Granicus Proposal for Woodside, CA
ORDER DETAILS
Prepared By: Meg Marshall
Phone:
Email: [email protected]
Order #: Q-238856
Prepared On: 11/21/2022
Expires On: 12/25/2022
Currency: USD
Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.)
Period of Performance: The term of the Agreement will commence on the date this document is signed and will continue for 36 months.
ORDER TERMS
Item 3 Page 30 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022
PRICING SUMMARY
The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal.
One-Time Fees
Solution Billing
Frequency Quantity/Unit One-Time Fee
Essentials Package 2 Setup and
Configuration Up Front 1 Each $0.00
GovQA - Online Training Up Front 1 Each $0.00
Additional Storage Setup and
Configuration Up Front 1 Each $0.00
Invoicing Setup and Configuration Up Front 1 Each $0.00 FOIA Platform Setup and Configuration Up Front 1 Each $0.00 Redaction Setup and Configuration Up Front 2 Each $0.00 OCR Setup and Configuration Up Front 1 Each $0.00
Attachment Search Setup and
Configuration Up Front 1 Each $0.00
PST Email Extractor Setup and Configuration Up Front 1 Each $0.00 SUBTOTAL: $0.00
Item 3 Page 31 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022
New Subscription Fees
Solution Billing
Frequency Quantity/Unit Annual Fee
Essentials Package 2
Annual 1 Each $6,000.00
Hosted Data Storage (500 GB)
Annual 1 Each $0.00
Invoicing Module
Annual 1 Each $0.00
FOIA Module Non Enterprise
Annual 1 Each $0.00
Redaction License (per named user)
Annual 2 Each $0.00
Attachment Search w/OCR
Annual 1 Each $2,000.00
PST Email Extractor
Annual 1 Each $2,000.00
SUBTOTAL: $10,000.00
• Once purchased data storage has been exceeded, data storage is billed in increments of 1TB over the purchased data storage amounts herein and will be assessed an additional annual fee of $1,200.00 and billed in arrears. Storage is reviewed annually and is adjusted at the next annual renewal. Throughout the term of the contract Woodside, CA is able to contact Granicus for a report on how much storage has been used.
Item 3 Page 32 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022
FUTURE YEAR PRICING
Period of Performance
Solution(s)
Year 2 Year 3
Essentials Package 2 $6,420.00 $6,869.40
Hosted Data Storage (500 GB) $0.00 $0.00
Invoicing Module $0.00 $0.00
FOIA Module Non Enterprise $0.00 $0.00
Redaction License (per named user) $0.00 $0.00
Attachment Search w/OCR $2,140.00 $2,289.80
PST Email Extractor $2,140.00 $2,289.80
SUBTOTAL: $10,700.00 $11,449.00
Item 3 Page 33 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022
PRODUCT DESCRIPTIONS
Solution Description
Essentials Package 2 Essentials Package 2
Hosted Data Storage (500 GB) Hosted Data Storage (500 GB) Invoicing Module Invoicing Module
FOIA Module Non Enterprise FOIA Module Non Enterprise
Redaction License (per named
user)
Redaction License (per named user)
GovQA - Online Training GovQA - Online Training
FOIA Platform Setup and
Configuration
FOIA Platform Setup and Configuration
Attachment Search w/OCR Attachment Search w/OCR
PST Email Extractor PST Email Extractor
Item 3 Page 34 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022
TERMS & CONDITIONS
• Link to Terms: https://granicus.com/legal/licensing
• This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Woodside, CA to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription.
Item 3 Page 35 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022
BILLING INFORMATION
Billing Contact: Purchase Order
Required?
[ ] - No
[ ] - Yes
Billing Address: PO Number:
If PO required
Billing Email: Billing Phone:
If submitting a Purchase Order, please include the following language:
The pricing, terms, and conditions of quote Q-238856 dated 11/21/2022 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order.
AGREEMENT AND ACCEPTANCE
By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms.
Woodside, CA
Signature:
\s1\
Name:
\n1\
Title:
\t1\
Date:
\d1\
Item 3 Page 36 Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
Report to Town Council Agenda Item 4
From: Cindy Safe, Administrative Service Manager June 13, 2023 Reviewed by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN
AGREEMENT WITH SPRINGBROOK TO ADD THE ACCOUNTS RECEIVABLE MODULE
RECOMMENDATION
It is recommended that the Town Council adopt the draft resolution, which authorizes the Town Manager to execute an agreement with Springbrook, the Town’s financial cloud-based software, to add the Accounts Receivable Module subscription and implementation services and training fee.
BACKGROUND AND DISCUSSION
In February 2015, the Town of Woodside migrated from MOM financial software to Springbrook cloud subscription financial software. For eight years the Town has used Springbrook General Ledger, Accounts Payable, Cash Receipt, and Bank Reconciliation modules.
In May 2023 the Town Council completed an IT Master Plan which recommended a review by staff of the current modules of the Springbrook financial software. During this review it was discovered that manual invoices were being prepared by staff for many operational billings, including the increasing number of Town reimbursable grants.
To increase financial transparency of the Town receivables (revenue owed to Town) and expediency in billing, the staff requested an updated presentation of the Account Receivable module in April 2023 from Springbrook. Subsequently, staff requested a quote from Springbrook to add the module to the existing financial software suite. Current annual subscription fee for the Springbrook suite is $11,804 per year, increasing 5% annually.
The quote includes an annual Accounts Receivable Subscription of $3,800 per year for three years and a one-time standard professional service fee, which includes implementation and training of the new module, of $3,300.
The agreement is included in Attachment 2, which outlines the annual and one-time fees for a total of $7,100 for the first year and $3,800 per year thereafter.
Item 4 Page 1 Town Council Meeting June 13, 2023
CONCLUSION
Adoption of the attached draft resolution amends the Town of Woodside contract with Springbrook, the Town’s financial cloud-based software, to add the Accounts Receivable Module subscription and implementation services and training fee.
ATTACHMENTS
1. Draft Resolution
2. Springbrook Accounts Receivable Quote
Item 4 Page 2 Town Council Meeting June 13, 2023
RESOLUTION NO. 2023 -
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE
AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH SPRINGBROOK
FOR AN ACCOUNTS RECEIVABLE SUBSCRIPTION AND IMPLEMENTATION WHEREAS, the Town Council adopted Resolution 2015-7025 on January 27, 2015 authorizing the Town Manager to execute an agreement with Springbrook, Inc. to provide accounting software services; and WHEREAS, the Town of Woodside has utilized Springbrook subscription cloud based software for financial data since October 2015; and WHEREAS, the Town has prepared an IT Master plan in May 2023 which required a review of current Springbrook finance modules; and WHEREAS, the Town finds that a Springbrook Accounts Receivable module is beneficial to increase financial transparency of the Town receivables and expediency in billing.
NOW, THEREFORE, BE IT RESOLVED, by the Council of the Town of Woodside, California, that the Town Manager is authorized to execute an agreement with Springbrook for an Accounts Receivable Subscription of $3,800 per year for three years and a one-time standard professional service fee of $3,300.
* * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 13th day of June, 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 3 Town Council Meeting June 13, 2023
Order Form: Q-15917-1
Date: 5/9/2023, 4:04 PM
Expires On: 8/7/2023
Phone: (866) 777-0069
Email: [email protected]
Ship To:
Cindy Safe
Town of Woodside, CA
2955 Woodside Road
Woodside, California 94062
[email protected]
Bill To:
Cindy Safe
Town of Woodside, CA
2955 Woodside Road
Woodside, California 94062
[email protected]
Account Manager E-mail Phone Number Payment Terms
Gary Kaber [email protected] 520-820-6167 Net 30
Annual Product Pricing
PRODUCT RATE QTY DISC (%) NET PRICE
Accounts Receivable Subscription USD 3,800.00 1 0.000 USD 3,800.00 Annual Product Pricing Total: USD 3,800.00
Estimated Professional Services
PRODUCT DESCRIPTION LIST PRICE NET PRICE QTY DISC % NET PRICE Standard Professional
Services
Standard Professional
Services
USD 220.00 USD 220.00 15 0.000 USD 3,300.00
Estimated Professional Services Total: USD 3,300.00
Grand Total: USD 7,100.00
* excludes applicable sales tax
Item 4 Page 4 Town Council Meeting June 13, 2023
Order Details
Customer Name: Town of Woodside, CA
Customer Contact: Cindy Safe
Governing Agreement(s): This Order Form is governed by the applicable terms found at:
MSA: https://sprbrk.app.box.com/v/sprbrk-saas-terms
MLA: https://sprbrk.app.box.com/v/sprbrk-onpremise-terms Professional Services: https://sprbrk.app.box.com/v/sprbrk-svcs-terms Term(s): 3 Years
Order Terms
In the event of an inconsistency between this Order Form, any governing agreement, purchase order, or invoice, the Order Form shall govern as it pertains to this transaction. • This Order Form shall become effective as of the last date of signature (the "Effective Date"). • Order Start Date: Software Licenses, Subscriptions, Maintenance, and Hosting commence upon the earlier of a) date of delivery* or log-in to hosted software to Customer; or b) 60 days after Order Form Effective Date. • Subscriptions, Maintenance, Hosting, and Support (“Recurring Services”) continue from the Order Start Date through the term listed in this Order Form (or if not listed, one (1) year). • Orders for Recurring Services auto-renew unless the Customer or Springbrook provides a written notice of non-renewal at least sixty (60) days before the end of the Order Term. • Subscription Service fees and any Recurring Services will be subject to an automatic annual increase by not more than five percent (5%) of the prior year’s Subscription Service fees ("Standard Annual Price Increase").
• Any Software Licenses or Hardware are one-time non-refundable purchases. • CivicPay Online Subscription fee and CivicPay IVR Subscription fee are subject to increase at per account rate, based on actual accounts.
• CivicPay IVR Message Block Subscriptions expire upon the earlier exhaustion of the Message Block or twelve (12) months from the Order Start Date. Upon expiration, Message Blocks automatically renew. * The date of delivery of software to the Customer is the date the software is made available to the Customer, either by delivery of software or delivery of first log-in to a hosted environment, which may be either a test or production environment. This date of delivery is frequently earlier than the dates professional services are completed, the Customer completes user acceptance testing, the Customer distributes additional logins to end-users, and the Customer go-live in a production environment.
Item 4 Page 5
Town Council Meeting June 13, 2023
Invoice Timing and Delivery
Invoices are delivered electronically via e-mail to the billing contact on file for the Customer. Customer invoices are issued for the full amount of software and services purchased as follows:
Products Ordered Invoice Timing
Estimated Professional Services,
On-Site Professional Services, and
Travel Expenses*:
Monthly, in arrears for services in the prior month unless specified in Special Terms.
Fixed Fee Professional Services: The Effective Date of this Order Form unless specified in Special Terms.
Print Services and Transaction Fees: Monthly, in arrears for transactions in the prior month.
Hardware and One-Time Licenses: Upon the Effective Date of this Order Form.
Software Licenses, Subscriptions,
Maintenance,
and Hosting (New):
Annually in advance upon Order Start Date.
Software Licenses, Subscriptions,
Maintenance, and Hosting
(Renewal):
Sixty (60) days in advance of the Order Start Date.
Software Subscriptions, Maintenance,
and Hosting (Add-Ons):
Upon delivery of the product, order will be pro-rated to sync with the existing anniversary billing date and will renew annually thereafter.
Software Subscriptions (Migrations): Upon delivery of the product, order will be synced with the existing anniversary billing date and will renew annually thereafter unless specified in the Special Order Terms. This order replaces and supersedes any previously executed order as it relates to the products listed within this order. Upon delivery of new product, customer will receive a prorated credit for any prepaid, unused maintenance fees that will be applied to the customer’s first invoice.
* Professional Services pricing is based on expected hours using Springbrook’s standard implementation methodology. Actual hours and billings may vary from this estimate. Please note that only when project costs exceed $5,000 of this estimate, a signed change order will be required to continue work. Changes under $5,000 will continue to be delivered and billed accordingly. On-site Professional Services will be subject to a daily minimum rate irrespective of hours on-site. All travel costs associated with on-site travel will be billed as incurred.
Special Order Terms
Special Order Terms (if any):
Item 4 Page 6
Town Council Meeting June 13, 2023
By signing, both parties agree to the terms and conditions set forth in this agreement. * If the Customer requires a PO number on invoices, the Customer must provide Springbrook with the PO number and a copy of the PO prior to invoice issuance. If a PO number is not provided prior to the invoice issuance date, invoices issued on this Order Form will be valid without a PO reference.
Springbrook Holding Company, LLC Woodside, CA - Town of Signature:_________________________ Signature:__________________________ Name (Print):________________________ Name (Print):________________________ Title:_______________________________ Title:______________________________ Date:_______________________________ Date:_______________________________ Purchase Order # (if required)________________________
Item 4 Page 7
Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
Report to Town Council Agenda Item 5
Prepared by: Melissa Cardinale, Asst to the Town Mgr. June 13, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN
AGREEMENT WITH SUPERION, LLC, A CENTRALSQUARE TECHNOLOGIES COMPANY, IN AN AMOUNT NOT TO EXCEED $260,713.50 FOR
MIGRATION OF TRAKiT.NET TO CENTRALSQUARE’S COMMUNITY
DEVELOPMENT CLOUD HOSTED ENVIRONMENT
RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution (Attachment 1), authorizing the Town Manager to enter into a five-year agreement with Superion, LLC, a CentralSquare Technologies Company, in an amount not to exceed $260,713.50 for migration of TRAKiT.Net to CentralSquare’s Community Development cloud hosted environment.
BACKGROUND
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. The Town Council accepted the Technology Master Plan (“Plan”) on May 9, 2023. As outlined in that Plan, workshops with ClientFirst and Town staff determined 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 had presentations and received informal comparable quotes 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. Applicants would also have the option to submit permits electronically.
On May 9, 2023, the Town Council approved Resolution No. 2023-7586 which authorized the Town Manager to enter into an agreement with ClientFirst to assist with the CentralSquare migration contract negotiation services and implementation assistance. Since that date, Town staff and ClientFirst have been working with CentralSquare to negotiate the terms for a contract and scope of work. CentralSquare has provided a quote for software and services in the amount of $142,485.00. CentralSquare has indicated that if an agreement can be entered into before June 28, 2023, the Town will be given a discount of $52,392.50, for a total contract amount for Year 1 of $90,092.50.
The Adopted Budget for Fiscal Year 2022-23 includes $190,000 to Item 5 Page 1 Town Council Meeting June 13, 2023
support an upgrade of TRAKiT, and those funds are proposed to be carried over to Fiscal Year 2023-24.
The recurring fees for the software/maintenance begin in Year 2 and continue through Year 5, with a 5% increase each year. The amounts are as follows:
Year 2: $39,585
Year 3: $41,565
Year 4: $43,644
Year 5: $45,827
The total amount of a five-year contract with Superion, LLC, is $260,713.50.
CONCLUSION
In entering into an agreement with Superion, LLC, a CentralSquare Technologies Company, the Town will migrate from on-premises TRAKiT software to the cloud hosted software called Community Development.
Attachments
1. Resolution
2. Central Square Quote
Item 5 Page 2
Town Council Meeting June 13, 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 SUPERION,
LLC, A CENTRALSQUARE TECHNOLOGIES COMPANY, IN AN AMOUNT NOT TO EXCEED $260,713.50 FOR MIGRATION OF TRAKiT.NET TO CENTRALSQUARE’S COMMUNITY
DEVELOPMENT CLOUD HOSTED ENVIRONMENT
WHEREAS, the Town currently uses CentralSquare TRAKiT as a land management system to manage business licenses, permits, inspections, and cashiering; and
WHEREAS, the software is on-premises and has not been updated since 2012; and
WHEREAS, the Technology Master Plan was accepted by the Town Council on May 9, 2023, and the Plan determined that TRAKiT is not fully implemented in the way the Town needs for it to function properly and it should be upgraded; and
WHEREAS, Town staff had presentations and received informal comparable quotes from Greenvue, OpenGov, and CentralSquare on their permitting software and determined that the new Community Development cloud-based software is one that will allow the current day-to-day operations to continue running smoothly; and
WHEREAS, Woodside Municipal Code (WMC) Section 34.13(D)(4) allows the Town Council to approve the purchase of equipment of $20,0001.00 or more through competitive bid with formal notice, or upon a determination that competitive bids with formal notice would not be likely to result in a lower price to the Town from a responsible bidder or would cause unnecessary expense or delay under the circumstances; and WHEREAS, it is necessary to upgrade the Town’s land management system and remove it from on-premises server to a cloud hosted environment.
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 Superion, LLC, a CentralSquare Technologies Company, in an amount not to exceed $260,713.50 for migration of TRAKiT.Net to CentralSquare’s Community Development cloud hosted environment.
* * * * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 13th of June 2023, by the following vote of members thereof:
AYES, and in favor thereof, Councilmembers:
NOES, Councilmembers:
Item 5 Page 3 Town Council Meeting June 13, 2023
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
______________________________
Mayor of the Town of Woodside
ATTEST:
______________________________
Clerk of the Town of Woodside
Item 5 Page 4 Town Council Meeting June 13, 2023
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
June 07, 2023
Quote prepared by:
Ron Dennis
[email protected]
Thank you for your interest in CentralSquare. CentralSquare provides software that powers over 8,000 communities. More about our products can be found at www.centralsquare.com.
WHAT SOFTWARE IS INCLUDED?
_____
PRODUCT NAME QUANTITY UNIT PRICE TOTAL
1. Bluebeam Server API for TRAKiT Annual
Access Fee 1 2,100.00 2,100.00
2. Community Development: Advanced
Annual Subscription Fee SaaS 15 2,000.00 30,000.00
3. eTRAKiT Credit Card API Annual Access
Fee 1 900.00 900.00
4. TRAKiT CSLB Integration Annual Access
Fee 1 3,500.00 3,500.00
5. TRAKiT Laserfiche API Annual Access
Fee 1 1,200.00 1,200.00
Software Total 37,700.00 USD
WHAT SERVICES ARE INCLUDED?
_____
DESCRIPTION TOTAL
1. Community Development: Advanced SaaS Subscription Cloud Setup Fee 10,000.00
2. Public Administration Consulting Services - Fixed Fee 22,815.00
3. Public Administration Data Conversion Services - Fixed Fee 26,325.00
4. Public Administration Development Services - As Incurred 11,520.00
5. Public Administration GIS Services - Fixed Fee 585.00
6. Public Administration Project Management Services - Fixed Fee 15,990.00
7. Public Administration Technical Services - Fixed Fee 6,630.00
8. Public Administration Training Services - Fixed Fee 10,920.00 Quote #: Q-135493
Primary Quoted Solution: Community Dev
Quote expires on: June 28, 2023
Quote prepared for:
Cindy Safe
Town of Woodside
2955 Woodside Road
Woodside, CA 94062
650-851-6790
Item 5 Page 5 Town Council Meeting June 13, 2023
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
June 07, 2023
Quote prepared by:
Ron Dennis
[email protected]
Services Subtotal 104,785.00 USD
Discount - 52,392.50 USD
Services Total 52,392.50 USD
QUOTE SUMMARY
_____
Software Subtotal
37,700.00 USD
Services Subtotal
104,785.00 USD
Quote Subtotal 142,485.00 USD
Discount - 52,392.50 USD
Quote Total 90,092.50 USD
Item 5 Page 6
Town Council Meeting June 13, 2023
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
June 07, 2023
Quote prepared by:
Ron Dennis
[email protected]
WHAT ARE THE RECURRING FEES?
_____
TYPE AMOUNT
FIRST YEAR MAINTENANCE TOTAL 0.00
FIRST YEAR SUBSCRIPTION TOTAL 37,700.00
The amount totals for Maintenance and/or Subscription on this quote include only the first year of software use and maintenance. Renewal invoices will include this total plus any applicable uplift amount as outlined in the relevant purchase agreement.
This Quote is not intended to constitute a binding agreement. The terms herein shall only be effective once incorporated into a definitive written agreement with CentralSquare Technologies (including its subsidiaries) containing other customary commercial terms and signed by authorized representatives of both parties.
BILLING INFORMATION
_____
Fees will be payable within 30 days of invoicing.
Please note that the Unit Price shown above has been rounded to the nearest two decimal places for display purposes only.
The actual price may include as many as five decimal places. For example, an actual price of $21.37656 will be shown as a Unit Price of $21.38. The Total for this quote has been calculated using the actual prices for the product and/or service, rather than the Unit Price displayed above.
Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of Customer. This is not an invoice.
For customers based in the United States or Canada, any applicable taxes will be determined based on the laws and regulations of the taxing authority(ies) governing the "Ship To" location provided by Customer on the Quote Form.
Item 5 Page 7
Town Council Meeting June 13, 2023
MORE INFORMATION AT CENTRALSQUARE.COM
Quote prepared on:
June 07, 2023
Quote prepared by:
Ron Dennis
[email protected]
PURCHASE ORDER INFORMATION
_____
Is a Purchase Order (PO) required for the purchase or payment of the products on this Quote Form? (Customer to complete) Yes [ ] No [ ]
Customer’s purchase order terms will be governed by the parties’ existing mutually executed agreement, or in the absence of such, are void and will have no legal effect.
PO Number:
_______________________________________
Initials:
_____________________________________________
Item 5 Page 8
Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
Report to Town Council Agenda Item 6_
From: Sage Schaan, Planning Director June 13, 2023
Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT
RENEWAL WITH URBAN PROGRAMMERS FOR ARCHITECTURAL AND SITE
HISTORICAL EVALUATIONS ON PROJECTS SUBMITTED TO THE TOWN
REQURINING HISTORICAL REVIEW IN THE AMOUNT NOT-TO-EXCEED $20,000 ANUALLY BETWEEN JUNE 2023 THROUGH JUNE 2025
BACKGROUND
Development projects that include buildings over 50 years old proposed for demolition or significant remodel, require the preparation of an architectural and site historical evaluation to determine if the building is eligible for listing as a Historic Resource under Federal or State criteria. Such evaluations are necessary since proposed significant changes or demolition of Historic Resources cannot be exempt from the California Environmental Quality Act (CEQA).
In 2021, the Town Council determined that property owners should not have to cover the cost of the evaluation if buildings are not eligible for listing as a Historic Resource. At that time, the Town completed a contract with Urban Programmers, a qualified Architectural Historian firm to prepare evaluations of submitted projects.
DISCUSSION
Under current contract and practice, the Town only covers the cost of a Primary Record, which is a form-based evaluation. The form is provided by the State and completed by Urban Programmers. During the research of a particular site, Urban Programmers could identify information determining a building to be eligible for listing as a Historic Resource under Federal and/or State criteria. If it is determined that the building is eligible for listing as a Historic Resource, a full Historic Report will need to be prepared, which is more in depth than the formbased Primary Record. In these instances, the Town does not cover the cost of the report or further evaluation of proposed project compliance with Federal or State historic standards, often referred to as the Secretary of Interior standards.
If the Town Council determines that the current practice of covering the cost of Primary Records for submitted applications that have buildings that are not eligible for listing, but not the cost of full Historic Reports for submitted applications that are eligible for listing, the contract with Urban Programmers shall be renewed for an additional two years. Based on the number of reports prepared annually, Town staff Item 6 Page 1 Town Council Meeting June 13, 2023
recommends that the annual not-to-exceed cost of the contract be increased from $15,000 to $20,000.
RECOMMENDATION
If the Town Council determines that the Town should continue to cover the cost of the preparation of Primary Records, the Council should adopt the attached resolution authorizing the Town Manager to execute an updated contract with Urban Programmers.
ATTACHMENTS
1. Draft Resolution
2. Urban Programmers Scope of Work
Item 6 Page 2
Town Council Meeting June 13, 2023
RESOLUTION NO. 2022 –
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE AUTHORIZING
THE TOWN MANAGER TO EXECUTE A CONTRACT RENEWAL WITH URBAN PROGRAMMERS
FOR ARCHITECTURAL AND SITE HISTORICAL EVALUATIONS ON PROJECTS SUBMITTED TO THE TOWN REQURINING HISTORICAL REVIEW IN THE AMOUNT NOTTO-EXCEED $20,000 ANUALLY BETWEEN JUNE 2023 THROUGH JUNE 2025 WHEREAS, the Town Council determines that property owners should not have to cover the cost of a Primary Record historic evaluation for submitted applications that do not have buildings eligible for listing as a Historic Resource under Federal or State criteria, and that the Town should cover the cost; and
WHEREAS, the Town Council determines that property owners of buildings that are eligible for listing as a Historic Resource shall cover the cost of a full Historic Evaluation Report, including the cost of an qualified architectural historian review of the proposed project to determine if it is consistent with the Secretary of Interior Standards and if the project can or cannot be exempt from CEQA; and WHEREAS, the current contract between the Town and Urban Programmers to prepare Primary Records for submitted applications expired on May 5, 2023; and,
WHEREAS, the contract between the Town and Urban Programmers needs to be renewed for the Town to continue to cover the cost of a Primary Record for submitted applications.
NOW, THEREFORE, IT IS HEREBY RESOLVED, by the Town Council of the Town of Woodside that:
The Town Manager is authorized to execute the contract renewal with Urban Programmers to cover the cost of the preparation of Primary Records for submitted applications, in the amount not-to-exceed $20,000 annually.
* * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 13th of June 2023, by the following vote of members thereof:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Mayor of the Town of Woodside
Item 6 Page 3
Town Council Meeting June 13, 2023
ATTEST:
Clerk of the Town of Woodside
Item 6 Page 4
Town Council Meeting June 13, 2023
URBAN PROGRAMMERS
10710 Ridgeview Avenue
San Jose CA 96127
408-254-7171
[email protected]
Urban Programmers is pleased to present the following Scope of Work/Proposal to provide a historic preservation Primary Records (DPR 523 A and B) for properties identified by the Town of Woodside to have improvements or features that are over 50 years old and submitted to the Planning Department for permits to alter, change, add to, relocate or remove improvements or features.
Introduction:
The California Environmental Quality Act (CEQA) requires that all Cities and Counties or other responsible agencies (Lead Agency) evaluate property within their jurisdiction for historical significance when a change to a property more than 50 years old is proposed. The information is used by the agency in making decisions regarding significant properties that meet the criteria of the California Register of Historical Resources or a finding that the property is not a significant historical resource. In the past the owner of the property was encouraged to hire a qualified consultant to provide this information to the Town. To reduce the burden and provide a service to the community, the Town has taken the responsibility for commissioning Urban Programmers to prepare the Primary Record Survey (DPR 523 A or A & B) for properties that are over 50 years or appear to have architectural or historical importance.
Purpose:
The Town has requested Urban Programmers to prepare the Primary Record Survey (DPR 523 A or A & B) regarding properties for which the Town is considering a permit to allow changes, alteration relocation or removal of buildings, structures, or features. Urban Programmers will provide the visual inspection, primary research (adjusted for each property), and evaluation to determine if the property would meet the criteria of the 2012 Woodside General Plan or the California Register of Historic Resources (CRHR). This process is an accepted method to provide information to the Town while reducing the need for extensive research on all individual properties while complying with CEQA , the CEQA Guidelines and National Register directives.
Scope of Services:
For properties with improvements that the Woodside Planning Department will review for proposed alterations, additions, relocation or demolition to existing buildings, structures, or features, Urban Programmers will provide the services following the criteria of the California Register of Historical Resources and the Woodside General Plan:
1. Urban Programmers will describe and assess the architectural quality, note previous alterations and the existing condition of the building. This will be evaluated and reported on DPR 523 A.
2. If there appear to be historical associations (architect, builder, owner, event,or pattern), Urban Programmers will conduct primary research to determine the original owner/developer and evaluate if there is a significant historical association to the property. This will be described Item 6 Page 5
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Primary Record Survey Scop of Work/Proposal 2 May 1, 2021 and evaluated on form DPR 523 B. Significant associations or extremely high -quality architecture may require extensive research and evaluation beyond the normal evaluation process. When this occurs the basic information will be transmitted to the Woodside Planning Director and arrangements made for additional consulting services.
3. The context for evaluation will be a brief history of development within the incorporated borders of the Town of Woodside. This context will be taken from existing published works and will not include research beyond these sources.
1 California Register of Historical Resources criteria
1. Associated with events that have made a significant contribution to the broad patterns of local or regional history or the cultural heritage of California or the United States.
2. Associated with the lives of persons important to local, California or national history.
3. Embodies the distinctive characteristics of a type, period, region or method of construction or represents the work of a master or possesses high artistic values.
4. Has yielded, or has the potential to yield, information important to the prehistory or history of the local area, California or the nation.
Properties that meet any of the 4 criteria must also retain integrity to identify them as historical resources. The aspects of integrity are. Location, design, setting, craftsmanship, materials feeling and association.
The limited research appropriate for a “Primary Record Survey” (DPR 523 A) may not identify the original owner, architect or builder of buildings, structures or features that do not exhibit a notable quality of design or construction. The Primary Record Survey (DPR A or A & B) will not include an archeological survey.
1. Published resources include:
Kahl,P and BonDurant, M., Woodside Making of a Town, Town of Woodside, 2006.
Lubin, T and Dougherty, B, Images of America- WOODSIDE, Arcidia Publishing Co, 2011 Postel, M.P. San Mateo County-A Sesquicentennial History, Star Publishing Company, Belmont CA 1007.
Richards, Gilbert, Crossroads People and Events of the Redwoods of San Mateo County, Gilbert Richards Publications, Woodside 1973.
Stanger, Frank M. Sawmills In The Redwoods, San Mateo County Historical Society, Peninsula Lithograph Co. Menlo Park, 1967
Stanger, Frank M. South of San Francisco-The life Story of San Mateo County, San Mateo County Historical Society, Times Printing, San Mateo, 1963
Thomson & West, 1868 Historical Atlas of San Mateo County. California, Town of Woodside – 2012 General Plan
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Primary Record Survey Scop of Work/Proposal 3 May 1, 2021 2012 Woodside General Plan:
The 2012 General Plan has a comprehensive list of criteria. A “Primary Record Survey” wll consider only those factors that can be judged by the visual qualities observed from the public right-of-way or the exterior of buildings or structures where the owner had given Urban Programmers permission to be on the property.
Schedule:
It is estimated that each property transmitted by the Woodside Planning Department to Urban Programmers will have the DPR 523 A completed within 30 days. If a property requires additional time an explanation will be provided by Urban Programmers to the Woodside Planning Director. Efforts will be made to complete the evaluation in a shorter time.
Assumptions:
The method for transmitting a property by the Woodside Planning Department to Urban Programmers may be by email listing the address and the APN and what change is proposed.
The Woodside Planning Department will make available all planning and building files pertaining to a property under study.
The Woodside Planning Department will inform Urban Programmers if they may contact the owner or sponsor of a proposed project for information relevant to the history of the property or changes that have occurred.
When a property is identified to have significant historical associations or the architecture is unusual, artistic or the work of a well known or master designer, Urban Programmers will inform the Woodside Planning Director that the Primary Record is not sufficient to meet the criteria of CEQA and a more extensive report will be necessary. This may result in a separate agreement between Urban Programmers and the Town of Woodside, or other arrangements may be made.
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Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
Report to Town Council Agenda Item 7
Prepared by: Melissa Cardinale, Asst to the Town Mgr. June 13, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN AGREEMENT WITH CITIES DIGITAL, INC., D.B.A. “CDI”, IN AN AMOUNT NOT TO EXCEED $20,400.00 FOR MIGRATION OF LASERFICHE
TO LASERFICHE CLOUD
RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution (Attachment 1), authorizing the Town Manager to enter into a four-year agreement with Cities Digital, Inc., D.B.A. “CDI”, in an amount not to exceed $20,400.00 for migration of Laserfiche on-premises version to Laserfiche’s cloud hosted environment, effective July 1, 2023.
BACKGROUND
The Town has used Laserfiche since 2010 as its electronic content management system (ECMS) to store the Town’s permanent files. The software is on-premises and annual support and updates have continued since 2010. On May 9, 2023, the Town Council accepted the Technology Master Plan (“Plan”). As outlined in that Plan, the recommendation was to move Laserfiche off site and into a cloud-based version of the product.
DISCUSSION
The Town’s current contract renewal through June 30, 2024 is $6,838.00 for annual support and updates to the on-premises software. CDI has provided a quote for a four-year contract to move the software to the cloud. The annual amounts for the four-year contract are as follows:
Year 1: $11,100 ($3,100 for software and annual maintenance and $8,000 consulting service hours to assist with the migration)
Year 2: $3,100
Year 3: $3,100
Year 4: $3,100
CONCLUSION
In entering into an agreement with Cities Digital, Inc., D.B.A. “CDI”, the Town will migrate from on-premises Laserfiche software to Laserfiche’s cloud hosted environment, effective July 1, 2023.
Attachments
1. Resolution
2. Software & Services Purchase Agreement
Item 7 Page 1 Town Council Meeting June 13, 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 CITIES DIGITAL, INC., D.B.A. “CDI”, IN AN AMOUNT NOT TO EXCEED $20,400.00 FOR
MIGRATION OF LASERFICHE TO LASERFICHE CLOUD
WHEREAS, the Town currently uses Laserfiche as its electronic content management system (ECMS) to store the Town’s permanent files; and
WHEREAS, the software is on-premises and is updated yearly; and WHEREAS, the Technology Master Plan was accepted by the Town Council on May 9, 2023, and the Plan determined that Laserfiche should be moved off site and into a cloud-based version; and
WHEREAS, Woodside Municipal Code (WMC) Section 34.13(D)(4) allows the Town Council to approve the purchase of equipment of $20,0001.00 or more through competitive bid with formal notice, or upon a determination that competitive bids with formal notice would not be likely to result in a lower price to the Town from a responsible bidder or would cause unnecessary expense or delay under the circumstances; and WHEREAS, it is necessary to upgrade the Town’s ECMS and remove it from on-premises server to a cloud hosted environment.
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 Cities Digital, Inc., D.B.A. “CDI”, in an amount not to exceed $20,400.00 for migration of on-premises Laserfiche software to to Laserfiche’s cloud hosted environment. * * * * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 13th of June 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
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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support Software & Services Purchase Agreement
This agreement is made and entered into on, by and between:
Cities Digital, Inc. (D.B.A. “CDI”) Buyer: Town of Woodside 2000 O’Neil Road Buyer Address 1: 2955 Woodside Road
Suite 150 And Buyer Address 2:
Hudson, WI 54016 City, State, Zip: Woodside, CA 94062
herein referred to as "Seller"; herein referred to as "Buyer."
W I T N E S S E T H
WHEREFORE, in consideration of the mutual covenants herein contained, and other valuable consideration, the receipt of which is acknowledged, the parties agree as follows:
1. Agreement to Sell and Purchase: Seller hereby agrees to sell to Buyer, and Buyer agrees to purchase from Seller those software products, services, maintenance agreements, and upgrades set forth in Exhibit “A”.
2. License Agreement: It is specifically agreed and acknowledged that the software products sold by Seller to Buyer as described in Section 1 hereinabove, are being sold subject to the restrictions, duties and obligations of Seller pursuant to License Agreements referenced in “Exhibit C.” Buyer, by its execution of this agreement, agrees to fully abide by the terms and conditions of such License Agreements, and further agrees to fully indemnify, protect, and hold Seller harmless from any claims, suits, actions, liabilities, damages (including all legal costs incurred by Seller) resulting from any violation by Buyer under the terms thereof.
3. Term of Agreement: The term of this Agreement shall be for 4 years from the date first written above and shall automatically renew annually unless terminated by either party with or without cause.
4. Purchase Price, Payments & Renewals: The purchase price for the software products and services being purchased by Buyer from Seller are set forth in the quotation in Exhibit "A" and shall be due and payable from Buyer to Seller as follows:
a. In consideration of the initial purchase of products and/or services, the Buyer shall pay Seller commensurate with payment schedule below. Initial invoices for software and services are due upon receipt. Future invoices will be paid within thirty (30) days of invoice date. Invoices not paid within thirty (30) days of invoice may be subject to a one and ½ percent (1.5%) monthly interest charge (eighteen percent (18%) per year).
b. It is acknowledged that certain items set forth in “Exhibit A” if necessary are based on Seller’s estimates, including fees from the “Fee Sheet” included in “Exhibit B.” The sums payable by Buyer for maintenance and upgrades as described in “Exhibit A" are in addition to being payable as set forth above, payable annually on the anniversary of the purchase date. Such sums may be subject to a price increase after payment for the initial year, provided that, the price shall only be increased by Seller in the event that Seller’s costs therefore are increased by CompuLink Management Center, Inc. or its successor in interest, and price increases shall not exceed the amount of the increases in cost. Seller shall provide Buyer with no less than 30 days notice of any such price increase. Buyer shall have no legal obligation to continue paying for the maintenance (software updates) and technical support provided Buyer does not see value in said service.
c. It is agreed that the estimates for those items set forth in “Exhibit A" will not be exceeded by Seller without prior written approval by Buyer. In the event that the estimates are exceeded with approval of Buyer, then Buyer shall pay the difference with the payment set forth in “Exhibit A” hereinabove. It is agreed that Seller may need to adjust billable rates periodically, as well as mileage and per-diem charges, as part of this Purchase Agreement. This change will happen not more frequently than once per year. The Buyer will be notified of this change at least 30 days in advance of this change.
Payment Schedule
Payment Date Description / Percentage Payment Amount
Upon Receipt
of Licenses
Software Subscription in Exhibit A $3,100.00
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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support As Completed Services as completed in Exhibit A $8,000.00
5. Limitation: It is specifically acknowledged and agreed that all techniques, procedures and methodologies used and implemented by Seller in the performance of its work under this agreement are not included in the sale, and all intellectual property rights to such techniques, procedures and methodologies shall be retained by Seller, or by such third parties with whom Seller may contract with or have licenses through.
6. Independent Contractor: It is specifically acknowledged that Seller is an independent contractor, and that no agent, employee, or subcontractor of Seller shall be deemed an employee of Buyer or be entitled to any compensation from Buyer except as specifically set forth in this agreement.
7. Confidentiality: Seller shall keep confidential all non-public aspects of the work performed under this contract, including but not limited to all communications regarding that work and all Buyer data and information to which Seller obtains access in the course of performing services under this agreement. Seller shall limit internal access to information regarding work under this contract to those members of Seller’s own staff or subcontractors of Seller who are directly involved in the work or otherwise have a need for access to the information. Unless otherwise required by law, Seller shall not disclose any nonpublic information to anyone other than the Buyer’s project manager and Seller’s own staff and subcontractors without the Buyer’s prior written consent. Seller shall ensure that all individuals and subcontractors engaged directly or indirectly by Seller to provide services under this agreement are advised of and required to comply with the forgoing confidentiality obligation.
8. Sharing Information: Upon the Buyer’s written request and authorization, Seller shall share any project information designated by the Buyer and shall fully cooperate with all corporations, firms, contractors, governmental entities, and persons involved in or associated with the project and designated by the Buyer in the request. Seller shall not communicate with representatives of any of the news media regarding work under this contract; any communications with news media representatives regarding this contract shall be exclusively through the Buyer.
9. Commitment and Completion: It is agreed that Seller shall commence work within 14 days of receipt by Seller from Buyer of a written authorization to proceed and shall be completed pursuant to Exhibit "A." Notwithstanding such schedules, it is acknowledged that delays resulting from any acts or omissions of Buyer, or circumstances beyond the control of Seller, including, but not limited to acts of war or terror, natural disasters, material shortages, and acts of God, shall not be deemed a breach of this agreement.
10. Insurance: Seller shall maintain occurrence for commercial general liability and automobile liability insurance which shall include personal injury, bodily injury, including death, and broad form property damage including loss of use of property, occurring in the course of or in any way related to Seller’s operations, in an amount not less than $2,000,000 combined single limits per occurrence; Seller shall maintain Workers’ Compensation and Employer’s liability for all consultants’ employees who are subject to Worker’s Compensation statute either as a carrier-insured employer or as a self-insured employer. Seller shall maintain cyber breach, professional errors and omissions liability insurance for the protection of the Seller and its employees and subcontractors, insuring against losses arising out of or resulting from breach, their professional acts, omissions, activities or services, in an amount not less than $2,000,000 per claim. At the request of Buyer, Seller shall furnish the Buyer with certificates evidencing the date, amount, and type of insurance required by this contract.
11. Warranty and Limitations: Except as otherwise set forth herein, Seller’s warranty is specifically limited to successful completion of installation and operation of Laserfiche software program with respect to scanning and capturing documents of Buyer as provided in Exhibit “B”, and that, except as may be available through CompuLink Management Center, Inc., Seller gives no other warranties, express or implied. In the event the software is unable to perform as warranted by Seller within 30 days of completion of installation, Buyer shall be entitled to a full refund of the purchase price. It is specifically acknowledged and agreed that Seller’s warranty is limited and shall not apply to performance by the Seller under this agreement of specifications other than those specifically warranted above, such exclusions to include, but are not limited to: 1) the integration of the system to be installed by Seller with existing software of Buyer; and 2) the importation of documents into the system, due to the fact Seller currently has insufficient knowledge of the documentation. In addition, said warranties shall not apply: a) To the extent of any problems encountered with the integration of external databases with the software installation; b) To the extent of any problems encountered as a result of the failure of the Buyer to install and configure the hardware necessary to operate the software in accordance with the hardware specifications previously provided by the Seller; or c) To the extent of any problems encountered as a result of the failure of the Buyer’s computing equipment, servers, networks or operating systems.
12. Limitation and Damages: BUYER AGREES THAT SELLER’S TOTAL AGGREGATE LIABILITY, IF ANY, SHALL NOT EXCEED FEES PAID TO SELLER BY BUYER FOR THE PRODUCTS AND/OR SERVICES INVOLVED. The Seller will Item 7 Page 4
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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support endeavor to provide high quality services and a high-quality product. However, the Seller is not, and will not be responsible for any consequential or incidental damages resulting from any interruptions of service, or data loss (including lost transactions). With the exception of Buyer subscribing to Server Hosting, day-to-day data backup is the Buyer’s responsibility and Seller is not and cannot be liable for data loss due to poor or nonexistent or insufficient backup or any other issues associated and/or caused by Buyer’s day-to-day server data backup.
13. Attorney’s Fees: In case suit, action, or arbitration is instituted to enforce or rescind any of the rights or provisions expressed in this agreement, the party not prevailing agrees to pay the prevailing party’s costs and disbursements related to said proceedings and such sums as the court or arbitrator, may adjudge reasonable for the attorney’s fees at trial or appeal of said suit or action.
14. Governing Law: This agreement shall be governed and construed under the laws of San Mateo County, California.
15. Severability: If any provision of this agreement shall be prohibited or invalid under applicable law, such provision shall be ineffective to the extent of such prohibition or invalidity, without invalidating the remainder of such provision or the remaining provisions of this agreement.
16. Complete Agreement: This represents the complete and final agreement of the parties regarding the purchase and sale of software products and other services to be rendered by Seller on behalf of Buyer and supersedes and replaces any oral or written agreements heretofore made. Any modification to this agreement shall only be valid if in writing and signed by the parties hereto.
17. Paperless Billing: By selecting “Accepted” below Buyer signifies preference for paperless billing and will receive a digital copy of invoices emailed to a designated email address for processing.
ACCEPTED ___☐___ DECLINED ___☐___ Email Address:
Seller: Cities Digital, Inc. Buyer: Town of Woodside
Name: Patrick Welsch Name:
Title: President Title:
Date: Date:
By:_______________________________ By:
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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support EXHIBIT A: Quotation
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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support EXHIBIT B: Software Support Policy, “LSAP” (Laserfiche Software Assurance Plan) or “Annual Maintenance” The initial purchase of a software system also requires purchasing maintenance for each component. Annual Maintenance is a software assurance program initiated by Cities Digital and required by the manufacturer to ensure that buyers are able to receive regular product updates and basic software support through their value-added reseller. Cities Digital has developed this policy with regard to services that are included with the purchase of Annual Maintenance in order to serve all buyers with access to hotfixes and expert technical support.
Services included in base LSAP costs:
• Cities Digital technical support hotline:
o 855-714-2800
o [email protected]
o https://www.cdi.support/support
• Software updates including hotfixes and new feature releases • LogMeIn remote support (allows support technicians to access buyer’s computer remotely) • Customer portal access: Submit & track tickets, view contracts, access videos and documentation • Annual consulting meeting & strategy session
• Annual software performance audit
Description of Support Services
Laserfiche Software Assurance Plan (LSAP) Fee is based upon software components that have been purchased.
The support plan is renewable each year.
Seller support is provided as a part of the Laserfiche annual support fee.
Technical support is considered assistance with software malfunctions (break/fix) or “bugs.” Technical Support does include assisting buyer with how-to questions and assistance with configuration of the software.
Response Time and Definition Responses provided within 24 hours of initial report. Most responses and technical troubleshooting will happen within an hour, if not immediately through chat / remote support. Responses consist of diagnosing the problem and if possible, resolving it immediately. If it is not possible to resolve immediately a time will be scheduled to attempt resolution of the problem at the buyer’s convenience.
Seller provides a technical support hotline during weekday and nonholiday business hours 8:00 AM to 7:00 PM Central Time. The technical support staff processes assistance telephone calls, emails and remote connections as they arrive. The Support Director assesses difficulty of tasks and assigns cases to the tiered support staff. This process is in place to provide support to our customers based on the impact on their on-going operations.
Non-emergency calls for support are typically responded to within one hours (or less). Critical calls (delay in work or loss of data due to system issues) may be responded to immediately. Support calls may be escalated internally to other technicians as needed.
Options for Coverage During Non-Standard
Business Hours or “After Hours Support”
Appointments may be scheduled with the Director of Support at [email protected].
After hours support requires a two-week prior notification, unless case of emergency. Upgrades, development, training & other services conducted after hours will be subject to billable rates and availability. Billable rates for buyers with current Laserfiche Software Assurance Plans are $250/hr before 8:00am and after 7:00pm Central Time and weekends.
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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support Cities Digital Closed on Six Federal Holidays Cities Digital will be closed New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and Christmas Day.
Capability for Remote Diagnostics A web-based tool for remote diagnostics and support called LogMeIn is utilized. With specific prior written authorization from Buyer an unattended access tool is available for use.
Maintenance Cost for Fixes, Major Releases and
Platform Changes
Maintenance that is done over the phone or remote access is included in annual maintenance agreement at no additional cost. Software upgrade packages are available to Buyer at support.laserfiche.com or by request from [email protected].
Major and infrequent upgrades referred to as “platform changes” may be subject to a fee. The fee is set by the manufacturer when the platform is released.
Support Escalation Procedures 1. Problem is reported, a support case is opened and documented.
The case is resolved over the phone or remotely.
2. If immediate resolution is not possible, problem is reported to second tier support.
3. If there is no existing solution, Cities Digital development will write a script, solution or “work around” to fix the problem. Cities Digital will then implement the solution.
Cities Digital creates technical support cases on behalf of the Buyer with the manufacturer upon diagnosis of the problem if the problem cannot be immediately resolved by Cities Digital.
Tracking Database All support cases are tracked in a ticketing system. The tracking software assigns incident numbers and the buyer may call and request the status on any support case at any time during work hours or by visiting the client portal.
Third-Party IT Contractors Buyers that utilize a third-party IT contractor for management of servers and networking should expect their IT contractor to assign remote-access to Cities Digital for installation and configuration. Should unattended access not be permissible third-party IT consultants may need to be present during installation or configuration. Additional configuration pertaining to Buyer’s network IP addresses, network security and access may be necessary from time-to-time. Charges from third-party IT consultants may be assigned. Cities Digital is not responsible for such charges. It is the policy of Cities Digital to copy Buyer on all communication between third-party IT contractors unless explicitly instructed not to.
Services not included in base LSAP costs, Rates Sheet:
Technical services, design, configuration Per hour $200 Project management (per hour) Per hour $200
Development, integration and conversion (per hour) Per hour $300 Cancelled Meeting within 24 Hours (1/2 hour/person) Per hour $100 - $150
Off-hours work, outside normal business hours excluding holidays (per hour) Per hour $300 Encrypted drive shipment – Export/Import (per request) Per export/import $500 Managed Services including configuration of domains, IP addresses, certificates, firewall or SQL
Per hour $300
Mileage reimbursement Per mile $.585
Per diem minimum when providing onsite service Per day $250 Exhibit C: End User License Agreements
EXHIBIT D: End User License Agreement or “EULA”
Buyer agrees to accept the following conditions related to Software Licensing:
1. The Laserfiche End User License Agreement is available for reference in entirely on our website at cdi.support/eula Item 7 Page 8
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TOWN OF WOODSIDE
PROPOSED BUDGET
FISCAL YEARS 2023-25
Item A Page 1
Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
PROPOSED BUDGET
FISCAL YEARS 2023-25
TOWN COUNCIL
CHRIS SHAW, MAYOR
JENNIFER WALL, VICE-MAYOR
DICK BROWN
BRIAN DOMBKOWSKI
NED FLUET
PAUL GOELD
TOWN MANAGER
KEVIN BRYANT
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Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
2023-25 Proposed Budget
Table of Contents
I. INTRODUCTORY SECTION
Town Council Financial Management PoliciesLetter of Transmittal ..................................................................................................... i II. BUDGET OVERVIEW ................................................................................................ 1III. REVENUE ................................................................................................................. 12IV. DEPARTMENTAL BUDGETS Town Council .............................................................................................................20Administration and Finance ...................................................................................... 22 Planning ..................................................................................................................... 24 Buildings and Grounds ..............................................................................................26Town-wide Overhead ................................................................................................28Safety Services .........................................................................................................30Trails .......................................................................................................................... 34 Public Works .............................................................................................................36 Recreation .................................................................................................................44 Woodside Library ......................................................................................................46 Barkley Fields and Park ............................................................................................ 49 V. APPENDICES
2023-28 Capital Improvement ProgramBudget Guide
Item A Page
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TOWN OF WOODSIDE
TOWN COUNCIL FINANCIAL MANAGEMENT POLICIES
1. The annual budget must be balanced.
2. Adequate unrestricted reserves must be developed and maintained, including a minimum reserve level of thirty percent of estimated operating revenues for the Town’s General Fund.
3. One-time revenues and resources should not be used to support ongoing operations.4. The following areas should be self-supporting, including appropriate overhead costs:
Development Services Activities Recreation
Maintenance and Assessment Districts Enterprise Funds
5. Operating and capital budget items should be clearly distinguished and preferably reported separately.6. Assessment districts must be reported separately by fund.7. Overhead costs should be allocated to all functions on a fair basis.8. Interfund transfers and loans, regardless of duration, should be explicitly authorized by formal Council action and incorporated into the budget approval process.
9. Annual debt service should be provided for on a priority basis.10. Debt should be issued only to support capital, and not operating, expenses of the Town.
11. Revenues and expenditures should be estimated on the basis of reasonable and conservative assumptions.
12. The Town Council should conduct a comprehensive review of the fiscal status of the Town on a quarterly basis.
13. Modifications to the Town Budget should be made only by resolution of the Town Council and should only be considered within the context of a formal monthly or quarterly review of the Town’s budget status.
14. The Town will incorporate a five-year financial planning model into all of its fiscal and programmatic decisions.
15. The five-year model will be updated and reviewed by the Town Council on at least a semi-annual basis and whenever a significant proposal that will impact Town finances is considered.
Item A Page
4 Town Council Meeting June 13, 2023
16. A detailed financing plan will be adopted by the Town Council prior to the final approval of any capital project.
17. The Town's compliance with these financial management policies will be assessed on an annual basis as part of the annual audit and presentation of the audited General Purpose Financial Statements and Management Letter.
18. No phase of a capital project should be initiated until all the resources required for its completion are available to the Town.
19. A Request for Proposals (RFP) shall be issued whenever the Town desires to obtain outside services of significant scope, unless specifically waived by the Town Council, in order to ensure that the Town can obtain the highest quality service at the most competitive cost level. The Town Manager will ensure that decisions regarding the issuance of an RFP are brought to the Town Council in a timely manner.
20. The annual budget must include an appropriation for the interest expense on all short-term debt and must be amended, as required, at the time of debt issuance to provide for this cost.
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Town Council Meeting June 13, 2023
i
June 7, 2023Honorable Mayor and Councilmembers:The fiscal year that will be closing on June 30th has presented challenges for the Town. While working through the task of formulating a housing plan which will meet the State’s requirements for accelerated housing production throughout all of California, the Town lost its long‐time Planning Director to a well‐earned retirement. Fortunately, there was a capable successor waiting in the wings, and a competitive recruitmentprocess confirmed that the best candidate to be the next Planning Director was here all along. Sage Schaan has stepped up admirably and has taken the reigns at a pivotal moment for the Town.
If housing issues weren’t to your liking, starting on New Year’s Eve the most severe winter in recent memory came calling. As of this writing, the Town is still operating under two declared local emergencies, one related to a series of storms that struck in January and the other related to a series of storms that came in March.
Among the cumulative effects of the storms wasthe temporary loss of State Highway 84 between Portola Road and Fox Hill Road. The road was closed on March 11th and remains closed as we enter a new fiscal year. This closure has put an additional burden on the Town’s facilities, most notably Old La Honda Road.
These major challenges remind us that Woodside is not an island and that external forces will have an impact on what we do locally. Therefore, it is important that we do our very best on behalf of the residents and businesses of the Town to keep Woodside the oasis within the Bay Area that it has long been.
The Town’s fiscal strength remains an asset as we face challenging times ahead. I am currently projecting that the Town will end Fiscal Year 2023 with about $8.4 million in unrestricted fundsin the General Fund, the Town’s primary operating fund. That figure represents over 80% of projected annual operating revenues, well above the minimum 30% required by the Town’s Financial Management Policies. The Town also has nearly $2.3million in restricted General Fund assets that are available to pay future pension liabilities.
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I also project that the Town’s Road Program, made up of five distinct funds, will end Fiscal Year 2023 in a position of strength, with nearly $1.6 million available, or 110% of annual revenues. The Road Program funds both the ongoing maintenance of the Town’s public road system and capital improvements like the final two phases of the Glens path project which will be constructed this summer.
The proposed budget includes $10,934,094 for the General Fund operating budget in Fiscal Year 2023‐24, including the cost associated with the Town’s personnel and the many contract services the Town receives, including the police contract with the San Mateo County Sheriff’s Department and the Town Attorney. The operational budget also includes maintenance and upgrades of the Town’s information systems, and this year includes a substantial increase in the Town’s Hazardous Tree Removal program with support from a federal Hazard Mitigation Grant. The proposed budget also includes $871,350 of General Fund support for the CapitalImprovement Program, with the largest amounts supporting the Road Rehabilitation Project and repair and replacement of storm drains. The Town Council adopted Resolution 2021‐7420, which is an expenditure plan for the $1.3 million in American Rescue Plan Act funds the Town received. The projects, including storm drainrehabilitation and supporting expansion of broadband service, are included in the Capital Improvement Program.The proposed budget assumes $11,182,505 in General Fund revenues for Fiscal Year 2023‐24. The single largest source of General Fund revenues, secured property taxes, is budgeted to come in at about $4.8 million, an approximately 5% increase over Fiscal Year 2023, following approximately 8% growth in Fiscal Year 2022‐
23.In the Proposed 2023‐24 budget, $1,018,730 is recommended in the Road Program for operational expensesrelated to that portion of the staff’s time that is spent on activities of the Road Program along with servicesand supplies that support maintenance of the roads. An additional $1,075,152 is recommended for capital projectsin 2023‐24 including the construction of the next two phases of the Glens path project, which accounts $729,152 of the capital expenditures.
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Across all the Town’s funds, which include the General Fund, road funds, sewer funds, and library fund, revenues are projected to equal $13,779,495 and expenses equal to $15,144,984 in Fiscal Year 2024. Of those expenses, $1,966,502 is for capital projects. Below are graphs which show the sources of the Town’s revenues and the departments which account for expenses.
50%
5%
18%
4%
14%
2%
7%
REVENUES ‐ ALL FUNDS ‐ FY 2024
Taxes Franchise Fees Fees & Permits Current ServicesOther Agencies Interest Other Revenue Item A Page
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Proposed Personnel Changes
Each budget season provides an opportunity to review the Town’s current staffing levels and to recalibrate to meet the anticipated needs of the future. I recommend several changes to the Town’s staffing plan, which would result in a net increase of two new positions.
In the Administration and Finance Department I recommend the creation of two new positions: a second Senior Management Analyst and a Records Manager. There has been a great deal of turnover in agencies around San Mateo County, and the Town is well‐placed financially to take advantage of talent in the County that may be looking for other opportunities. Compliance with State regulations continues to become more complex with each passing legislative session, and there may be opportunity to bring expertise in‐house to comply with these new mandates. In particular, the additional regulations related to waste management, such as SB 1383 0%
14%
9%
2%
5%
30%
1%
23%
0%
1%
2%
13%
EXPENDITURES ‐ ALL FUNDS ‐ FY 2024
Town Council Administration Planning Bldgs & GrndsOverhead Safety Services Trails Public WorksRecreation Library Barkley Fields Capital Improvement Item A Page
9 Town Council Meeting June 13, 2023
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(California’s Short‐Lived Climate Pollution Reduction Strategy), demand more and more staff resources. The Senior Management Analyst position would allow the Town to secure the services of an individual with experience in this and other areas of local government administration in San Mateo County.The Town’s finance staff has been very stable, and the current team have been in their roles for over six years.
It is good financial practice to change the duties of financial staff every five to seven years. The Town will also be implementing its new IT Master Plan starting with the implementation of the update to the Town’s permit tracking software, a major undertaking. I recommend that the current staff be redeployed to have the Senior Management Analyst become the project lead for the permit tracking software update, have the ManagementAnalyst move from accounts payable to payroll, and have the Office Manager become responsible for accounts payable. The Town Clerk has also identified several records management areas where additionalstaffing would be beneficial, including maintenance and culling of the records held by the Town. A new Records Manager would become a primary front counter staff person who would both backfill some of the duties of the Office Manager while providing more timely records management.
In the Public Works Department, I am recommending removing the Building Official position and adding a Maintenance Worker position. Since the retirement of the Building Official in the spring of 2022, the Town Engineer/Director of Public Works has relied on the Town’s plan check consulting firm, CSG, to act as BuildingOfficial while he fulfilled the administrative duties of the former Building Official. The Town Engineer has indicated that this arrangement will continue to adequately serve the Town. On the other hand, the Town’s maintenance crew could use an additional staff member. As was recently recognized by the Town Council, the Town’s maintenance crew, led by Supervisor Ignacio Hernandez, is unrivaled in their responsiveness and ability to keep the Town’s roads and open spaces maintained. Their ability to stay ahead of maintenance issues as well astheir incident response capacity would be enhanced by adding a third maintenance worker to the team.
Finally, I am recommending title changes for three of the Public Works Department current employees. SeniorEngineer Sindhi Mekala continues to be relied upon by the Town Engineer to serve as his backup when he iseither unavailable or, as was true for the first six months of 2023, busy with emergency or storm response. Torecognize her contribution to the Town and her role within the Department, it is recommended that her title Item A Page 10
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be changed to Deputy Town Engineer. The Town’stwo Permit Technicians do work beyond being the front line for building permit applications. They assist in emergency preparedness and the general administration of the Town, and I therefore recommend returning to them the title of Project Manager, which more fully capturestheir full positive impact on the Town. 2023‐24 Work Plan Highlights
The Town’s Planning Department has three major projects on the docket for the two‐year period beginningJuly 1, 2023. First, along with most other jurisdictions in the nine‐county Bay Area, the Town is working on completing and having certified its State‐mandated Cycle 6 Housing Element for the planning period 2023‐ 2031. The required environmental review process has begun and will be completed while staff works with the State Department of Housing and Community Development (HCD) to make the final necessary changes to theHousing Element to gain HCD approval. The housing element process along with the new realities of the post‐ COVID world has pointed to the need to update the Town Center Area Plan which would begin after the completion of the Housing Element. One of the programs in the Draft Housing Element is conducting theWestern Hills Development Standards Review. This project has the objective of identifying ways to reduce regulatory hurdlesto development and redevelopment in the area. This project will employ the lessonslearnedfrom a similar project previously completed in the Glens neighborhood.
The Capital Improvement Program (CIP) included in the Proposed 2023‐24 Budget continues the work started in recent years by the Public Works Department. The marquee project for Fiscal Year 2024 will be construction of Phases 2 and 3 of the Glens Pathway from Canada Road to 332 Glenwood Avenue. This project is being partially supported by a Transportation for Clean Air Grant and will complete the path.
The proposed budget continues to fully fund the Town’s Defensible Space and Home Hardening Matching Fund Grant program as well as the Chipper Program. These vital activities provide a strong incentive toproperty owners to reduce the threat from wildfire on their own properties. Each action by an individual property owner contributes to a more wildfire resistant community overall. The Town also has support from a Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant to remove hazardous trees on Town Item A Page 11
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properties and rights‐of‐way. New this year is for funding for a grant writer position that will be funded by theTowns of Woodside and Portola Valley and the Woodside Fire Protection District to seek out additionalopportunities for wildfire preparation.The next two years will continue to provide the Town with challenges. It is important to keep in mind that a community is made up of and defined by its people. Whatever changes are coming Woodside’s way, I am confident that the unique spirit of the Town will remain and that anyone returning for a visit in 20 years will recognize Woodside as the same amazing place it has always been.
Respectfully submitted,Kevin BryantTown Manager
Item A Page 12
Town Council Meeting June 13, 2023
BUDGET OVERVIEW
Item A Page 13 Town Council Meeting June 13, 2023
2022‐23 REVENUES AND EXPENSES PROJECTED
Revenues General (101)
Barkley
Constr. (151)
Traffic Safety
(204) Gas Tax (206)
Measure A
(210)
Measure W
(211)
Road Impact
(242)
Taxes 6,615,400Franchise Fees 645,372
Fees & Permits 1,259,220 490,000Current Services 566,850Other Agencies 1,029,767 257,700 399,000 180,000Interest 175,000 5,400 4,000 950 12,500 2,200 7,200 Other Revenue 2,758,124 35,000 93,700 ‐
Revenues ‐ Total 13,049,733 40,400 97,700 258,650 411,500 182,200 497,200 Expenditures General (101)
Barkley
Constr. (151)
Traffic Safety
(204)
Gas Tax
Constr. (206)
Measure A
(210)
Measure W
(211)
Road Impact
(242)
Town Council 82,497
Administration 1,794,920
Planning 1,484,420Bldgs & Grnds 213,935
Overhead 542,860Safety Services 4,168,716Trails 96,800Public Works 1,638,345 55,760 147,265 325,214 20,000 328,000 Recreation 27,035
Library
Barkley Fields 291,925Operating Expenditures ‐ Total ‐ 10,341,453 55,760 147,265 325,214 20,000 328,000 Operating Revenues ‐ Expenses 2,708,280 40,400 41,940 111,385 86,286 162,200 169,200 Contributions to Road and Capital Programs 744,125 ‐ 13,621 104,000 87,903 48,947 71,000 Greyed in area above represents All Road Funds
Road Program
1 Item A Page 14
Town Council Meeting June 13, 2023
2022‐23 REVENUES AND EXPENSES PROJECTED (continued)
Revenues COPS (243) Library (250)
Canada
Sewer (525)
Town Center
Sewer (528)
Redwood
Creek (537) TOTALS
Taxes 6,615,400Franchise Fees 645,372
Fees & Permits 45,000 665,000 ‐ 2,459,220
Current Services 566,850Other Agencies 175,000 2,041,467 Interest 1,130 2,225 11,000 4,500 226,105Other Revenue 190,500 3,077,324 Revenues ‐ Total 176,130 190,500 47,225 676,000 4,500 15,631,738 Expenditures COPS (243) Library (250)
Canada
Sewer (525)
Sewer Utility
(528)
Redwood
Creek (537) TOTALS
Town Council 82,497
Administration 1,794,920Planning 1,484,420Bldgs & Grnds 213,935 Overhead 542,860Safety Services 182,225 4,350,941
Trails 96,800Public Works 47,917 628,464 3,190,965
Recreation 27,035Library 190,512 190,512
Barkley Fields 291,925
Operating Expenditures ‐ Total 182,225 190,512 47,917 ‐ 628,464 12,266,810 Operating Revenues ‐ Expenses (6,095) (12) (692) 47,536 4,500 3,364,928 Contributions to Road and Capital Programs 1,069,596
Greyed in area above represents All Sewer Funds. Funds 525 and 528 have non‐cash depreciation expenses of $17,435 and $74,873, respecitvely.
Sewer Funds
2 Item A Page 15
Town Council Meeting June 13, 2023
2023‐24 REVENUES AND EXPENSES PROPOSED
Revenues
General
(101)
Barkley
Constr. (151)
Traffic Safety
(204) Gas Tax (206)
Measure A
(210)
Measure W
(211)
Road Impact
(242)
Taxes 6,924,310Franchise Fees 654,000Fees & Permits 1,261,500 475,000 Current Services 552,950Other Agencies 789,000 288,885 375,000 180,000 Interest 175,000 5,400 4,000 950 12,500 2,200 7,200
Other Revenue 825,745 35,000 95,500 ‐
Revenues ‐ Total 11,182,505 40,400 99,500 289,835 387,500 182,200 482,200 Expenditures
General
(101)
Barkley
Constr. (151)
Traffic Safety
(204) Gas Tax (206)
Measure A
(210)
Measure W
(211)
Road Impact
(242)
Town Council 61,400Administration 2,051,835Planning 1,376,150Bldgs & Grnds 216,560Overhead 811,500Safety Services 4,356,964Trails 109,370Public Works 1,614,760 59,050 146,820 352,550 20,000 440,310 Recreation 29,000LibraryBarkley Fields 306,555 10,000
Operating Expenditures ‐ Total 10,934,094 10,000 59,050 146,820 352,550 20,000 440,310 Operating Revenues ‐ Expenses 248,411 30,400 40,450 143,015 34,950 162,200 41,890 Contributions to Road and Capital Programs 871,350 20,000 250,000 104,000 371,000 279,152 71,000 Greyed in area above represents All Road Funds
Road Program
3 Item A Page 16
Town Council Meeting June 13, 2023
2023‐24 REVENUES AND EXPENSES PROPOSED (continued)
Revenues COPS (243) Library (250)
Canada
Sewer (525)
Town Center
Sewer (528)
Redwood
Creek (537) TOTALS
Taxes 6,924,310
Franchise Fees 654,000
Fees & Permits 45,500 680,500 2,462,500
Current Services 552,950
Other Agencies 175,000 195,500 2,003,385
Interest 1,130 2,225 11,000 4,500 226,105
Other Revenue 956,245
Revenues ‐ Total 176,130 195,500 47,725 691,500 4,500 13,779,495 Expenditures COPS (243) Library (250)
Canada
Sewer (525)
TC Sewer
Utility (528)
Redwood
Creek (537) TOTALS
Town Council 61,400
Administration 2,051,835
Planning 1,376,150
Bldgs & Grnds 216,560Overhead 811,500
Safety Services 200,000 4,556,964
Trails 109,370
Public Works 51,935 767,673 3,453,098
Recreation 29,000
Library 196,050 196,050
Barkley Fields 316,555
Operating Expenditures ‐ Total 200,000 196,050 51,935 ‐ 767,673 13,178,482 Operating Revenues ‐ Expenses (23,870) (550) (4,210) (76,173) 4,500 601,013Contributions to Road and Capital Programs 1,966,502 Greyed in area above represents All Sewer Funds.
Funds 525 and 528 have non‐cash depreciation expenses of $17,435 and $74,873, respecitvely, which do not effect cash fund balances.
Sewer Funds
4 Item A Page 17
Town Council Meeting June 13, 2023
2024‐25 REVENUES AND EXPENSES PROPOSED
Revenues General (101)
Barkley
Constr. (151)
Traffic Safety
(204) Gas Tax (206)
Measure A
(210)
Measure W
(211)
Road Impact
(242)
Taxes 7,203,160Franchise Fees 658,000Fees & Permits 1,281,500 475,000Current Services 552,950 Other Agencies 789,000 288,885 375,000 180,000Interest 175,000 5,400 4,000 950 12,500 2,200 7,200 Other Revenue 165,000 35,000 95,500 ‐ Revenues ‐ Total 10,824,610 40,400 99,500 289,835 387,500 182,200 482,200 Expenditures General (101)
Barkley
Constr. (151)
Traffic Safety
(204)
Gas Tax
Constr. (206)
Measure A
(210)
Measure W
(211)
Road Impact
(242)
Town Council 71,900
Administration 2,124,855
Planning 1,326,850
Bldgs & Grnds 219,200Overhead 771,500
Safety Services 3,937,250
Trails 114,000
Public Works 1,650,500 59,050 151,200 363,800 20,000 450,700 Recreation 29,000Library
Barkley Fields 308,000 10,000
Operating Expenditures ‐ Total 10,553,055 10,000 59,050 151,200 363,800 20,000 450,700 Operating Revenues ‐ Expenses 271,555 30,400 40,450 138,635 23,700 162,200 31,500 Contributions to Capital Improvement Program 740,250 20,000 25,000 104,000 40,000 25,000 265,000*Greyed in area above represents All Road Funds Road Program
5 Item A Page 18
Town Council Meeting June 13, 2023
2024‐25 REVENUES AND EXPENSES PROPOSED (continued)
Revenues COPS (243) Library (250)
Canada
Sewer (525)
Town Center
Sewer (528)
Redwood
Creek (537) TOTALS
Taxes 7,203,160
Franchise Fees 658,000
Fees & Permits 47,700 653,840 2,458,040Current Services 552,950Other Agencies 175,000 168,000 1,975,885 Interest 1,130 2,225 11,000 4,500 226,105Other Revenue 295,500Revenues ‐ Total 176,130 168,000 49,925 664,840 4,500 13,369,640 Expenditures COPS (243) Library (250)
Canada
Sewer (525)
Sewer Utility
(528)
Redwood
Creek (537) TOTALS
Town Council 71,900
Administration 2,124,855
Planning 1,326,850
Bldgs & Grnds 219,200
Overhead 771,500Safety Services 182,225 4,119,475
Trails 114,000Public Works 55,335 775,313 3,525,898
Recreation 29,000Library 168,200 168,200
Barkley Fields 318,000
OperatingExpenditures ‐ Total 182,225 168,200 55,335 ‐ 775,313 12,788,878 Operating Revenues ‐ Expenses (6,095) (200) (5,410) (110,473) 4,500 580,762 Contributions to Capital Improvement Program 1,219,250
*Greyed in area above represents All Sewer Funds.
Funds 525 and 528 have non‐cash depreciation expenses of $17,435 and $74,873, respecitvely, which do not effect cash fund balances.
Sewer Funds
6 Item A Page 19
Town Council Meeting June 13, 2023
FUND BALANCE PROJECTION
General (101)
Barkley
Constr. (151)
Traffic
Safety (204)
Gas Tax Constr.
(206)
Measure A
(210)
Measure W
(211)
Road
Impact
(242)
Fund Balance 6/30/22 6,450,302 327,625 206,762 33,575 636,206 54,233 402,547 Projected Activity 2022‐23 1,964,155 26,779 41,940 7,385 (1,617) 113,253 98,200 Projected Fund Balance 6/30/23 8,414,457 354,404 248,702 40,960 634,589 167,486 500,747 Budgeted Activity 2023‐24 (622,939) 30,400 (209,550) 39,015 (336,050) (116,952) (29,110) Projected Fund Balance 6/30/24 7,791,518 384,804 39,152 79,975 298,539 50,534 471,637 Budgeted Activity 2024‐25 (468,695) 30,400 15,450 34,635 (16,300) 137,200 (233,500) Projected Fund Balance 6/30/25 7,322,823 415,204 54,602 114,610 282,239 187,734 238,137 FUND BALANCE PROJECTION (continued)
COPS (243) Library (250)
Canada
Sewer (525)
Town Center
Sewer (528)
Redwood
Creek (537)
Fund Balance 6/30/22 57,285 3,501 122,302 552,587 258,354Projected Activity 2022‐23 (6,095) (12) 16,743 122,409 4,500 Projected Fund Balance 6/30/23 51,190 3,489 139,045 674,996 262,854 Budgeted Activity 2023‐24 (23,870) (550) 13,225 (1,300) 4,500Projected Fund Balance 6/30/24 27,320 2,939 152,270 673,696 267,354 Budgeted Activity 2024‐25 (6,095) (200) 12,025 (35,600) 4,500 Projected Fund Balance 6/30/25 21,225 2,739 164,295 638,096 271,854Note:
1. The San Mateo County Library JPA holds additional library funds for use by the Woodside Library.
As of June 30, 2022, the JPA had $4,447,237 available for the Woodside Library.
2. The Town had $3,453,857 in pension and OPEB trust funds as of April 30, 2023.
Road Funds
Sewer Funds
7 Item A Page 20
Town Council Meeting June 13, 2023
GENERAL FUND: TEN YEAR FORECAST
2021‐22 2022‐23 2022‐23 2023‐24 2024‐25 2025‐26 2026‐27 2027‐28 2028‐29 2029‐30 2030‐31 2031‐32 2032‐33ACTUAL ADOPTED PROJECTED PROPOSED PROPOSED FORECAST FORECAST FORECAST FORECAST FORECAST FORECAST FORECAST FORECAST BEGINNING BALANCE 6,730,749 6,450,302 6,450,302 8,414,457 7,791,518 7,322,823 6,964,975 6,551,878 6,282,380 5,938,653 5,472,303 4,903,035 4,200,326
REVENUES
Secured Property Tax 4,216,155 4,418,400 4,578,400 4,807,320 5,047,500 5,299,875 5,564,869 5,843,112 6,135,268 6,442,031 6,764,133 7,102,339 7,457,456 Unsecured Property Tax 168,741 189,000 179,000 180,790 182,500 184,325 186,168 188,030 189,910 191,809 193,727 195,665 197,621Other Property Tax 612,747 673,000 665,000 675,000 675,000 675,000 675,000 675,000 675,000 675,000 675,000 675,000 675,000Sales Tax 797,163 650,000 704,000 739,200 776,160 814,968 855,716 898,502 943,427 990,599 1,040,129 1,092,135 1,146,742Property Transfer Tax 351,748 300,000 317,000 350,000 350,000 358,750 367,719 376,912 386,335 395,993 405,893 416,040 426,441 Business License 171,859 165,000 172,000 172,000 172,000 175,440 178,949 182,528 186,178 189,902 193,700 197,574 201,525Building/Planning Permit Fees 1,219,781 1,284,000 1,240,470 1,241,000 1,261,000 1,292,525 1,324,838 1,357,959 1,391,908 1,426,706 1,462,373 1,498,933 1,536,406 Recreation Fees 10,899 85,500 18,750 20,500 20,500 20,500 20,500 20,500 20,500 20,500 20,500 20,500 20,500Franchise Fees 597,058 601,500 645,372 654,000 658,000 671,160 684,583 698,275 712,240 726,485 741,015 755,835 770,952Current Services 227,916 205,700 221,750 202,950 202,950 205,994 209,084 212,220 215,404 218,635 221,914 225,243 228,622Other Agencies 804,925 719,700 1,029,767 789,000 789,000 804,780 820,876 837,293 854,039 871,120 888,542 906,313 924,439 Interest (LAIF) 23,199 40,000 175,000 175,000 175,000 175,000 150,000 150,000 150,000 125,000 125,000 100,000 75,000 Other Revenue 128,024 65,000 334,820 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000 65,000Highway Bridge Program 837,135 ‐ 1,670,469 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ FEMA Hazard Mitigation Grant ‐ ‐ 660,745 ‐ 660,745 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ American Rescue Plan 652,835 652,835 652,835 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Overhead Charges 340,000 345,100 345,100 350,000 350,000 355,250 360,579 365,987 371,477 377,049 382,705 388,446 394,272 Town Center Sewer Repayment 100,000 100,000 100,000 100,000 100,000 ‐ 72,417 ‐ ‐ ‐ ‐ ‐ ‐ TOTAL ‐ REVENUES 11,260,185 11,155,480 13,049,733 11,182,505 10,824,610 11,170,984 11,463,881 11,871,319 12,296,687 12,715,829 13,179,631 13,639,023 14,119,977
EXPENDITURES
OperationalSalaries & Benefits (excluding Retiree Benefits) 2,869,691 2,908,155 2,770,491 3,077,625 3,234,304 3,379,847 3,531,940 3,690,878 3,856,967 4,030,531 4,211,905 4,401,440 4,599,505 PERS & Retiree Health Benefits 589,117 673,820 665,034 670,095 680,146 681,507 682,188 625,567 651,215 670,751 690,874 711,600 732,948Service and Supplies (excluding Police Services) 3,197,890 3,005,445 3,238,198 3,199,410 3,261,355 3,408,116 3,561,481 3,721,748 3,889,227 4,064,242 4,247,133 4,438,254 4,637,975Police Services Contract 2,310,018 2,476,970 2,476,970 2,645,970 2,857,250 3,000,113 3,150,118 3,307,624 3,473,005 3,646,655 3,828,988 4,020,438 4,221,460Hazardous Tree Removals/FEMA 25,832 880,994 464,340 880,994 300,000 300,000 300,000 300,000 300,000 300,000 300,000 300,000 300,000Housing Element/Town Center Plan 6,300 30,000 325,000 200,000 100,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Winter Storm 2023 Emergency Response ‐ ‐ 400,000 50,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Equipment and Building Maintenance 100,280 265,000 1,420 210,000 120,000 100,000 100,000 125,000 100,000 100,000 100,000 100,000 100,000 Subtotal 9,099,128 10,240,384 10,341,453 10,934,094 10,553,055 10,869,582 11,325,728 11,770,816 12,270,414 12,812,179 13,378,899 13,971,732 14,591,888 Capital Contributions/One‐Time Projects
Road Program/Road Rehabilitation ‐ 300,000 213,799 300,000 300,000 300,000 300,000 300,000 300,000 300,000 300,000 300,000 300,000 Highway Bridge Program 2,210,879 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Storm Drain Rehabilitation (ARPA) 84,220 80,000 81,939 180,000 80,000 80,000 50,000 50,000 50,000 50,000 50,000 50,000 50,000 Equestrian Trails and Water Crossings 4,700 20,000 10,268 ‐ 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000 20,000Woodside Road Beautification 16,718 25,000 37,030 ‐ ‐ ‐ ‐ ‐ ‐ ‐ Sand Hill Road/Portola Road Intersection ‐ 75,000 ‐ ‐ 75,000 40,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ Broadband Support (ARPA) 71,867 81,250 ‐ 81,250 81,250 81,250 81,250 ‐ ‐ ‐ ‐ ‐ ‐ Sewer System Capital Support (APRA) ‐ 126,250 17,000 130,100 134,000 138,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ Public Works Equipment/Fleet ‐ 100,000 ‐ 44,715 50,000 ‐ 100,000 ‐ ‐ ‐ ‐ ‐ ‐ Barkely Fields Playground 27,715 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Winter Storm 2023 Repairs ‐ ‐ 339,374 80,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Emergency Access Improvements ‐ ‐ ‐ 100,000 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Bicycle/Pedestrian 25,405 ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ ‐ Subtotal 2,441,504 807,500 744,125 871,350 740,250 659,250 551,250 370,000 370,000 370,000 370,000 370,000 370,000 TOTAL ‐ EXPENDITURES 11,540,632 11,047,884 11,085,578 11,805,444 11,293,305 11,528,832 11,876,978 12,140,816 12,640,414 13,182,179 13,748,899 14,341,732 14,961,888 NET POSITION (280,447) 107,596 1,964,155 (622,939) (468,695) (357,848) (413,097) (269,497) (343,727) (466,350) (569,268) (702,709) (841,910) OPERATING RESERVES (30% Operating Revenue) 2,799,065 2,819,040 3,084,399 3,021,528 3,112,383 3,222,995 3,330,991 3,451,599 3,577,563 3,701,634 3,839,078 3,975,173 4,117,711 UNDESIGNATED RESERVE 3,651,238 3,738,858 5,330,058 4,769,990 4,210,440 3,741,980 3,220,887 2,830,781 2,361,090 1,770,669 1,063,957 225,153 (759,296) TOTAL ENDING BALANCE 6,450,302 6,557,898 8,414,457 7,791,518 7,322,823 6,964,975 6,551,878 6,282,380 5,938,653 5,472,303 4,903,035 4,200,326 3,358,416 Ending Balance as Percent of Operating Revenue 69.1% 69.8% 81.8% 77.4% 70.6% 64.8% 59.0% 54.6% 49.8% 44.4% 38.3% 31.7% 24.5% RESTRICTED ASSETS (PARS Pension Trust) 2,157,749 2,556,000 2,298,994 2,448,429 2,607,576 2,777,069 2,957,578 3,149,821 3,354,559 3,572,606 3,804,825 4,052,139 4,315,528 Operating Revenue
8 Item A Page 21
Town Council Meeting June 13, 2023
ROAD PROGRAM: FIVE YEAR FORECAST
2021‐22 2022‐23 2022‐23 2023‐24 2024‐25 2025‐26 2026‐27 2027‐28
ACTUAL ADOPTED PROJECTED PROPOSED PROPOSED FORECAST FORECAST FORECAST BEGINNING BALANCE 1,507,894 1,333,323 1,333,323 1,592,484 939,837 877,322 865,974 585,848
REVENUES
Civil Fines 110,596 90,000 89,000 90,000 90,000 90,000 90,000 90,000 Gas Tax 234,426 286,040 257,700 288,885 288,885 289,000 289,000 289,000Measure A Tax 367,765 345,000 399,000 375,000 375,000 375,000 375,000 375,000Measure W Tax 162,918 140,000 180,000 180,000 180,000 180,000 180,000 180,000Road Impact Fee 410,354 350,000 490,000 475,000 475,000 475,000 475,000 475,000Interest 4,105 6,200 26,850 26,850 26,850 26,850 26,850 26,850Other Revenue 20,279 4,400 4,700 5,500 5,500 5,500 5,500 5,500 TOTAL ‐ REVENUES 1,310,443 1,221,640 1,447,250 1,441,235 1,441,235 1,441,350 1,441,350 1,441,350
EXPENDITURES
OperationalSalaries & Benefits (excluding Retiree Benefits) 356,266 357,525 394,825 484,030 508,653 531,542 555,462 580,457 PERS & Retiree Health Benefits 77,280 90,020 76,460 93,150 94,547 94,736 94,831 86,960Service and Supplies 435,149 426,250 404,954 441,550 441,550 461,420 482,184 503,882 Subtotal 868,695 873,795 876,239 1,018,730 1,044,750 1,087,698 1,132,476 1,171,299 Capital Contributions
Road Rehabilitation Project 370,353 175,000 175,000 175,000 175,000 175,000 175,000 175,000 Bridge Repair and Replacement 2,710 26,000 ‐ 26,000 144,000 ‐ 34,000 ‐ Bicycle and Pedestrian Improvements (Non‐Road Rehab) 8,980 20,000 12,258 . 20,000 20,000 20,000 20,000 Glens Path 125,305 460,000 106,112 ‐ 729,152 ‐ ‐ ‐ Kings Mountain Road/Woodside Road Crosswalks ‐ ‐ ‐ 120,000 ‐ ‐ ‐ ‐ Kings Mountain Road Safety Program 2,953 ‐ ‐ ‐
Woodside Road Trail ‐ ‐ ‐ ‐ ‐ 100,000 190,000 90,000 Jefferson Ave Trail ‐ ‐ ‐ ‐ ‐ ‐ 50,000 25,000Highway 84/35 Stop Sign ‐ 20,000 ‐ ‐ ‐ Woodside Road Bike/Ped Safety Improvement Project ‐ 25,000 ‐ 25,000 50,000 50,000 ‐ ‐ Equipment 106,018 ‐ ‐ ‐ 50,000 ‐ 100,000 ‐
Safe Routes to School ‐ 20,000 18,480 ‐ 20,000 20,000 20,000 20,000 Subtotal 616,319 746,000 311,850 1,075,152 459,000 365,000 589,000 330,000 TOTAL ‐ EXPENDITURES 1,485,014 1,619,795 1,188,089 2,093,882 1,503,750 1,452,698 1,721,476 1,501,299 NET POSITION (174,571) (398,155) 259,161 (652,647) (62,515) (11,348) (280,126) (59,949) TOTAL ENDING BALANCE 1,333,323 935,168 1,592,484 939,837 877,322 865,974 585,848 525,898 Ending Balance as Percent of Ongoing Revenue 101.7% 76.6% 110.0% 65.2% 60.9% 60.1% 40.6% 36.5% Note 1. Bridge Repair and Replacement will also be funded by the Highway Bridge Program.Note 2. Safe Routes to School projects may also be funded with grant money. 9 Item A Page 22
Town Council Meeting June 13, 2023
Personnel
2022‐23 2023‐24 2024‐25
Town Manager 1 1 1Town Engineer/Public Works Director 1 1 1 Planning Director 1 1 1
Deputy Town Engineer 0 1 1Senior Engineer 1 0 0Town Clerk 1 1 1 Assisstant to the Town Manager 1 1 1
Administrative Services Manager 1 1 1
Building Official 1 0 0Principal Planner 1 1 1Assistant/Associate Planner 2.8 3 3 Project Manager 0 2 2
Permit Technician 2 0 0Planning Technician 1 1 1
Senior Management Analyst 1 2 2Management Analyst 2 2 2Office Manager 1 1 1 Records Manager 0 1 1
Supervising Maintenance Worker 1 1 1
Maintenance Worker 2 3 3
Intern/Fellow/Seasonal 1 1 1
TOTAL 22.8 25 25
FTE
STAFFING SUMMARY
10 Item A Page 23
Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
ORGANIZATION CHART
TOWN COUNCIL
TOWN ATTORNEY
TOWN MANAGER
BOARDS, COMMISSIONS
& COMMITTEES
ADMINISTRATION & FINANCE DEPT.
Administration Division
Town Clerk (Head) Assistant to the Town Manager Sr. Mgmt Analyst Records Manager Finance Division Administrative Services Manager (Head) Sr. Mgmt Analyst Management Analyst Office Manager PUBLIC WORKS DEPT.Town Engineer/PW Director (Head) Public Works/Engineering Division Deputy Town Engineer Management Analyst Development Services Engineer (Contract) Town Geologist (Contract) Supervising Maintenance Worker Maintenance Worker (3) Building Division Project Manager (2) Plan Checker (Contract) Building Inspector (Contract) Code Enforcement (Contract) PLANNING DEPT. Planning Director (Head) Principal Planner Assistant/Associate Planner (3) Planning Technician Item A Page 24
Town Council Meeting June 13, 2023
REVENUE
Item A Page 25
Town Council Meeting June 13, 2023
12 REVENUE SOURCES
For classification purposes, revenues are usually grouped into major and minor categories. For financial reporting purposes, the California State Controller's Office has established a classification scheme that local governments are required to use when reporting their financial affairs to the State.
Taxes
Property TaxesThe property tax is a major source of revenue for critical Town services such as police, public works, planning and facilities maintenance. About 40% of the Town's General Fund revenue is derived from local property taxes. Property, primarily real estate such as land and buildings, is valued by the County Assessor and taxed at one percent of the assessed value. The one percent is shared among several local government entities, such as schools, special districts, and the County of San Mateo. The Town of Woodside receives approximately 7% of all property taxes collected within the Town, less funds shifted to the Education Revenue Augmentation Fund (ERAF), which goes to support school programs.
Sales TaxAll taxable retail sales in the Town of Woodside are charged a 9.375% tax. The amount includes 0.5% that goes to local governments for public safety programs, pursuant to Proposition 172, approved by voters in November of 1993. Of the remaining tax, 1% is returned to the Town of Woodside by the State for general purposes. Sales tax revenue can vary from year to year due to fluctuations in the economy.
Real Property Transfer TaxThe California Government Code authorizes the County of San Mateo to impose a transfer tax at the rate of $1.30 per $1,000 value on real property sold. These taxes are evenly allocated between the county and the city or town in which the sale occurs.
Item A Page 26
Town Council Meeting June 13, 2023
13 Business License TaxThe Town of Woodside's Municipal Code requires a license as a pre‐requisite for conducting businesses, trades, or professions in the Town. The Code further imposes an annual tax for the privilege of conducting such businesses, at differing rates depending on the type of business.
Fees and Charges
Service charges or fees are imposed on users of services provided by the Town under the rationale that benefiting parties should pay for the cost of that service, rather than the general public. Examples of such services include various building and planning activity fees, recreation program fees, and sewer fees.
Charges for Services
The California Government Code and the State Constitution give cities the authority to assess certain charges for servicesrendered as a means of recovering the cost of regulating various activities. Examples include: Planning Commission applications and sale of documents.
Franchise Fees
The Town imposes fees on gas, electric, water, solid waste, and cable television companies for the privilege of using Town streets and rights‐of‐way. These fees are generally a fixed percentage of gross revenues earned by the utility company within the Town. The specific percentage may be limited by federal or state law and is specified in a formal franchise agreement between the Town and the company.
Other Governmental Agencies
The Town receives revenues from other governments, primarily the State of California. The major revenue source classified in this manner are the property tax funds provided by the State in lieu of the Town’s historic share of motor vehicle license fees.
Item A Page 27
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Property Taxes ‐ Secured General 3,979,275 4,216,155 4,418,400 4,578,400 4,807,320 5,047,500 Property Taxes ‐ Unsecured General 182,320 168,741 189,000 179,000 180,790 182,500 Property Taxes ‐ Other General 927,307 612,747 673,000 665,000 675,000 675,000 Sales Tax General 622,011 797,163 650,000 704,000 739,200 776,160 Property Transfer Tax General 372,260 351,748 300,000 317,000 350,000 350,000 Business License Tax General 174,681 171,859 165,000 172,000 172,000 172,000 TAXES REVENUE TOTAL 6,257,854 6,318,413 6,395,400 6,615,400 6,924,310 7,203,160 TAXES
$5,600,000$5,800,000$6,000,000$6,200,000$6,400,000$6,600,000$6,800,000$7,000,000$7,200,000$7,400,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
14 Item A Page 28
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
PG&E General 167,147 167,736 170,000 190,665 190,000 190,000 California Water Company General 160,617 162,471 162,500 178,707 180,000 180,000 Greenwaste Recovery General 162,403 172,080 179,000 181,000 189,000 193,000 Cable & Telecommunications General 90,474 94,771 90,000 95,000 95,000 95,000 FRANCHISE REVENUE TOTAL 580,641 597,058 601,500 645,372 654,000 658,000
FRANCHISE FEES
$540,000$560,000$580,000$600,000$620,000$640,000$660,000$680,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
15 Item A Page 29
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Building Permits General 703,539 555,258 586,500 556,000 560,000 565,000 Plan Check General 688,493 565,309 590,000 574,000 575,000 590,000 Grading & Site Development General 19,875 16,725 17,000 19,700 20,000 20,000 Geology Review General 5,400 3,975 4,500 5,500 5,000 5,000 ASRB Review General 41,475 24,945 30,000 50,000 40,000 40,000 Penalty/Code Violation General 33,430 22,577 30,000 12,000 15,000 15,000 Stable Permits General 917 994 1,000 770 1,000 1,000
Encroachment Permits General 15,300 14,725 12,000 11,500 12,000 12,000 Other Permits General 15,801 15,273 13,000 11,000 13,000 13,000 Barkley Fields Use General 8,750 4,375 10,500 8,750 10,500 10,500 Recreation Fees General ‐ 6,524 75,000 10,000 10,000 10,000 Road Impact Fee Road Impact 523,102 410,354 350,000 490,000 475,000 475,000 Sewer Service Charges Canada Sewer 36,885 42,353 43,400 45,000 45,500 47,700 Sewer Service Charges Sewer Utility 556,778 535,898 550,000 665,000 680,500 653,840 Sewer Connection Charges Sewer Utility ‐ 79,654 ‐ ‐ ‐ ‐ Sewer Connection Charges Redwood Creek 14,250 28,500 ‐ ‐ ‐ ‐ FEES & PERMITS REVENUE TOTAL 2,663,995 2,327,439 2,312,900 2,459,220 2,462,500 2,458,040
FEES & PERMITS
$2,100,000$2,200,000$2,300,000$2,400,000$2,500,000$2,600,000$2,700,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
16 Item A Page 30
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Use Permits and Variances General 36,835 34,425 30,000 23,500 30,000 30,000 Archive Fee General 39,000 36,840 35,000 45,000 40,000 40,000 Consultant Overhead General 835 917 500 7,700 1,000 1,000 Construction & Demolition Fee General 19,110 19,695 12,000 24,000 20,000 20,000 Trails Maintenance Fee General 23,400 23,818 24,000 33,550 24,000 24,000 Staff Charges Against Deposit General 65,592 73,113 65,000 60,000 60,000 60,000 Other General 53,209 39,108 39,200 28,000 27,950 27,950 Overhead Charges General 369,500 340,000 345,100 345,100 350,000 350,000 CURRENT SERVICES REVENUE TOTAL 607,481 567,916 550,800 566,850 552,950 552,950
CURRENT SERVICES
$520,000$530,000$540,000$550,000$560,000$570,000$580,000$590,000$600,000$610,000$620,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
17 Item A Page 31
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Property Tax In‐Lieu General 427,803 715,856 630,700 944,967 700,000 700,000 Homeowners' Property Tax Relief General 14,098 14,069 14,000 9,800 14,000 14,000 Measure M General 94,392 75,000 75,000 75,000 75,000 75,000 State Gas Tax Gas Tax 247,540 234,426 286,040 257,700 288,885 288,885 Measure AMeasure A 303,605 367,765 345,000 399,000 375,000 375,000 Measure WMeasure W 133,488 162,918 140,000 180,000 180,000 180,000 Library Donor Fund Revenue Library 140,600 175,951 125,000 190,500 195,500 168,000 Citizens' Option for Public Safety COPS 156,727 161,285 160,000 175,000 175,000 175,000 OTHER AGENCIES REVENUE TOTAL 1,518,253 1,907,270 1,775,740 2,231,967 2,003,385 1,975,885
OTHER AGENCIES
$0
$500,000
$1,000,000$1,500,000$2,000,000$2,500,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
18 Item A Page 32
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Parking Fines General 10,127 4,564 5,000 4,500 5,000 5,000 Interest (LAIF) Various 45,584 30,772 51,120 226,105 226,105 226,105 Other General Fund General 179,565 88,227 60,000 60,000 60,000 60,000 Town Center Sewer Loan Repayment General 100,000 100,000 100,000 100,000 100,000 100,000 FEMA Reimbursement/Grant General ‐ ‐ 660,745 220,000 660,745 ‐ LEAP Grant General ‐ 14,680 ‐ 50,320 ‐ ‐ CalRecycle Grant General ‐ 20,553 ‐ ‐ ‐ ‐ Highway Bridge Program ACF General ‐ 837,135 ‐ 1,670,469 ‐ ‐ American Rescue Plan General ‐ 652,835 652,835 652,835 ‐ ‐ Civil Fines Traffic Safety 91,883 110,596 90,000 89,000 90,000 90,000 Farm Hill Signal Traffic Safety 2,993 14,135 2,000 1,300 2,000 2,000 Woodside Hills Water Traffic Safety 4,718 6,144 2,400 3,400 3,500 3,500GF Road Contribution Measure A 425,000 ‐ ‐ ‐ ‐ ‐ GF Barkley Contribution Barkley Const. 35,000 35,000 35,000 35,000 35,000 35,000 OTHER REVENUE TOTAL 894,870 1,914,641 1,659,100 3,112,929 1,182,350 521,605
OTHER REVENUE
$0
$500,000
$1,000,000$1,500,000$2,000,000$2,500,000$3,000,000$3,500,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
19 Item A Page 33
Town Council Meeting June 13, 2023
DEPARTMENTAL
BUDGETS
Item A Page 34
Town Council Meeting June 13, 2023
20 Town Council Department
The Town Council provides the policy direction that guides the operation of the Town, adopts ordinances and resolutions that constitute the legislative intent and laws of the Town, sets the Town’s priorities through adoption of an annual budget and direction to the Town Manager, and provides representation to the Town’s residents through these actions and through the conveyance of constituent requests and concerns to Town staff.
Budget Highlights
The Town Council budget supports several basic activities, including: (1) Town membership in regional and statewide organizations; (2) organized events such as volunteer recognition receptions, holiday dinners, and occasional hosting of the Council of Cities monthly dinner meetings; (3) events and initiatives developed and sponsored by the Town’s Citizen Advisory Committees, such as programming of the Arts & Culture Committee; and (4) municipal elections in even‐numbered years.
The proposed budget for the Town Council Department is $61,400 for Fiscal Year 2024 and $71,900 for Fiscal Year 2025. The proposed budget includes funding for the regular Town Council election scheduled for November 2024.
Funding Source Summary
The Town Council Department is funded by the General Fund.
Item A Page 35
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Elections General 8,288 37,586 10,500 10,500 ‐ 10,500 Memberships:
Association of Bay Area Governments General 2,090 2,144 2,100 2,269 2,300 2,300 City/County Association of Governments General 1,998 2,024 2,130 2,128 2,100 2,100 Airport Roundtable General 1,500 1,500 1,500 1,500 1,500 1,500 Local Agency Formation Commission General 929 1,079 1,000 1,124 1,200 1,200 HEART General 1,739 1,739 1,800 1,739 1,800 1,800
League of California Cities General 4,529 4,662 4,600 4,999 5,000 5,000 HIP Housing General 2,500 2,500 2,500 2,500 2,500 2,500 COVID Relief General 34,866 ‐ ‐ ‐ ‐ ‐ Gun Buyback Program General ‐ 5,000 ‐ ‐ ‐ ‐ Conferences & Meetings General ‐ 2,030 10,000 30,738 20,000 20,000 Town Volunteer Committees/DOTH General 14,506 20,781 30,000 25,000 25,000 25,000 DEPARTMENT TOTAL 72,945 81,045 66,130 82,497 61,400 71,900
TOWN COUNCIL DEPARTMENT
$0
$10,000$20,000$30,000$40,000$50,000$60,000$70,000$80,000$90,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
21 Item A Page 36
Town Council Meeting June 13, 2023
22 Administration & Finance Department
The Administration and Finance Department oversees and manages the day‐to‐day functions of all Town operations. The staff of this department ensures implementation of Town Council policies and proper financial management of the Town. A variety of management and support services are provided to all Town programs and activities, including maintenance of official Townrecords and documents, timely noticing of all meetings and pending actions, general accounting, treasury oversight, personnel management, payroll processing, revenue administration and collection, purchasing activities, and management of all contracts.
The general legal services of the Town Attorney are also provided through this department, as are litigation services, as needed.Budget Highlights Most of the budget for this department covers the salaries and benefits of the Administration and Finance staff, as well as legal services.The proposed budget is $2,051,835 for Fiscal Year 2024 and $2,124,855 for Fiscal Year 2025.
Funding Source Summary
The Administration & Finance Department is funded by the General Fund, which receives some revenue through the allocation of overhead costs to other funds. $350,000 is proposed from this source for Fiscal Year 2024.
Item A Page 37
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salaries & Benefits General 1,105,625 1,278,690 1,321,945 1,337,120 1,621,480 1,694,500 Advertising General 11,850 6,565 10,000 10,000 10,000 10,000 Photo Copies General ‐ 185 500 ‐ ‐ ‐ Bank Service Charge General 2,782 2,951 3,000 89 ‐ ‐ Professional Services ‐ Special Projects General 32,295 62,399 40,000 102,000 60,000 60,000 Woodsider General 19,358 9,709 25,000 24,494 25,000 25,000 Contract Legal Services General 152,797 294,962 275,000 295,000 300,000 300,000 Contract Audit General 31,549 25,039 23,355 16,217 23,355 23,355 Travel/Conferences/Meetings General 1,901 3,994 15,000 5,000 5,000 5,000Memberships/Dues General 2,902 1,625 2,000 2,000 2,000 2,000Subscriptions/Codes General ‐ 2,723 5,000 3,000 5,000 5,000 1,361,059 1,688,842 1,720,800 1,794,920 2,051,835 2,124,855
ADMINISTRATION & FINANCE DEPARTMENT
DEPARTMENT TOTAL
$0
$500,000
$1,000,000$1,500,000$2,000,000$2,500,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
23 Item A Page 38
Town Council Meeting June 13, 2023
24 Planning Department
The Planning Department oversees current and advance planning. Current planning activities include processing and analyzing development applications to be considered by the Architectural and Site Review Board (ASRB), Planning Commission, and/or Town Council; and building permits, for conformance with the Town’s General Plan, Area Plans, Specific Plans, Municipal Code, Residential Design Guidelines, state and federal environmental laws, and other regulations. Advance planning activities include developing, refining, and implementing long‐range land use policies and regulations associated with the General Plan, Area Plans, Specific Plans, Municipal Code, Residential Design Guidelines, and a variety of regional, State and Federal mandates.
Budget Highlights
The proposed budget for the Planning Department is $1,376,150 for Fiscal Year 2024 and $1,326,850 for Fiscal Year 2025. Most of the budget for this department covers the salaries and benefits of the Planning staff. The proposed budget also includes $10,000 for an Architectural Consultant to assist staff and the ASRB in the evaluation of development proposals when determined necessary by the Planning Director.
The budget also includes $300,000 over the next two years to support advance planning projects like the completion of the Cycle 6 Housing Element for 2023‐2031, an update to the Town Center Area Plan, and the Western Hills Development Standards Review.Funding Source Summary
The Planning Department is supported by the General Fund, fees associated with applications for development review, and direct billing for projects, such as environmental review, that are full job cost recovery. The Department has also secured a Local Early Action Planning (LEAP) Grant of $65,000 to support the update of the Housing Element.
Item A Page 39
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salaries & Benefits General 1,134,931 1,152,833 1,164,350 1,114,920 1,126,150 1,176,850 Professional Services ‐ Advanced Planning General 24,735 6,300 30,000 325,000 200,000 100,000 Professional Services ‐ Current Planning General 6,050 16,890 10,000 18,000 20,000 20,000 Public Noticing General 11,912 18,071 16,500 15,500 16,500 16,500 Memberships/Dues General 2,563 3,615 3,500 3,000 3,500 3,500 Travel/Conferences/Meetings General 1,025 1,273 13,000 8,000 10,000 10,000 1,181,216 1,198,982 1,237,350 1,484,420 1,376,150 1,326,850
PLANNING DEPARTMENT
DEPARTMENT TOTAL
$0
$200,000$400,000$600,000$800,000
$1,000,000$1,200,000$1,400,000$1,600,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
25 Item A Page 40
Town Council Meeting June 13, 2023
26 Buildings and Grounds Department
The Buildings and Grounds Department oversees the operational, maintenance and janitorial services that are needed to support the Town Hall facilities and open space areas. Landscape maintenance of the Town Center and other Town properties, except Barkley Fields and Park and the Library, is also the responsibility of this department.
Budget Highlights
The proposed budget for the Buildings and Grounds Department is $216,560 for Fiscal Year 2024 and $219,200 for Fiscal Year 2025.The Building and Grounds Department budget also includes funding for the restoration of Kite Hill and Village Hill as natural preserves. Starting in 2016‐17, the Town has taken a more strategic approach to maintaining these Town properties and a greater number of native wildflower species have been reported at Kite Hill as a result. $30,000 has been allocated each year to continue these efforts.Funding Source Summary
The Building and Grounds Department budget is totally supported by the General Fund.
Item A Page 41
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salaries & Benefits General 19,210 40,486 41,235 47,890 56,960 59,600 Utilities ‐ Water General 4,746 7,099 6,000 5,900 6,000 6,000 Utilities ‐ PG&E/Peninsula Clean Energy General 18,238 23,116 20,000 29,000 30,000 30,000 Maintenance Supplies & Services General 8,868 17,939 11,000 11,000 11,000 11,000 Contract ‐ Janitorial & Landscape Services General 43,011 63,861 50,000 57,000 60,000 60,000 Sewer Service Charges General 2,550 2,299 2,600 1,725 2,600 2,600 Kite Hill/Village Hill Revitalization General 20,561 55,000 30,000 60,000 30,000 30,000 Building Maintenance General 80,909 15,650 50,000 1,420 20,000 20,000 DEPARTMENT TOTAL 198,093 225,450 210,835 213,935 216,560 219,200
BUILDINGS AND GROUNDS DEPARTMENT
$180,000$185,000$190,000$195,000$200,000$205,000$210,000$215,000$220,000$225,000$230,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
27 Item A Page 42
Town Council Meeting June 13, 2023
28 Town‐wide Overhead Department
The Town‐wide Overhead Department budget was established to provide a central collection point for expenditures that support all Town programs and functions, such as insurance and information systems support. This budget also includes the Town’s salary and benefit reserve, which is used to support any salary or benefit increases that occur during the year.
Budget Highlights
The proposed budget for the Town‐wide Overhead Department is $811,500 for Fiscal Year 2024 and $771,500 for Fiscal Year 2025.Liability, property, and employee practices insurance premiums represent the largest operational expense of the Overhead Department. Premiums are based on a combination of the administrative expenses of the Pooled Liability Assurance Network (PLAN) and Employment Risk Management Authority (ERMA) of which the Town is a member, the actual recent experience of the Town with respect to claims, and the broader national and international insurance market.
The proposed budget also includes $290,000 over the next two years to support implementation of the Technology Master Plan, including an upgrade of the Town’s permit management system.
Funding Source Summary
The cost of supporting the Town‐wide Overhead Department is fully borne by the General Fund and is supported by overhead charges to other funds.
Item A Page 43
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2019‐20
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salary ‐ Reserve General ‐ ‐ 25,000 ‐ 50,000 50,000 Unemployment Insurance General 6,383 ‐ 4,000 ‐ 4,000 4,000 Wellness Incentives General ‐ ‐ ‐ 1,360 1,500 1,500Phone/Internet General 27,342 21,007 25,000 24,000 25,000 25,000 Office Supplies General 49,617 33,086 50,000 45,000 50,000 50,000 Postage General 10,415 14,241 17,000 16,500 17,000 17,000 Advertising/Publishing General 132 ‐ ‐ ‐ ‐ ‐ Office Equipment Lease & Maintenance General 20,511 18,232 21,000 24,000 24,000 24,000 Liability, Property, & EPL Insurance General 102,555 200,618 208,500 250,000 240,000 250,000Software Subscriptions General 90,437 56,697 72,500 97,000 100,000 140,000 Contractual Information Technology General 55,025 87,333 80,000 85,000 85,000 85,000Transcription Service General ‐ ‐ 500 ‐ ‐ ‐ Equipment General 7,644 ‐ 25,000 ‐ 25,000 25,000 Technology Master Plan Implementation General ‐ ‐ 190,000 ‐ 190,000 100,000 370,061 431,214 718,500 542,860 811,500 771,500
TOWN‐WIDE OVERHEAD DEPARTMENT
DEPARTMENT TOTAL
$0
$100,000$200,000$300,000$400,000$500,000$600,000$700,000$800,000$900,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
29 Item A Page 44
Town Council Meeting June 13, 2023
30 Safety Services Department
The Safety Services Department supports the various public safety activities essential to the health and safety of Town residents, businesses, and visitors. Included in this department are the contracts for San Mateo County Sheriff Department services, animal control services, emergency preparedness/civil defense assistance, and fire risk management activities.
Budget Highlights
Police Services. The contract with the Sheriff’s Office is the largest part of the Safety Services Department budget. There are four components to the Town’s agreement for police services with the Sheriff: the basic contract services, the Town’s dedicated motorcycle unit, the supplemental services provided through the State’s Citizens’ Option for Public Safety (COPS) Program, and overtime patrol service for the busiest times in Town. The basic contract services include one deputy and one vehicle during the day shift (6 AM – 6 PM) and one deputy and one vehicle during the night shift (6 PM – 6 AM). This patrol is shared with the Town of Portola Valley and part of the surrounding unincorporated area. Woodside is also served by two dedicated motorcycle patrol units on a rotating 12‐hour schedule, from 7:00 AM to 7:00 PM on both weekdays and weekends. Two additional daytimedeputies and one additional daytime vehicle are provided through the COPS program, shared with the Town of Portola Valley.
Finally, the contract includes the provision of up to $100,000 of overtime patrol service for times selected by the Town and Sheriff’s Department. The proposed budget includes $2,645,970 from the General Fund in Fiscal Year 2024 and $2,857,250 in Fiscal Year 2025 to support the police services contract. The proposed budget also includes $200,000 in Fiscal Year 2024 and $182,225 in Fiscal Year 2025 from the COPS fund to support the police services contract.The Town also contracts separately with the County of San Mateo for dispatch services. The proposed budget includes $134,500 in each of the next two years for dispatch services.
Automatic License Plate Readers. In 2022, the Town entered into a contract with Flock Safety to implement automatic license plate readers (ALPRs) throughout the Town. The proposed budget includes $60,000 in each fiscal year to support this technology.Animal Control Services. The Town receives Animal Control Services through a contract with the County of San Mateo, which in turn contracts with the Peninsula Humane Society (PHS) for these basic services. Costs are distributed to all member agencies Item A Page 45
Town Council Meeting June 13, 2023
31 within San Mateo County based on the use of PHS field and shelter services. The cost of these services will be approximately $78,500 in each of the next two fiscal years.
Office of Emergency Services. $28,000 is included in the proposed budget in each of the next two fiscal years to fund the Town’s cost of basic emergency services provided through the San Mateo Emergency Services Operational Area Joint Powers Agency.Woodside Fire Protection District Chipper Program. Since 2006, the Town has participated with the Woodside Fire Protection District and the Town of Portola Valley in the annual Chipper Program, which encourages private owners to clear their property of fire fuel and debris by providing roadside chipping services free of charge. The proposed budget includes $45,000 in each of the next two fiscal years to support this program.
Defensible Space and Home Hardening Matching Fund Program. In the fall of 2010, the Town introduced this program which now reimburses property owners up to $3,000 to conduct fire fuel load reduction and/or specific home hardening activities on their property. Since the program’s inception, over $5 million of fire fuel load reduction and home hardening has occurred on private property within the Town. The proposed budget includes $350,000 in each of the next two fiscal years to fund this program.WPV‐Ready and WPV‐CERT. The proposed budget includes $39,000 in each of the next two fiscal years to support the WPV‐ Ready and WPV‐CERT Coordinator at the Woodside Fire Protection District. The Town, Fire District and the Town of Portola Valley financially support the position, which has benefits throughout the community. The proposed budget also includes funding of $15,000 each year for WPV‐Ready and WPV‐CERT disaster supplies.
Tree Removal for Fire Protection. In addition to supporting vegetation management activities on private property, the Town also is actively working to remove trees and vegetation within its right‐of‐way which may be a fire hazard, particularly eucalyptus trees. The Town has received notification that there is funding available for a federal Hazard Mitigation Grant from the Governor’s Office of Emergency Services. That State can provide $660,745 to support $880,994 of hazardous tree removal within the Town. The proposed budget includes this $880,994 expenditure in Fiscal Year 2024.
Grant Writer. New for the Proposed 2023‐25 budget is the inclusion of $30,000 in each of the next two fiscal years to support a grant writer in conjunction with the Woodside Fire Protection District and the Town of Portola Valley. The grant writer would assist the two towns and the District in identifying and applying for grants that support wildfire mitigation efforts.
Item A Page 46
Town Council Meeting June 13, 2023
32 Funding Source Summary
The Safety Services Department is supported by the General Fund, the State Citizens’ Option for Public Safety (COPS) Program, and a federal Hazard Mitigation Grant administer by the Governor’s Office of Emergency Services.
Item A Page 47
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Chipper Program General 28,133 40,921 40,000 46,841 45,000 45,000 CERPP Coordinator General 35,532 36,960 37,000 38,815 39,000 39,000Grant Writer General ‐ ‐ ‐ ‐ 30,000 30,000 Automated License Plate Readers General ‐ ‐ 60,000 53,100 60,000 60,000 Defensible Space Matching Program General 587,959 612,893 350,000 450,000 350,000 350,000 Tree Removal for Fire Prevention General 128,280 25,832 880,994 464,340 880,994 300,000 Police Services Agreement General 2,075,031 2,310,018 2,476,970 2,476,970 2,645,970 2,857,250 Dispatch Services General 122,018 122,018 134,500 122,018 134,500 134,500 Office of Emergency Services JPA General 27,857 27,702 29,000 26,616 28,000 28,000Animal Control Services General 72,713 68,358 74,000 85,016 78,500 78,500Disaster Supplies General 5,000 5,000 5,000 5,000 15,000 15,000 Winter Storm 2023 Emergency Response General ‐ ‐ ‐ 400,000 ‐ 50,000 Subtotal 3,082,523 3,249,702 4,087,464 4,168,716 4,356,964 3,937,250 Police Services Agreement COPS 190,000 175,000 182,225 182,225 200,000 182,225 Subtotal 190,000 175,000 182,225 182,225 200,000 182,225 DEPARTMENT TOTAL 3,272,523 3,424,702 4,269,689 4,350,941 4,556,964 4,119,475
SAFETY SERVICES DEPARTMENT
$0
$500,000
$1,000,000$1,500,000$2,000,000$2,500,000$3,000,000$3,500,000$4,000,000$4,500,000$5,000,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
33 Item A Page 48
Town Council Meeting June 13, 2023
34 Trails Department
The Trails Department provides services for the Town’s network of equestrian trails, under the general guidance of the Town’s Trails Committee, ensuring maintenance, upkeep, and safe conditions.
Budget Highlights
The budget for the Trails Department is made up of the salaries and benefits associated with that portion of time allocated for both the Town Engineer and the Maintenance Workers for trails maintenance activities and the cost of trails materials, such as base rock.The proposed budget for the Trails Department is $109,370 for Fiscal Year 2024 and $114,000 for Fiscal Year 2025.
Funding Source Summary
Funding for the Trails Department is made up of a combination of revenue from the Trails Maintenance Fee, a $50 per horse fee charged to holders of Stable Permits, any donations received in support of the Town’s trails, and General Fund revenue.
Item A Page 49
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PRELIM
2022‐23
ADOPTED
2022‐23
Salaries & Benefits General 72,040 85,339 88,095 91,800 98,370 103,000 Equipment Rental General ‐ ‐ 1,000 ‐ 1,000 1,000 Materials General 10,244 2,908 10,000 5,000 10,000 10,000 82,284 88,247 99,095 96,800 109,370 114,000
TRAILS DEPARTMENT
DEPARTMENT TOTAL
$0
$20,000$40,000$60,000$80,000
$100,000$120,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
35 Item A Page 50
Town Council Meeting June 13, 2023
36 Public Works Department
The Public Works Department oversees the construction and maintenance of the public infrastructure, primarily roads and sewers. It also provides a variety of engineering support services to the Town’s planning and public utilities activities. Building regulation, in compliance with the California Building Code and companion codes, is also a departmental responsibility and permits are issued for all construction work. Plans are checked for compliance with the geological and structural requirements of Town codes and ordinances and industry standards. The Department also oversees the Town’s Code Enforcement program.
Budget Highlights
General Engineering and Building Regulation. The General Fund, supported by development‐related fees, supports the general engineering activity, which includes oversight of Town rights‐of‐way and properties, enforcement of Town rules and regulations, and processing of development permits and applications.
The Public Works Department budget for general engineering and building regulation is made up roughly equally of the salaries and benefits of Town staff and the consultant services that support Town staff in executing the functions of the department.
The single largest charge for consultant services is for plan check, the expenses of which are directly related to fees received for permit applications.
The proposed operating budget for General Engineering and Building Regulation is $1,614,760 for Fiscal Year 2024 and $1,650,500 for Fiscal Year 2025.Road Program. Five special revenue funds support the Town’s Road Program: the Traffic Safety, Gas Tax, Measure A, Measure W, and Road Impact Fee funds. The Program supports the salaries and benefits of the Town staff that provide road engineering and maintenance services. Additionally, the cost of materials and equipment that support the Town’s road maintenance programs are included in the budgets of the road program funds. Finally, road program funds are utilized to support capital improvement programs that benefit the Town’s transportation network.
The proposed operational budget for the Road Program is $1,018,730 for Fiscal Year 2024 and $1,044,750 for Fiscal Year 2025.
Sewer Program. Three funds support the Town’s sewer program. They are the Cañada Corridor Sewer Maintenance Fund, the Town Center Sewer Fund, and the Sewer Revolving Fund, which supports activities related to the Redwood Creek Sewer System.
Item A Page 51
Town Council Meeting June 13, 2023
37 The Sewer Program budget supports the costs associated with the transmission and treatment of the sewerage generated within the Town. Costs are generated by the Town, the City of Redwood City, and the Fair Oaks Sewer Maintenance District. All three agencies have a role in the transmission and treatment of Town‐generated sewer. In addition to these costs, a portion of Town staff time is allocated to support the Town’s sewer program as well as an overhead charge.
In 2017‐18, the Town replaced an old pump station near the corner of Mountain Home Road and Woodside Road for the conveyance of sewer to a location near the corner of Whiskey Hill Road and Woodside Road. From the Whiskey Hill Road location, sewer is conveyed by gravity to the South Bayside Sewer Authority treatment facility in Redwood City. The pump station project was funded in part by a loan from the Town’s General Fund. The proposed sewer fund budget includes $100,000 as payment on the loan, which will be fully repaid in Fiscal Year 2025‐26.
The sewer program is supported entirely by charges included on the property tax bill of every property that is connected to the sewer. In addition to the operating costs of the Town’s sewer system, sewer rates are designed to cover the costs of transmission and treatment by the Town’s partner agencies and the repayment of bonds that have been and will be issued in support of capital improvements of the South Bayside Sewer Authority.
The proposed budget for the sewer program is $819,608 for Fiscal Year 2024 and $830,648 for Fiscal Year 2025.
Funding Source Summary
As described above, the Public Works Department is supported by several funds.
Item A Page 52
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salaries & Benefits General 905,177 901,460 937,350 842,435 789,260 825,000 State Motion Tax General 8,670 7,054 20,000 15,000 15,000 15,000 C/CAG Programs General 18,306 18,395 18,500 18,910 19,000 19,000 SMC Flood and Sea Level Rise Agency General 15,000 15,000 ‐ ‐ ‐ ‐ Professional Services General 17,233 25,059 40,000 35,000 35,000 35,000 Legal Services ‐ Code Enforcement General 13,878 16,944 25,000 2,000 20,000 20,000 Contractual Code Enforcement Officer General 6,223 80,520 80,000 80,000 80,000 80,000 Contractual Records Manager General 18,620 31,464 40,000 5,000 20,000 20,000 Contractual Building Inspector General 85,624 96,963 87,000 95,000 95,000 95,000 Contractual Geologist General 4,195 6,220 7,500 10,000 10,000 10,000 Contractual Plan Check General 298,535 299,696 300,000 325,000 325,000 325,000 Contracutal Development Services Engineer General 163,692 195,817 185,000 200,000 200,000 200,000 Memberships/Dues General 1,125 1,144 2,000 5,000 2,500 2,500Travel/Conferences/Meetings General 870 3,709 5,000 2,500 4,000 4,000Subscriptions/Codes General ‐ ‐ 2,000 ‐ 2,500 ‐ 1,557,148 1,699,445 1,749,350 1,638,345 1,614,760 1,650,500 PUBLIC WORKS DEPARTMENT ‐ General Engineering
General Engineering Total
$1,450,000$1,500,000$1,550,000$1,600,000$1,650,000$1,700,000$1,750,000$1,800,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
38 Item A Page 53
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Gasoline Traffic Safety 9,071 11,384 12,000 15,000 15,000 15,000 CalWater Traffic Safety 15,004 16,358 16,000 16,000 16,000 16,000 PG&E/Peninsula Clean Energy Traffic Safety 1,356 1,472 1,400 1,600 1,600 1,600 Traffic Signal Maintenance Traffic Safety 6,775 35,958 7,250 5,500 7,250 7,250 Contractual Street Sweeping Traffic Safety 15,137 15,137 16,000 17,660 19,200 19,200 Equipment Maintenance Traffic Safety ‐ ‐ 30 ‐ ‐ ‐
47,343 80,339 52,650 55,760 59,050 59,050
Salaries & Benefits Gas Tax 91,162 85,586 87,020 97,265 96,820 101,200Overhead Gas Tax 40,000 50,000 50,000 50,000 50,000 50,000 131,162 135,586 137,020 147,265 146,820 151,200
Salaries & Benefits Measure A 181,450 175,209 178,600 197,020 250,050 261,300 Equipment Rental Measure A 4,491 6,460 6,000 6,500 6,500 6,500Contractual Signal Maintenance Measure A 2,562 1,757 2,000 3,300 3,500 3,500 Memberships/Dues (C/CAG) Measure A 16,803 16,922 17,000 17,294 17,500 17,500 Overhead Measure A 177,000 100,000 101,100 101,100 75,000 75,000 382,306 300,348 304,700 325,214 352,550 363,800
PUBLIC WORKS DEPARTMENT ‐ Road Program
Traffic Safety Total
Gas Tax Total
Measure A Total
$0
$200,000$400,000$600,000$800,000
$1,000,000$1,200,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
39 Item A Page 54
Town Council Meeting June 13, 2023
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Overhead Measure W ‐ 20,000 20,000 20,000 20,000 20,000 ‐ 20,000 20,000 20,000 20,000 20,000
Salaries & Benefits Road Impact 143,171 172,751 181,925 177,000 230,310 240,700General Supplies Road Impact 14,827 10,675 15,000 9,000 15,000 15,000Equipment Maintenance Road Impact 17,819 9,604 20,000 10,000 20,000 20,000 Signs and Striping Road Impact 8,709 18,666 13,000 6,000 13,000 13,000Tree and Brush Removal Road Impact 48,520 22,860 25,000 32,000 32,000 32,000 Culvert and Bridge Maintenance ‐ non‐major Road Impact 31,451 3,363 10,000 ‐ 10,000 10,000 Patching Supplies Road Impact 273 742 3,000 ‐ 1,000 1,000 Professional Services ‐ Special Projects Road Impact ‐ ‐ 3,000 ‐ ‐ ‐ Membership/Dues Road Impact 8,175 8,761 8,500 14,000 14,000 14,000Travel/Conferences/Meetings Road Impact 123 ‐ ‐ ‐ ‐ ‐ Overhead Road Impact 68,000 85,000 80,000 80,000 105,000 105,000 341,068 332,422 359,425 328,000 440,310 450,700
901,879 868,695 873,795 876,239 1,018,730 1,044,750
Measure W Total
PUBLIC WORKS DEPARTMENT ‐ Road Program (Continued)
Road Impact Total
Total Road Progam
40 Item A Page 55
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Contractual Sewer Treatment (RWC) Canada 7,254 8,305 9,000 10,705 15,700 16,900 Contractual Sewer Transmission (FOSMD) Canada 8,341 8,406 8,400 9,159 7,800 10,000 SBSA Debt Service (RWC) Canada 5,971 5,739 6,000 6,618 6,000 6,000 Overhead Canada 3,500 3,500 4,000 4,000 5,000 5,000
Depreciation Canada 17,435 16,010 17,435 17,435 17,435 17,435 42,501 41,960 44,835 47,917 51,935 55,335
PUBLIC WORKS DEPARTMENT ‐ Sewer Program
Canada Sewer Subtotal
$0
$200,000$400,000$600,000$800,000
$1,000,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
41 Item A Page 56
Town Council Meeting June 13, 2023
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salaries & Benefits TC Sewer 31,687 56,484 44,560 45,900 47,160 49,300 CalWater TC Sewer 303 328 350 450 500 500PG&E/Peninsula Clean Energy TC Sewer 4,996 5,812 6,000 7,000 7,000 7,000 Phone TC Sewer 511 548 500 600 600 600
Equipment Maintenance TC Sewer 283 318 350 318 350 350
Professional Services TC Sewer ‐ ‐ 10,000 21,000 10,000 10,000Contractual Sewer Maintenance TC Sewer 75,692 94,170 85,000 100,000 100,000 105,000 Contractual Sewer Treatment (RWC) TC Sewer 48,487 55,499 66,300 81,673 100,000 90,000Contractual Sewer Capacity TC Sewer 590 590 590 590 590 590Contractual Sewer Transmission (FOSMD) TC Sewer 62,149 56,634 65,000 71,319 70,000 74,000 SBSA Debt Service (RWC) TC Sewer 39,915 38,349 55,000 44,288 58,000 60,600 Capital Improvements TC Sewer ‐ 11,320 126,250 17,000 130,100 134,000 Interfund Loan Repayment TC Sewer 100,000 100,000 100,000 100,000 100,000 100,000 Annual Permit Fee TC Sewer 2,848 3,326 3,500 3,453 3,500 3,500 Depreciation TC Sewer 43,472 43,472 74,873 74,873 74,873 74,873 Overhead TC Sewer 53,000 55,000 60,000 60,000 65,000 65,000 463,933 521,850 698,273 628,464 767,673 775,313
Sewer Program Total 506,434 563,810 743,108 676,381 819,608 830,648 PUBLIC WORKS DEPARTMENT ‐ Sewer Program (Continued)
Town Center Sewer Total
42 Item A Page 57
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2021‐22
ACTUAL
2020‐21
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
PUBLIC WORKS DEPARTMENT GRAND TOTAL 2,965,461 3,131,950 3,366,253 3,190,965 3,453,098 3,525,898
GRAND TOTAL PUBLIC WORKS DEPARTMENT
$2,600,000$2,700,000$2,800,000$2,900,000$3,000,000$3,100,000$3,200,000$3,300,000$3,400,000$3,500,000$3,600,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
43 Item A Page 58
Town Council Meeting June 13, 2023
44 Recreation Department
The Recreation Department, through the Recreation Committee, oversees the planning and provision of a variety of recreation programs for the residents of Woodside, including various classes and special events.
Budget Highlights
The Recreation Department budget includes the Town’s Recreation Program, overseen by the Recreation Committee. The Recreation Department budget is based upon planned activities and events and charged fees are sufficient to cover the cost of most activities, plus a twenty‐five percent overhead charge to cover the administrative costs of the program.
The Recreation Department proposed budget is $29,000 for each of the next two fiscal years.
Funding Source Summary
The Recreation Department budget is fully supported by Recreation Program fees.
Item A Page 59
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECT
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Maintenance General 3,713 1,620 2,000 1,620 2,000 2,000 Rent General ‐ 7,000 2,000 15,000 15,000 15,000Yoga Class General ‐ ‐ 50,000 ‐ ‐ ‐ Fun Run General ‐ 4,000 5,000 3,631 5,000 5,000
W‐Ball General ‐ ‐ 3,000 4,500 4,500 4,500 Co‐Ed Softball General ‐ 1,254 7,500 2,084 2,000 2,000
Other Events General ‐ 783 500 200 500 500
3,713 14,657 70,000 27,035 29,000 29,000
RECREATION DEPARTMENT
DEPARTMENT TOTAL
$0
$10,000$20,000$30,000$40,000$50,000$60,000$70,000$80,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
45 Item A Page 60
Town Council Meeting June 13, 2023
46 Woodside Library Department
The Woodside Library Department supports the upkeep and maintenance of the library building and grounds, including janitorial services, day‐to‐day repairs, preventative maintenance, and capital improvements.
Budget Highlights
The Town approved joining the San Mateo County Library System Joint Powers Agreement (JPA) during 1998‐99. Under the terms of the agreement, the County deeded the library building to the Town, which already owned the underlying property, and the Town agreed to maintain the building beginning on July 1, 1999. The agreement also provides that the cost of this maintenance will be supported by property tax revenues generated by the Woodside Branch Library that are more than the funds needed to maintain existing direct library service levels.
During the first two years of the agreement, the County reimbursed the Town for its library‐related expenses from the accruing “excess” property tax revenues. Beginning in 2001‐02, the County transferred all accrued excess revenue balances to the Town and remitted the full annual amount of excess revenues through the 2011‐12 fiscal year. Starting in 2012‐13, the County has reverted to the model of reimbursing the Town for its library‐related expenses out of funds generated by Woodside tax payers.
The accruing “excess” is now being held in trust by the County. The balance held by the County was $4,447,237 on June 30,2022.In September 2018, the Town Council approved a revised JPA which will change the formula for allocating the “excess” property tax revenue. The new funding formula will set aside one‐half of the “excess” for the agencies which generate the “excess” property tax revenue for their libraries, while the other half will be available to the Library System as a whole. Under this new formula, the Town should continue to accrue approximately $500,000 each year, which should provide adequate resources for a future major capital project at the Woodside Library.
The Woodside Library Department budget includes the cost of salaries and benefits associated with an allocation of the Public Works staff that spends time in support of maintenance at the Library. Additionally, the budget supports the cost of utilities and the maintenance of the buildings and grounds of the library.
The proposed budget for the Library Department is $196,050 in Fiscal Year 2024 and $168,200 in Fiscal Year 2025 and includes funds to install a backup generator at the library.
Item A Page 61
Town Council Meeting June 13, 2023
47 Funding Source Summary
All expenditures of the Library Department are funded through property taxes paid by Woodside property owners for the benefit of the Woodside Library and passed on to the Town by the San Mateo County Library System Joint Powers Agency.
Item A Page 62
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECT
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
Salaries & Benefits Library 53,122 43,195 45,675 44,500 48,050 50,200 CalWater Library 7,328 9,349 8,000 9,000 9,500 9,500
PG&E/Peninsula Clean Energy Library 8,341 10,064 9,500 13,500 13,500 13,500 Contractual Landscape and Janitorial Library 31,808 41,126 30,000 34,000 40,000 40,000 Sewer Maintenance Fee Library 4,080 3,941 4,000 18,082 5,000 5,000 Building/Site Improvements Library 21,949 41,149 ‐ 41,430 50,000 20,000 Overhead Library 28,000 26,500 30,000 30,000 30,000 30,000 DEPARTMENT TOTAL 154,628 175,324 127,175 190,512 196,050 168,200
LIBRARY DEPARTMENT
$0
$50,000
$100,000$150,000$200,000$250,000
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
48 Item A Page 63
Town Council Meeting June 13, 2023
49 Barkley Fields and Park Department
The Barkley Fields and Park Department supports the day‐to‐day upkeep and maintenance of the park and fields and provides ongoing capital renovation activities as required.Budget Highlights Under the Agreement Governing the Donation of property for Barkley Fields, the Town is required to contribute $35,000 annually to a Capital Maintenance Fund to support periodic capital improvements and rehabilitations at the Park. The Town set up and began contributing to this fund in 2006‐07.
The budget of the Barkley Fields and Park Department supports contractual field maintenance and the utilities associated with the fields and park.The proposed budget for the Barkley Fields and Park Department is $316,555 for Fiscal Year 2024 and $318,000 for Fiscal Year 2025.Funding Source Summary
The General Fund supports most of the operating and maintenance budget, as well as the contribution to the Capital Maintenance Fund. Field reservation fees paid by the Alpine/West Menlo Little League and the Alpine Football Club of California Youth Soccer (CYSO) and Woodside/Portola Valley American Youth Soccer Organization (AYSO) also support the Park.
Item A Page 64
Town Council Meeting June 13, 2023
2023‐25 BUDGET WORKSHEET
DESCRIPTION FUND SOURCE
ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECT
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
General Fund Contribution General 35,000 35,000 35,000 35,000 35,000 35,000 Subtotal 35,000 35,000 35,000 35,000 35,000 35,000
Utilities ‐ Water General 61,268 79,998 70,000 72,000 80,000 80,000 Utilities ‐ PG&E/Peninsula Clean Energy General 2,862 4,290 3,500 5,000 5,000 5,000 Sewer Maintenance Fee General 955 985 1,000 1,015 1,055 2,000 Contractual Security Services General 34,100 35,300 36,000 37,630 38,500 39,000 Contractual Field Maintenance General 113,947 170,061 123,360 130,000 135,000 135,000 Contractual Janitorial General 10,880 11,280 12,000 11,280 12,000 12,000 Subtotal 224,012 301,914 245,860 256,925 271,555 273,000 Annual Field Rehabilitation Barkley Constrctn 12,500 ‐ ‐ 10,000 10,000 10,000 Subtotal 12,500 ‐ ‐ 10,000 10,000 10,000 DEPARTMENT TOTAL 271,512 336,914 290,860 291,925 316,555 318,000
BARKLEY FIELDS AND PARK DEPARTMENT
$0
$50,000
$100,000$150,000$200,000$250,000$300,000$350,000$400,000 ACTUAL
2020‐21
ACTUAL
2021‐22
ADOPTED
2022‐23
PROJECTED
2022‐23
PROPOSED
2023‐24
PROPOSED
2024‐25
50 Item A Page 65
Town Council Meeting June 13, 2023
APPENDICES
Item A Page 66
Town Council Meeting June 13, 2023
CAPITAL
IMPROVEMENT
PROGRAM
Item A Page 67
Town Council Meeting June 13, 2023
CIP ‐ 1
Capital Improvement Program
The Capital Improvement Program is a five‐year plan that provides a guide to the Town Council, Town staff, and the community about the capital improvements that will be undertaken over the next five‐year period.
The Capital Improvement Program is a living document that will be revisited and revised at least annually as the Town plans its improvements over a rolling five‐year period. Updates are made to the Program as new information becomes available about projects or resources available to fund the projects.
As a five‐year plan, the projects are phased over time considering the need and resources available to complete the projects.The 2023‐28 Capital Improvement Program includes the following projects:
Kings Mountain Bridge over Union Creek
Mountain Home Road Bridge over Bear Gulch Creek
Town Center Sewer Capital Improvements
Broadband Connectivity
Glens Pathway
Kings Mountain Road/Woodside Road Crosswalk
Woodside Road Bike Safety Improvements East of 280
Sand Hill Road/Portola Road Intersection Improvements Road Rehabilitation Program
Storm Drain Repair and Replacement
Safe Routes to School Bicycle and Pedestrian Improvements (Non‐Road Rehab) Trails and Water Crossings
Equipment Replacement Emergency Access Improvements
Item A Page 68
Town Council Meeting June 13, 2023
CAPITAL IMPROVEMENT PROGRAM: FIVE‐YEAR SUMMARY FY2024‐FY2028 PROJECT FY22‐23 Budget FY22‐23 Projected FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Kings Mountain Road Bridge over Union Creek $ 225,000 $ 225,000 $ 1,250,000 $ 1,475,000 Mountain Home Road Bridge over Bear Gulch Creek $ 290,000 $ 290,000 Town Center Sewer Capital Improvements $ 126,250 $ 17,000 $ 130,100 $ 134,000 $ 138,000 $ 142,100 $ 146,400 $ 690,600Broadband Connectivity $ 81,250 $ 81,250 $ 81,250 $ 81,250 $ 81,250 $ 325,000Woodside Road Median Island Beautification $ 100,000 $ 129,922 Glens Path Phase 2 $ 450,000 $ 57,165 $ 510,000 $ 510,000 Glens Path Phase 3 $ 10,000 $ 48,947 $ 510,000 $ 510,000Woodside Road Trail and Bike Improvements ‐ Phase 1 $ 100,000 $ 450,000 $ 550,000Woodside Road Trail and Bike Improvements ‐ Phase 2 $ 100,000 $ 450,000 $ 550,000Jefferson Ave Trail from Canada to Godetia $ 50,000 $ 250,000 $ 300,000Sand Hill/Portola Road Intersection Improvements $ 75,000 $ 75,000 $ 200,000 $ 275,000Woodside Road Bike Safety Improvements East of I‐280 $ 25,000 $ 25,000 $ 450,000 $ 450,000 $ 925,000Road Rehabilitation Program $ 475,000 $ 388,799 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 2,375,000 Storm Drain Repair and Replacement Program $ 80,000 $ 81,939 $ 180,000 $ 80,000 $ 80,000 $ 50,000 $ 50,000 $ 440,000 Bicycle and Pedestrian Improvements (Non‐Road Rehab) $ 20,000 $ 12,258 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 80,000 Safe Routes to School Projects $ 20,000 $ 18,480 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 80,000Kings Mountain Road/Woodside Road Crosswalk $ 120,000 $ 120,000 Equestrian Trails and Water Crossing $ 20,000 $ 10,268 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 80,000 Storm‐Related Emergency Projects $ 339,374 $ 80,000 $ 80,000Emergency Access Improvements (add Martinez, Patrol, etc) $ 100,000 $ 100,000 Equipment Replacement $ 100,000 $ 44,715 $ 100,000 $ 150,000 $ 250,000Barkley Park Capital Improvements $ 230,000 $ 165,684 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 100,000TOTAL $ 2,037,500 $ 1,314,550 $ 2,456,350 $ 2,725,250 $ 1,604,250 $ 1,868,350 $ 1,451,400 $ 10,105,600FUNDING SOURCES FY22‐23 Budget FY22‐23 Projected FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Measure A $ 266,000 $ 87,903 $ 371,000 $ 40,000 $ 90,000 $ 149,000 $ 65,000 $ 715,000Measure W $ 85,000 $ 48,947 $ 279,152 $ 25,000 $ 75,000 $ 165,000 $ 90,000 $ 634,152Road Impact Fee $ 71,000 $ 71,000 $ 71,000 $ 265,000 $ 71,000 $ 121,000 $ 71,000 $ 599,000SB 1 RMRA Funds $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 520,000Traffic Safety $ 200,000 $ 250,000 $ 25,000 $ 25,000 $ 300,000Sewer Fund $ 142,100 $ 146,400 $ 288,500Library FundGrant ‐ State (Prop 68) $ 180,000 $ 152,063 Grant ‐ Federal $ 199,000 $ 199,000 $ 1,506,000 $ 400,000 $ 256,000 $ 2,361,000 Grant ‐ Other $ 75,000 $ 92,892 $ 290,848 $ 160,000 $ 360,000 $ 585,000 $ 1,395,848General Fund ‐ ARPA $ 287,500 $ 98,939 $ 391,350 $ 295,250 $ 299,250 $ 131,250 $ 1,117,100General Fund ‐ FEMA $ 271,500 $ 64,000 $ 64,000General Fund $ 570,000 $ 387,307 $ 436,000 $ 465,000 $ 380,000 $ 440,000 $ 390,000 $ 2,111,000TOTAL 2,037,50 $ 0 $ 1,314,551 $ 2,456,350 $ 2,725,250 $ 1,604,250 $ 1,868,350 $ 1,451,400 $ 10,105,600 CIP ‐ 2
Item A Page 69
Town Council Meeting June 13, 2023
PROJECT TITLE: Kings Mountain Road Bridge over Union Creek (Bridge No. 35C0123) EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Engineering & Design $ 225,000 $ 225,000 $ 50,000 $ 275,000 Construction $ 1,000,000 $ 1,000,000
Construction Contingency $ 100,000 $ 100,000Other Professional Services $ 75,000 $ 75,000Inspection & Construction Mgmt $ 25,000 $ 25,000 TOTAL $ 225,000 $ 225,000 $ 1,250,000 $ 1,475,000SOURCE OF FUNDS Measure A $ 26,000 $ 26,000 $ 26,000
Gas TaxRoad Impact Fee $ 144,000 $ 144,000
Sewer FundGrant ‐ StateGrant ‐ Federal (HBP) $ 199,000 $ 199,000 $ 1,106,000 $ 1,305,000 Grant‐OtherReservesGeneral FundUnfundedTOTAL $ 225,000 $ 225,000 $ 1,250,000 $ 1,475,000DESCRIPTION: This concrete bridge is in the Federal Highway Bridge Program eligible for 88.5% federal grant funding for eligible costs. The creek bank below the bridge has lowered several feet since the bridge was constructed, exposing the bridge foundation to scour damage, and there are stress cracks in the concrete arch. The current plan is to rehabilitate the bridge through the HBP by rebuilding the foundation and reinforcing the arch, to extend the bridge's service life.
CIP ‐ 3
Item A Page 70
Town Council Meeting June 13, 2023
PROJECT TITLE: Mountain Home Road Bridge over Bear Gulch Creek (Bridge No. 35C0122) EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design 20,000$ $ 20,000
Construction 230,000$ $ 230,000
Construction Contingency 25,000$ $ 25,000
Other Professional Services 5,000$ $ 5,000Inspection & Construction Mgmt 10,000$ $ 10,000 TOTAL 290,000$ $ 290,000
SOURCE OF FUNDSMeasure A 34,000$ $ 34,000
Gas TaxSewer FundGrant ‐ StateGrant ‐ Federal 256,000$ $ 256,000 Grant‐OtherReservesGeneral FundUnfundedTOTAL 290,000$ $ 290,000 DESCRIPTION: This concrete arch bridge is in the Federal Highway Bridge Program eligible for 88.5% federal grant funding for eligible costs. The bridge has scour damage and spalling of the concrete arch. The current plan is to repair the bridge in accordance with Caltrans inspection recommendations, including scour protection and spall repair, to extend the bridge's service life.
CIP ‐ 4
Item A Page 71
Town Council Meeting June 13, 2023
PROJECT TITLE: Town Center Sewer Capital Improvements
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 17,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 75,000 Construction $ 126,250 $ 115,100 $ 119,000 $ 123,000 $ 127,100 $ 131,400 $ 615,600 Construction ContingencyUtility
Right of WayOther Professional ServicesInspection & Construction Mgmt TOTAL $ 126,250 $ 17,000 $ 130,100 $ 134,000 $ 138,000 $ 142,100 $ 146,400 $ 690,600 SOURCE OF FUNDSMeasure AGas TaxSewer Fund $ 142,100 $ 146,400 $ 288,500Grant ‐ Measure AGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund ‐ ARPA $ 126,250 $ 17,000 $ 130,100 $ 134,000 $ 138,000 $ 402,100 Unfunded
TOTAL $ 126,250 $ 17,000 $ 130,100 $ 134,000 $ 138,000 $ 142,100 $ 146,400 $ 690,600 DESCRIPTION: This project is for ongoing and various capital improvements to the Town Center sewer system including pump replacement, force main rehabilitation/replacement, and manhole and sewer main rehabilitation to reduce inflow/infiltration. Work on the Town Center Sewer system will be supported by ARPA funds.
In FY22‐23 the Town completed a condition assessment of the cast iron sewer force main between the Town Center pump station and the Chevron station that was constructed in 1974.
The assessment found no major defects but recommended replacement in the near future since the pipe does show some deterioration and is well past its service life. Also planned arespot repairs of damaged and/or leaking sections of sewer main throughout the sewer collection system.
CIP ‐ 5
Item A Page 72
Town Council Meeting June 13, 2023
PROJECT TITLE: Broadband Connectivity
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Engineering & DesignConstructionConstruction ContingencyOther Professional Services $ 81,250 $ 81,250 $ 81,250 81,250$ 81,250$ $ 325,000 Inspection & Construction Mgmt
TOTAL $ 81,250 $ 81,250 $ 81,250 81,250$ 81,250$ $ 325,000 SOURCE OF FUNDSMeasure AGas TaxSewer FundGrant ‐ Measure A Grant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund ‐ ARPA $ 81,250 $ 81,250 $ 81,250 81,250$ 81,250$ $ 325,000 UnfundedTOTAL $ 81,250 $ 81,250 $ 81,250 81,250$ 81,250$ $ 325,000 DESCRIPTION: General Plan Strategy PU3.1.a calls on the Town to "assess communication needs and seek public or private partnerships to increase coverage in accordance with federal, State, and local regulations." The Town engaged with Joint Venture Silicon Valley and its Community Broadband Initiative to improve broadband infrastructure in under‐served neighborhoods by seeking partnership‐driven models for financing, installing, and operating open source broadband networks. This effort began in the Old La Honda Road area with a goal of being replicated in other areas of Town.
A project to extend broadband service to residents on Old La Honda Road was completed in FY22‐23. Funds received through the American Rescue Plan Act (ARPA) are available to assist other neighborhoods over the next four years.
CIP ‐ 6
Item A Page 73
Town Council Meeting June 13, 2023
PROJECT TITLE: Woodside Road Median Beautification
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 4,983
Construction $ 90,000 $ 124,939
Construction ContingencyOther Professional Services $ 10,000 Inspection & Construction Mgmt
TOTAL $ 100,000 $ 129,922
SOURCE OF FUNDSMeasure AGas TaxMeasure WSewer FundGrant ‐ Measure AGrant ‐ StateGrant ‐ FederalGrant ‐ Other (Woodside Comm Foundation) $ 75,000 $ 92,892 Library FundGeneral Fund $ 25,000 $ 37,030
UnfundedTOTAL $ 100,000 $ 129,922DESCRIPTION: This project was completed in FY22‐23. The project installed landscaping in the large center median on Woodside Road just west of I‐280 across from the Park n Ride lot.There has previously been interest on improving the medians on Hwy 84 east of I‐280 (between I‐280 and Churchill Ave). That would be a signifcantly larger project and commitment of Town resources. This smaller project will provide valuable lessons learned that would be used to inform a discussion about whether or not to expand themedian improvements in the future.
CIP ‐ 7
Item A Page 74
Town Council Meeting June 13, 2023
PROJECT TITLE: Glens Path Phase 2
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 57,165 $ 15,000 $ 15,000
Construction $ 410,000 $ 445,000 $ 445,000
Construction Contingency $ 40,000 $ 50,000 $ 50,000Other Professional ServicesInspection & Construction Mgmt TOTAL $ 450,000 $ 57,165 $ 510,000 $ 510,000
SOURCE OF FUNDSMeasure A $ 175,000 $ 57,165 $ 100,000 $ 100,000 Measure W $ 75,000 $ 160,000 $ 160,000
Gas TaxSB1 RMRA FundsTraffic Safety $ 200,000 $ 250,000 $ 250,000Sewer FundGrant ‐ Measure AGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral FundUnfundedTOTAL $ 450,000 $ 57,165 $ 510,000 $ 510,000DESCRIPTION: This is the second phase of a project to create a continuous path in the Glens neighborhood within the public right of way on Hillside Drive/Glenwood Avenue from Alta Mesa to Canada Road. The first phase constructed a path in 2019 on Hillside Drive between Alta Mesa and Glenwood. This second phase will construct a path from 235 Glenwood to Canada Road.
The Glens Path Phase 2 and Phase 3 Projects are being constructed together in summer 2023.
CIP ‐ 8
Item A Page 75
Town Council Meeting June 13, 2023
PROJECT TITLE: Glens Path Phase 3
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Engineering & Design $ 10,000 $ 48,947 $ 15,000 $ 15,000Construction $ 445,000 $ 445,000 Construction Contingency $ 50,000 $ 50,000
Other Professional ServicesInspection & Construction Mgmt TOTAL $ 10,000 $ 48,947 $ 510,000 $ 510,000
SOURCE OF FUNDSMeasure A $ 100,000 $ 100,000
Measure W $ 10,000 $ 48,947 $ 119,152 $ 119,152
Gas Tax
SB1 RMRA FundsSewer FundGrant ‐ Measure AGrant ‐ StateGrant ‐ FederalGrant‐Other (TFCA) $ 290,848 $ 290,848 Library FundGeneral FundUnfundedTOTAL $ 10,000 $ 48,947 $ 510,000 $ 510,000 DESCRIPTION: This is the third and final phase of a project to create a continuous path in the Glens within the public right of way on Hillside Drive/Glenwood Avenuefrom Alta Mesa to Canada Road. This third phase project would construct the path between 235 Glenwood and 332 Glenwood.The Glens Path Phase 2 and Phase 3 Projects are being constructed together in summer 2023.
CIP ‐ 9
Item A Page 76
Town Council Meeting June 13, 2023
PROJECT TITLE: Glens Path Phase 3
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Engineering & Design $ 10,000 $ 48,947 $ 15,000 $ 15,000Construction $ 445,000 $ 445,000 Construction Contingency $ 50,000 $ 50,000
Other Professional ServicesInspection & Construction Mgmt TOTAL $ 10,000 $ 48,947 $ 510,000 $ 510,000
SOURCE OF FUNDSMeasure A $ 100,000 $ 100,000
Measure W $ 10,000 $ 48,947 $ 119,152 $ 119,152
Gas Tax
SB1 RMRA FundsSewer FundGrant ‐ Measure AGrant ‐ StateGrant ‐ FederalGrant‐Other (TFCA) $ 290,848 $ 290,848 Library FundGeneral FundUnfundedTOTAL $ 10,000 $ 48,947 $ 510,000 $ 510,000 DESCRIPTION: This is the third and final phase of a project to create a continuous path in the Glens within the public right of way on Hillside Drive/Glenwood Avenuefrom Alta Mesa to Canada Road. This third phase project would construct the path between 235 Glenwood and 332 Glenwood.The Glens Path Phase 2 and Phase 3 Projects are being constructed together in summer 2023.
CIP ‐ 9
Item A Page 77
Town Council Meeting June 13, 2023
PROJECT TITLE: Woodside Rd Trail and Bike Impvs Phase 1 ‐ Tripp Rd to Wunderlich Park EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 100,000 $ 100,000
Construction $ 450,000 $ 450,000
Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 100,000 $ 450,000 $ 550,000SOURCE OF FUNDSMeasure A $ 50,000 $ 50,000 Gas TaxMeasure W $ 50,000 $ 90,000 $ 140,000
Sewer FundGrant ‐ StateGrant ‐ FederalGrant‐Other (TBD) $ 360,000 $ 360,000 ReservesGeneral FundUnfundedTOTAL $ 100,000 $ 450,000 $ 550,000 DESCRIPTION: This project would improve existing segments and install new segments of an equestrian/pedestrian trail within the public right‐of‐way and within trail easements along Woodside Road between Tripp Road and Wunderlich Park. The project would also install bike facilities on Woodside Road between Tripp Road and Wunderlich Park.
CIP ‐ 10
Item A Page 78
Town Council Meeting June 13, 2023
PROJECT TITLE: Woodside Rd Trail and Bike Impvs Phase 2 ‐ Wunderlich Park to Portola Rd EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 100,000 $ 100,000
Construction $ 450,000 $ 450,000
Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 100,000 $ 450,000 $ 550,000
SOURCE OF FUNDSMeasure A $ 50,000 $ 50,000
Gas TaxMeasure W $ 50,000 $ 90,000 $ 140,000Sewer FundGrant ‐ StateGrant ‐ FederalGrant‐Other (TBD) $ 360,000 $ 360,000 ReservesGeneral FundUnfundedTOTAL $ 100,000 $ 450,000 $ 550,000 DESCRIPTION: This project would install a new equestrian/pedestrian trail in the public right of way and within trail easements along Woodside Road from Wunderlich Park to Portola Road. The project would also install bike facilities on Woodside Road between Wunderlich Park and Portola Road.
CIP ‐ 11
Item A Page 79
Town Council Meeting June 13, 2023
PROJECT TITLE: Jefferson Ave Trail
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 50,000 $ 50,000
Construction $ 250,000 $ 250,000Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 50,000 $ 250,000 $ 300,000
SOURCE OF FUNDSMeasure A $ 25,000 $ 25,000 $ 50,000Gas TaxMeasure W $ 25,000 $ 25,000 Sewer FundGrant ‐ StateGrant ‐ FederalGrant‐Other (TBD) $ 225,000 $ 225,000 ReservesGeneral FundUnfundedTOTAL $ 50,000 $ 250,000 $ 300,000DESCRIPTION: This project would improve the existing trail and install new trail segments to create a continuous equestrian/pedestrian trail in the public right of way and within trail easements along Jefferson Avenue from Canada Road to Godetia Road.
CIP ‐ 12
Item A Page 80
Town Council Meeting June 13, 2023
PROJECT TITLE: Sand Hill/Portola Intersection Improvements EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 75,000 $ 75,000 $ 75,000
Construction $ 200,000 $ 200,000
Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 75,000 $ 75,000 $ 200,000 $ 275,000SOURCE OF FUNDSMeasure AGas TaxMeasure WSewer FundGrant ‐ StateGrant ‐ FederalGrant‐Other (TBD) $ 160,000 $ 160,000ReservesGeneral Fund $ 75,000 $ 75,000 $ 40,000 $ 115,000 UnfundedTOTAL $ 75,000 $ 75,000 $ 200,000 $ 275,000DESCRIPTION: This project would install a crosswalk across Sand Hill Road at Portola Road, and a protected left hand turn movement for eastbound Sand Hill turning onto Portola Road. The project would require a permit from the County of San Mateo as it is within their Sand Hill Road right of way.
CIP ‐ 13
Item A Page 81
Town Council Meeting June 13, 2023
PROJECT TITLE: Woodside Road Bike and Ped Improvements E of I‐280 EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 25,000 $ 25,000 $ 125,000 $ 150,000Construction $ 300,000 400,000$ $ 700,000 Construction Contingency $ 25,000 50,000$ $ 75,000
Other Professional ServicesInspection & Construction Mgmt TOTAL $ 25,000 $ 25,000 $ 450,000 450,000$ $ 925,000
SOURCE OF FUNDSMeasure A $ 25,000 $ 25,000 $ 25,000Measure W $ 25,000 25,000$ $ 50,000 Traffic Safety $ 25,000 25,000$ $ 50,000
Road ImpactGas TaxSewer FundGrant ‐ StateGrant ‐ Federal (Community Project Funding Grant) $ 400,000 400,000$ $ 800,000 Grant‐OtherLibrary FundGeneral FundUnfundedTOTAL $ 25,000 $ 25,000 $ 450,000 450,000$ $ 925,000DESCRIPTION: This project would provide bike and pedestrian safety enhancements on Woodside Rd between I‐280 and Alameda de las Pulgas. Improvements would likely include green bike lane markings, bike lane buffers, vehicle speed reduction through signage, striping, and potentially other traffic calming and bike safety measures. The project is within Caltrans right of way. The Town has been awarded $800,000 in Community Project Funding through the efforts of Congresswoman Anna Eshoo's office.
In FY23‐24, project activities include the creation of a concept plan and retaining a design consultant for the project.
CIP‐14
Item A Page 82
Town Council Meeting June 13, 2023
PROJECT TITLE: Road Rehabilitation Program
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction $ 475,000 $ 388,799 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 2,375,000 Other Professional ServicesInspection & Construction Mgmt TOTAL $ 475,000 $ 388,799 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 2,375,000
SOURCE OF FUNDS
Measure AMeasure WRoad Impact $ 71,000 $ 71,000 $ 71,000 $ 71,000 $ 71,000 $ 71,000 $ 71,000 $ 355,000Gas TaxSB 1 RMRA Funds $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 104,000 $ 520,000Sewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund $ 300,000 $ 213,799 $ 300,000 $ 300,000 $ 300,000 $ 300,000 $ 300,000 $ 1,500,000 UnfundedTOTAL $ 475,000 $ 388,799 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 475,000 $ 2,375,000 DESCRIPTION: Strategic maintenance of the Town's roads provides greater safety for the various users of the roads and lengthens the life of the roadway system. Each year the Town contracts out a road maintenance project that incorporates asphalt overlays and dig‐out areas where old asphalt is ground out and replaced with new asphalt, or other treatment methods depending on roadway condition including microseals. Additionally, the Town may make drainage and pedestrian improvements as part of the Road Rehabiltation Program.
CIP ‐ 15
Item A Page 83
Town Council Meeting June 13, 2023
PROJECT TITLE: Storm Drain Repair and Replacement
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction $ 80,000 $ 81,939 $ 180,000 $ 80,000 $ 80,000 $ 50,000 50,000$ $ 440,000Construction ContingencyEquipmentOther Professional ServicesInspection & Construction Mgmt TOTAL $ 80,000 $ 81,939 $ 180,000 $ 80,000 $ 80,000 $ 50,000 50,000$ $ 440,000 SOURCE OF FUNDSMeasure AGas TaxSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherReservesGeneral Fund ‐ ARPA $ 80,000 $ 81,939 $ 180,000 $ 80,000 $ 80,000 $ 50,000 $ 390,000 General Fund 50,000$ $ 50,000
UnfundedTOTAL $ 80,000 $ 81,939 $ 180,000 $ 80,000 $ 80,000 $ 50,000 50,000$ $ 440,000 DESCRIPTION: In 2015 the Town completed a comprehensive inventory and condition assessment of Town storm drain facilities including culvwerts, manholes, and drainage inlets.
This ongoing capital project will repair and/or replace these facilities in priority order over time. Projects will be supported by funds received through the American Rescue Plan Act (ARPA).In FY23‐24 storm drain improvement projects on Harcross and Patrol Roads are planned.
CIP ‐ 16
Item A Page 84
Town Council Meeting June 13, 2023
PROJECT TITLE: Bicycle and Pedestrian Improvements (Non Road Rehabilitation) EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Engineering & DesignConstruction $ 20,000 $ 12,258 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000 Construction Contingency
Other Professional ServicesInspection & Construction MgmtTOTAL $ 20,000 $ 12,258 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000
SOURCE OF FUNDS
Measure A $ 20,000 $ 12,258 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000 Gas TaxMeasure WSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral FundUnfundedTOTAL $ 20,000 $ 12,258 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000 DESCRIPTION: In addition to improvements made to bike and pedestrian facilities within the roadway during the annual Road Rehabilitation project, this ongoing project includes separate, minor bicycle and pedestrian improvements. Given the limited budget of this project, improvements are typicallychanges to signage, striping, and minor roadway improvements.
In Fiscal Year 22‐23, this project installed signage and striping changes at the Kings Mountain Road/Manuella Avenue intersection to enhance safety for cyclists turning from Kings Mountain Road onto Manuella (and vice versa). The project came out of the Circulation Committee.
In Fiscal Year 23‐24, this project's budget allocation will be utilized for the installation of crosswalks with flashing beacons at the intersection of Kings Mountain Road and Woodside Road. Those improvements came from the Trails Committee, Circulation Committee, and Woodside Elementary School PTA.
CIP ‐ 17
Item A Page 85
Town Council Meeting June 13, 2023
PROJECT TITLE: Safe Routes to School
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction $ 20,000 $ 18,480 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000 Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 20,000 $ 18,480 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000
SOURCE OF FUNDS
Measure A $ 20,000 $ 18,480 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000 Measure WGas TaxSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral FundUnfundedTOTAL $ 20,000 $ 18,480 20,000$ 20,000$ 20,000$ 20,000$ $ 80,000 DESCRIPTION: In September 2013, the Town completed a Woodside Elementary School Walking & Bicycling Audit. The recommendations of the audithave been prioritized by the Town's Circulation Committee. This project allocates funding to address other priorities which could include crosswalks, signage/striping changes, and/or walking paths.In FY 22‐23, this project completed the design of crosswalks with flashing beacons at the intersection of Kings Mountain Road and Woodside Road, that is a priority project for the Trails Committee, Circulation Committee, and Woodside Elementary School PTA, and design of RRFBs at the Canada/Romero Crosswalk.In FY 23‐24, the SR2S project budget will be allocated to the construction of the KMR/84 crosswalks.
In FY 24‐25, the addition of flashing beacons to the high visibility crosswalk at Romero Road is planned.
CIP ‐ 18
Item A Page 86
Town Council Meeting June 13, 2023
PROJECT TITLE: Kings Mountain Road/Woodside Road Crosswalks EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction 110,000$ $ 110,000Construction ContingencyOther Professional ServicesInspection & Construction Mgmt 10,000$ $ 10,000 TOTAL 120,000$ $ 120,000
SOURCE OF FUNDS
Measure A 120,000$ $ 120,000
Measure WGas TaxSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral FundUnfundedTOTAL 120,000$ $ 120,000DESCRIPTION: This project will install crosswalks across Kings Mountain Road and Woodside Road at the intersection of Kings Mountain Road and Woodside Road. The crosswalk of Woodside Road will include push‐button operated flashing beacons similar to the other crosswalks of Woodside Road closer to the Woodside Elementary School. The project has been identified as a high priority by the Circulation Committee, Trails Committee, and Woodside Elementary School PTA.
The design of the project is complete and construction is planned for summer/fall 2023 (FY23‐24). To accomodate the budget and schedule for this high priority project, the $20,000 annual budgets and Town staff resources for the SR2S, Bike/Ped Improvements (Non‐Road Rehab), and Equestrian Trails capital projects have been allocated to this project.
CIP ‐ 19
Item A Page 87
Town Council Meeting June 13, 2023
PROJECT TITLE: Equestrian Trails and Water Crossings
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction $ 20,000 $ 10,268 $ 20,000 20,000$ 20,000$ 20,000$ $ 80,000 Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 20,000 $ 10,268 $ 20,000 20,000$ 20,000$ 20,000$ $ 80,000 SOURCE OF FUNDSMeasure AGas TaxSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund $ 20,000 $ 10,268 $ 20,000 20,000$ 20,000$ 20,000$ $ 80,000 UnfundedTOTAL $ 20,000 $ 10,268 $ 20,000 20,000$ 20,000$ 20,000$ $ 80,000 DESCRIPTION: The Town of Woodside maintains a network of equestrian trails which provide recreational opportunities for the large horse‐owning communityas well as enhancing the Town's rural character. In several locations, the trails cross waterways. The Town, through the efforts of the Trails Committee, seeks to maintain and enhance this trail network. The General Fund is supported by Trails Maintenance User Fees, a $50 per horse fee charged to holders of Stable Permits.In Fiscal Year 22‐23, the Town studied a new trail extension from Glencrag to Midglen, and completed other minor trail improvements.
In FY 23‐24, the $20,000 SR2S project budget will be allocated to the construction of the KMR/84 crosswalks.
CIP ‐ 20
Item A Page 88
Town Council Meeting June 13, 2023
PROJECT TITLE: Storm‐Related Emergency Projects
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction $ 339,374 $ 80,000 $ 80,000 Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 339,374 $ 80,000 $ 80,000
SOURCE OF FUNDSMeasure AGas TaxSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund $ 67,874 $ 16,000 $ 16,000General Fund ‐ FEMA $ 271,500 $ 64,000 $ 64,000 UnfundedTOTAL $ 339,374 $ 80,000 $ 80,000
DESCRIPTION: This project consists of the installation of a storm drain pipe at 207 Old La Honda Road, paving of Old La Honda Road, and repair of the Kings Mountain Road wooden equestrian/pedestrian bridge, all of which are directly related to the winter 2022/23 storms that have been declared state of emergencies by the Federal and State governments, as well as the Town of Woodside.The above pipe installation and emergency paving work on Old La Honda Road have/will be completed in FY22‐23. In FY23‐24, the Kings Mountain Road wooden equestrian/pedestrian bridge will be repaired.
CIP ‐ 21
Item A Page 89
Town Council Meeting June 13, 2023
PROJECT TITLE: Emergency Access Improvements
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & Design $ 25,000 $ 25,000
Construction $ 75,000 $ 75,000
Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 100,000 $ 100,000
SOURCE OF FUNDSMeasure AGas TaxSewer FundGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund $ 100,000 $ 100,000 UnfundedTOTAL $ 100,000 $ 100,000
DESCRIPTION: This project is to improve emerency access at various locations in the Town. Currently, a project is being considered to provide emergency access on Martinez Road to Highway 84.
CIP ‐ 22
Item A Page 90
Town Council Meeting June 13, 2023
PROJECT TITLE: Equipment Replacement
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28Engineering & DesignConstructionConstruction ContingencyOther Professional ServicesInspection & Construction Mgmt Equipment $ 100,000 $ 44,715 $ 100,000 150,000$ $ 250,000 TOTAL $ 100,000 $ 44,715 $ 100,000 150,000$ $ 250,000SOURCE OF FUNDSMeasure ARoad Impact $ 50,000 50,000$ $ 100,000 Gas TaxSewer FundGrant ‐ Measure AGrant ‐ StateGrant ‐ FederalGrant‐OtherLibrary FundGeneral Fund $ 100,000 $ 44,715 $ 50,000 100,000$ $ 150,000 UnfundedTOTAL $ 100,000 $ 44,715 $ 100,000 150,000$ $ 250,000DESCRIPTION: The Town Crew utilizes construction equipment, including an excavator, mower, backhoe/loader, utility vehicle, and two dump trucks, on a daily basis to complete maintenance tasks and small capital construction projects throughout Town. This project allocates funding for new and/or used capital equipment purchases to ensure the equipment is in good working order. Recent and planned upcoming purchases include:
FY21‐22 ‐ 2nd RAM Dump TruckFY22‐23 ‐ 2nd PHEV Fleet CarFY24‐25 ‐ Excavator for Runnymede Yard FY24‐25 and FY 26‐27 ‐ 2nd PHEV Fleet Car, Kubota, Backhoe, Mower, John Deere capital replacement set aside CIP ‐ 23
Item A Page 91
Town Council Meeting June 13, 2023
PROJECT TITLE: Barkley Park Capital Improvements
EXPENDITURES FY22‐23 Budget FY22‐23 Proj FY23‐24 FY24‐25 FY25‐26 FY26‐27 FY27‐28 TOTAL FY24‐28 Engineering & DesignConstruction $ 230,000 $ 165,684 $ 20,000 20,000$ 20,000$ 20,000$ 20,000$ $ 100,000 Construction ContingencyOther Professional ServicesInspection & Construction Mgmt TOTAL $ 230,000 $ 165,684 $ 20,000 20,000$ 20,000$ 20,000$ 20,000$ $ 100,000
SOURCE OF FUNDS
Measure AGas TaxSewer FundGrant ‐ State (Prop 68) $ 180,000 $ 152,063 Grant ‐ FederalLibrary FundTrails Fiduciary FundGeneral Fund (Barkley) $ 50,000 $ 13,621 $ 20,000 20,000$ 20,000$ 20,000$ 20,000$ $ 100,000 UnfundedTOTAL $ 230,000 $ 165,684 $ 20,000 20,000$ 20,000$ 20,000$ 20,000$ $ 100,000 DESCRIPTION: This ongoing capital program includes planned and potential future capital improvements at Barkley Park. In recent years, capital improvements have included installation of a new infield surface (2020), shade structure over the playground (2019), new pet water fountain (2019), bathroom upgrades (2018), and major tree removal for fire hazard abatement (2017‐2019).
In FY21‐22, Town installed new decorative iron fence around the playground (2021) and designed batting cage, and in FY 22‐23, constructed a batting cage along the first base line (2021).
CIP ‐ 24
Item A Page 92
Town Council Meeting June 13, 2023
BUDGET
GUIDE
Item A Page 93
Town Council Meeting June 13, 2023
Guide 1
TOWN OF WOODSIDE
OVERVIEW OF TOWN FUNDS
A governmental accounting system must satisfy two basic requirements. First, it must provide the basis for showing that the municipal entity is in compliance with all technical accounting and legal provisions that affect it. Second, a clear and understandable means must be provided for determining the Town's financial position and results of financial operations within the governmental entity. These requirements are partially attained using fund accounting. Each fund is established to account for monies, properties, obligations, and transactions involved in governmental activity. The definition of a fund, as it is used in governmental accounting, has two parts. A fund is:
(1) A sum of money or other resources set aside for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. (2) An independent fiscal entity with a self-balancing group of accounts. The latter group of each fund identifies the fund's resources and obligations, receipts and disbursements, and revenues and expenditures.
The Town of Woodside's funds are classified into three fund types: Governmental Funds, Proprietary Funds, and Fiduciary Funds. GOVERNMENTAL FUND TYPES There are four subsets of funds that fall within the governmental fund type category in Woodside's chart of accounts. General Funds are the most used fund types and account for all resources not otherwise devoted to specific activities. This fund subset finances most of the basic municipal functions, such as planning, police services, and administration. The Town has two different funds that fall into this subset: General Fund (101) - Accounts for all general revenue and tax receipts and their allocation and expenditure. Barkley Fields and Park Construction and Maintenance Fund (151) – Accounts for the costs of periodic rehabilitation of the soccer/baseball fields at Barkley Fields and Park and of other periodic major maintenanceprojects at the park. Special Revenue Funds are used to account for the receipts from revenue sources that have been earmarked to finance particular functions or activities. The Town has seven of these funds:
Item A Page 94
Town Council Meeting June 13, 2023
Guide 2
Traffic Safety Fund (204) - Accounts for receipts from fines and forfeitures from violations of the California Vehicle Code, utilized to support the Town's Road Program.
Gas Tax Fund (206) - Used to account for receipts of State Gas Tax revenues, including Road Maintenance and Rehabilitation (SB 1) funds, designated for road construction projects and maintenance of Town roads. Transit Measure A Tax Fund (210) - Accounts for receipts of the Town's share of special County-wide sales taxes, earmarked for road repairs and construction.
Transportation Measure W Tax Fund (211) – Accounts for receipts of the Town’s share of special County-wide sales taxes, earmarked for road repairs and transportation improvements. Road Impact Fees Fund (242) - Used to account for receipts of road impact fees, assessed against all building projects and used for road maintenance purposes.
Supplemental Law Enforcement Fund (243) - Used to account for receipts of State revenues derived from the Citizens for Public Safety (COPS) Program that can only be spent on direct law enforcement/public safetyactivities. Woodside Library Fund (250) - Used to account for expenses and reimbursements derived from the Town’s membership in the San Mateo County Library System Joint Powers Agency. The Capital Projects Fund (301) is used to account for financial resources to be used for the acquisition or construction of major capital facilities. These funds are established when new capital projects are approved and funded. Debt Service Funds are used to account for the accumulation of financial resources for, and the payment of, longterm debt principal, interest and related debt costs of governmental funds. The Town has one Debt Service Fund:
Woodside Road/Whiskey Hill Road Parking Assessment District Debt Service Fund (701) - Used to account for the payment of principal, interest, and administrative costs associated with the 1999 issuance of limited obligationimprovement bonds for the construction of a parking assessment district in Town Center, supported by specialassessments against properties within the district.
Item A Page 95
Town Council Meeting June 13, 2023
Guide 3
PROPRIETARY FUND TYPESThe Town has one fund subset that falls into this category. Enterprise Funds are used to account for operations that are financed and operated in a manner like private business enterprises. The intent of the governing body is that the costs of providing goods and services to the general public on a continuing basis should be financed or recovered primarily through user charges. The Town has three Enterprise Funds:
Cañada Corridor Sewer Fund (525) –Used to account for the operating costs and user fees associated with the Cañada Corridor Sanitary Sewer Area.
Town Center Sewer Fund (528) - Used to account for the operating costs and user fees associated with the Town Center Sewer District. The fund is also used to account for the assets and liabilities of the Town Center SewerDistrict and to hold reserves for meeting all prior year liabilities to Redwood City and the County of San Mateo forthe treatment, transportation, and capacity rental needs of the District. Sewer Capital Improvement Fund (537) - Used to account for revenues received from sewer connections to the Redwood Creek Sewer Assessment District, to be allocated to sewer system improvements and rehabilitation.
Item A Page 96
Town Council Meeting June 13, 2023
Guide 4
THE BUDGET PROCESSThe Town's annual budget represents the official financial and organizational plan by which Town policies and programs are implemented. This document presents the proposed budget for the upcoming fiscal year running from July 1 to June 30. The Town established a two-year budget process starting with fiscal years 2001-02 and 2002-03. The followingdescribes how this two-year process works.To establish a fiscal blueprint for the upcoming two-year period, decisions must be made as to how scarce resources will be allocated among the various departments and programs. Budget discussion sessions are scheduled in June for the Town Council to review and consider the proposed budget. The sessions offer the opportunity for the Town Council to discuss the budget in detail and to modify the proposed budget to reflect the Council's priorities. These sessions also permit public comment and participation in the budget process. Copies of the proposed budget are made available for public viewing at the local public library and at Town Hall. After this review and deliberation, the Town Council convenes a formal public hearing for purposes of adopting the budget via resolution. Adoption is scheduled for late June. The resolution provides for the formal adoption of a budget for the first of the two years, establishing appropriations of funds as outlined in the budget document. The resolution also provides for the approval of the budget for the second of the two years, but it does not establish formal budgetary authority or appropriations. Along with the budget resolution, the Council must also adopt a resolution establishing the Appropriation Limit for tax proceeds for the first of the two fiscal years, as required by Article XIII(B) of the State Constitution. After adoption, the Town Manager prepares the approved budget document. This document represents the official fiscal policy and plan of the Town of Woodside for the two fiscal years. It serves as a communication medium for the public concerning Town activities, as well as a directive to Town staff concerning management and operations of Town activities. It also establishes appropriation control over expenditures for the first budget year. During the fiscal year, the Town Manager reviews purchasing transactions and payment requests for compliance with the Town's rules, regulations, and budgetary limits. Monthly budget detail reports are prepared and analyzed for significant variances. These reports show the budget amount authorized and the revenues and expenditures to date. The Town Council reviews the Town's total financial position after each quarter's conclusion in a comprehensive manner.
Item A Page 97
Town Council Meeting June 13, 2023
Guide 5
During the budget year, it may become necessary to amend, transfer, or adjust the amounts appropriated in the adopted budget. Any subsequent changes in total fund appropriations require the approval of the Town Council. This is done formally through a budget amendment resolution. During May and June of the first fiscal year in the two-year budget, the Town Manager prepares necessary modifications to the approved budget for the second year and delivers the budget document to the Town Council for its review and deliberation in June. The second budget year is formally adopted late in June of the first fiscal year, following a public hearing. The Town Council adopts resolutions which establish the needed appropriations and the Appropriation Limit for tax proceeds. The second year of the two-year budget goes into effect on July 1st of the second year and is subjected to the same review and modification rules that apply to the first year.
Item A Page 98
Town Council Meeting June 13, 2023
Guide 6
GLOSSARY OF TERMS
Adopted Budget - The final budget document which reflects the formal action taken by the Town Council to set the spending plan for the fiscal year. Adoption - Formal action by the Town Council to accept a document. Amended Budget - The final adopted budget document plus modifications approved by the Town Council since initial adoption. Annual Budget - The total budget for a given fiscal year, as approved by the Town Council. Appropriation - An authorization granted by a legislative body to make expenditures and to incur obligations for specific purposes. Audit - A review of the Town's accounts by an independent accounting firm to verify that the Town's financial statements accurately reflect the Town's financial position. Budget - A comprehensive financial plan of operation embodying an estimate of proposed expenditures for a given period and the proposed means of financing them. Budget Adjustment - A change in appropriations approved by the Town Council after the formal adoption of the budget. Capital Acquisitions and Improvements - All items of a permanent or semi-permanent nature, regardless of cost. Capital Improvements - A permanent major addition to the Town's real property assets, including the cost of design, construction, purchase, or major renovation of land, buildings, or facilities. Examples are the installation or repair of new or existing roads, buildings, sewer lines, and parks. Contractual Services - The expenditure class for payments made for services rendered by external parties. These may be based upon either formal contracts or ad hoc charges. The class is further detailed into sub-objects for different types of services.
Item A Page 99
Town Council Meeting June 13, 2023
Guide 7
Cost Allocation - Allocating costs for overhead support functions to units/activities that benefit from these activities, such costs including accounting, legal, office space and utilities, and general day-to-day administrative expenses. Debt Retirement Cost - Costs associated with the closing, or final elimination, of debt. Debt Service - The payment of interest and principal on borrowed funds. Debt Service Fund - An account used to keep track of the monies set aside for debt service. Department - A major administrative division of the Town which indicates overall management responsibility for an operation or a group of related operations within a functional area. Designated Reserve - Funds specifically appropriated and set aside for anticipated future expenditure. Employee Services - An expenditure category used to account for the salaries, overtime, and benefits for Town employees. Encumbrance - A reservation of funds for goods or services for which the expenditure has not yet occurred, but for which a formal commitment has been made. Enterprise Fund - A fund established to finance and account for the acquisition, operation, and maintenance of governmental facilities and services that are entirely or predominantly self-supporting by user charges. Equipment - Tangible items for use in the office or field which cost in excess of $5,000 and has a useful life of five or more years. Expenditure - The amount of cash paid or to be paid for services rendered, goods received, or assets purchased. Fiscal Year - A twelve-month period specified for recording financial transactions. The Town of Woodside's fiscal year starts on July 1 and ends on June 30. Fixed Assets - Assets of a long-term character which are intended to continue to be held or used, such as land, buildings, improvements other than buildings, machinery, and equipment. Full-time Equivalent (FTE) - Part-time and hourly positions expressed as a fraction of full-time positions (2080 hours per year). Example: 3 positions working ½ time equals 1 ½ FTE's.
Item A Page 100
Town Council Meeting June 13, 2023
Guide 8
Fund - A separate independent accounting entity used to set forth the financial position and results of operation related to the specific purpose for which the fund was created. Fund Balance - The total dollars remaining in a fund after current expenditures for operations and capital expenditures are subtracted. General Fund - The Town's principal operating fund, which is supported by general taxes and fees, and which can be used for any general governmental purpose. Grant Fund - Monies received from another government, such as the state or federal government, usually restricted for a specific purpose. Interfund Transfers - The movement of money from one fund to another either as reimbursement for support costs incurred by the receiving fund on behalf of the transferring fund (overhead allocation) or as a direct contribution to the operations of the receiving fund. Intergovernmental Revenue - Grants, entitlements, and cost reimbursements from another governmental unit. Modified Accrual Basis - The basis of accounting where revenues are recognized when they become both "measurable" and "available" to finance expenditures of the current period and expenditures are recognized when liabilities are incurred. Non-Departmental - Program costs that do not relate to any one department, but represent costs of a general, Townwide nature.Non-Recurring Costs - Expenditures for one-time activities which should be budgeted only in the fiscal year in which the activities are undertaken. Operating Budget - Annual appropriation of funds for ongoing program costs, including employee services, supplies, and equipment. Program - An activity or group of activities which is an organizational subunit of a department and is directed toward providing a particular service or support function. Each Town department is usually responsible for several programs. Proposed Budget - The initial spending plan for the fiscal year presented to the Town Council by the Town Manager for review, potential modification, and adoption.
Item A Page 101
Town Council Meeting June 13, 2023
Guide 9
Reserves - Those monies that are set aside in the budget for contingencies, for future projects, for debt services, or for cash flow purposes. Resources - Total amount available for appropriation, including estimated revenues, beginning fund balances, and interfund transfers. Revenue - Income received during the fiscal year from taxes, fees, permits, licenses, interest, and intergovernmental sources. Special Assessments - Compulsory charges levied by a government for the purpose of financing a particular public service performed for the benefit of a limited group of property owners. Structural Deficit - The permanent financing gap that results when, discounting economic cycles, ongoing revenues do not match or keep pace with ongoing expenditures. Supplies and Services - An expenditure category used to account for all expenses except for employee services, capital and equipment costs, and debt service.
Item A Page 102
Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
Report to Town Council Agenda Item B
Prepared by: Kevin Bryant, Town Manager June 13, 2023
SUBJECT: DISCUSSION AND DIRECTION REGARDING REINSTITUTING THE
BICYCLE COMMITTEE AS A CITIZEN ADVISORY COMMITTEE
RECOMMENDATION
It is recommended that the Town Council discuss whether to reinstitute the Bicycle Committee.
BACKGROUND AND DISCUSSION
At its May 9, 2023 meeting, the Town Council received a request to discuss reinstituting the Bicycle Committee.
The Bicycle Committee was dissolved in 2012 following the establishment of the Circulation Committee by Council resolution on May 22, 2012. The creation of the Circulation Committee was done as part of Council’s review of the Town’s citizen advisory committees following the adoption of the General Plan. The Council’s objective was to ensure that the advisory committees reflected the goals, policies, and strategies that were adopted in the General Plan.
The creation of the Circulation Committee was responsive to Goal CL1 of the Circulation Element of the General Plan which is to “balance the circulation system user needs.” Policy CL1.1 states that “the Town should actively pursue means to promote cooperative use of the circulation system among all users,” with the users being identified as motorists, bicyclists, equestrians, and pedestrians. Among the strategies to implement this policy is “organize combined bi-annual meetings of the Trails and Bicycle Committees to review circulation needs.”
The Bicycle Committee that existed in 2012 supported the creation of a Circulation Committee and further recommended folding the Bicycle Committee into the new Circulation Committee. The Bicycle Committee had two members when it ceased operation in 2012 and both members were appointed to and served many years on the Circulation Committee.
The Circulation Committee is staffed by the Town Engineer and the Sheriff’s Department is in attendance at most meetings. This has served as an effective point of communication for advocates of all users of the Town’s public rights-of-way, as was intended. The Circulation Committee has been successful in providing suggestions for inclusion in the Town’s Capital Improvement Plan which meet the needs of all users of the rights-of-way.
Specifically for bicylists, the following improvement projects have been driven by the Circulation Committee during the tenure of the current Town Engineer. These projects include:
Item B Page 1 Town Council Meeting June 13, 2023
• The Kings Mountain Safety Improvement Project which provided new bicycle pullouts;
• Improvements to the bicycle lane on Alameda de las Pulgas from Fernside to Woodside Road;
• Restriping and paving modifications of Portola Road, Kings Mountain Road, and Canada Rad to improve and create Class 2 bike lanes;
• Striping and signing improvements at the Kings Mountain Road/Manuella Avenue intersection as well as along Jefferson Avenue and Old La Honda Road.
The Capital Improvement Program also includes the Sand Hill Road/Portola Road improvement project which will include a left-hand turn pocket for bicycles and vehicles.
Staff believes that the Circulation Element has been effective in meeting its mission to foster a community for all users of the public roadway system, including motorists, bicyclists, pedestrians, and equestrians. Staff believes that the benefits of looking at the Town’s rights-of-way from the perspective of its varied users, as is done with the Circulation Committee, could be lost if a new independent Bicycle Committee was formed.
CONCLUSION
If the Town Council determines that the Bicycle Committee should be reinstituted, a resolution establishing the Bicycle Committee and a resolution amending the Circulation Committee charter will be brought back at a future Town Council meeting for approval.
Staff would also put out an invitation to the community to apply for the new committee.
ATTACHMENT
1. Circulation Committee Charter
Item B Page 2
Town Council Meeting June 13, 2023
TOWN OF WOODSIDE
CIRCULATION COMMITTEE
COMMITTEE CHARTER: The Circulation Committee supports the General Plan goal to balance circulation system user needs and works to foster a community for all users of the public roadway system, including motorists, bicyclists, pedestrians, and equestrians. The Circulation Committee works with the Town Engineer, Sheriff's Department and local and regional organizations to develop programs to encourage dialog on circulation system needs, promote “share the road” programs for all users, and develop educational programs to promote traffic safety. The Committee advises Town staff and the Town Council about ways to make the roadway system safer for all users, to encourage effective traffic enforcement, and to promote safe, convenient access to schools, Town businesses, public and private institutions, and neighborhoods.
The Committee shall review applications for special event permits for the Town’s roadways, offer expert participation on the City/County Association of Governments (C/CAG) Bicycle and Pedestrian Advisory Committee, and make recommendations regarding grant applications that seek to improve the Town’s bicycle and pedestrian system.
The Committee shall confer with the Trails Committee on programs and recommendations of mutual interest.
SIZE AND MEMBERSHIP: Nine members appointed by the Town Council.
The Council shall appoint two concurrent members of the Trails Committee to the Circulation Committee and strive to appoint individuals with an understanding of the bicycle and pedestrian issues in the Town including those relating to Safe Routes to School.
Item B Page 3
Town Council Meeting June 13, 2023
From: Eddie Song
To: Council Members
Subject: Cycling representation in the Circulation Committee, or reinstating the Bicycle Committee Date: Friday, June 09, 2023 2:09:33 PM
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To Whom It May Concern:
I've been informed that the Circulation Committee will no longer have any members who are experienced cyclists.
I'm writing to request that someone with cycling experience be included in the Circulation Committee, or that the Bicycle Committee be reinstated.
As a resident of Redwood City, and an avid cyclist who would like to live well amongst my fellow residents – being both considerate to non-cyclists and also celebrating safe and healthy cycling culture in the area – I think it's important to have a voice and representation on relevant committees so that nuanced and niche concerns can be voiced in an appropriate manner for the larger community to consider into their decisions and policies.
Thank you for the consideration, and for all the great work you all do.
Best,
Edward Song
From: Erica Engle
To: Council Members
Subject: Reinstate Bicycle Committee
Date: Saturday, June 10, 2023 8:05:24 AM
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Hi council,
As a resident of Redwood City and active equestrian and cyclist in Woodside I would like to see the reinstatement of the bicycle committee or allowing a minimum of two cyclist representatives to sit on the Circulation Committee.
Woodside reaction to the cyclist killed on Cañada road is appalling and hopefully by having an actual cyclist working with the town of Woodside there can be some better changes. Likewise some updates or accountability to those sheriffs policing Woodside. There are more cops giving tickets to bikes than speeding tickets to cars.
Thank you,
Erica Engle
From: John Langbein
To: Council Members
Subject: representation of bicycling interests in Woodside Date: Sunday, June 11, 2023 10:32:36 AM
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Council Members
Steve Lubin has alerted the cycling community that, due to both Millo Fenzi and Bob Page departing from the Circulation Committee, that there is a significant chance that bicycling interests will not be properly represented in Woodside in the evolution of policies and infrastructure initiatives going forward. Although I live in Redwood City, my daily bicycling routes take me to Woodside on almost daily basis. I observe that bicyclists in Woodside constitute a significant portion of the "traffic" or users of the roadways in Woodside, much more than equestrians, which are well represented on the both Trails and the Circulation Committees.
I urge that the Council either reconstruct the Bicycling Committee or allocate at least two of the nine members of the Circulation committee to be active bicyclists.
Thank you,
John Langbein
From: Mario Musto
To: Council Members
Subject: Woodside Bicycle Representation
Date: Sunday, June 11, 2023 7:29:22 PM
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Dear Woodside Town Council- As an active Woodside bicyclist I would like to see experienced cyclists on the Circulation Committee or the restoration of the Bicycle Committee. Now more than ever with the increasing requirement for bicycle safety and traffic flow you need knowledgeable riders to offer their expertise in these areas.
Please act on this necessity.
Very Truly YoursMario Musto
Sent from my iPhone
From: Chris Cowart
To: Council Members
Subject: Voice for Woodside residents riding bikes
Date: Monday, June 12, 2023 7:18:40 PM
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Hi there,
I’d be happy to provide some perspective in upcoming meetings (I’m traveling in Asia this week). As a woodside resident, I’m keenly aware of the dynamics of residents and visitors who ride bikes and horses on our roads and trails.
We are a family of four who all ride horses and bikes and 3 out of 4 are car drivers.
With all our construction, road repairs, tree mitigation, the traffic and on road behaviors have worsened. We have lost lives, mental health, and community during these times. Certainly time to have productive conversations as a town.
Thanks, Chris
From: Deepak Kamra
To: Council Members
Subject: We need cyclist voices on the Circulation Committee Date: Monday, June 12, 2023 7:19:46 PM
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Hi
I have been a resident of Woodside for over 25 years, and I have been an avid cyclist the entire time, as are dozens of my friends, also Woodside residents. I feel strongly that we deserve a voice on the Circulation Committee, or even our own Bicycle Committee. I support Steve Lubin in his efforts towards fair representation for cyclists.
Deepak Kamra
Deepak Kamra
LinkedIn
From:
To: Council Members
Subject: Circulation Committee and Bicycle Committee.
Date: Monday, June 12, 2023 10:45:53 PM
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Dear Council Members,
The combination of parental illness and taking Fenzi Dog Sports Academy, our online dog training business, to the next level by transforming a 100 year old dairy farm in Petaluma into a world class training facility forced me to step back from my long standing commitment to the Circulation Committee. I requested a leave of absence but that was not an option. Despite my absence I fully support the charter and purpose of the Circulation Committee. This should not surprise as I championed the formation of the Circulation Committee, built a strong core of support for it, packed Town Council meetings with advocates and became the first Chair of the Committee.
The Town Staff report on the topic of adding a Bicycle Committee, since the current membership of the Circulation Committee lacks cyclists, is absolutely spot on. In my, admittedly biased, opinion the Circulation Committee has, since it's inception, balanced the needs of pedestrians, motorists, equestrians and cyclists.
While the strategy of the Circulation Committee is ideal, the tactical execution of its membership selection has been less successful. For the Committee to fulfill its objective the membership must include at least two individuals who champion each of the four stakeholder groups: pedestrians, motorists, equestrians and cyclists.
Rather than raise the Bicycle Committee from the ashes I strongly recommend that the Council focus on building a Circulation Committee membership that truly reflects the four stakeholders. I applaud that the Council does approve/reject applicants independent of the Committee Chairs as it is equally critical to avoid "packing the court" with like-minded cronies.
As a long time chair and member of the Circulation Committee and one of the Bicyclist Stakeholders the experience was often frustrating. Cyclists' safety was not always a paramount issue for the other stakeholders. The beauty of the Circulation Committee is that it provides the forum for a stakeholder to articulate issues, suggest remedies, listen to the other stakeholders's perspectives and incorporate those inputs into a solution that is a balanced win for the entire circulation community, not just one stakeholder.
I ask the Council to clearly identify the stakeholder category of each member of the Circulation Committee. Proactively recruit and select applicants who fill the stakeholder gaps. Do not renew the term of members who are redundant stakeholders.
This is not a simple request. It requires time and energy from the Council Members.
Absent balanced representation from the pedestrian, motorist, equestrian and cyclist stakeholders then absolutely create a dedicated committee for each stakeholder and let them have at it. Resolving those conflicts will take even more of your time and energy, will yield less effective solutions and deliver poorer circulation to the town's residents.
Please rectify the stakeholder gaps in the current Circulation Committee membership, anything else will deliver less circulation value to the Town's residents.
Regards,
Millo
Cammillo Fenzi
Instigator and first chair of the Circulation Committee From: Pat Dunn
To: Council Members
Subject: Woodside, Woodside committees and cyclists
Date: Monday, June 12, 2023 8:51:56 PM
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It has come to my attention that in 2012 the Bicycle Committee was folded into the Circulation Committee. I also understand that there may not currently be any cyclists represented on the Circulation Committee. This is hard to understand. I have ridden many of the main and secondary roads in Woodside for over 30 years. This probably includes over 1000 trips. Woodside, for better or worse for local residents, will always have significant bike traffic. That is part of living in such a beautiful area that is great for biking. Again, it is hard to understand how bikers would not be included in the discussions. At least two active bikers should be included in an appropriate Woodside committee. I am a member of the Western Wheeler Bike Club.
Thanks,
Pat Dunn
From: Leah Thomas
To: Council Members
Subject: Cyclist representation on the Circulation Committee or the restoration of the Bicycle Committee Date: Tuesday, June 13, 2023 10:00:46 AM
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Dear Council Members,
I am a cyclist that lives in the Woodside Glens and I am writing to encourage the council to add cyclist representation to the Circulation Committee or to restore the Bicycle Committee.
I am a retired professional cyclist, the current US National Time Trial Champion, and represented the United States at the Tokyo Olympics in 2021. As someone who both rides and drives on Woodside's roads, I see that there are many issues that face cyclists of all levelsespecially in terms of safety and harassment.
A quick and easy example is the diversion of cars up Old La Honda Rd this winter and the sign the town decided to place at the bottom of the hill that read "Cyclists not advised". I have ridden OLH hundreds of times, and previous to this winter, have encountered harassment only one time while climbing it in the last ten years. However, the times I climbed it this winter (generally 1-2 pm on a weekday), each time I encountered a minimum of three cases of harassment. With each occurance, the driver would yell at me that I was not allowed to be there- specifically citing the sign as the reason. Two drivers actually intentionally tried to hit me while I was riding up Old La Honda since the sign has been put up. Countless cyclists had previously written the council warning that a sign of this nature would increase harassment.
Other wordings were even proposed like "share the road" or "Drive carefully. Narrow road".
But the council did not pay any mind to the cyclists' concerns. I strongly believe that this is because if you do not ride bikes, you do not understand the unintended consequences of small things like the wording of a sign. Adding a cyclist voice to the discussion would ensure that all blind spots are exposed and that the best possible solution can be made.
While there are many other examples of these kinds of occurrences, I will not list them here.
The main point is this: there are many many cyclists in Woodside and cyclists that use the roads in town and they should be fairly represented on the Circulation Committee. It will enrich the dialogue and discussions and will help ensure the best decisions are made for everyone.
Thank you for your time and consideration.
Sincerely,
Leah Thomas
From: Lanier Benkard
To: Council Members
Subject: Cyclist representation on circulation committee Date: Tuesday, June 13, 2023 10:18:04 AM
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Dear Council Members,
This letter is intended to be read at the Town Council meeting tonight, Tuesday June 13, which I am unable to attend as I am out of town.
I am writing to strongly encourage the Town Council to significantly increase cyclist representation to the Circulation Committee, or to restore the Bicycle committee.
I have been a Woodside resident for 11 years. I commute to work every day via Canada Rd, Woodside Rd, and Whiskey Hill Rd, both by car and by bike. My kids have also commuted daily to Woodside Elementary and then Woodside High, by car, by bike and also on foot.
My family and I have experienced numerous serious safety issues and incidents of harassment while cycling on the Town roads. My kids actually discontinued their biking to school because of safety issues. In just the past few years, my cycling club (PenVelo/Summit Bicycles) has lost two of its members to reckless drivers on Woodside roads. I believe that, on its present course, the Town of Woodside is placing itself at significant legal risk if it does not address these issues. Moreover, these issues are best understood by people who are experienced cyclists, who ride our roads regularly, and who experience them first hand.
There are many, many resident cyclists in the Town, and many more nonresident cyclists passing through. They deserve a voice in Town decision-making regarding our roads and trails. Please increase cyclist representation on the Town committees.
Thank you!
Lanier Benkard
From:
To: Council Members; Steve Lubin
Subject: Woodside Bike Committee
Date: Tuesday, June 13, 2023 11:57:15 AM
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Dear Woodside Council Members,
I am writing in support of the creation or renewal of a Woodside Bike Committee. I have been a resident of Woodside for over 40 years and am an avid cyclist. In my years of riding here, the number of riders continues to skyrocket. Cyclists from all over the area come to Woodside, especially on the weekends. This has been very good for the local businesses, and their financial contributions certainly exceeds any revenue brought in by our horse colleagues! The downside is the increased traffic, and potential added frustrations of some of our community. This makes a Bike Committee even more important to help anticipate issues and to mitigate concerns.
A very specific and current issue is the increased traffic, cars and bikes on Kings Mountain and Old La Honda since the closure of 84. As plans move forward for the rebuilding of the collapsed portion of 84, a bike committee could work with the County and State representatives to help with ideas to make the summer traffic less frustrating for all. One suggestion would be to have the construction crews, as any early step, build a "bike lane", so that some of the bike traffic could resume climbing on 84, before fully reopening the road to all trafic. This would go a long way to improving the safety for the riders climbing to Skyline, and expedite the flow of car traffic on the other roads.
Please contact me if I can help in these efforts.
Jay Long
Woodside 94062
From: Bruce Matheson
To: Council Members
Subject: Woodside Bicycle Committee
Date: Tuesday, June 13, 2023 3:55:39 PM
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To the town council:
As a member of the Woodside community, I’m writing concerning cyclists not being represented on the Town committees. There are many citizens of the Town who do ride bikes regularly. Please appoint at least two cyclists with significant cycling experience to the Circulation Committee or reinstate the Bicycle Committee.
Thank you for your consideration,
Bruce Matheson
Woodside, CA
tel: