in Chapter 11 or when improvements are conducted in accordance with this Section. 903.6.1 Where Required Due to Improvements to Buildings and Structures is added to read as follows:

Item B Page 35 Town Council Meeting May 9, 2023
29 903.6.1 Where Required Due to Improvements to Buildings and Structures. The provisions of this Section are intended to provide a reasonable degree of fire safety in existing structures by requiring installation of an automatic fire-extinguishing system. All existing buildings and structures, regardless of type of occupancy or area, shall be provided with an automatic fire sprinkler system in the following circumstances:

1. Where, as determined by the Building Official per the ordinance of their specific jurisdiction, proposed additions will increase the existing gross floor area by more than 50%, or will increase the number of floors, or alterations or repairs will exceed more than 50% of the existing building, or any combination of alterations, additions or repairs will exceed more than 50% of the existing gross floor area. Within the unincorporated San Mateo County State Responsibility Area, where the gross floor area of a proposed alteration, addition, or combination of alterations and additions and the gross floor area of any alterations, additions, or combination of alterations and additions meets the definition of a “substantial alteration” as defined in San Mateo County Ordinance number 4873 or its successor ordinance.

2. Any combination of additions, alterations, or repairs to more than 50% of the existing gross floor area of the building within a two-year time-period. Within the unincorporated San Mateo County State Responsibility Area, any combination of additions, alterations and/or repairs within a two-year time-period meets the definition of a “substantial alteration” as defined in San Mateo County Ordinance number 4873 or its successor ordinance. Timelines will be based on the date of the last final fire inspection.

3. 3. Any additions, alterations or repairs within a building that contains an existing automatic fire sprinkler system shall have the automatic fire sprinkler system extended/modified to the area of proposed work.

4. 4. Any change in use or occupancy creating a more hazardous fire/life safety condition as determined by the Fire Marshal requires that an automatic fire sprinklers system be installed in the space where the change in use or occupancy is proposed.

5. 5. Any change of use from a non-habitable to a habitable, non-day-lighted basement requires the installation of an automatic fire sprinkler system in the proposed habitable basement portion.

6. 6. All automatic fire sprinkler systems shall comply with the current edition of NFPA13, NFPA-13D, NFPA-13R and any additional National and local standards recognized by the Woodside Fire Protection District.

Exceptions:

1. Buildings or Structures less than 1,000 square feet.

2. Seismic, foundation or accessibility improvements.

3. Detached group U and group U agricultural occupancies which do not already have fire sprinklers and do not have living quarters attached.

Item B Page 36 Town Council Meeting May 9, 2023
30 4. Work requiring only mechanical, electrical, plumbing and/or demolition.

5. Exterior improvements, including windows, roofing or repairs that constitute reconstruction or renewal for the purpose of maintenance.

6. Work related to damage due to a natural disaster.

7. Mobile/manufactured or factory-built homes constructed or altered on or before March 12, 2011 that were not manufactured with automatic fire sprinklers and are not subject to fire sprinkler requirements.

8. Independent solar carports or structures, non-combustible carports, or shade structures.

9. Canopies less than 1000 square feet over motor vehicle fuel dispensing facilities when constructed in accordance with Section 406.7.2 of the 2022 California Building Code. 903.6.1.2 Partial Systems in Existing Buildings and Structures is added to read as follows:
903.6.1.2 Partial Systems in Existing Buildings and Structures. Automatic fire sprinkler systems that only protect a portion of the building shall not be allowed.

Exception: A phased installation of an automatic fire sprinkler system may be accepted as an alternate materials and method application, as prescribed in Section 104.9, when different tenant spaces in the same building are occupied, and the installation of a fire sprinkler system may disrupt business. Not to exceed five (5) years for final completion from initial permit date. 903.6.2 Change of Occupancy Classification is added, to read as follows:
903.6.2 Change of Occupancy Classification. Any existing building that undergoes a change of occupancy classification into a higher hazard category shall comply with the requirements of Section 903.2. Relative hazard categories of occupancy groups shall be established based upon the Heights and Areas Hazard Categories of Table 1011.5 of the 2021 edition of the International Existing Building Code, as published by the International Code Council. The requirements of Section 903.2 shall not be required when a change of occupancy classification is made to an equal or lesser hazard category. Group L occupancies shall be considered a relative hazard of 1 (highest hazard).

SECTION 905 STANDPIPE SYSTEMS is amended to read as follows:
905.3.12 Lithium-Ion Batteries in Vehicles is added to read as follows:
905.3.12 Lithium-Ion Batteries in Vehicles. Buildings with lithium-ion battery vehicle parking shall be equipped with Class I standpipe systems extended to have hose connections located within 100 feet of lithium-ion battery vehicle parking.

SECTION 907 FIRE ALARM AND DETECTION SYSTEMS is amended to read as follows:
907.1.6 Certification is added to read as follows:

Item B Page 37 Town Council Meeting May 9, 2023
31 907.1.6 Certification. New fire alarm systems shall be UL-Certified. A certificate of completion and other documentation as listed in NFPA 72 shall be provided for all new fire alarm system installation. It is the responsibility of the building owner or owner’s representative to obtain and maintain a current and valid certificate. The protected premises shall be issued a UUFX type certification from Underwriters Laboratories (UL).
907.1.6.1 Posting of Certification is added to read as follows:
907.1.6.1 Posting of Certification. The UL certificate required in Section 907.1.6 shall be posted in a durable transparent cover within three (3) feet of the fire alarm control panel within 45 days of the final acceptance test/inspection.
907.4.4 Monitoring of Other Fire Systems is added to read as follows:
907.4.4 Monitoring of Other Fire Systems. In buildings equipped with a fire alarm system or sprinkler alarm and supervisory service (SASS) system, where other fire suppression or extinguishing systems are installed in the building (including, but not limited to commercial kitchen suppression systems, pre-action fire suppression systems, dry chemical systems, and clean agent systems), these other suppression systems shall be monitored by the SASS dedicated function fire alarm system and transmitted as a specific signal to the Central Station. The system shall be monitored in compliance with Section 907.6.6.
907.7 Acceptance Tests and Completion is amended to read as follows:
907.7 Acceptance Tests and Completion. Upon completion of the installation, the fire alarm system and all fire alarm components shall be tested in accordance with NFPA 72. Fire alarm systems in commercial structures shall obtain a UL Certificate for the system prior to final inspection.
907.9 Where Required in Existing Buildings and Structures is amended to read as follows:
907.9 Where Required in Existing Buildings and Structures. An approved fire alarm system shall be provided in existing buildings and structures where required in Chapter 11. When an alteration to any existing building or structure requires an upgrade or new fire alarm system, multiple fire alarm systems shall be approved by the fire code official.

SECTION 912 FIRE DEPARTMENT CONNECTIONS is amended to read as follows:
912.2 Location is amended to read as follows:
912.2 Location. With respect to hydrants, driveways, buildings and landscaping, fire department connections shall be so located that fire apparatus and hose connected to supply the system will not obstruct access to the buildings for other fire apparatus. The location of the fire department connections shall be within 100 feet of a fire hydrant or as approved by the fire code official (Also see Section 507.5.1.1).

CHAPTER 10 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW Item B Page 38 Town Council Meeting May 9, 2023
32 SECTION 1028 EXIT DISCHARGE is amended as follows:
1028.5.1 Exit Discharge Surface is added to read as follows:
1028.5.1 Exit Discharge Surface. Exterior exit pathway surfaces shall be suitable for pedestrian use in inclement weather and shall terminate at a public way as defined in the California Building Code.

CHAPTER 12 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 1207 ELECTRICAL ENERGY STORAGE SYSTEMS (ESS) is amended as follows:
1207.11.5.1 Electrical Disconnect added to read as follows:
1207.11.5.1 Electrical Disconnect. The ESS disconnect shall be located on the exterior of the building and at the main panel.
1207.11.11 Interconnected Electrical Power Sources is added to read as follows:
1207.11.11 Interconnected Electrical Power Sources, A permanent directory site plan plaque denoting the location of all electrical power source disconnecting means on or in the premises shall be installed at each service equipment location and at the location(s) of the system disconnect(s) for all electric power production sources capable of being interconnected.

CHAPTER 33 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 3303 FIRE SAFETY DURING CONSTRUCTION AND DEMOLITION is amended to read as follows:
3303.1.2 Additional Amendments is added to read as follows:
3303.1.2 Additional Amendments. Additional requirements may be required to an approved site safety plan if deemed necessary by both the Building Official and fire code official, based on previous fires or hazards that occurred on site or within the jurisdiction. 3303.1.3 Site Security Requirements is added to read as follows:
3303.1.3 Site Security Requirements. Site security requirements hall include the following if deemed necessary by both the Building Official and fire code official:

1. Controlled access points.

2. Site fencing, up to 12 feet in height with tamper sensors and security wires on top.

3. Security guards, full-time 24/7 presence on-site, to perform fire watch and patrols.

4. Detection check points located throughout the buildings for fire watch and patrol verification.

Item B Page 39 Town Council Meeting May 9, 2023
33 5. Security camera coverage throughout the site with motion detection notifications.

6. Identify measures taken to prevent tampering with security cameras and motion sensors.

7. Necessary lighting throughout the project site.

SECTION 3319 GENERAL ASBESTOS REMOVAL is added to read as follows:
3319.1 General is added to read as follows:
3319.1 General. Operations involving removal of asbestos or asbestos-containing materials from buildings shall be in accordance with Section 3319.

Exception: Section 3319 does not apply to the removal of asbestos from:

1. Pumps, valves, gaskets, and similar equipment.

2. Pipes, ducts, girders, or beams that have a length less than 21 linear feet (6400 mm).

3. Wall or ceiling panels that have an area of less than 10 square feet (0.93 m2) or a dimension of less than 10 linear feet (3048 mm).

4. Floor tiles when their removal can be completed in less than four hours.

5. Group R-3 occupancies.
3319.2 Notification is added to read as follows:
3319.2 Notification. The fire code official shall be notified 24 hours prior to the commencement and closure of asbestos-removal operations. The permit applicant shall notify the building official when asbestos abatement involves the removal of materials that were used as a feature of the building's fire resistance.
3319.3 Plastic Film is added to read as follows:
3319.3 Plastic Film. Plastic film that is installed on building elements shall be flame resistant as required for combustible decorative material, in accordance with Section 807. 3319.4 Signs is added to read as follows:
3319.4 Signs. Approved signs shall be posted at the entrance, exit and exit-access door, decontamination areas, and waste disposal areas for asbestos-removal operations. The signs shall state that asbestos is being removed from the area, that asbestos is a suspected carcinogen, and that proper respiratory protection is required. Signs shall have a reflective surface. Lettering shall be a minimum of 2 inches (51 mm) high.

CHAPTER 39 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 3901 GENERAL is amended as follows:

Item B Page 40 Town Council Meeting May 9, 2023
34 3901.1.1 Cannabis Growing, Processing, or Extraction Facilities is added to read as follows:
3901.1.1 Cannabis Growing, Processing, or Extraction Facilities. Cannabis growing, processing, and extraction facilities shall be designed and constructed in accordance with this chapter and NFPA 1, Chapter 38 as amended in Chapter 80.

CHAPTER 49 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 4902 DEFINITIONS is amended as follows:
4902.1 WILDLAND-URBAN INTERFACE FIRE AREA (WUI) is amended to read as follows:
4902.1 WILDLAND-URBAN INTERFACE FIRE AREA (WUI). A geographical area identified by the Woodside Fire Protection District as a “Fire Hazard Severity Zone” in accordance with the Public Resources Code Sections 4201 through 4204, and Government Code, Sections 51175 through 51189, or other areas designated by the Fire District to be at a significant risk from wildfires.

SECTION 4903 PLANS is amended as follows:
4903.2 CONTENTS is amended to read as follows:
4903.2 CONTENTS.

The fire protection plan shall be based on a project-specific wildfire hazard assessment that includes consideration of location, topography, aspect, and climatic and fire history.

The plan shall identify conformance with all applicable state wildfire protection regulations, statutes and applicable local ordinances, whichever are more restrictive.

The plan shall address fire department access, egress, road and address signage, water supply in addition to fuel reduction in accordance with Public Resources Code (PRC) 4290; the defensible space requirements in accordance with PRC 4291 or Government Code 51182 and applicable Fire District ordinances; and the applicable building codes and standards for wildfire safety. The plan shall identify mitigation measures to address the project’s specific wildfire risk and shall include the information required in section 4903.2.1
SECTION 4906 VEGETATION MANAGEMENT is amended as follows:
4906.2 APPLICATION is amended to read as follows:
4906.2 APPLICATION. All new plantings of vegetation in State Responsibility Areas (SRA) and Local Responsibility Areas (LRA) designated as a Very High Fire Hazard Severity Zone shall comply with Sections 4906.3 through 4906.5.3 and applicable Fire District ordinances.

SECTION 4907 DEFENSIBLE SPACE is amended to read as follows:
4907.1 General is amended to read as follows:

Item B Page 41 Town Council Meeting May 9, 2023
35 4907.1 General. Hazardous vegetation and fuels and defensible space shall be managed in State Responsibility and Local Responsibility Areas to reduce the severity of potential exterior wildfire exposure to buildings and to reduce the risk of fire spreading to buildings as required by applicable laws and regulations, including applicable ordinances of the Fire District. 4907.3 Requirements is amended to read as follows:
4907.3 Requirements. Hazardous vegetation and fuels around all applicable buildings and structures shall be maintained in accordance with the following laws and regulations:

1. Public Resources Code, Section 4291.

2. California Code of Regulations, Title 14, Division 1.5, Chapter 7, Subchapter 3, Section 1299 (see guidance for implementation “General Guidelines to Create Defensible Space”).

3. California Government Code, Section 51182.

4. California Code of Regulations Title 19, Division 1, Chapter 7, Subchapter 1, Section 3.07.

5. All applicable ordinances of the Woodside Fire Prevention District.

CHAPTER 50 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 5001 HAZARDOUS MATERIALS GENERAL PROVISIONS is amended as follows:
5001.5.1 Hazardous Materials Management Plan (HMMP) is amended to read as follows:
5001.5.1 Hazardous Material Management Plan (HMMP). Where required by the fire code official, an application for a permit shall include an HMMP. The HMMP shall include an aerial pre-plan of the facility that includes, but is not limited to, the following:

1. Access to each storage and use area.

2. Location of emergency equipment.

3. Location where liaison will meet emergency responders.

4. Facility evacuation meeting point locations.

5. The general purpose of other areas within the building.

6. Location of all above-ground and underground tanks and their appurtenances including, but not limited to sumps, vaults, below-grand treatment systems and piping.

7. The hazard classes in each area.

8. Locations of all control areas and Group H occupancies.

Item B Page 42 Town Council Meeting May 9, 2023
36 9. Emergency exits.

10. Fire Department related safety equipment:

A. Fire alarm control panel (FACP)
B. Sprinkler riser
C. Fire department connection (FDC)
D. Knox Box location
E. Gas valve shutoff
F. Electrical main shutoff
G. Water shutoff
H. Elevator equipment room
5001.5.3 Emergency Response Support Information is added to read as follows:
5001.5.3 Emergency Response Support Information. Floor plans, material safety data sheets, Hazardous Materials Management Plans (HMMP), Hazardous Material Inventory Statements (HMIS), and other information must be stored at a readily accessible location as determined by the fire code official. This location may be in cabinets located outside of facilities or buildings.

Information may be required to be maintained in a specific electronic media format to facilitate computer aided dispatching.

SECTION 5003 HAZARDOUS MATERIALS GENERAL REQUIREMENTS is amended as follows:
5003.9.1.2 Documentation is added to read as follows:
5003.9.1.2 Documentation. Evidence of compliance with the provisions of this chapter as well as with state and federal hazardous material regulations shall be maintained on site and available for inspection by Fire District personnel.

CHAPTER 53 COMPRESSED GASES IS ADOPTED IN ITS ENTIRETY AND AMENDED

AS BELOW
SECTION 5307 COMPRESSED GASES NOT OTHERWISE REGULATED is amended as follows:
5307.4.3 Gas Detection System is amended to read as follows:
5307.4.3 Gas Detection System. A gas detection system complying with Section 916 shall be provided in rooms or indoor areas in which the carbon dioxide enrichment process is located, in rooms or indoor areas in which container systems are located, and in other areas where carbon Item B Page 43 Town Council Meeting May 9, 2023
37 dioxide is expected to accumulate. Carbon dioxide sensors shall be provided within 12 inches (305 mm) of the floor in the area where the gas is expected to accumulate, or leaks are most likely to occur. The system shall be designed as follows:

1. Activates a low-level alarm upon detection of a carbon dioxide concentration of 5,000 ppm.

2. Activates a high-level alarm upon detection of a carbon dioxide concentration of 10,000 ppm.

CHAPTER 56 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 5601 EXPLOSIVES AND FIREWORKS is amended as follows:
5601.1.3 Fireworks is amended to read as follows:
5601.1.3 Fireworks. The possession, manufacture, storage, sale, handling, and use of fireworks within all areas of the Woodside Fire Protection District are prohibited.

Exceptions:

1. Storage and handling of fireworks by a Public Safety Agency.

2. Special permit issued to a licensed pyrotechnic operator by the Fire Marshal.

3. Snap Caps and Party Poppers classified by the State Fire Marshal as pyrotechnic devices. 5601.2.2 Sale and Retail Display is amended to read as follows:
5601.2.2 Sale and Retail Display. No person shall construct a retail display or offer for sale any explosives, explosive materials, or fireworks within the jurisdiction.

Exception:

Snap Caps and Party Poppers classified by the State Fire Marshal as pyrotechnic devices.

SECTION 5608 FIREWORKS DISPLAY is amended as follows:
5608.1 General is amended to read as follows:
5608.1 General. All professional pyrotechnical devices used for public display, or special effects, shall be in accordance with the applicable provisions of the State of California Code of Regulations, Title 19, and the applicable section of this code. Permits for public display and/or special effects shall be obtained through the Fire Marshal. 5608.1.1 Scope is amended to read as follows:

Item B Page 44 Town Council Meeting May 9, 2023
38 5608.1.1 Scope. All non-professional fireworks listed by the California State Fire Marshal as “Safe and Sane” are prohibited within the jurisdictional boundaries of the Woodside Fire Protection District.

CHAPTER 57 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 5704 FLAMMABLE AND COMBUSTIBLE LIQUID STORAGE is amended as follows:
5704.2.9.6.1 Locations Where Above-Ground Tanks are Prohibited is amended to read as follows:
5704.2.9.6.1 Locations Where Above-Ground Tanks are Prohibited. The limits referred to in sections 5704.2, 5704.4.2.4, Table 5704.2, and section 5706 of the California Fire Code in which the storage or dispensing of flammable or combustible liquid, in outside above ground tanks, is permitted, shall be limited to districts zoned for commercial, industrial, or agricultural uses. The dispensing, mixing, handling, or storage adjacent to or on parcels with R1 and R2 occupancies is prohibited.

Exceptions:

1. Quantities less than 50 gallons.

2. Protected above-ground tanks for the purpose of emergency power generator installations in areas zoned commercial, industrial, agricultural, business district, rural or rural residential district, and for approved facilities on an individual basis consistent with the intent of this provision. Tank size shall not exceed 1,000 gallons for any class of liquids.

3. Farms, critical infrastructure, and construction sites if it is determined by the Fire Marshal that the safety of the public is not compromised. The occupancy classification quantities in chapter 57 shall not be exceeded.
5706.2.4.4 Locations where Above-ground Tanks are Prohibited is amended to read as follows:
5706.2.4.4 Locations where Above-Ground Tanks are Prohibited. Storage of Class I and II liquids in above-ground tanks is prohibited in all zoning districts except districts zoned for commercial, industrial, or agricultural uses.

Exception: Protected above-ground tanks for the purpose of emergency power generator installations in areas zoned commercial, industrial, agricultural, business district, rural or rural residential, and for approved facilities on an individual basis consistent with the intent of this provision. Tank size shall not exceed 1,000 gallons for any class liquids.

CHAPTER 58 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 5806 FLAMMABLE CRYOGENIC FLUIDS is amended as follows:
5806.2 Limitations is amended to read as follows:

Item B Page 45 Town Council Meeting May 9, 2023
39 5806.2 Limitations. The storage of flammable cryogenic fluids in stationary containers outside of buildings is prohibited in any area which is zoned for other than industrial use.

Exception: Liquid hydrogen fuel systems in compliance with Section 5806.3 or 5806.4 of this code
CHAPTER 61 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW SECTION 6103 LIQUIFIED PETROLEUM GAS, INSTALLATION OF EQUIPMENT is amended as follows:
6103.2.1.7 Use for Food Preparation is amended to read as follows:
6103.2.1.7 Use for Food Preparation. Individual portable L-P containers used, stored, or handled inside a building classified as a Group A, Group B, or Group M occupancy for the purposes of cooking, food display, or a similar use, shall be limited in size to one pound capacity and shall be of an approved type. The number of portable containers permitted will be at the discretion of the fire code official. LP-gas appliances used for food preparation shall be listed for such use in accordance with the California Mechanical Code and NFPA 58.

SECTION 6104 LOCATION OF LIQUIFIED PETROLEUM GAS CONTAINERS is amended to read as follows:
6104.2 Maximum Capacity Within Established Limits is amended to read as follows:
6104.2 Maximum Capacity Within Established Limits The storage of liquefied petroleum gas shall not exceed a water capacity of 100 gallons aggregate for any one premise installation within the Woodside Fire Protection District territory where natural gas mains exist.

Exception: Installation of Liquefied Petroleum Gas may be permitted if used as a means of emergency standby supply for residential or industrial operations, or used for medical, research, testing, or purposes not suited to the use of natural gas. Such installation shall be in accordance with Chapter 61 of the California Fire Code and all provisions of NFPA 58 and must not exceed 1000 gallons aggregate for any one premise installation.

CHAPTER 80 IS ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW CHAPTER 80 REFERENCED STANDARDS is amended by adding the following referenced standards:

NFPA 3 (2015): Recommended Practice for Commissioning of Fire Protection and Life Safety Systems.

NFPA 1140 (2022), the following sections only:

NFPA 1141 (2022): General Requirements for Fire Protection Infrastructure in Wildland, Rural and Suburban Areas, as amended, only chapters 1-3 and 10-18, and annexes A and L.

Item B Page 46 Town Council Meeting May 9, 2023
40 NFPA 1141, Amended Sections as follows:

Revise Section 12.2.1 to read as follows:

12.2.1 Unless governed by other locally adopted regulations, or unless alternative means and methods are provided that meet the intent of the Code as approved by the Fire Marshal per Section [A] 104.10 Alternative Materials, Design and Methods of Construction and Equipment any building shall be separated from any other building by at least 30 feet (9.144 m) and be set back at least 30 ft (9.144 m) from a property line.

Revise Section 12.2.2 to read as follows:

12.2.2 Unless governed by other locally adopted regulations, or unless alternative means and methods are provided that meet the intent of the Code as approved by the Fire Marshal per CFC Section [A] 104.10 Alternative Materials, Design and Methods of Construction and Equipment any building that exceeds two stories or 30 ft (9.144 m) in height above the average adjacent ground elevation and that is not protected by an automatic sprinkler system installed and maintained according to NFPA 13 or NFPA 13R, shall be separated from any other structure by at least 50 feet (15.2 m) and be set back at least 30 feet 99.144 m) from a property line.

NFPA 1143 (2022): Risk /Hazard Assessment and Mitigation, only chapters 1-3 and 19-23, and annexes A, J, and L.

NFPA 1144 (2022): Assessing Wildland Fire Hazards in the Structure Ignition Zone, only chapters 1-3 and 24-26, and annexes A, J, K and L.

CHAPTER 80 REFERENCED STANDARDS is further amended by amending NFPA 13D (2020):Standard for the Installation of Sprinkler Systems in One- and Two-Family Dwellings and Manufactured Homes as follows:

Add Section 7.7.1 to read:

7.7.1 Where CPVC pipe is installed above the normal insulation in an unconditioned space, such as in an attic space, or a garage without conditioned living space above, CPVC pipe shall be adequately insulated to a minimum R-19 value, or equivalent, or pipe shall be limited to Type K or L copper, or ferrous piping.

Revise Section 8.3.5.1.2 to read:

8.3.5.1.2 Where fuel-fired equipment is below or on the same level as occupied areas of the dwelling unit, at least one quick-response intermediate temperature sprinkler shall be installed above the equipment or at the wall separating the space with the fuel-fired equipment from the occupied space. In unconditioned spaces, CPVC pipe shall be adequately insulated to a minimum R-19 value, or equivalent, or pipe shall be limited to Type K or L copper, or ferrous piping.

Item B Page 47 Town Council Meeting May 9, 2023
41 APPENDIX B FIRE FLOW REQUIREMENTS FOR BUILDINGS IS ADOPTED IN ITS

ENTIRETY AND AMENDED AS BELOW
SECTION B105 FIRE FLOW REQUIREMENTS FOR BUILDINGS is amended as follows:

Section B105.1 is amended to read as follows:

B105.1 One- and two-family dwellings, Group R-3 and R-4 buildings and townhouses.

The minimum fire-flow and flow duration requirements for one- and two-family dwellings, Group R-3 and R-4 buildings and townhouses shall be as specified in Tables B105.1(1) and B105.1(2).

The minimum fire flow shall be 1000 gallons per minute. A water supply for fire protection shall mean a fire hydrant within 600 feet from the building, measured via an approved roadway/driveway capable of the required fire flow. Where a public or private water company is not within a 1000 feet of a required fire hydrant location, or the water company cannot provide the required gallons per minute, NFPA 1142 Standard on Water Supplies for Suburban and Rural Firefighting 2022 Edition may be adhered to for fire flow requirements as an alternate means.

Item B Page 48 Town Council Meeting May 9, 2023
42 TABLE B105.1(1) REQUIRED FIRE FLOW FOR ONE- AND TWO-FAMILY DWELLINGS, GROUP R-3 AND R-4 BUILDINGS AND TOWNHOUSES is amended as follows:

TABLE B105.1(1)
REQUIRED FIRE-FLOW FOR ONE- AND TWO-FAMILY DWELLINGS, GROUP R-3 AND R-4 BUILDINGS AND TOWNHOUSES

FIRE-FLOW

CALCULATION
AREA
(Square feet)

AUTOMATIC SPRINKLER
SYSTEM
(Design Standard)
MINIMUM FIREFLOW
(gallons per
minute)

FLOW DURATION
(hours)
0-3,600 No automatic sprinkler system 1,000 1
3,601 and greater No automatic sprinkler system Value in Table B105.1(2)
Duration in Table
B105.1(2) at
the required fire-flow
rate
0-3,600 Section 903.3.1.3 of the California
Fire Code
or Section 313.3 of the California
Residential Code
1,000 1
3,601 and greater Section 903.3.1.3 of the California
Fire Code
or Section 313.3 of the California
Residential Code
½ value in
Table B105.1(2)a
1 For SI: 1 square foot = 0.0929 m2, 1 gallon per minute = 3.785 L/m. a. The reduced fire-flow shall be not less than 1,000 gallons per minute.

Item B Page 49 Town Council Meeting May 9, 2023
43 TABLE B105.2 REQUIRED FIRE FLOW FOR BUILDINGS OTHER THAN ONE- AND TWO-FAMILY DWELLINGS, GROUP R-3 AND R-4 BUILDINGS AND TOWNHOUSES is amended to read as follows:

TABLE B105.2

REQUIRED FIRE-FLOW FOR BUILDINGS OTHER THAN ONE- AND
TWO-FAMILY DWELLINGS, GROUP R-3 AND R-4 BUILDINGS AND TOWNHOUSES

AUTOMATIC SPRINKLER
SYSTEM
(Design Standard)
MINIMUM FIREFLOW
(Gallons per minute)

FLOW DURATION
(hours)
No automatic sprinkler system Value in Table
B105.1(2)
Duration in Table B105.1(2)
Section 903.3.1.1 of the
California Fire Code
50% of the value in
Table B105.1(2)a
Duration in Table B105.1(2) at the
reduced flow rate
Section 903.3.1.2 of the
California Fire Code
50% of the value in
Table B105.1(2)a
Duration in Table B105.1(2) at the
reduced flow rate
For SI: 1 gallon per minute = 3.785 L/m.
a. The reduced fire-flow shall be not less than 1,500 gallons per minute.

APPENDIX C FIRE HYDRANT LOCATIONS AND DISTRIBUTION IS ADOPTED IN ITS

ENTIRETY AND AMENDED AS BELOW
SECTION C103 FIRE HYDRANT SPACING is amended as follows:

C103.2.1 Modified Distribution of Fire Hydrants is added to read as follows:

C103.2.1 Average Spacing. In rural areas where parcels with structures have large frontages and or long driveways, the minimum location of a fire hydrant shall be 600 feet to the structure measured via a roadway or primary driveway as approved by the Fire Marshal.

APPENDIX D FIRE APPARATUS ACCESS ROADS IS ADOPTED IN ITS ENTIRETY

AND AMENDED AS BELOW
SECTION D103 MINIMUM SPECIFICATIONS is amended as follows:

D103.1 Access Road with a Hydrant is amended to read as follows:

D103.1 Access Road with a Hydrant. Where a fire hydrant is located on a fire apparatus access road, the road shall be a minimum of 20 feet in width inclusive of all-weather drivable shoulders.

Item B Page 50 Town Council Meeting May 9, 2023
44 Figure D103.1 DEAD-END FIRE APPARATUS ACCESS ROAD TURNAROUND is amended to read as follows:

For SI: 1 foot = 304.88 mm.

Item B Page 51 Town Council Meeting May 9, 2023
45 D103.2 Grade is amended to read as follows:

Section D103.2 Grade. Fire apparatus access roads or driveways shall not exceed 20 percent in grade.

Appendix L REQUIREMENTS FOR FIREFIGHTER AIR REPLENISHMENT SYSTEMS IS

ADOPTED IN ITS ENTIRETY AND AMENDED AS BELOW
SECTION L101.1 SCOPE is amended as follows:

L101.1 Scope. Buildings more than 10 stories in height shall install Firefighter Air Replenishment Systems.

SECTION 7: VALIDITY
The Woodside Fire Protection District Board of Directors hereby declares that should any section, paragraph, sentence, or word of this Ordinance or of the codes adopted by reference herein be declared for any reason to be invalid, it is the intent of the Woodside Fire Protection District Board of Directors that it would have passed all other portions of this Ordinance independent of the elimination here from of any such portion as may be declared invalid.

SECTION 8: PUBLIC POSTING AND PUBLICATION
This ordinance shall be publicly posted in the following places:

Front Door of the Woodside Fire Protection District Office; Bulletin Board in Front of Station 19 in the Woodside Fire Protection District; and Woodside Fire District Website.

Publication shall be as required by law in the Country Almanac.

SECTION 9: REPEAL OF CONFLICTING ORDINANCES.

Ordinance No.12 of the Woodside Fire Protection District is hereby repealed.

SECTION 10: ADOPTION OF CEQA FINDINGS.

The Woodside Fire Protection District Board finds that the adoption of this Ordinance is exempt from the California Environmental Quality Act (“CEQA”) pursuant to Title 14, Chapter 3, California Code of Regulations Section 15061(b)(3) in that it can be seen with certainty that there is no possibility that the adoption of this Ordinance will have a significant effect on the environment. The Ordinance adopts standard codes in effect pursuant to state law and sets requirements for compliance. The adoption of this Ordinance does not entitle new development or any changes to the physical environment.

Item B Page 52 Town Council Meeting May 9, 2023
46 SECTION 11: DATE OF EFFECT.

This ordinance shall be published once in the Country Almanac and shall be effective upon the expiration of 30 days from its adoption, except that this Ordinance shall not be effective within a municipality within the District until it is ratified by that municipality’s governing body, and shall not be effective within the unincorporated areas that are part of the District until it is ratified by the Board of Supervisors of the County of San Mateo.

Regularly passed and adopted this day of January 2023 by the following vote:

PASSED, APPROVED and ADOPTED this ____ day of May 2023 at the regular meeting of the District Board of Directors held on January 31st, 2023, on a motion made by Director , seconded by Director , and duly carried with the following roll call vote:

AYES:

NOES:

ABSENT:

ORDINANCE NO. 13-2023
____________________________
Matt Miller, President
Board of Directors
ATTEST: AS TO FORM:

Don Bullard Jon Holtzman
Fire Marshal District Counsel
Item B Page 53 Town Council Meeting May 9, 2023
1 Existing 2022 California Fire
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WFPD Reason
CHAPTER 1 SCOPE AND ADMINISTRATION
101.1 Title
These regulations shall be known
as the Fire Code of [NAME OF
JURISDICTION], hereinafter
referred to as “this code.”
California Fire Code Section 101.1 Title is amended to
read as follows:

California Fire Code Section 101.1 Title. These
regulations shall be known as the 2022 CALIFORNIA
FIRE CODE, and with amendments adopted by the
Woodside Fire Protection District, will be hereinafter
referred to as "THIS CODE,” and/or the “FIRE
PREVENTION CODE.” See also Paragraph 3 of this
ordinance.

Section 101.1 is the Title of the
Code and is required to be filled
in by the jurisdiction. The
referral to Paragraph 3 of the
Ordinance is parallel language
adopting the entire Fire Code
with District amendments.

None California Fire Code Section 101.6 is added to read as follows:
101.6 Standards and Guidelines Manual. The Bureau of
Fire Prevention and Life Safety Standards and Guidelines Manual (“Standards and Guidelines Manual”) shall serve
as a supplemental instruction and interpretation manual for the Fire Prevention Code and is hereby adopted and
incorporated by reference as if fully set forth herein. The Fire Marshal is responsible for amending this manual as necessary to maintain current instructions and
interpretations. The information contained within the
Standards and Guidelines Manual shall not be construed
to make new code requirements not authorized by this
ordinance.

Section 101.6 is for contractors
and builders to know plan
submittal and inspection
expectations for building and
bidding purposes. Provides and
allows consistency for fire
sprinklers, fire alarms, access
roads, etc.
[A] 102.1 Construction and
Design Provisions
The construction and design
provisions of this code shall apply
to:

California Fire Code Section [A] 102.1Construction
and Design Provisions is amended to add item 5, to read as follows:
[A] 102.1 Construction and Design Provisions
The construction and design provisions of this code shall apply to:

To provide enforcement
capabilities throughout the
jurisdiction of the Woodside Fire
Protection District where the
Code would otherwise not
provide for the enforcement of
Item B Page 54 Town Council Meeting May 9, 2023
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WFPD Reason

1. Structures, facilities and
conditions arising after the
adoption of this code.

2. Existing structures, facilities and
conditions not legally in existence
at the time of adoption of this
code.

3. Existing structures, facilities and
conditions where required in
Chapter 11.

4. Existing structures, facilities and
conditions that, in the opinion of
the fire code official, constitute a
distinct hazard to life or property.

1. Structures, facilities and conditions arising after the adoption of this code.

2. Existing structures, facilities and conditions not legally in existence at the time of adoption of this code.

3. Existing structures, facilities and conditions where required in Chapter 11.

4. Existing structures, facilities and conditions that, in the opinion of the fire code official, constitute a distinct hazard to life or property.

5. Vehicles, ships and boats that are permanently affixed to a permanent location within the boundaries of this
jurisdiction where not otherwise limited by law.
vehicles, ships and boats that
are existing in unsafe locations.

None California Fire Code Section 102.1.1 Applicability is added to read as follows:
102.1.1 Applicability to Alterations, Additions and
Repairs of Existing Buildings or Structures. Where
proposed additions will increase the existing gross floor area by more than 50%, or will increase the number of
floors, or alterations or repairs will exceed more than 50% of the existing gross floor area, or a combination of
alterations, additions or repairs will exceed more than 50% of the existing gross floor area, such building or structure shall be made in its entirety to conform to the Fire Code Requirements for new buildings or structures.

Within the Woodside Fire Protection District’s jurisdiction, each of the Building Departments may use their specific Carried forward from Ordinance
No. 12.

These standards are necessary
for the Woodside Fire Protection
District to provide a reasonable
degree of fire and life safety for
the community and firefighters
within the jurisdictional
boundaries of the Fire District
and is hereby in accordance
with section 102.9 of the
California Fire Code: For
subjects not specifically covered
by the code, as deemed
Item B Page 55 Town Council Meeting May 9, 2023
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dollar values and structural formulas to complete the
computation of existing and new gross floor areas. The
Fire District will accept the computations within the
structure’s jurisdictional boundary. Verification must be attained by the Municipal or County Building Official.
necessary for firefighter safety
and suppression activities.
102.6 Historic Buildings
The provisions of this code
relating to the construction,
alteration, repair, enlargement,
restoration, relocation or moving
of buildings or structures shall not
be mandatory for existing
buildings or structures identified
and classified by the state or local
jurisdiction as historic buildings
where such buildings or structures
do not constitute a distinct hazard
to life or property. Fire protection
in designated historic buildings
shall be provided with an
approved fire protection plan as
required in Section 1103.1.1.

California Fire Code Section 102.6 Historic Buildings is amended to read as follows:
102.6 Historic Buildings The provisions of this code
relating to the construction, alteration, repair, enlargement, restoration, relocation or moving of buildings or structures shall not be mandatory for existing buildings or structures identified and classified by the state or local jurisdiction as historic buildings where such buildings or structures do not constitute a distinct hazard to life or property. Fire
protection in designated historic buildings shall be
provided in accordance with the California Historic Building Code.

Section 102.6 is to provide
guidance on how to properly
construct and protect CA
Historic Buildings.

None California Fire Code Section 104.1.1 Design Standards is added to read as follows:104.1.1 Design Standards.

Woodside Fire Protection District will maintain a set of design and installation standards (Standards and
Guidelines Manual) that includes but is not limited to:

Address posting, Bridges, Emergency shut off placards,
Turnarounds, Turnouts, Driveway criteria, Knox
installations, Solar PV integrated roof installations, battery Carried forward from Ordinance
No. 12.

These standards are necessary
for the Woodside Fire Protection
District to provide a reasonable
degree of fire and life safety for
the community and firefighters
within the jurisdictional
Item B Page 56 Town Council Meeting May 9, 2023
4 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
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WFPD Reason
systems and Fire sprinkler systems, including those with tanks and pumps.

These standards, which apply to subjects not specifically covered by the Fire Code, are necessary for the Woodside Fire Protection District to provide a reasonable degree of fire and life safety for the community and firefighters within the jurisdictional boundaries of the Fire District and are maintained in accordance with Section 102.9 of the Fire Code.
boundaries of the Fire District
and is hereby in accordance
with section 102.9 of the
California Fire Code: For
subjects not specifically covered
by the code, as deemed
necessary for firefighter safety
and suppression activities.

None California Fire Code Section 104.2.1 Review
Construction Documents is added to read as follows:
104.2.1 Review Construction Documents. Woodside
Fire Protection District shall review all applications and construction documents related to any type of existing or new driveway construction, improvement or reconstruction within its territory jurisdiction which have been submitted to the Building Department.

Carried forward from Ordinance
No. 12.

None California Fire Code 104.12.6 Authority to Photograph or Otherwise Record Investigations is added to read as
follows:
104.12.6 Authority to Photograph or Otherwise Record
Investigations. The Chief or his duly authorized
To provide enforcement and
documentation capabilities
throughout the jurisdiction of the
Woodside Fire Protection
District where the Code would
Item B Page 57 Town Council Meeting May 9, 2023
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representative may make such audio, visual or other
recordings including photographs, video tapes, audio
tapes, diagrams, drawings, sketches, and the like, in
connection with the investigation of any actual or alleged violation of this Code or in connection with the
investigation of any incident as authorized by this Code. otherwise not provide for the
authority to photograph or use
the other listed means for
inspections and investigations.

Section 105.5 Required
operational permits.

The fire code official is authorized
to issue operational permits for
operations set forth in Sections
105.5.2 through 105.5.52.

California Fire Code Section105.5 Required
operational permits is amended to read as follows:
105.5 Required operational permits.

The fire code official is authorized to issue operational permits for operations set forth in Sections 105.5.1 through 105.5.55.

California Fire Code Section 105.5.16 Explosives is
amended to read as follows:
105.5.16 Explosives.

See Health and Safety Code Division 11, Part 1, Sections 12000, et seq. for additional requirements.

Exception: (No change)
These standards are necessary
for the Woodside Fire Protection
District to provide a reasonable
degree of fire and life safety for
the community and firefighters
within the jurisdictional
boundaries of the Fire District
and is hereby in accordance
with section 102.9 of the
California Fire Code: For
subjects not specifically covered
Item B Page 58 Town Council Meeting May 9, 2023
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Exception: Storage in Group R-3
occupancies of smokeless
propellant, black powder and
small arms primers for personal
use, not for resale and in
accordance with Section 5606.
by the code, as deemed
necessary for firefighter safety
and suppression activities.
105.5.33 Motor Fuel-Dispensing
Facilities
An operational permit is required
for the operation of automotive,
marine and fleet motor fueldispensing facilities.

California Fire Code Section 105.5.33 Motor fuel
dispensing is amended to read as follows:
105.5.33 Motor fuel dispensing.

An operational permit is required for the fueling of motor vehicles, including automotive, marine, and fleets, at fixed facilities and through mobile operations.

Exception: Recreational fires.

California Fire Code Section 105.5.34 Open Burning is
hereby modified by deleting the exception:
105.5.34 Open Burning
An operational permit is required for the kindling or
maintaining of an open fire or a fire on any public street, alley, road, or other public or private ground. Instructions and stipulations of the permit shall be complied with.

Delete the exception
Remove Exception
Item B Page 59 Town Council Meeting May 9, 2023
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None California Fire Code Section 105.5.55 Local permits is added to read as follows:
105.5.55 Local permits. In addition to the permits
required by section 105.5, an operational permit shall be obtained from the Bureau of Fire Prevention prior to
engaging in the following activities, operations, practices, or functions:

1. Apartment, hotel, or motel. An operational permit is required to operate an apartment house, hotel or motel.

2. Cannabis. An operational permit is required to operate a cannabis facility or operation listed below:

2.1 Cultivation

2.2 Distribution

2.3 Manufacturing

2.4 Testing/lab

3. Care facilities. An operational permit is required to operate a day care with an occupant load greater than
eight (8) persons.

Exception: Residential or commercial institutional care facility occupancies complying with Health and Safety
Code Section 13235 are exempt.

4. Emergency responder radio system. An operational
permit is required to operate an Emergency Responder
Radio System.

5. High-rise occupancy. An operational permit is
required to operate a high-rise building as defined in Title 24, Part 2, California Code of Regulations.

6. Live entertainment. An operational permit is required to operate a business where alcohol is served, while
providing live entertainment to the public.

7. Model rockets rental, sale or operation. An
These standards are necessary
for the Woodside Fire Protection
District to provide a reasonable
degree of fire and life safety for
the community and firefighters
within the jurisdictional
boundaries of the Fire District
and is hereby in accordance
with section 102.9 of the
California Fire Code: For
subjects not specifically covered
by the code, as deemed
necessary for firefighter safety
and suppression activities.

Item B Page 60 Town Council Meeting May 9, 2023
8 Existing 2022 California Fire
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(changes in Red)
WFPD Reason
operational permit is required to operate, manufacture, import, export, possess, store, rent or sell model rockets as defined by Health and Safety Code Section 12519.

8. Wood products. An operational permit is required to
store chips, hogged material, wood or other combustible pallets, lumber or plywood in excess of 200 cubic feet (6 m3)/34.19 sq ft.

9. Asbestos removal. A permit is required to conduct
asbestos-removal operations regulated by section 3319.

10. Christmas tree sales. A permit is required to use a property for the purpose of selling cut Christmas trees.

11. Temporary occupancy. A permit is required for any
temporary occupancy.

12. Temporary water supply. A permit is required to use a temporary water supply for construction of residential projects or subdivisions pursuant to section 3313.1.

13. Indoor growing operations. A permit is required to
operate an indoor growing operation. Exception:
agricultural greenhouses in an agricultural zone.

[A] 105.6 Required Construction
Permits
The fire code official is authorized
to issue construction permits for
work as set forth in Sections
105.6.1 through 105.6.24.

California Fire Code Section 105.6 Required
Construction Permits is amended to read as follows:
[A] 105.6 Required construction permits.

The fire code official is authorized to issue construction permits for work as set forth in Sections 105.6.1 through 105.6.25.

None California Fire Code Section 105.6.25 Local
Construction Permits is added to read as follows:
105.6.25 Local Construction permits. In addition to the permits required by section 105.6, the following
construction permits shall be obtained from the Bureau of Fire Prevention for work as described in this section:

1. Vegetation management plan. A construction permit is required to implement a vegetation management plan.

2. Fire protection plan. A construction permit is required to implement a fire protection plan.

Describes two additional
circumstances where permits
are required within the
jurisdiction of the WFPD
None California Fire Code Section 105.7 Responsibility of Permittee is added, to read as follows:
105.7 Responsibility of Permitee. Construction permits
shall be presumed by the Fire District to incorporate all the work that the applicant or the applicant's agent,
employees, or contractors shall carry out. Work performed shall be in accordance with the approved plans and with all requirements of this code and any other laws or
regulations applicable thereto. No Fire District approval shall relieve or exonerate any person from the
responsibility of complying with the provisions of this code, nor shall any vested rights be created for any work
performed in violation of this code.

Section 105.7 is for contractors
and builders to clarify what the
applicant is responsible to
provide to the Fire Official in the
Fire Prevention Division when
applying for a permit.

None California Fire Code Section 105.8 Fire Protection Plan is added, to read as follows:
[None provided.]
Item B Page 62 Town Council Meeting May 9, 2023
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105.8 Fire Protection Plan. A fire protection plan and/or a vegetation plan shall be prepared by the applicant when required by the fire code official. All fire protection and vegetation management plans require approval by the fire code official.

None California Fire Code Section 105.8.1 Cost is added to read as follows:
105.8.1 Cost. The cost of preparing and reviewing a fire protection or vegetation management plan shall be the
responsibility of the applicant. The cost of the fire
protection plan preparation and review shall be the
responsibility of the applicant.
[None provided.]
None California Fire Code Section 105.9 Health Department Approval is added to read as follows:
105.9 Health Department Approval. Mobile food
preparation vehicles shall display a San Mateo County
Health Department sticker as prescribed by County
Health.
[None provided.]
107.1 Fees
A permit shall not be issued until
the fees have been paid, nor shall
an amendment to a permit be
released until the additional fee, if
any, has been paid.

California Fire Code Section 107.1 Fees is amended to
read as follows:
107.1 Fees. The fees for the permits and other services shall be established by resolution of the Woodside Fire Protection Fire Board Fee Schedule ("Fee Schedule"). The fee shall be set to cover the cost Fire District incurs to review and inspect the intended activities, operations or functions.

Exception: Fees for a permit may be waived at the
discretion of the Fire Chief when the work or event to be conducted is for the Town of Woodside, Town of Portola
Valley, or County of San Mateo.

Establishes reference to
established cost recovery fees
for services related to
construction, occupancy
permits, etc.

None California Fire Code Section 107.1A Inspection
Authority is added to read as follows:

Carried forward from Ordinance
No. 12.

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107.1A Inspection Authority The Fire Marshal or other
designated representatives shall inspect buildings and
premises, including appliances and other hazards, to
ascertain and cause to be corrected any condition which would be deemed a fire hazard and reasonably tend to
cause fire or contribute to its spread, or any violation of the purpose or provisions of this code and of any other law or standard affecting fire and life safety.

Establishes reference to where
the district gets its inspection
authority in the Code
[A] 107.2 Schedule of Permit
Fees
Where a permit is required, a fee
for each permit shall be paid as
required, in accordance with the
schedule as established by the
applicable governing authority.

California Fire Code Section 107.2 Schedule of permit
Fees is amended to read as follows:
107.2 Schedule of Permit Fees. Where a permit or other
inspection fee is required, a fee for each permit shall be paid as required, in accordance with the Woodside Fire
Protection District Fee Schedule.

States fees shall be paid for
permits and inspections
None California Fire Code Section 107.7 Cost Recovery is added to read as follows:
107.7 Cost Recovery. The costs of fire suppression,
rescue, emergency medical services, and other costs are recoverable in accordance with Health and Safety Code
Sections 13009 and 13009.1, as they may be amended or
superseded from time to time. Additionally, any person
whose negligence, intentionally wrongful conduct, or
violation of law causes an incident resulting in an
appropriate emergency response, including, but not limited to, a traffic accident, spill of toxic, flammable, or
combustible fluids or chemicals is liable for the costs of responding to the incident, including those costs pursuant to Government Code Section 53150, et seq, as may be
amended or superseded from time to time. Any expense
incurred by the Woodside Fire Protection District for
This Code Section provides for a
means of recovering response
costs and expenses incurred by
the District in circumstances
where the incident has been
caused by willful misconduct or
negligence of the party that
caused the incident.

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securing such emergency shall constitute a debt of such person and shall be collectable by the Woodside Fire
Protection District in the same manner as in the case of an obligation under a contract, expressed or implied.
111.1 Board of Appeals
Established
In order to hear and decide
appeals of orders, decisions or
determinations made by the fire
code official relative to the
application and interpretation of
this code, there shall be and is
hereby created a board of
appeals. The board of appeals
shall be appointed by the
applicable governing authority and
shall hold office at its pleasure.

The board shall adopt rules of
procedure for conducting its
business and shall render all
decisions and findings in writing to
the appellant with a duplicate copy
to the fire code official.

California Fire Code Section 111.1 Board of Appeals
Established is amended to read as follows:
111.1 Board of Appeals Established Whenever the Fire
Chief shall disapprove an application or refuse to grant a permit applied for, or when it is claimed that the provisions of this code do not apply or that the true intent and
meaning of this code have been misconstrued or wrongly
interpreted, the applicant may appeal the decision of the Fire Chief by presenting, within 10 days, a written request to the District Board of Directors, acting as the District’s Board of Appeals, for a hearing on and a review of such decision. The request shall state the reasons therefore, and the District Board of Directors shall, within 60 days of the receipt of same, hold a hearing, and may modify,
vacate, or affirm the decision.

Appeals process described to
follow legal process.
111.2 Limitations on Authority
An application for appeal shall be
based on a claim that the true
intent of this code or the rules
legally adopted thereunder have
been incorrectly interpreted, the
provisions of this code do not fully
apply or an equivalent or better
California Fire Code Section 111.2 Limitations on
Authority is amended to read as follows:

An application for appeal shall be based on a claim that the true intent of this code or the rules legally adopted thereunder have been incorrectly interpreted, the
provisions of this code do not fully apply, or an equivalent or better form of construction is proposed.
[None provided.]
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form of construction is proposed.

The board shall not have authority
to waive requirements of this code
or interpret the administration of
this code.
111.3 Qualifications
The board of appeals shall consist
of members who are qualified by
experience and training to pass on
matters pertaining to hazards of
fire, explosions, hazardous
conditions or fire protection
systems, and are not employees
of the jurisdiction
California Fire Code Section 111.3 Qualifications is
deleted in its entirety.
[None provided.]
111.4 Administration
The fire code official shall take
immediate action in accordance
with the decision of the board.

California Fire Code Section 111.4 Administration is
deleted in its entirety.
[None provided.]
[A] 112.4 Violations Penalties
Persons who shall violate a
provision of this code or shall fail
to comply with any of the
requirements thereof or who shall
erect, install, alter, repair or do
work in violation of the approved
construction documents or
directive of the fire code official, or
of a permit or certificate used
under provisions of this code, shall
be guilty of a [SPECIFY
OFFENSE], punishable by a fine
of not more than [AMOUNT]
dollars or by imprisonment not
California Fire Code Section [A] 112.4 Violation
penalties is amended to read as follows:
[A] 112.4 Violation penalties. Persons who shall violate a provision of this code or shall fail to comply with any of the requirements thereof or who shall erect, install, alter, repair or do work in violation of the approved construction
documents or directive of the fire code official, or of a permit or certificate used under provisions of this code, shall be guilty of a misdemeanor, punishable by a fine of not more than $1000 or by imprisonment not exceeding 6
months, or both such fine and imprisonment. Each day
that a violation continues after due notice has been served shall be deemed a separate offense.

Allows District to abate code
violations.

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exceeding [NUMBER OF DAYS],
or both such fine and
imprisonment. Each day that a
violation continues after due
notice has been served shall be
deemed a separate offense.

CHAPTER 3 GENERAL REQUIREMENTS
304.1.2 Vegetation
Weeds, grass, vines or other
growth that is capable of being
ignited and endangering property,
shall be cut down and removed by
the owner or occupant of the
premises. Vegetation clearance
requirements in wildland-urban
interface areas shall be in
accordance with Chapter 49.

California Fire Code Section 304.1.2 Vegetation is
amended to read as follows:
304.1.2. Vegetation. Hazardous vegetation, combustible
material, combustible growth, debris, or rubbish capable of being ignited and endangering property shall be cut down by the owner or occupant of the premises in accordance
with the Fire District’s ordinances, including but not limited to those ordinances addressing defensible space, exterior hazard abatement, and fuel breaks. Vegetation clearance requirements in wildland-urban interface areas shall be in accordance with Chapter 49 of this code and in
accordance with the Fire District’s ordinances.

Adding language to be more
restrictive than the CFC based
on the districts climatic,
geographic and topographical
findings of fact and WUI
exposure.

None California Fire Code Section 307.1.1A Prohibited Open Burning is added to read as follows:

Section 307.1.1A Prohibited Open Burning Open
burning is prohibited within the jurisdictional boundaries of the Woodside Fire Protection District. The Fire Marshal prohibits burning of trash or vegetation, except for fuel reduction purposes and dedicated campfires in County
Parks by special permit only.

Exceptions: 1. Gas Fire Pits inspected by the Fire
Prevention Bureau.

2. Open burning does not include approved exterior
fireplaces with permanent spark arrestors, or barbecues, Carried forward from Ordinance
No. 12.

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that are used in a safe manner and used for cooking or
warming purposes only.
308.3.2 Theatrical Performances
Where approved, open-flame
devices used in conjunction with
theatrical performances are
allowed to be used where
adequate safety precautions have
been taken in accordance with
NFPA 160.

California Fire Code Section 308.3.2 Theatrical
Performances is amended to read as follows:

Section 308.3.2 Theatrical performances. Where
approved, open-flame devices used in conjunction with
theatrical performances are allowed to be used where
adequate safety precautions have been taken in
accordance with NFPA 160 and Title 19 CCR.

Added and amended to allow
state approved devices in
theatrical shows.

CHAPTER 4 EMERGENCY PLANNING AND PREPAREDNESS
None California Fire Code Section 401.3.2.1 Nuisance Alarm Notification is added to read as follows:
401.3.2.1 Nuisance alarm notification. Notification of
emergency responders based on a nuisance alarm may
be punishable by a fine in accordance with the Woodside Fire Protection District Fee Schedule or requirements. In addition, the responsible party may be liable for the
operational and administrative costs incurred from the
emergency response or mitigation procedures resulting
from a nuisance alarm notification.

None California Fire Code Section 401.3.2.2 Multiple
Nuisance Alarm Activations is added to read as follows:
401.3.2.2 Multiple nuisance alarm activations. Any
occupancy that has more than three nuisance alarms
causing emergency response within a 12-month period
may be required to modify, repair, upgrade or replace their system and/or monitoring station as determined by the fire code official.

To provide enforcement
capabilities throughout the
jurisdiction of the Woodside Fire
Protection District where the
Code would otherwise not
provide for the enforcement of
nuisance alarms and provides
Item B Page 68 Town Council Meeting May 9, 2023
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for motivation to remedy
problems.

None California Fire Code Section 401.10 Aerial Pre-Plans is added to read as follows:
401.10 Aerial Pre-Plans. For all new construction the fire official is authorized to require a fire aerial pre-plan to be prepared by an approved vendor at the cost of the
developer.

For contractors and builders to
know plan submittal and
inspection expectations for
building and bidding purposes.

Provides and allows consistency
for pre-plans, fire sprinklers, fire
alarms, access roads, etc.
402.1 Definitions
The following terms are defined in
Chapter 2:

EMERGENCY EVACUATION
DRILL.

LOCKDOWN.

California Fire Code Section 402.1 is amended to add
the following:

NUISANCE ALARM
Added to definitions in Chapter 2
as it is used multiple times in
Chapter 4 for Nuisance Alarm
activations.

CHAPTER 5 FIRE SERVICE FEATURES
501.1 Scope. Fire service
features for buildings, structures
and premises shall comply with
this chapter.

California Fire Code Section 501 .1 Scope is amended
to read as follows:
501 .1 Scope Fire service features for buildings, structures and premises shall comply with this chapter, and appendix D [Fire Apparatus Access Roads].

Added for more detailed criteria.
503.1 Where Required. Fire
apparatus access roads shall be
provided and maintained in
accordance with Sections 503.1.1
through 503.1.3
California Fire Code Section 503.1Where Required is
amended to read as follows:
503.1 Where Required. Fire apparatus access roads
shall be provided and maintained in accordance with
Sections 503.1.1 through 503.1.3 and according to
Added to describe fire access
road requirements
Item B Page 69 Town Council Meeting May 9, 2023
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Woodside Fire Protection District "Standards and
Guidelines Manual.”
503.1.1 Buildings and facilities.

Approved fire apparatus access
roads shall be provided for every
facility, building or portion of a
building hereafter constructed or
moved into or within the
jurisdiction. The fire apparatus
access road shall comply with the
requirements of this section and
shall extend to within 150 feet of
all portions of the facility and all
portions of the exterior walls of the
first story of the building as
measured by an approved route
around the exterior of the building
or facility.

California Fire Code Section 503.1.1 Buildings and
Facilities amended to read as follows:
503.1.1 Buildings and Facilities. Every building and
facility shall be accessible to Fire Department apparatus by way of all-weather access roadways prior to
combustible construction. The fire apparatus access
roads shall comply with the requirements of this section and extend within 150’ of all portions of the facility and all portions of the exterior walls of the first story of the building as measured by an approved route around the
exterior of the building or facility. The access road shall have a minimum unobstructed width of 20’ and shall be
required to have a minimum ‘first lift’ of pavement applied that shall support the imposed load of a fire apparatus.

The developer shall be required to provide the Fire Chief with a site plan showing the location, width, grades, and cross section of the proposed fire apparatus access roads to be used during construction. Permits shall not be
issued, and combustible construction shall not be allowed on the site until this site plan is reviewed and approved and stamped by the Fire Department.

Exceptions:

1. The Fire Chief is authorized to increase the dimension of 150 ft. where any of the following conditions occur:

1.1. The building is equipped throughout with an approved automatic sprinkler system installed in accordance with Section 903.3.1.1, 903.3.1.2 or 903.3.1.3.

1.2. Fire apparatus access roads cannot be installed
because of location on property, topography, waterways, non-negotiable grades or other similar conditions, and an Amended to provide required
fire access during construction
for medical or fire emergencies
during any weather conditions.

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approved alternative means of fire protection is provided.

1.3.There are not more than two Group R-3 or Group U
occupancies.

2. Where approved by the Fire Chief, fire apparatus
access roads shall be permitted to be exempted or
modified for solar photovoltaic power generation facilities.

None California Fire Code Section 503.1.1.1 Fire Lanes is added to read as follows:
503.1.1.1 Fire Lanes. Nothing in the California Fire Code shall prevent a Town or County from designating or
maintaining a street as a “Fire Lane” which does not meet the requirements of a fire apparatus access road under the California Fire Code. 503.1.2 - 503.6 (CFC text not
modified)
Added to allow jurisdictions to
recognize public roads as Fire
Lanes or Fire Access Roads.

None California Fire Code Section 503.1.4 Access to Open spaces is added to read:
503.1.4 Access to open spaces. When access to open
land/space or fire trail systems maintained for public or private use is obstructed by new development of any kind, the developer shall provide alternate acceptable access into the area that is sufficient to allow access for fire personnel and apparatus. The alternate means of access
requires the approval of the fire code official.

Added to provide access to
open spaces.

None California Fire Code Section 503.1.5 Existing Fire Trail systems shall be Maintained is added to read:
503.1.5 Existing fire trail systems shall be maintained.

When conditions make maintenance of existing trails
impractical, alternate means of access shall be provided and require approval by fire code official.

Added to provide access to
open spaces.

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503.2.1 Dimensions
Fire apparatus access roads shall
have an unobstructed width of not
less than 20 feet (6096 mm),
exclusive of shoulders, except for
approved security gates in
accordance with Section 503.6,
and an unobstructed vertical
clearance of not less than 13 feet
6 inches (4115 mm).

California Fire Code Section 503.2.1 Dimensions is
deleted in its entirety and replaced by the following
section.
503.2.1 Dimensions: Fire apparatus access roads shall
have an unobstructed width of not less than 20 feet,
inclusive of all-weather surface shoulders, and a vertical clearance of not less than 13 feet 6 inches. Security gates shall be in accordance with section 503.6. Driveways
serving one property with one or more habitable dwellings shall have an unobstructed driveway width of not less than 12 feet and unobstructed vertical clearance of not less than 13 feet 6 inches. Shared driveways serving more
than one property with habitable structures shall have an unobstructed minimum width of 18 feet, inclusive of allweather drivable surface shoulders and an unobstructed vertical clearance of not less than 13 feet 6 inches. All gates obstructing emergency access roadways shall have
a sign stating “Emergency Evacuation Route.”
Carried forward from Ordinance
No. 12.

Added to describe fire access
road requirements specific to the
Woodside Fire Protection
District.

None California Fire Code Section 503.2.6.1 Evaluation and maintenance is added to read as follows:
503.2.6.1 Evaluation and maintenance. All existing
private bridges and elevated surfaces that are a part of the fire apparatus access road shall be evaluated by a
California licensed civil engineer experienced in structural engineering, or a California licensed structural engineer, for safety and weight rating, in accordance with American Association of State Highway and Transportation Officials (AASHTO) Manual: ``The Manual for Bridge Evaluation,''
Second Edition, or other approved standard. Vehicle load limits shall be posted at both entrances to bridges. All Provides a policy, procedure and
process for evaluation and
maintenance of District bridges.

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20 Existing 2022 California Fire
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bridges and elevated structures providing fire apparatus access shall be routinely maintained in accordance with Section 503.2.6 or when directed by the Fire Code Official. 503.3 Marking. Where required
by the fire code official, approved
signs or other approved notices or
markings that include the words
NO PARKING—FIRE LANE shall
be provided for fire apparatus
access roads to identify such
roads or prohibit the obstruction
thereof. The means by which fire
lanes are designated shall be
maintained in a clean and legible
condition at all times and be
replaced or repaired when
necessary to provide adequate
visibility.

California Fire Code Section 503.3 Marking is amended
to read as follows:
503.3 Marking. Where required by the fire code Official, approved signs and markings designating fire lanes shall comply with California Vehicle Code section 22500.1. The designation shall be indicated (1) by a sign posted
immediately adjacent to, and visible from, the designated place, clearly stating in letters not less than one inch in height that the place is a fire lane, (2) by outlining or painting the place in red and, in contrasting color, marking the place with the words "FIRE LANE", which are clearly visible from a vehicle, or (3) by a red curb or red paint on the edge of the roadway upon which is clearly marked the words "FIRE LANE". Signs and markings shall not be
obstructed and shall be maintained in a clean and legible condition at all times and be replaced or repaired when necessary to provide adequate visibility.

Local law enforcement has
asked that designated fire lanes
are marked with both signs AND
red curbs AND lettering stating
"No Parking - Fire Lane."
Section changed to follow
language from the California
Vehicle Code, per San Mateo
County Sheriff's Office.

None California Fire Code Section 503.7 Fire Lane
Restrictions and Requirements is added to read as
follows:
503.7 Fire Lane Restrictions and Requirements.

Restrictions and requirements as specified in the
California Vehicle Code shall apply to fire lanes
established by this section.

Added to follow CA Vehicle
Code
505.1 Address identification.

New and existing buildings shall
be provided with approved
California Fire Code Section 505.1 Address
Identification is amended to read as follows:
505.1 Address Identification. New and existing buildings The Fire District responds to
many types of emergencies,
including medical calls, critical
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address identification. The
address identification shall be
legible and placed in a position
that is visible from the street or
road fronting the property.

Address numbers shall be Arabic
numbers or alphabetical letters.

Numbers shall not be spelled out.

Each character shall be not less
than 4 inches high with a minimum
stroke width of 1/2 inch. Where
required by the fire code official,
address identification shall be
provided in additional approved
locations to facilitate emergency
response. Where access is by
means of a private road and the
building cannot be viewed from
the public way, a monument, pole
or other sign or means shall be
used to identify the structure.

Address identification shall be
maintained.
shall have approved address numbers, building numbers,
or approved building identification placed in a position that is plainly legible and visible from the street or road fronting the property. These numbers shall contrast with their
background. Address numbers shall be Arabic numerals or English alphabet letters. Where required by the fire code official, address identification shall be provided in
additional approved locations to facilitate emergency
response. Where access is by means of a private road
and the building cannot be viewed from the public way, a monument, pole or other sign or means shall be used to
identify the structure. Address identification shall be maintained. Said numbers shall be either internally or
externally illuminated in all new construction. Numbers shall be as follows: Minimum of one-half inch (1/2″) stroke by eight inches (8″) high.

Exception: For a single-family dwelling minimum of onehalf inch (1/2") stroke by four inches (4") high. When the structure is more than fifty (50) feet from the street or fire apparatus access, a minimum of one inch (1”) stroke by
twelve inches (12″) high is required.
home services such as flooding
or natural gas leaks, and smoke
or carbon monoxide alarms, just
to name a few. In many areas of
the Fire District, street lighting is
not available, which makes
finding addresses difficult,
especially when seconds count.

The Fire District ordinance
requires new buildings and
buildings undergoing a
substantial alteration to include
an illuminated address, so that
emergency responders can
more easily find the location
needing help.

The ordinance also provides
minimum size requirements for
address numbers on larger
structures for better visibility,
where the International Fire
Code is silent.

None California Fire Code Section 505.1.1 Multi-Tenant
Buildings is added to read as follows:
505.1.1 Multi -Tenant Buildings. Numbers or letters shall be designated on all occupancies within a building. Size shall be one-half inch (1/2″) stroke by four inches (4″) high and on a contrasting background. Directional address
numbers or letters shall be provided. Said addresses or numbers shall be posted at a height no greater than 5 feet, The ordinance requires
individual tenant spaces to have
address numbers, and provides
guidance as to height and size
of the numbers. The
International Fire Code is silent
on this issue.

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6 inches (5′ 6″) above the finished floor and shall be either internally or externally illuminated in all new construction.

None California Fire Code Section 505.1.2 Rear Addressing is added to read as follows:
505.1.2 Rear Addressing. When required by the fire code official, approved numbers or addresses shall be placed on all new and existing buildings in such a position as to be plainly visible and legible from the fire apparatus road at the back of a property or where rear parking lots or alleys provide an acceptable vehicular access. Number
stroke and size shall comply with 505.1.

The ordinance requires rear
entrances to tenant spaces to
have corresponding address, so
fire fighters can orientate
themselves when approaching
the rear of a single building that
has multiple addresses. The
International Fire Code is silent
on this issue.
506.1 Where required. Where
access to or within a structure or
an area is restricted because of
secured openings or where
immediate access is necessary for
life-saving or fire-fighting
purposes, the fire code official is
authorized to require a key box to
be installed in an approved
location. The key box shall be an
approved type listed in
accordance to UL 1037, and shall
contain keys to gain necessary
access as required by the fire
code official.

California Fire Code Section 506.1Where Required is
amended to read as follows:
506.1 Where required. Where access to or within a
structure or an area is restricted because of secured
openings or where immediate access is necessary for
lifesaving or fire-fighting purposes, the fire code official is authorized to require a key box to be installed in an
approved location. The key box shall be of an approved
type listed in accordance with UL 1037 and shall contain keys to gain necessary access as required by the fire code official. Where a new gate or barrier is installed on a fire access roadway, the fire department shall have
emergency access. Gates or barriers shall have a Knox®
key switch.

Added to require Knox key box
None California Fire Code Section 506.1.1.1 Key Box content requirements added to read as follows:
506.1.1.1 Key box content requirements. The keys to
multi-tenant spaces shall be included. Additional keys shall Description of keys required for
fire department access box.

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be included for card access, elevator control, fire alarm control panels, and fire sprinkler control valve access.

The Key Box shall contain the following items.

1. Labeled keys to locked points of egress, whether in
interior or exterior of such buildings.

2. Labeled Keys to the locked mechanical rooms.

3. Labeled keys to any fence or secured areas not
covered in Section 506.1.

4. Labeled keys to any other areas that may be
required by the Fire Code Official or designee.

5. A card containing the emergency contact people
and phone numbers for each occupancy.

6. Hazardous Safety Data Sheet (SDS).

7. Aerial pre-plan.

Exceptions:
1) Multi-tenant spaces which provide a key box for each tenant and installed per Section 506.1.
2) Electronic card keys and codes may be utilized as a
substitute for manual keys.
507.5.1.1 Hydrant for Standpipe
Systems. Buildings equipped with
a standpipe system installed in
accordance with Section 905 shall
have a fire hydrant within 100 feet
(30 480 mm) of the fire
department connections.

Exception: The distance shall be
permitted to exceed 100 feet (30
480 mm) where approved by the
fire code official.

California Fire Code Section 507.5.1.1 Hydrant for Fire department connections is amended to read as follows:
507.5.1.1 Hydrant for fire department connections.

Buildings equipped with a water-based fire protection
system installed in accordance with Section 903 through 905 shall have a fire hydrant within 100 feet of the fire department connections, or as approved by the fire code official. (Also see Section 912.2).

Exception: The distance shall be permitted to exceed 100 feet (30 480 mm) where approved by the fire code official.

Decreases the potential for
emergency vehicle access
obstructions from fire hose on
the ground. Better when a
hydrant is close to the fire
department connections.

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None California Fire Code Section 507.5.7 Fire Hydrant size and outlets is added to read as follows:
507.5.7 Fire hydrant size and outlets. Shall be in
accordance with the Woodside Fire Protection District
standards, or as approved by the fire code official.

Describes the type of hydrants
required within the WFPD.

None California Fire Code Section 507.5.8 Fire Hydrant
street marker is added to read as follows:
507.5.8 Fire hydrant street marker. Fire hydrant
locations shall be visually indicated in accordance with the Woodside Fire Protection District standards or as
approved by the fire code official, as may be amended
from time to time. Any hydrant marker damaged or
removed during street construction or repair shall be
immediately replaced by the contractor, developer or
person responsible for removal or damage.

Provides a means for enforcing
the removal of fire hydrant
markers that the district
purchases and installs
ourselves.

None California Fire Code section 508.2 Fire Control Room is added to read as follows:
508.2 Fire Control Room. An approved fire control room
shall be provided for all new buildings or occupancies with a change of use requiring protection by an automatic fire sprinkler system. The room shall contain the fire alarm control panels, ERCCS control equipment, and other fire equipment required by the Fire Code Official. Fire control rooms shall be located within the building at a location approved by the Fire Code official and shall be provided at grade with a means to access the room directly from the exterior. Durable signage shall be provided on the exterior side of the access door to identify the fire control room.

Fire Control Rooms shall not be less than 50 square feet.

Exceptions:

1. Group R-3 Occupancies.

Added to follow standard for San
Mateo County fire jurisdictions
operational consistency.

Item B Page 77 Town Council Meeting May 9, 2023
25 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason

2. Occupancies with a fire pump shall have a fire control room that is a minimum of 200 square feet.

3. In high-rise buildings, the fire control room shall not be less than 200 square feet.
510.1 Emergency Responder
Communication Coverage in
New Buildings
Approved in-building, two-way
emergency responder
communication coverage for
emergency responders shall be
provided in all new buildings. Inbuilding, two-way emergency responder communication
coverage within the building shall
be based on the existing coverage
levels of the public safety
communication systems utilized
by the jurisdiction, measured at
the exterior of the building. This
section shall not require
improvement of the existing public
safety communication systems.

Exceptions:

1. Where approved by the building
official and the fire code official, a
wired communication system in
accordance with Section
907.2.13.2 shall be permitted to
be installed or maintained instead
California Fire Code Section 510.1 Emergency
responder communication coverage in new buildings.

Exception no. 1 is deleted.

Deleted. No hard wire is
accepted for fire and police
communications.

Item B Page 78 Town Council Meeting May 9, 2023
26 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
of an approved radio coverage
system.

2. Where it is determined by the
fire code official that the radio
coverage system is not needed.

3. In facilities where emergency
responder radio coverage is
required and such systems,
components or equipment
required could have a negative
impact on the normal operations
of that facility, the fire code official
shall have the authority to accept
an automatically activated
emergency responder radio.
510.3 Permit Required
A construction permit for the
installation of or modification to inbuilding, two-way emergency responder communication
coverage systems and related
equipment is required as specified
in Section 105.6.4. Maintenance
performed in accordance with this
code is not considered a
modification and does not require
a permit.

California Fire code Section 510.3 Permits required is
amended to read as follows:
510.3 Permits required. Construction permits shall be
required as set forth in Sections 105.6 and 105.7.

Maintenance performed in accordance with this code is
not considered a modification and does not require a
permit.

Provides for where permits are
required and that maintenance
work does not require a permit.
510.4.2 System design
The in-building, two-way
emergency responder
communication coverage system
California Fire Code Section 510.4.2 System design is
amended to read as follows:
510.4.2 System design. The in-building, two-way
emergency responder communication coverage system
Amended to follow San Mateo
County Fire Chiefs policy for
coverage design.

Item B Page 79 Town Council Meeting May 9, 2023
27 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
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WFPD Reason
shall be designed in accordance
with Sections 510.4.2.1 through
510.4.2.8 and NFPA 1221.
shall be designed in accordance with Sections 510.4.2.1 through 510.4.2.8, NFPA 1221, NFPA 72 and San Mateo
County ERCCS (P-500).
510.5 Installation Requirements
The installation of the in building,
two-way emergency responder
communication coverage system
shall be in accordance with NFPA
1221 and Sections 510.5.2
through 510.5.5.

California Fire Code Section 510.5 Installation
requirements is amended to read as follows:
510.5 Installation requirements. The installation of the in-building, two-way emergency responder communication
coverage system shall be in accordance with San Mateo
County ERCCS (P-500), NFPA 72, NFPA 1221, and
Sections 510.5.2 through 510.5.5.

Amended to follow San Mateo
County Fire Chiefs policy for
coverage design.

CHAPTER 6 BUILDING SERVICES AND SYSTEMS
None California Fire Code Section 605.3.1 Spark arrestors is added to read:
605.3.1 Spark Arrestors. All chimneys attached to any
appliance or fireplace that burns solid fuel shall be
equipped with an approved spark arrestor per CBC
2113.9.2
Eliminates the potential for
ember ignitions throughout the
district.

CHAPTER 9 FIRE PROTECTION AND LIFE SAFETY SYSTEMS
None California Fire Code Section 901.4.4.1 Additional Fire Protection Systems in Accessory Dwelling Units is
added to read as follows:

Section 901.4.4.1 Additional Fire Protection Systems
in Accessory Dwelling Units. An
automatic fire sprinkler system may be used in new
accessory dwelling units as an alternative,
when aspects of the fire code cannot be met in their
entirety and when approved by the Fire Code Official.

Carried forward from Ordinance
No. 12.
provides for an alternative
means and method when
aspects of the fire code cannot
be met as per CFC Section
104.1 Alternative Means and
Methods.

Item B Page 80 Town Council Meeting May 9, 2023
28 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
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None California Fire Code, Section 901.6.3.2 Records
reporting is added to read as follows:
901.6.3.2 Records Reporting. Fire detection, alarm, and extinguishing systems shall always be maintained in an
operative condition and shall be replaced or repaired
where defective. Non-required fire protection systems and equipment shall be inspected, tested, and maintained or removed. All inspection, testing and maintenance reports shall be forwarded to the Fire District using electronic media to the designated third-party electronic record
keeping service as chosen by the Fire District's Fire Code Official. Hard copy reports are not permitted.

Explains the process of records
reporting for the Prevention
Bureau.
903.2 Where required. Approved
automatic sprinkler systems in
new buildings and structures shall
be provided in the locations
described in Sections 903.2.1
through 903.2.12 and Sections
903.2.14 through 903.2.21.

California Fire Code, Section 903.2 Where required is
amended to read as follows:
903.2 Where required. Approved automatic sprinkler
systems shall be provided throughout new buildings and
structures in the locations described in this Section or in Sections 903.2.1 through 903.2.21, whichever is most
restrictive. Approved automatic sprinkler systems in
existing buildings and structures shall be provided in
locations described in Section 903.6.

For the purposes of this section, firewalls and fire barriers used to separate building areas shall be constructed in accordance with the California Building Code and shall be without openings or penetrations.

1. An automatic sprinkler system shall be provided
throughout all new buildings and structures greater than 1,000 square feet of building area.

Exceptions:

Maintaining Ordinance
requirements that have already
been in place to aid in fire
propagation and spread. Aging
water infrastructure, inadequate
hydrant spacing and increased
response times due to traffic,
road width, and traffic calming
devices slow down response
times requiring increased
protection.

Item B Page 81 Town Council Meeting May 9, 2023
29 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason

1. Group S-2 or U occupancies used exclusively for
vehicle parking, and which meet all the following:

1.1 Noncombustible construction.

1.2 Maximum building area not to exceed 5,000 square
feet.

1.3 Structure is open on three (3) or more sides.

1.4 Minimum of 10 feet separation from existing
buildings unless the area is separated by fire walls
complying with California Building Code Section 706.

2. Detached non-combustible motor vehicle fuel
dispensing canopies less than 1000 square feet that cover motor vehicle fuel dispensing facilities when constructed in accordance with Section 406.7.2 of the 2022 California
Building Code.

3. Agricultural buildings as approved by the fire code
official.
903.2.7 Group M. An automatic
sprinkler system shall be provided
throughout buildings containing a
Group M occupancy where one of
the following conditions exists:

1. A Group M fire area exceeds
12,000 square feet (1115 m2).

2. A Group M fire area is located
more than three stories above
grade plane.

3. The combined area of all Group
M fire areas on all floors, including
any mezzanines, exceeds 24,000
California Fire Code Section 903.2.7 Group M is
amended to read as follows:

California Fire Code Section 903.2.7 Group M.

Automatic fire sprinkler systems shall be provided
throughout buildings containing a Group M occupancy and a fire area greater than 1,000 square feet, and any Group M occupancy used for the display and sale of upholstered furniture.

The ordinance requires new M
occupancies to have automatic
fire sprinklers when the square
footage exceeds 1,000 square
feet.

Section 903.2.7.1 requires
Group M Occupancies with high
piled storage to follow the fire
sprinkler requirements of
Chapter 32 on High Piled
Combustible Storage.

Item B Page 82 Town Council Meeting May 9, 2023
30 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
square feet (2230 m2).

4. A Group M occupancy used for
the display and sale of
upholstered furniture or
mattresses exceeds 5,000 square
feet (464 m2).

None California Fire Code, Section 903.2.10.3 Lithium-Ion Batteries in Vehicles is added to read as follows:
903.2.10.3 Lithium-ion batteries in vehicles. An
automatic sprinkler system shall be installed throughout buildings having Group S-2 occupancies that house
vehicles with lithium-ion batteries. The sprinkler system shall be designed for the square footage area of the
building that houses such vehicles, based on an area of sprinkler operation of 2,500 square feet and design density of 0.40 gpm/sf. Group S-2 occupancies with portions of
floors without lithium-ion batteries in vehicles shall be provided with a sprinkler protection system per NFPA 13.

Added to be in alignment with
San Mateo County Fire
Agencies
903.2.11 Specific buildings
areas and hazards. In all
occupancies other than Group U,
an automatic sprinkler system
shall be installed for building
design or hazards in the locations
set forth in Sections 903.2.11.1
through 903.2.11.6.

California Fire Code, Section 903.2.11 Specific
buildings areas and hazards is amended to read as
follows:
903.2.11 Specific Building Areas and Hazards. In all
occupancies an automatic sprinkler system shall be
installed for building design or hazards in the locations set forth in Sections 903.2.11.1 through 903.2.11.6.
[None provided.]
903.2.11.1 Stories without
openings. An automatic sprinkler
system shall be installed
throughout all stories, including
903.2.11.1 Stories and basements without openings is
amended to read as follows:
903.2.11.1 Stories and basements without openings.

Automatic sprinkler systems shall be installed in every Adjustments in this section
require automatic fire sprinkler
protection in basements of
occupancies. The threshold
Item B Page 83 Town Council Meeting May 9, 2023
31 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
basements, of all buildings where
the floor area exceeds 1,500
square feet (139.4 m2) and where
there is not provided at least one
of the following types of exterior
wall openings:

1. Openings below grade that lead
directly to ground level by an
exterior stairway complying with
Section 1009 or an outside ramp
complying with Section 1010.

Openings shall be located in each
50 linear feet (15 240 mm), or
fraction thereof, of exterior wall in
the story on at least one side. The
required openings shall be
distributed such that the lineal
distance between adjacent
openings does not exceed 50 feet
(15 240 mm).
building with a basement.

Automatic sprinkler systems shall be installed in every story of all buildings where the floor area exceeds 1000 square feet and where the following type of exterior wall opening is not provided.

1. Openings entirely above the adjoining ground level
totaling at least 20 square feet (1.86 m2) in each 50 linear feet (15 240 mm), or fraction thereof, of the exterior wall in the story on at least one side.
begins at square footage
exceeding 250 square feet,
except for the Town of Atherton
which has no threshold square
footage.

Basement fires bring a different
tactic to fire suppression
operations. Entry is obscured
by thick smoke. Opening doors
to basement create a rush of hot
gases typically exceeding 900
degrees F. A fire in a basement
can cause the floor to give way
under firefighters as they enter
the structure to attempt
extinguishment.
903.2.18 Group U Private
Garages and Carports
Accessory to Group R-3
Occupancies
Carports with habitable space
above and attached garages,
accessory to Group R-3
occupancies, shall be protected by
residential fire sprinklers in
accordance with this section.

Residential fire sprinklers shall be
connected to, and installed in
California Fire Code, Section 903.2.18 Group U Private
Garages and Carports Accessory to R-3 Occupancies
is amended to read as follows, with the exception being deleted:
903.2.18 Group U private garages and carports
accessory to Group R-3 occupancies. Carports with
habitable space above and attached garages, accessory
to Group R-3 occupancies, shall be protected by
residential fire sprinklers in accordance with this Section.

Residential fire sprinklers shall be connected to, and
installed in accordance with, an automatic residential fire sprinkler system that complies with R313 of The California Higher risk of an ignition from a
garage being below a habitable
living space triggering the
installation of sprinklers in these
kinds of spaces.

Item B Page 84 Town Council Meeting May 9, 2023
32 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
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WFPD Reason
accordance with, an automatic
residential fire sprinkler system
that complies with Section R313 of
the California Residential Code or
with NFPA 13D. Fire sprinklers
shall be residential sprinklers or
quick-response sprinklers,
designed to provide a minimum
density of 0.05 gpm/ft2 (2.04
mm/min) over the area of the
garage and/or carport, but not to
exceed two sprinklers for hydraulic
calculation purposes. Garage
doors shall not be considered
obstructions with respect to
sprinkler placement.

Exception: An automatic
residential fire sprinkler system
shall not be required when
additions or alterations are made
to existing carports and/or
garages that do not have an
automatic residential fire sprinkler
system installed in accordance
with this section.

Residential Code or with NFPA 13D. Fire sprinklers shall be residential sprinklers or quick-response sprinklers, designed to provide a minimum density of 0.05 gpm/ft2
over the most hydraulically demanding area of the
structure, but not to exceed two sprinklers for hydraulic calculations purposes. Garage doors shall not be
considered obstructions with respect to sprinkler
placement.

None California Fire Code Section 903.2.22 Fire Department Delivery Capability is added, to read:

Section 903.2.22 Fire Department Delivery Capability.

An automatic fire sprinkler system shall be installed in all new buildings and occupancies or in existing buildings or structures that change occupancy classification or use
In buildings that require fire
flows in excess of 2,000 gallons
which would be difficult to
produce within the WFPD, an
early suppression sprinkler
system should be installed to
Item B Page 85 Town Council Meeting May 9, 2023
33 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
when the required fire flow exceeds 2,000 gallons per
minute.
keep the fire managed and
suppressed until suppression
crews can arrive on scene.
903.3.1.1.2 Bathrooms
In Group R occupancies,
sprinklers shall not be required in
bathrooms that do not exceed 55
square feet (5 m2
) in area and are
located within individual dwelling
units or sleeping units, provided
that walls and ceilings, including
the walls and ceilings behind a
shower enclosure or tub, are of
noncombustible or limitedcombustible materials with a 15- minute thermal barrier rating.
903.3.1.1.2 Bathrooms is deleted. WFPD standard to delete bathrooms due to fire history
903.3.1.2 NFPA 13R sprinkler
systems. Automatic sprinkler
systems in Group R occupancies
up to and including four stories in
height not exceeding 60 feet in
height above grade plane shall be
permitted to be installed
throughout in accordance with
NFPA 13R as amended in Chapter

80. 903.3.1.2 NFPA 13R sprinkler systems is amended to
read as follows:
903.3.1.2 NFPA 13R sprinkler systems. Where in the
code a NFPA 13R sprinkler system is allowed, a NFPA 13
sprinkler system shall be used.

NFPA 13R sprinkler systems are
used in multi-family dwellings
(apartments). They allow unsprinklered spaces and
installation practices
inconsistent with similar size
occupancies. This change
requires a full fire sprinkler
system, which is consistent with
similar size buildings.

None California Fire Code Section 903.3.1.3.1. Eave
Protection is added, to read:
903.3.1.3.1. Eave Protection. Sprinkler protection shall be provided under roof eaves as defined in California Building Due to the extreme risk and
ignition potential to structures
within the Very High Fire
Severity Zones, and designated
WUI Fire Areas of the district,
Item B Page 86 Town Council Meeting May 9, 2023
34 Existing 2022 California Fire
Code Sections
CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
Code Section 702A definitions in Fire Hazard Severity
Zones and Wildland Urban Interface Fire Areas.
and where response times can
be delayed, the installation of
under eave sprinkler systems
will provide an additional layer of
protection beyond the required
building standards.
903.3.3 Obstructed locations.

Automatic sprinklers shall be
installed with regard to
obstructions that will delay
activation or obstruct the water
distribution pattern. Automatic
sprinklers shall be installed in or
under covered kiosks, displays,
booths, concession stands or
equipment that exceeds 4 feet
(1219 mm) in width. Not less than
a 3- foot (914 mm) clearance shall
be maintained between automatic
sprinklers and the top of piles of
combustible fibers.

Exception: Kitchen equipment
under exhaust hoods protected
with a fire-extinguishing system in
accordance with Section 904.
903.3.3 Obstructed locations is amended to read as
follows:
903.3.3 Obstructed locations. Automatic sprinklers shall be installed with regard to obstructions that will delay activation or obstruct the water distribution pattern and shall be in accordance with the applicable automatic
sprinkler system standard that is being used. Automatic fire sprinklers shall be installed in or under covered kiosks, displays, booths, concession stands, laboratory fume
hoods, bio-safety cabinets that use flammable liquids in processes, or equipment that exceeds 4 feet (1219 mm) in width. Not less than a 3-foot (914 mm) clearance shall be maintained between automatic sprinklers and the top of
piles of combustible fibers. Sprinklers shall be provided in all areas, including combustible or noncombustible
concealed spaces 6 inches or more in height.

Exception:

1. Kitchen equipment under exhaust hoods protected with a fire-extinguishing system in accordance with Section
904.

The Fire District requires fire
sprinkler protection in obstructed
locations that are 6 inches or
more in height or width. These
spaces are typically used to run
electrical wiring and have been
collection points for combustible
debris. Fires in these concealed
spaces have the ability to
overcome automatic fire
sprinkler protection. By
providing fire sprinkler protection
in these spaces, early fire
detection is established and the
fire is controlled.

Industrial areas of the District
cater to Research and
Development Laboratories. Due
to fire histories in these labs, the
Fire District requires fire
sprinkler protection inside lab
fume hoods, and in biosafety
cabinets that use flammable
liquids in processes.

By including an exception, for
Item B Page 87 Town Council Meeting May 9, 2023
35 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
sprinklering the 6-inch
concealed space, the ordinance
allows for flexibility depending
on the occupancy and the use of
the space.

None California Fire Code Section 903.3.5.3 Non-permissible water supply storage is added to read:
903.3.5.3 Non-permissible water supply storage.

Swimming pools and ponds shall not be considered water
storage for the purposes of Section 903.3.5.

Pools and Ponds are not
suitable water sources for
automatic sprinkler systems and
this provides a means of
conveying the message.

None 903.3.10 Partial Systems in new buildings or
structures is added to read as follows:
903.3.10 Partial Systems in new buildings or
structures. Automatic fire sprinkler systems that only
protect a portion of the building shall not be allowed.

The Fire District added a section
to the ordinance that requires a
full fire sprinkler system in a
building, and to not allow for a
partial system. When
firefighters respond to a fire in a
sprinklered building, it is
assumed that all portions of the
building have fire sprinkler
protection. If the fire's origin
happened to be in an
unsprinklered portion of a
sprinklered building, the fire's
heat can overcome the
sprinklered portion of the
building.
903.4.2 Alarms
One exterior approved audible
device, located on the exterior of
the building in an approved
California Fire Code, Section 903.4.2 Alarms is
amended to read as follows:
903.4.2 Alarms. One exterior approved audible and visual device, located on the exterior of the building in an
Provides for a means of exterior
notifications.

Item B Page 88 Town Council Meeting May 9, 2023
36 Existing 2022 California Fire
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WFPD Reason
location, shall be connected to
each automatic sprinkler system.

Such sprinkler waterflow alarm
devices shall be activated by
water flow equivalent to the flow of
a single sprinkler of the smallest
orifice size installed in the system.

Where a fire alarm system is
installed, actuation of the
automatic sprinkler system shall
actuate the building fire alarm
system. Visible alarm notification
appliances shall not be required
except when required by Section
907.
approved location, shall be connected to each automatic sprinkler system. Such sprinkler water-flow alarm devices shall be activated by water flow equivalent to the flow of a single sprinkler of the smallest orifice size installed in the system. Where a fire alarm system is installed, actuation of the automatic sprinkler system shall actuate the building fire alarm system.
903.6 Where Required in
Existing Buildings and
Structures
An automatic sprinkler system
shall be provided in existing
buildings and structures where
required in Chapter 11.

California Fire Code, Section 903.6 Where Required in
Existing Buildings and Structures is amended to read
as follows:
903.6 Where Required in Existing Buildings and
Structures. An automatic sprinkler system shall be
provided in existing buildings and structures where
required in Chapter 11 or when improvements are
conducted in accordance with this section.

No changes to the introductory
statement. Just added 3
additional conditions that will
trigger sprinkler installations and
an exception for ADA barrier
removals.

None California Fire Code, Section 903.6.1 Where required due to improvements to buildings and structures is
added and amended to read as follows:
903.6.1 Where required due to improvements to
buildings and structures. The provisions of this Section are intended to provide a reasonable degree of fire safety in existing structures by requiring installation of an
automatic fire-extinguishing system. All existing buildings Carried forward from Ordinance
No. 12.

The Fire Code does not specify
whether or not an existing
building that under goes
improvements should include
automatic fire sprinkler
Item B Page 89 Town Council Meeting May 9, 2023
37 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
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WFPD Reason
and structures, regardless of type of occupancy or area, shall be provided with an automatic fire sprinkler system in the following circumstances:

Within the unincorporated San Mateo County State
Responsibility Area, where the gross floor area of a
proposed alteration, addition, or combination of alterations and additions and the gross floor area of any alterations, additions, or combination of alterations and additions
meets the definition of a “substantial alteration” as defined in San Mateo County Ordinance number 4873 or its
successor ordinance.

2. Any combination of additions, alterations, or repairs to more than 50% of the existing gross floor area of the
building within a two-year time-period. Within the
unincorporated San Mateo County State Responsibility
Area, any combination of additions, alterations and/or
repairs within a two-year time-period meets the definition of a “substantial alteration” as defined in San Mateo
County Ordinance number 4873 or its successor
ordinance. Timelines will be based on the date of the last final fire inspection.

3. Any additions, alterations or repairs within a building that contains an existing automatic fire sprinkler system protection. The Fire District has
specified in this section, what it
believes to be reasonable
requirements to add fire
sprinkler protection when
buildings are improved or
occupancies are changed to
become hazardous.

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WFPD Reason
shall have the automatic fire sprinkler system
extended/modified to the area of proposed work.

4. Any change in use or occupancy creating a more
hazardous fire/life safety condition as determined by the Fire Marshal requires that an automatic fire sprinklers system be installed in the space where the change in use or occupancy is proposed.

5. Any change of use from a non-habitable to a habitable, non-day-lighted basement requires the installation of an automatic fire sprinkler system in the proposed habitable basement portion.

6. All automatic fire sprinkler systems shall comply with the current edition of NFPA-13, NFPA-13D, NFPA-13R and
any additional National and local standards recognized by the Woodside Fire Protection District.

Exceptions:

1. Buildings or Structures less than 1,000 square feet.

2. Seismic, foundation or accessibility improvements.

3. Detached group U and group U Agricultural
occupancies which do not already have fire sprinklers
and do not have living quarters attached.

4. Work requiring only mechanical, electrical, plumbing and/or demolition.

5. Exterior improvements, including windows, roofing or repairs that constitute reconstruction or renewal for
the purpose of maintenance.

6. Work related to damage due to a natural disaster.

7. Mobile/manufactured or factory-built homes constructed or altered on or before March 12, 2011 that were not
Item B Page 91 Town Council Meeting May 9, 2023
39 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
manufactured with automatic fire sprinklers and are not subject to fire sprinkler requirements.

8. Independent solar carports or structures, noncombustible carports, or shade structures.

9. Canopies less than 1000 square feet over motor vehicle fuel dispensing facilities when constructed in accordance with Section 406.7.2 of the 2022 California Building Code.

None California Fire Code 903.6.1.2 Partial Systems in
existing buildings and structures is added to read as
follows:
903.6.1.2 Partial Systems in existing buildings and
structures. Automatic fire sprinkler systems that only
protect a portion of the building shall not be allowed.

Exception: A phased installation of an automatic fire
sprinkler system may be allowed as an alternate materials and method application, as prescribed in Section 104.9, when different tenant spaces in the same building are
occupied, and the installation of a fire sprinkler system may disrupt business. Not to exceed five (5) years for final completion from initial permit date.

Description of not allowing
partial systems. Allows
exceptions for existing multitenant buildings.

None California Fire Code Section 903.6.2 Change of
occupancy classification is added, to read as follows:
903.6.2 Change of occupancy classification. Any
existing building that undergoes a change of occupancy
Provides for a greater level of
protection for higher hazard
occupancy classifications.

Item B Page 92 Town Council Meeting May 9, 2023
40 Existing 2022 California Fire
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(changes in Red)
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classification into a higher hazard category shall comply with the requirements of Section 903.2. Relative hazard categories of occupancy groups shall be established
based upon the Heights and Areas Hazard Categories of
Table 1011.5 of the 2021 edition of the International
Existing Building Code, as published by the International Code Council. The requirements of Section 903.2 shall not be required when a change of occupancy classification is made to an equal or lesser hazard category. Group L
occupancies shall be considered a relative hazard of 1
(highest hazard).

None California Fire Code, Section 905.3.12 Lithium-ion batteries in vehicles is added to read as follows:
905.3.12 Lithium-ion batteries in vehicles. Buildings
with lithium-ion battery vehicle parking shall be equipped with Class I standpipe systems extended to have hose
connections located within 100 feet of lithium-ion battery vehicle parking.

Added to be in alignment with
other San Mateo County Fire
Agencies.

None California Fire Code 907.1.6 Certification is added to read as follow:
907.1.6 Certification. New fire alarm systems shall be ULCertified. A certificate of Completion and other documentation as listed in NFPA 72 shall be provided for all new fire alarm system installation. It is the responsibility of the building owner or owner’s representative to obtain and maintain a current and valid certificate. The protected premises shall be issued a UUFX type certification from Underwriters Laboratories (UL).

Added for system integrity and
reduction of false alarms. Now
becoming a San Mateo County
standard
None California Fire Code, Section 907.1.6.1 Posting of certification is added to read as follows:

San Mateo County Standard .

Item B Page 93 Town Council Meeting May 9, 2023
41 Existing 2022 California Fire
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CFC New Adoptions to WFPD ORDINANCE NO 12
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WFPD Reason
907.1.6.1 Posting of certification. The UL certificate
required in Section 907.1.6 shall be posted in a durable transparent cover within three (3) feet of the fire alarm control panel within 45 days of the final acceptance
test/inspection.

None California Fire Code Section 907.4.4 Monitoring of other fire systems is added, to read as follows:
907.4.4 Monitoring of other fire systems. In buildings
equipped with a fire alarm system or sprinkler alarm and supervisory service (SASS) system, where other fire
suppression or extinguishing systems are installed in the building (including, but not limited to commercial kitchen suppression systems, pre-action fire suppression systems, dry chemical systems, and clean agent systems), these
other suppression systems shall be monitored by the
SASS dedicated function fire alarm system and
transmitted as a specific signal to the Central Station. The system shall be monitored in compliance with Section
907.6.6.

Provides for a dedicated and
more effective means of
monitoring and notification of
suppression systems.
907.7 Acceptance Tests and
Completion
Upon completion of the
installation, the fire alarm system
and all fire alarm components
shall be tested in accordance with
NFPA 72.

California Fire Code Section 907.7 Acceptance tests
and completion is amended to read as follows:
907.7 Acceptance tests and completion. Upon
completion of the installation, the fire alarm system and all fire alarm components shall be tested in accordance with NFPA 72. Fire alarms systems in commercial structures
shall obtain a UL Certificate for the system prior to final inspection.

In the early 1980's UL
established a program for
certification of fire alarm
systems. NFPA 72 Standards
were used as the requirements
for the certification. The
certificate is a declaration by the
alarm company responsible for
the installation that the system
as described on the certificate
form has been installed and will
Item B Page 94 Town Council Meeting May 9, 2023
42 Existing 2022 California Fire
Code Sections
CFC New Adoptions to WFPD ORDINANCE NO 12
(changes in Red)
WFPD Reason
be maintained in accordance
with the NFPA Standard.
907.9 Where Required in
Existing Buildings and
Structures
An approved fire alarm system
shall be provided in existing
buildings and structures where
required in Chapter 11.

Town CouncilMay 9, 2023

Town Council
May 9, 2023