Agenda packet, second session — Town Council, June 13, 2023 (part 1 of 2)

Agenda
TC MEETING AGENDA - 2023-06-13.PDF
Meeting Materials
TC MEETING PACKET - 2023-06-13.PDF
COMMITTEE APPOINTMENTS.PDF
ITEM 1 - REGISTER OF DEMANDS MAY 16 - 31, 2023.PDF
ITEM 2 - DRAFT MINUTES OF FEB 28 AND MAR 14 2023.PDF
ITEM 3 - PRA RESPONSE PROCEDURES.PDF
ITEM 4 - SPRINGBROOK ACCOUNTS RECEIVABLE SUBSCRIPTION.PDF ITEM 5 - CENTRALSQUARE CONTRACT.PDF
ITEM 6 - URBAN PROGRAMMERS CONTRACT RENEWAL.PDF
ITEM 7 - CITIES DIGITAL CONTRACT.PDF
ITEM A - PROPOSED BUDGET 2023-25.PDF
ITEM B - BICYCLE COMMITTEE.PDF
ITEM B DESK ITEM - LETTERS RECEIVED AS OF 5 PM ON JUNE 13, 2023.PDF

1. Documents:

2. Documents:

Town Council Meeting June 13, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL MEETING AGENDA June 13, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

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

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

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

Join Zoom Meeting:

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

Meeting ID: 854 3789 2933
Weblink:
https://us02web.zoom.us/j/85437892933
Remote Public Comments:

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

Email: [email protected]

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

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

PRESENTATION
Midpeninsula Regional Open Space District

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Climate & Sustainability Committee
b. Environment & Conservation Committee
c. Recreation Committee

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

1. Register of Demands Against the Town of Woodside from May 16 through 31, 2023.

Town Council Meeting June 13, 2023 Page 2

2. Approval of Minutes: Regular Meetings of February 28 and March 14, 2023.

3. Review and Accept Public Records Act (PRA) Response Procedures.

4. Resolution Authorizing the Town Manager to Execute an Agreement with Springbrook to Add the Accounts Receivable Module. Resolution No. 2023 - ______

5. Resolution Authorizing the Town Manager to Enter Into an Agreement with Superion, LLC, a CentralSquare Technologies Company for Migration of TrakIt.Net to CentralSquare’s Community Development Cloud Hosted Environment. Resolution No. 2023 - ______

6. 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 Requiring Historical Review. Resolution No. 2023 - ______

7. Resolution Authorizing the Town Manager to Enter Into an Agreement with Cities Digital, Inc., D.B.A. “CDI” for Migration of Laserfiche to Laserfiche Cloud. Resolution No. 2023 - ______

NEW BUSINESS
A. Presentation of the 2023-25 Proposed Budget
a. Overview of the 2023-25 Proposed Budget
b. Department Budgets
c. 2024-28 Proposed Capital Improvement Program
d. Wrap-up Discussion and Town Council Direction
B. Discussion and Direction Regarding Reinstituting the Bicycle Committee as a Citizen Advisory Committee.

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

D. Mayor and Councilmember Communications.

COMMUNICATIONS

ADJOURNMENT

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

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

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

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

Town Council Meeting June 13, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL MEETING AGENDA June 13, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

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

Join Zoom Meeting:

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

Meeting ID: 854 3789 2933
Weblink:
https://us02web.zoom.us/j/85437892933
Remote Public Comments:

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

Email: [email protected]

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE

PRESENTATION
Midpeninsula Regional Open Space District

1. Register of Demands Against the Town of Woodside from May 16 through 31, 2023.

Town Council Meeting June 13, 2023 Page 2

2. Approval of Minutes: Regular Meetings of February 28 and March 14, 2023.

3. Review and Accept Public Records Act (PRA) Response Procedures.

4. Resolution Authorizing the Town Manager to Execute an Agreement with Springbrook to Add the Accounts Receivable Module. Resolution No. 2023 - ______

7. Resolution Authorizing the Town Manager to Enter Into an Agreement with Cities Digital, Inc., D.B.A. “CDI” for Migration of Laserfiche to Laserfiche Cloud. Resolution No. 2023 - ______

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

D. Mayor and Councilmember Communications.

COMMUNICATIONS

ADJOURNMENT

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

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

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

TOWN OF WOODSIDE
Report to Town Council
From: Melissa Cardinale, Assistant to the Town Manager June 13, 2023 SUBJECT: VOLUNTEER COMMITTEE APPLICATIONS FOR REVIEW
Attached are the following volunteer committee applications for review:

Climate & Sustainability Committee
Terry Brooks Sculley
Adam Thomas
Dana Ward
The Town Council is also asked to appoint the following members of the Environment: Open Space, Conservation & Sustainability Committee to the two newly formed committees – Climate & Sustainability Committee and Environment & Conservation – as follows:

Climate & Sustainability Committee
Matt Richter
Alayna Van Dervort
Moira Zbella
Environment & Conservation
Sue Sweeney Burow
Francoise Decatrel
Casey Doughty
Donna Howe
Elizabeth Kerr
Moira Zbella
Recreation Committee
Ismael Rivera
Committee Appointments Page 1 Town Council Meeting June 13, 2023 Committee Appointments Page 2
Town Council Meeting June 13, 2023
Have you attended any meetings or programs of any Woodside committee or board? Which? I served on the Woodside Town Inaugural Open Space Committee for two years prior to having children.

I also was very active on the Woodside School PTA and was President of the SITE Council and served on the Design Lab Committee and Gifted and Talented and Diverse Learners Committees (I had both!).

I helped with creating a rough draft of the fencing rules for the town, much of which I believe was implemented.

My key points were to favor corral fencing for all properties, but to permit taller (yet not opaque) deer fencing for smaller properties and percentages of larger properties so residents could have reasonable garden areas with roses and produce.

The idea was to keep Woodside rural and not “opaque fenced/walled and gated like Atherton or Bel Air so that nature and neighborliness could be supported.

Also I emphasized the importance of maintaining and enhancing the equestrian and pedestrian trail systems so that the horse community could thrive, but also so animals could pass through and children could have adventures exploring our town.

Committee Appointments Page 3
Town Council Meeting June 13, 2023
Committee Appointments Page 4
Town Council Meeting June 13, 2023
Committee Appointments Page 5
Town Council Meeting June 13, 2023
Committee Appointments Page 6
Town Council Meeting June 13, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 1
From: Paula Wong, Management Analyst June 13, 2023
Kevin Bryant, Town Manager
SUBJECT: REGISTER OF DEMANDS AGAINST THE TOWN OF WOODSIDE FROM MAY 16 THROUGH MAY 31, 2023
Per Town of Woodside Municipal Code Title III, Administration, Chapter 31.03.F the attached register of demands May 16 through May 31, 2023 have been prepared, audited, and certified, by the Administrative Services Manager.

Attachment

1. Register of Demands May 16 through May 31, 2023
Item 1 Page 1 Town Council Meeting June 13, 2023
Accounts Payable
User:

Printed:
paula.wong
6/2/2023 8:04 AM
Checks by Date - Detail by Check Date
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42004 3021 Natalia Amatuni 05/25/2023
Refund05.22.23 1540 Portola Rd BLDG2022-0428 Permit Finaled.1540 Portola Rd BLDG2022-0428 Permit Finaled. 1,000.00 Total for Check Number 42004: 1,000.00
42005 2832 Nancy Atkinson 05/25/2023
DefSpac05.22.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42005: 3,000.00
42006 3019 Zavisa Dogic 05/25/2023
DefSpac05.19.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 2,200.00 Total for Check Number 42006: 2,200.00
42007 2353 Bing Gordon 05/25/2023
Refund05.16.23 179 Albion Avenue BLDG2019-0086-0087/BLDG2021-0128 179 Albion Avenue BLDG2019-0086-0087/BLDG2021-0128 5,000.00 Total for Check Number 42007: 5,000.00
42008 1524 Carole Kushnir 05/25/2023
DefSpac05.17.23 Defensible Space Matching Fund Program FY23 2nd submittal Defensible Space Matching Fund Program FY23 1,500.00 Total for Check Number 42008: 1,500.00
42009 2772 Scott Schnugg 05/25/2023
DefSpac05.15.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 890.00 Total for Check Number 42009: 890.00
42010 3018 Grace Tse 05/25/2023
DefSpac05.15.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42010: 3,000.00
42011 3020 Tusca, LLC 05/25/2023
Refund05.16.23 568 Mountain Home Rd BLDG2019-0634 568 Mountain Home Rd BLDG2017-0157 1,000.00 Refund05.16.23 568 Mountain Home Rd BLDG2019-0082 568 Mountain Home Rd BLDG2017-0157 1,875.00 Refund05.16.23 568 Mountain Home Rd BLDG2017-0157 568 Mountain Home Rd BLDG2017-0157 3,150.00 Refund05.16.23 568 Mountain Home Rd BLDG2017-0157 568 Mountain Home Rd BLDG2017-0157 450.00 Refund05.16.23 568 Mountain Home Rd BLDG2019-0634 568 Mountain Home Rd BLDG2017-0157 120.10 Refund05.16.23 568 Mountain Home Rd SITE2017-0017 568 Mountain Home Rd BLDG2017-0157 42.18 Total for Check Number 42011: 6,637.28
42012 1033 AT&T - 939-103-5060 05/25/2023
000019954961 6508511294 Phone (Museum) 04.13.23-05.12.23 Phone (Museum) 04.13.23-05.12.23 25.45 Total for Check Number 42012: 25.45
42013 1035 AT&T - 939-103-5062 05/25/2023
000019954962 6508515591 TC/Woodside Pump Station 04.13.23-05.12.23 Phone (Town Center/Woodside Pump Station) 04.13.23-05.12.23 26.74 AP Checks by Date - Detail by Check Date (6/2/2023 8:04 AM) Page 1 Item 1 Page 2
Town Council Meeting June 13, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42013: 26.74
42014 1039 AT&T Mobility 05/25/2023
873236230X05062023 Cell phones 873236320 03.29.23-04.28.23 Cell phones 873236320 03.29.23-04.28.23 127.04 Total for Check Number 42014: 127.04
42015 2120 Bay Area Paving Company, Inc. 05/25/2023
C59-157 Storm Drain Improvements & Paving: 135 Farm Road Storm Drain Improvements & Paving: 135 Farm Road 32,877.00 Total for Check Number 42015: 32,877.00
42016 1062 California Water Service 05/25/2023
W1367 05.10.23 1367116666 WHHA 24 Median Meters+1 Town Median 04.12.23-05.09.23 WHHA 24 Median Meters+1 Town Median Meter 04.12.23-05.09.23 955.59 Total for Check Number 42016: 955.59
42017 1063 California Water Service 05/25/2023
W2367 05.09.23 2367116666 Mt Home & Woodside 04.11.23-05.08.23 2367116666 Mt Home & Woodside 04.11.23-05.08.23 32.72 Total for Check Number 42017: 32.72
42018 1065 California Water Service 05/25/2023
W4562 05.10.23 4562104183 5001 Farmhill Blvd, Barkley Fields 04.12.23-05.09.23 4562104183 5001 Farmhill Blvd, Barkley Fields 04.12.23-05.09.23 6,936.53 Total for Check Number 42018: 6,936.53
42019 1066 California Water Service 05/25/2023
W5527 05.04.23 5527147592 BG Construction Mtr 62261013 04.06.23-05.03.23 5527147592 BG Construction Mtr 62261013, 04.06.23-05.03.23 82.26 Total for Check Number 42019: 82.26
42020 1067 California Water Service 05/25/2023
W6167 05.09.23 6167116666 2955 Woodside Rd. 04.11.23-05.08.236167116666 2955 Woodside Rd. 04.11.23-05.08.23 541.95 Total for Check Number 42020: 541.95
42021 1068 California Water Service 05/25/2023
W6408 05.09.23 6408116666 3140 Woodside Road 04.11.23-05.08.236408116666 3140 Woodside Road 04.11.23-05.08.23 777.00 Total for Check Number 42021: 777.00
42022 1069 California Water Service 05/25/2023
W8508 05.09.23 8508116666 Woodside & Canada Ln, 04.11.23-05.08.23 8508116666 Woodside & Canada Ln. 04.11.23-05.08.23 82.36 Total for Check Number 42022: 82.36
42023 1077 Jason Chen 05/25/2023
Dentdeduc052423 Reimbursement-2022 Dental Deductible for Service on 02.09.22 Reimbursement-2022 & 2023 Dental Deductible 75.00 Dentdeduc052423 Reimbursement-2023 Dental Deductible for Service on 01.28.23 Reimbursement-2022 & 2023 Dental Deductible 75.00 Reimb. 04.12.23 Annual Certificate Renewal: International Code Council Annual Certificate Renewal: International Code Council 100.00 Total for Check Number 42023: 250.00
42024 2967 Dyett & Bhatia 05/25/2023
22-589-03 Housing Element/HE CEQA Consultant: January-February 2023 Housing Element/HE CEQA Consultant: January-February 2023 43,290.00 22-589-04 Housing Element/HE CEQA Consultant: March 2023 Housing Element/HE CEQA Consultant: March 2023 23,157.50 22-589-05 Housing Element/HE CEQA Consultant: April 2023Housing Element/HE CEQA Consultant: April 2023 28,100.00 Total for Check Number 42024: 94,547.50
42025 2786 Joshua Ellsworth 05/25/2023
AP Checks by Date - Detail by Check Date (6/2/2023 8:04 AM) Page 2 Item 1 Page 3
Town Council Meeting June 13, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
WS-307 GIS: Cycle 6 Housing Element Task 2-August 2022-April 2023 GIS: Cycle 6 Housing Element Task 2-August 2022-April 2023 2,640.00 Total for Check Number 42025: 2,640.00
42026 1357 Steve Gill 05/25/2023
AC 05.05.23 Honorarium:1st Friday Presentation Arts & Culture May 2023 Honorarium:1st Friday Presentation Arts & Culture May 2023 300.00 Total for Check Number 42026: 300.00
42027 2801 Green Halo Systems Inc 05/25/2023
4275 Waste Tracking System Month Fee: May 2023 Waste Tracking System Month Fee: May 2023 117.00 Total for Check Number 42027: 117.00
42028 2992 Jessica Hatfield 05/25/2023
AC 05.05.23 WACC 1st Friday Live Recording: Set Up/Rehearsal/Editing-May WACC 1st Friday Live Recording: Set Up/Rehearsal/Editing-May 340.00 Total for Check Number 42028: 340.00
42029 1558 Lisa Keith 05/25/2023
AC 05.15.23 Arts & Culture 1st Friday Publicity Expenses 02.14.22-05.15.23 Arts & Culture 1st Friday Publicity Expenses 02.14.22-05.15.23 1,440.00 Total for Check Number 42029: 1,440.00
42030 2813 Occasions, etc. 05/25/2023
34243 Nameplate Nameplate 33.49
Total for Check Number 42030: 33.49
42031 1245 ODP Business Solutions, LLC 05/25/2023
305919339001 Supplies:RETURN Tea, HP Printer Ink CREDIT Invoice#310837491001 Supplies:RETURN Tea, HP Printer Ink CREDIT Invoice#310837491001 -101.54 306053455001 Supplies:Coffee Supplies:Coffee 10.99
306396848001 Supplies:Copy Paper Supplies:Copy Paper 54.13 307288036001 Supplies:Notepads,Printer Ink,Paper Clips,Glue Stick,Env. Sealer Supplies:Notepads,Printer Ink,Paper Clips,Glue Stick,Env. Sealer 177.88 307580483001 Supplies:Copy Paper Supplies:Copy Paper 157.68 307716247001 Supplies:Labels Supplies:Labels 141.49
307751434001 Supplies:Serving Tongs Supplies:Serving Tongs 12.49 307888367001 Supplies:Serving Spoons Supplies:Serving Spoons 19.65 307888383001 Supplies:Serving Spoons Supplies:Serving Spoons 18.13 307888387001 Supplies:Lunchroom Mugs Supplies:Lunchroom Mugs 61.23 307920095001 Supplies:Binder Supplies:Binder 28.58
307920700001 Supplies:Post-It Notes Supplies:Post-It Notes 20.04 308363364001 Supplies:Coffee Supplies:Coffee 43.98
308363367001 Supplies:Coffee, Napkins Supplies:Coffee, Napkins 50.12 308386849001 Supplies:Copy Paper, Coffee-Mate Supplies:Copy Paper, Coffee-Mate 101.79 308395650001 Supplies:Serving Spoons Supplies:Serving Spoons 26.21 308437690001 Supplies:RETURN Napkin CREDIT Invoice #308363367001 Supplies:RETURN Napkin CREDIT Invoice #308363367001 -15.95 308443088001 Supplies:Napkins Supplies:Napkins 15.95
309198222001 Supplies:Clipboard Storage Supplies:Clipboard Storage 32.18 309526369001 Supplies:Hanging Folders Supplies:Hanging Folders 159.16 310127398001 Supplies: Rubberbands, First Aid Supplies: Rubberbands, First Aid 33.99 310837491001 Supplies:Tea, HP Printer Ink Supplies:Tea, HP Printer Ink 101.54 310840048001 Supplies:Tea, File Folders Supplies:Tea, File Folders 58.02 310850222001 Supplies:Coffeemate Supplies:Coffeemate 24.98 310850510001 Supplies:Coffee Creamer Supplies:Coffee Creamer 51.82 313422615001 Supplies:Desk Shelf Supplies:Desk Shelf 22.40 Total for Check Number 42031: 1,306.94
42032 1248 Pacific Gas & Electric 05/25/2023
P0537 05.18.23 Canada College/Farm Hill 0537900773-4 04.12.23-05.11.23 Canada College Traffic Signals 0537900773-4 04.12.23-05.11.23 77.15 AP Checks by Date - Detail by Check Date (6/2/2023 8:04 AM) Page 3 Item 1 Page 4
Town Council Meeting June 13, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42032: 77.15
42033 1249 Pacific Gas & Electric 05/25/2023
P0961 05.17.23 5001 Farm Hill/Barkely 0961067232-2 04.11.23-05.10.23 5001 Farm Hill/Barkley PGE 0961067232-2 04.11.23-05.10.23 342.68 Total for Check Number 42033: 342.68
42034 1250 Pacific Gas & Electric 05/25/2023
P1399 05.22.23 1399341562-2 Street Lamp 04.18.23-05.16.23 1399341562-2 TH Street Lamp 04.18.23-05.16.23 18.74 Total for Check Number 42034: 18.74
42035 1251 Pacific Gas & Electric 05/25/2023
P3590 05.12.23 TH #2 3590823804-7 Gas 04.12.23-05.11.23 Town Hall -Gas 3590823804-7 04.12.23-05.11.23 165.29 Total for Check Number 42035: 165.29
42036 1252 Pacific Gas & Electric 05/25/2023
P3663 05.14.23 Library 1 Gas 3663254289-4 04.14.23-05.12.23 Library 1 Gas PGE 3663254289-4 04.14.23-05.12.23 66.83 Total for Check Number 42036: 66.83
42037 1253 Pacific Gas & Electric 05/25/2023
P3674 05.17.23 TH 3; 3674157132-1 04.11.23-05.10.23 Town Hall 3; 3674157132-1 04.11.23-05.10.23 521.74 Total for Check Number 42037: 521.74
42038 1254 Pacific Gas & Electric 05/25/2023
P3704 05.18.23 Library 2- PGE3704920953-1 04.13.23-05.11-23 Library 2- PGE3704920953-1 04.13.23-05.11-23 851.21 Total for Check Number 42038: 851.21
42039 1255 Pacific Gas & Electric 05/25/2023
P5632 05.17.23 Town Hall 4 PGE 5632637403-2 04.11.23-05.10.23Town Hall 4 PGE 5632637403-2 04.11.23-05.10.23 1,543.66 Total for Check Number 42039: 1,543.66
42040 1256 Pacific Gas & Electric 05/25/2023
P5827 05.10.23 Entrance Canada Coll. 5827359418-2 04.05.23-05.04.23 Traffic Canada College 5827359418-2 04.05.23-05.04.23 44.99 Total for Check Number 42040: 44.99
42041 1257 Pacific Gas & Electric 05/25/2023
P9226 05.17.23 TC Pump 9226135810-2 04.11.23-05.10.23 TC Pump 9226135810-2 04.11.23-05.10.23 465.01 Total for Check Number 42041: 465.01
42042 1258 Pacific Gas & Electric 05/25/2023
P9809 05.17.23 TC Questa Pump 9809469106-4 04.11.23-05.10.23TC Questa Pump 9809469106-4 04.11.23-05.10.23 32.32 Total for Check Number 42042: 32.32
42043 1276 Roberts Market 05/25/2023

04.30.23 Grocery & Hardware Supplies April 2023 Grocery & Hardware Supplies April 2023 591.11 Total for Check Number 42043: 591.11
42044 2122 San Mateo County Public Safety Communications 05/25/2023 WDPD-23-04 Quarterly Dispatch Services for WPD Q4 April-June 2023 Quarterly Dispatch Services for WPD Q4 April-June 2023 30,504.50 Total for Check Number 42044: 30,504.50
AP Checks by Date - Detail by Check Date (6/2/2023 8:04 AM) Page 4 Item 1 Page 5
Town Council Meeting June 13, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42045 2956 San Mateo Resource Conservation District 05/25/2023 3-CB-GEN Compost Broker Service:Jurisdiction Allocation Jan-March 2023 Compost Broker Service:Jurisdiction Allocation Jan-March 2023 526.11 Total for Check Number 42045: 526.11
42046 1513 St. Francis Electric, LLC 05/25/2023
171050109 TS & SL Maintenance- April 2023 TS & SL Maintenance- April 2023 290.00 Total for Check Number 42046: 290.00
42047 1385 Stepford 05/25/2023
2301292 HP ProBook 440 G9 Notebook 14" HP ProBook 440 G9 Notebook 14" 1,938.49 2301293 HP SBUY EliteOne Desktop Computers(2) HP SBUY EliteOne Desktop Computers(2) 3,960.43 Total for Check Number 42047: 5,898.92
42048 1355 The Reveg Edge 05/25/2023
2315 Kite Hill Mowing 04.23.23 Kite Hill Mowing 04.23.23 840.00 2316 Kite Hill Mowing 04.24.23 Kite Hill Mowing 04.24.23 1,020.00 2317 Kite Hill: Waypoint Lab Soil Tests Kite Hill Mowing 04.29.23 & Soil Tests 384.00 2317 Kite Hill Mowing 04.29.23 Kite Hill Mowing 04.29.23 & Soil Tests 360.00 2320 Kite Hill: Gather Soil Samples Village Hill/Kite Hill Mowing 05.06.23 & Soil Sampling 180.00 2320 Village Hill & Kite Hill Mowing 05.06.23 Village Hill/Kite Hill Mowing 05.06.23 & Soil Sampling 480.00 2320 Kite Hill: USPS Shipping for Soil Samples to Waypoint Lab Village Hill/Kite Hill Mowing 05.06.23 & Soil Sampling 40.65 2322 Village Hill & Kite Hill Mowing 05.12.23 Village Hill & Kite Hill Mowing 05.12.23 840.00 2323 Waypoint Lab Tests,Mailing,Fertilizer Pellets Village Hill/Kite Hill Mowing 05.19.23,Soil Sampling,Tests 201.00 2323 Village Hill & Kite Hill Mowing 05.19.23,Soil Sampling Village Hill/Kite Hill Mowing 05.19.23,Soil Sampling,Tests 900.00 Total for Check Number 42048: 5,245.65
42049 1313 Town of Atherton 05/25/2023
TC 05.23.23 Council of Cities Dinner/Meeting 05.26.23 Council of Cities Dinner/Meeting 05.26.23 110.00 Total for Check Number 42049: 110.00
42050 1318 U.S. Bank 05/25/2023
PCard05.15.23 SMC Recorder: County Filing Fee Employee Procurement Card Statement 05.15.23 45.00 PCard05.15.23 ASCAP: Annual License Fee Employee Procurement Card Statement 05.15.23 428.49 PCard05.15.23 APWA: Chapter Lunch/Meeting Employee Procurement Card Statement 05.15.23 60.00 PCard05.15.23 MMANC:Muni Mgmt Assoc No CA Membership Renewal Employee Procurement Card Statement 05.15.23 75.00 PCard05.15.23 MMANC:2023 Annual Conference Registration Employee Procurement Card Statement 05.15.23 525.00 PCard05.15.23 Hyatt: MMANC 2023 Annual Conference Hotel-1 Night Deposit Employee Procurement Card Statement 05.15.23 258.08 PCard05.15.23 ULINE: Protective Coveralls Employee Procurement Card Statement 05.15.23 1,480.52 PCard05.15.23 CurrentConnected:Portable Blue Smart Charger-Ham Radio Employee Procurement Card Statement 05.15.23 182.77 PCard05.15.23 SMC Parking: Parking for County Filing Employee Procurement Card Statement 05.15.23 1.00 PCard05.15.23 Zoom: Video Conferencing Fee (Month) Employee Procurement Card Statement 05.15.23 15.99 PCard05.15.23 Daniels Kitchen: Staff Lunch Cinco de Mayo Employee Procurement Card Statement 05.15.23 507.62 PCard05.15.23 Costco: Meeting Refreshments Employee Procurement Card Statement 05.15.23 80.94 PCard05.15.23 Amazon:Stevia Sweetener Employee Procurement Card Statement 05.15.23 30.83 PCard05.15.23 Zoom: Video Conferencing Fee (Month) Employee Procurement Card Statement 05.15.23 15.99 Total for Check Number 42050: 3,707.23
42051 1325 U.S. Postal Service 05/25/2023
BulkMail05.10.23 Replenish Bulk Mail Account -Permit# 205 Replenish Bulk Mail Account -Permit# 205 3,000.00 Total for Check Number 42051: 3,000.00
42052 2218 Wex Bank 05/25/2023
89077359 Chevron Gas Card for Fleet 04.07.23-05.06.23 Chevron Gas Card for Fleet 04.07.23-05.06.23 1,395.10 AP Checks by Date - Detail by Check Date (6/2/2023 8:04 AM) Page 5 Item 1 Page 6
Town Council Meeting June 13, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42052: 1,395.10
42053 2242 Paula Wong 05/25/2023
Dentdeduc052223 Reimbursement-2023 Dental Deductible for Service on 05.03.23 Reimbursement-2023 Dental Deductible for Service on 05.03.23 75.00 Total for Check Number 42053: 75.00
42054 1338 Woodside & Portola Private Patrol 05/25/2023 190861 Monthly Commercial Patrol Service Barkley Field June 2023 Monthly Commercial Patrol Service Barkley Field June 2023 3,100.00 Total for Check Number 42054: 3,100.00
Total for 5/25/2023: 225,240.09
Report Total (51 checks): 225,240.09
AP Checks by Date - Detail by Check Date (6/2/2023 8:04 AM) Page 6 Item 1 Page 7
Town Council Meeting June 13, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 2
From: Jennifer Li, Town Clerk June 13, 2023
Reviewed By: Kevin Bryant, Town Manager
SUBJECT: MINUTES FOR APPROVAL
The draft Town Council minutes of the regular meetings of February 28 and March 14, 2023 are attached for review and approval.

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TOWN OF WOODSIDE
TOWN COUNCIL MEETING MINUTES February 28, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

The meeting was held as a hybrid meeting with the option to attend by teleconference/video conference or in person, in compliance with Town of Woodside Resolution No. 2023-7534.

CALL TO ORDER
Mayor Shaw called the meeting to order at 7:00 p.m.

ROLL CALL

Present: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw Staff Present:

Kevin Bryant, Town Manager
Jean Savaree, Town Attorney
Sage Schaan, Planning Director
Sarah Filipe, Associate Planner
Sean Rose, Town Engineer/Director of Public Works
Sindhi Mekala, Senior Engineer
Jennifer Li, Town Clerk

PLEDGE OF ALLEGIANCE
Liam and Freddie, Woodside Elementary School students, led the Pledge of Allegiance.

COMMUNICATIONS
Sue Sweeney Burow, Sheridan Way, spoke of the need for automated license plate readers in the Woodside Hills neighborhood, and looks forward to receiving updates.

CONSENT CALENDAR

1. Register of Demands Against the Town of Woodside from February 1 through 15, 2023.

2. 2022-23 January Monthly Investment Activity Report.

3. Resolution (1) Approving Plans and Specifications for the 2023 Road Rehabilitation Project and (2) Authorizing the Town Manager to Advertise for Bids and to Execute a Contract with the Lowest Responsive and Responsible Bidder.

Resolution No. 2023 - 7562

4. Annual Progress Report for the Fifth Cycle (2015-23) Housing Element.

5. Resolution Increasing Membership for the Woodside History Committee.

Resolution No. 2023 - 7563

6. Resolution (1) Authorizing the Town Manager to Execute a Construction Contract with Andreini Brothers Inc. for the Glens Path Phase 2 and Phase 3 Project, and (2) Concurring with the Findings in the Town’s Response Letter to the Bid Protest Filed by Gradetech, Inc.

Resolution No. 2023 - 7564
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7. Resolution Authorizing the Town Manager to Enter Into a Sewer Extension Partial Reimbursement Agreement with the Owners of 220 Laning Drive for Design and Construction of a Public Sanitary Sewer Main Extension on Laning Drive.

Resolution No. 2023 - 7565
Mayor Shaw pulled Item 5 for discussion.

Councilmember Brown pulled Item 3 for discussion.

Regarding Item 3, Councilmember Brown urged the Council to consider the long-term impacts on roadways and sewer systems of increased housing units.

Councilmember Brown moved approval of the Consent Calendar Item 3.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
Regarding Item 5, Mayor Shaw invited Thalia Lubin to speak.

Thalia Lubin, Chair of the Woodside History Committee, spoke of: the upcoming Volunteer Fair on June 6, 2023; a request for Council to check in with the Committee prior to increasing membership since some members may be interested in stepping down; preference for keeping an odd number of members for voting purposes.

The Council’s comments included: membership is a topic worth exploring and finding a policy that works for everybody; perhaps the Volunteerism Committee can see if there is a way to achieve what Ms. Lubin is looking for without discouraging folks from participating; the Committee Handbook has policies regarding attendance; the Circulation Committee has an attendance issue; the need for Chairs to report on issues to the Council; expectations need to be set for volunteers.

Councilmember Wall moved approval of the Consent Calendar Item 5.

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

AYES: Councilmembers Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: Brown
Councilmember Fluet moved approval of the Consent Calendar Items 1, 2, 4, 6, and 7.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None

OLD BUSINESS
Councilmember Brown stated he needed to be recused due to living within 500 feet of the proposed housing site at High Road, and left the room at 7:16 p.m.

A. Information Only: Update on Todo El Mundo/High Road Housing Site and PG&E Gasline.

Mr. Bryant stated: this is a repeat of information shared two weeks ago prior to Public Comment, which is a follow-up on the January 31st meeting in which staff took the direction regarding the proposed Item 2 Page 3
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housing sites at Raymundo Drive and Todo El Mundo/High Road; staff was asked to confirm with PG&E about a gas pipeline at or near the High Road site, and PG&E has confirmed that it is in the public right-of-way on Todo El Mundo; PG&E also confirmed that the Town has an easement on that property for electric transmission; neither of these two facts from a utility’s perspective preclude development of the property.

Councilmember Goeld stated: he disagreed with the statement that Council gave direction to staff to include the High Road site contingent on confirming that the PG&E gas transmission line is located within the public right-of-way; the Council needed more information before making a determination; a request for why staff brought this back to the Council if staff already shared the information two weeks ago.

In response to Councilmember Goeld’s question, Mayor Shaw stated: placement on the agenda is to address Councilmember Goeld’s concerns that it was not a publicly noticed report by the Town Manager on February 14, 2023.

In response to Councilmember Goeld’s question about the status of submittal to HCD, Mr. Bryant stated: since January 31, 2023, staff has been working on including the two sites and responding to HCD’s comments with respect to Affirmatively Furthering Fair Housing (AFFH); depending on tonight’s action, the draft is ready to be posted for the required seven days and submitted to the State for their second review.

Councilmember Goeld stated: his relief that the plan has not been submitted yet; he will save his comments for the next agenda item; there was a potential Brown Act violation two weeks ago, and that was corrected tonight; his hope that Council provides the opportunity for folks to feel their voices were heard before submitting the plan to HCD.

The Public Comment Period opened at 7:24 PM.

Dick Brown, N Gate Drive, stated: housing is the most consequential decision for the Council to make, and it is important to record where the Council stands.

Dick Brown left the room at 7:26 p.m.

B. Procedural Motion: Should the Revised Draft Housing Element Responding to the Department of Housing and Community Development (HCD) Be Agendized for Further Discussion Prior to Resubmission to HCD?
Mayor Shaw asked for a straw vote on whether the current draft response to HCD should be agendized for further discussion.

AYES: Councilmember Goeld
NOES: Councilmembers Dombkowski, Fluet, Wall, and Mayor Shaw ABSENT: Councilmember Brown
The Council’s questions included: in the last two years, how many public meetings have dealt with the Housing Element; whether staff understood the direction from the January 31, 2023, meeting that the High Road site would be included unless PG&E stated the gas line was on the property; whether this procedural motion already provides transparency of the Council’s position on the Housing Element.

In response to the Council’s questions, Mr. Bryant stated: there were three subcommittee meetings, six Planning Commission meetings, and seven Town Council meetings, not including February 14 or tonight; staff understood the direction given on January 31, 2023.

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In response to Council’s question, Ms. Savaree stated: if there is no interest to agendize this, then staff will continue to post and submit the revised draft to HCD.

The Public Comment Period opened at 7:32 p.m.

Marilyn Voelke, Roan Place, stated: it was clear to her that the plan was being submitted, and is surprised to hear that Councilmember Goeld feels there has not been sufficient openness, clarity, and notice at this stage.

Dick Brown, N Gate Drive, stated: the gas pipeline is a 30” pipeline, the same size as what blew up in San Bruno years ago.

Steve Lubin, Palm Circle Road, asked to see a copy of the revised draft Housing Element.

In response to Mr. Lubin’s question, Mr. Bryant stated: it will be posted online within the next few days for the seven-day public review period.

The Public Comment Period closed at 7:35 p.m.

Councilmember Goeld brought maps to pass around the room.

Councilmember Goeld stated: there will be no formal action during the seven-day public review period; his disappointment is in the lack of thoroughness in the process; he disagrees with the conclusion that Council granted some sort of proxy right to the Town Manager for moving ahead with submitting to HCD after confirming the location of the pipeline; the parcel maps for the area are misleading; Council needs the correct information to make decisions; since the gas transmission line issue was raised, there has not been enough transparency and information; all he asks is for a more wholesome hearing on this issue for the people that are impacted by this; the expectations were quite clear that Council required more information before making a determination on whether to include the High Road site; the issue is important enough to delay submission to HCD for another two weeks.

The Council’s comments included: nothing in the submission to HCD indicates the site will be developed; if the property owner decides to develop, it will go through the public review process where issues can be raised; limiting sites when there is no evidence to suggest that they are not viable building sites is just as disingenuous; disagreement with the assertion that there was a lack of sufficient notice, clarity, and transparency; Councilmember Goeld made some unsubstantiated opinions sound like facts, which is misleading; having trust in staff; the need to move forward with the submission to HCD; how Councilmember Goeld could have been more transparent himself during the January 31st meeting by bringing up the pipeline issue during questions of staff rather than deliberations.

In response to the Council’s question of whether the Council exhibited any behavior throughout the entire process that would cause concern, Ms. Savaree stated: all actions have been public and similar to how other Councils have been conducting business related to the Housing Element.

Councilmember Goeld stated: we will just need to agree to disagree; he expected a full report from PG&E and from staff, which he has yet to see.

In response to Councilmember Goeld’s question of why this is on the agenda tonight if there was not a Brown Act violation two weeks ago, Ms. Savaree stated: she advised Mayor Shaw to place it on the agenda out of respect for a fellow councilmember.

Councilmember Goeld stated: he emailed staff on December 14, 2022, requesting a survey of the High Road site in order to report the demerits of the High Road site; it is sad that the newest councilmember needs to bring up the facts about the gas pipeline.

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Councilmember Goeld moved to agendize further discussion of the Housing Element.

There was no second motion, and the motion failed.

Councilmember Fluet moved to not agendize further discussion of the Housing Element, which will initiate the public comment period and submittal to HCD.

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

AYES: Councilmembers Dombkowski, Fluet, Wall, and Mayor Shaw NOES: Councilmember Goeld
ABSENT: Councilmember Brown
Councilmember Brown returned to the room at 8:21 P.M.

PUBLIC HEARING
C. Review of two appeals of the Planning Commission’s decision to approve a Tentative Map for a Land Division (LDIV2020-0001) and associated Mitigated Negative Declaration (CEQA2020- 0001), to divide one existing legal parcel of record at 988 Godetia Drive (APN: 068-301-100) into two legal parcels (Parcel A and Parcel B). The existing property is 4.96 acres. Proposed Parcel A would be approximately 1.97 acres and proposed Parcel B would be approximately

2.98 acres. No development is proposed with this application.

Resolution Nos. 2023 - 7566 and 2023 - 7567
Mayor Shaw thanked the appellants for their graciousness in agreeing to move this item from the February 14, 2023, meeting to tonight.

Mr. Schaan provided a brief overview of the parcel map process, and clarified this is not a SB9 lot split.

Ms. Filipe presented the staff report.

The Council’s questions included: a clarification of the necessary infrastructure improvements regarding fire suppression; an explanation of the drainage issues and how those might be remediated; a clarification of the 2004 moratorium; whether the industry standards for drainage are proposed to be changed.

In response to the Council’s questions, Mr. Schaan stated: there was some delay in deeming the project complete; an upgrade for some of the waterline infrastructure in the area was necessary; one of the conditions on the tentative map is to ensure that the infrastructure is installed prior to the approval of the final map; drainage is an important issue in Town overall; with regards to the process, the Council is reviewing a lot split; the current proposal provides an area where development could occur, however, it does not propose development at this time; drainage details come with a specific proposal, and should show that the velocity or the amount of flow that currently comes off the site does not increase; the 2004 moratorium was not directly related to any previous project on site, but related to an idea of creating a specific plan for the Godetia area; in 2004, the Planning Commission recommended that the Town Council impose a moratorium on Subdivisions, however, no further action has taken place since then.

In response to Council’s questions, Mr. Rose stated: the drainage system is a combination of public and private infrastructure; this is a low-lying area that collects water from the hills above; staff is currently evaluating the drainage situation; regarding industry standards, the Town requires designing to 25-year storms; there are cases to design to a 100-year flood, depending on location, however, that’s usually related to flood insurance; there are challenges with the increasing storms (i.e., climate change) and designing up to a higher frequency.

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Mayor Shaw invited the appellants to make their presentations.

Maggie Mah, Jefferson Ave, stated: the drainage issues stem from the lack of planning for the area; changing the lot line adds pressure and expectations to develop; with every successive development in a sensitive area like this, drainage and erosion problems multiply; an overall plan for drainage and water management for this area is urgently needed, and must be done before any more development activities, including Land Divisions, can be allowed to continue; it was supposed to happen in 2004 and did not; properties have been rendered unusable, horses have been injured, and at least one property that was developed is under litigation; the General Plan emphasizes the importance of maintaining and preserving the equestrian heritage; approval of this Land Division will render the property unusable for horses.

Christina Galindo, Jefferson Ave, stated: her property has been damaged the most by the drainage issues; her horses were evacuated and have not been able to return; there needs to be a plan/solution for the area prior to approving more development; only one Planning Commissioner walked the property, and was the only person who voted against the application.

Councilmember Goeld asked for clarification about Ms. Galindo’s barn flooding.

In response to Councilmember Goeld’s question, Ms. Galindo spoke of how she and about 20 other people can verify that there had been no flooding on her property in the 20+ years prior to October 2021.

Stephan Fitch, applicant, stated: many of the concerns about the community and runoff are beyond his land division application; the California Environmental Quality Act (CEQA) guidelines have a hydrology component; there are no plans for development, so they will not be contributing to additional runoff; he loves horses and tried renting the barn, however, there is no market; there is a drain pipe on the corner of Godetia Drive and Jefferson Avenue that is maintained by the City of Redwood City, and directs the water across the golf course to Farm Hill Boulevard, away from Ms. Galindo’s and Ms. Mah’s properties; there are at least three drainage points along his property that are not backed up and are operating fine; they started the process in 2017, followed the Woodside Municipal Code, and none of the issues were raised until the recent Planning Commission meeting.

There were no questions of the applicant.

The Public Comment Period opened at 9:18 p.m.

Steve Lubin, Palm Circle Road, spoke of: the importance of considering development at the Land Division stage; his experience on the Planning Commission in the 1970’s when there were many subdivisions and how they needed to ensure percolation tests passed and that there was development potential; the challenges of the existing site (e.g., steep slopes); the horrendous damage to the neighborhood caused by poor drainage; planning for a 25-year storm is insufficient.

Mayor Shaw asked staff if any consideration was given to the steep slopes and other challenges raised by Mr. Lubin.

In response to Mayor Shaw’s question, Mr. Schaan stated: as part of the concept map process, the application is reviewed by the Subdivision Review Committee consisting of the County Health officer, the Town Engineer, the Planning Director, the Fire Marshal, and sometimes the Fire Chief; the County Health officer requires percolation tests, and did not take objection to a potential viable septic system being installed at the lower part of the property; a percolation test was performed; regarding the slopes, most of this area, if not all, are natural slopes; it is common to bore septic lines beneath steep slopes; the Lot Slope Density formula yields two lots.

Marilyn Voelke, Chair of the Planning Commission, stated: although only one person contacted the applicant to walk the lot, other Commissioners carefully viewed the lot before the meeting; many of the Item 2 Page 7
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issues raised tonight were already thoroughly discussed at the Planning Commission meeting; the majority of the Planning Commission agreed to proceed with the application, even in view of some of the concerns expressed; whether Council might consider it appropriate, in a lot split like this where the property owner retains the upper level, to burden them with having to retain some of their water (i.e., do something more to manage their water) before they are allowed to split off the lower end; there is another development in the area that the Planning Commission had nothing to do with that is causing many drainage problems; with all the recent rain, there has been a lot of failure, and it is important for Council to consider this issue; something must be done in this area to address the cumulative effects on the neighborhood.

Kim Hansen, Raymundo Drive, spoke of: never seeing the environmental issues that are occurring now when she lived in the area in the 2000s; all the development in sensitive areas has exacerbated issues.

Thalia Lubin, Palm Circle Road, stated: there needs to be overall planning for the area for the public/private drainage issues; since the applicant stated there is no immediate development project proposed, perhaps there is time for a development moratorium to look at the bigger picture, plan, and solve the drainage issues.

The Public Comment Period closed at 9:33 p.m.

Councilmember Brown stated: agreement that there needs to be some kind of long-range planning; concern for how restrictive roadways are for fire evacuations; a suggestion to request that the property owner manages drainage on the property and find ways to reduce existing runoff.

Mr. Fitch stated: all the water from the main house and accessory structure already moves away from the hill and into rock outfalls on the other side of the hill on his property; there is a drain located at the base of proposed Lot A at the corner of Jefferson Avenue and Godetia Drive; according to Justin Chapel, Public Works of the City of Redwood City, the water from that drain goes away from the downhill area, across Menlo Country Club, and down to Farm Hill Boulevard; there has not been any flooding in his meadow; along the frontage of Jefferson Avenue, there are two drain points handling all of the water; from the driveways and roadways on Midglen Way, the water comes down to Jefferson Avenue, is funneled through the main drain point in front of his property, goes into a neighboring property, then into a huge engineered drainage pipe towards Ms. Galindo’s house; his property is not contributing to the drainage issues.

Maggie Mah, Jefferson Avenue, stated: she does not know where the drain pipes head, however, she knows they go towards Godetia Drive; she does not understand how water entering a drain at the corner of Jefferson Avenue and Godetia Drive could flow uphill, then down over to West California Way, and end up towards the Menlo Country Club; the idea of burdening the existing property with not dumping as much water really misses the point; until there is a plan to handle these development projects, there should not be any more of it; these projects have been allowed to continue, and the cumulative impacts to this neighborhood are horrendous; significant harm has been done, and allowing more development will make it worse.

Ms. Galindo stated: water goes downhill and straight onto her property; she disagrees with Mr. Fitch and is happy to submit her engineers’ findings.

Mr. Fitch’s questions and comments included: what radius in the neighborhood should all development stop while the issues are being addressed; he is only trying to get a map registered with the County; he is in a rush because he has been spending a lot of money since 2017; how much time does it take for the Town to address an issue like this; water runoff must affect other parts of Town.

There was a break from 9:47 p.m. - 9:51 p.m.

The Council’s comments included: concern about drainage, and hopes that the lot split does not increase Item 2 Page 8 Town Council Meeting June 13, 2023
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drainage issues; everyone has made compelling arguments; many parties have reviewed and approved the proposed Land Division; sympathize with the drainage issues and effect it might have on the equestrian community; Council must evaluate the application, and not assume the type of development that might occur in the future; being in favor of denying the appeals; the procedures were followed for the lot split; the drainage issues affecting this sensitive area needs to be addressed; directing staff to review pursuing a Godetia Area Plan along with other areas of Town that suffered damage caused by the storms; this area needs to be prioritized, and it may require some changes to the Code and how drainage is engineered; the conditions the CEQA and Land Division have been met, and they cannot deny the application based on drainage and future development; this a clear conflict between State housing mandates and some of the unique characteristics of living in Woodside.

Councilmember Fluet moved to adopt CEQA2020-0001, a Mitigated Negative Declaration and Mitigated Monitoring And Reporting Program, concerning the Land Division to divide one lot into two lots at 988 Godetia Drive.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
Councilmember Fluet moved to deny the appeals and approve the Land Division at 988 Godetia Drive.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
Mr. Bryant stated staff will review whether regulations need to be changed to address drainage issues.

NEW BUSINESS
D. Resolution Authorizing the Town Manager to Execute a Contract with Bay Area Tree Specialists for Removal of Eight Large Eucalyptus Trees on Mountain Home Road.

Resolution No. 2023 - 7568
Mr. Rose presented the staff report.

Council’s questions included: whether staff had any success asking PG&E to share the cost of tree removal, and whether PG&E’s reason was due to the guidewire on the 9th tree; the bid results; whether there was additional public feedback.

In response to Council’s questions, Mr. Rose stated: there was no success from asking PG&E to share the cost; the rationale for PG&E backing out had nothing to do with the guidewire because they could have done eight trees; it was the lack of power shut off by PG&E; the bids were roughly $179,000 for nine trees and $236,000 for eight trees; PG&E is backed up; the Town did not do any community-wide outreach due to the nature of the work being for safety; notices were sent to the five properties that front the trees; besides the property owner who submitted a few letters and is present tonight, he has spoken to three other residents who did not oppose the proposed work.

The Public Comment Period opened at 10:14 p.m.

Jim Olstad, Mountain Home Road, opposed the proposed work and suggested: spending money on pruning and cleaning dead or dying branches; having the Trails Committee take a better look at all the streets and trees that are dangerous.

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Tom Barnes, Mountain Home Road, expressed support for tree removal due to the fire risk.

Mr. Olstad added: the City of Burlingame considers eucalyptus trees national treasures; one other alternative to pruning is topping at the lower level; the trees have withstood the recent storms; grooming and maintenance should apply to all streets.

Marilyn Voelke, Roan Place, expressed support for tree removal.

The Public Comment Period closed at 10:29 p.m.

The Council’s comments included: support of the proposed work due to fire safety concerns; surprise that similar projects are not more common; agreement with both speakers that the Town can do better with maintaining the public right-of-way; disappointment that PG&E cannot work with the Town; fear of important ingress/egress routes being blocked by hazardous trees; grooming and topping is not going to save the Town any money.

Councilmember Fluet moved approval of Item D.

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

AYES: Councilmembers Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: Brown
E. Resolution Terminating the Existence of a Local Emergency Caused by the Threat of the Novel COVID-19 Virus and Direction to Staff on Continuing Outdoor Dining.

Resolution No. 2023 - 7569
Mr. Bryant presented the staff report.

Council and staff comments included: the recent parking management in Cañada Corners has been successful to varying degrees; it is not a permanent solution; parking standards may need to change postCOVID; another factor is office utilization has significantly decreased; returning in a few months for a deeper parking discussion; support for outdoor dining; the temporary use permits have an expiration date of March 10, 2023, and Council has broad discretion for how those permits are enforced; all communities around Woodside have chosen to support outdoor dining.

The Public Comment Period opened at 10:49 p.m.

Marilyn Voelke, Roan Place, suggested Council review the Conditional Use Permit for the Village Bakery when studying parking in the area.

The Public Comment Period closed at 10:51 p.m.

Council’s comments included: it makes sense to follow the State of Emergency; hoped there was more participation in the discussions from businesses located in Town; appreciation for staff getting the Town through the COVID pandemic in the past three years.

Councilmember Fluet moved approval of the Item E, and directed staff to work on an outdoor dining solution.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
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APPOINTMENT
F. Mayor’s Appointment of Town Manager as Peninsula Clean Energy Board Alternate.

The Public Comment Period opened and closed at 10:54 p.m.

There were no Council comments.

Councilmember Wall moved to appoint Town Manager Bryant as the Peninsula Clean Energy Board Alternate.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None

REPORTS
G. Mayor and Councilmember Communications.

Councilmember Goeld reported on the Audit Committee meeting on February 27, 2023, and suggested changing Council representatives’ participation by not being included in the editing tasks but rather meeting with the accounting firm to discuss the report.

Councilmember Fluet spoke of the Council of Cities Meeting on February 24, 2023, and a Jewish Community meeting on February 22, 2023.

Councilmember Dombkowski echoed Councilmember Goeld’s recommendation, and stated: the audit is a bit behind this year, however, the Council should be seeing it soon for approval; there have been no significant changes to the fee schedule since May 2013; 90% of future pension obligations are met based on actuarial calculations. Councilmember Dombkowski also reported that the Volunteerism/Volunteer Liaison and Engagement Committee requested help in providing refreshments for meetings.

Mayor Shaw spoke of a recent California Alliance of Local Electeds meeting that was attended by Attorney General Bonta, who continues to shine a negative light on Woodside; many municipalities expressed concern about enabling groups like YIMBY Law to have bounty programs on communities who do not have an approved Housing Element.

Mr. Bryant stated: there is an update to the fee schedule in two weeks.

Mayor Shaw stated: tonight got uncomfortable; he appreciates everyone’s respect for how they responded publicly; he thanked everyone for their service on the Town Council.

COMMUNICATIONS

ADJOURNMENT
Mayor Shaw adjourned the meeting at 11:01 p.m.

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________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
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TOWN OF WOODSIDE
TOWN COUNCIL MEETING MINUTES March 14, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

CALL TO ORDER
Mayor Shaw called the meeting to order at 7:00 p.m.

ROLL CALL

Present: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw Staff Present:

Kevin Bryant, Town Manager
Jean Savaree, Town Attorney
Sage Schaan, Planning Director
Sean Rose, Town Engineer/Director of Public Works
Cindy Safe, Administrative Services Manager
Jennifer Li, Town Clerk

PLEDGE OF ALLEGIANCE
Hunter, Ruby, Elisabeth, and Eden, Woodside Elementary School students, led the Pledge of Allegiance.

COMMUNICATIONS
Mayor Shaw presented Jackie Young, previous Planning Director, a Woodside Honor Coin.

Christin New, Grandview Drive, spoke of: the landslide on Hwy 84; her appreciation for Councilmember Fluet’s reliable communication efforts and work with elected officials; her frustration with the lack of action after reporting the landslide through the proper channels; how residents are incredibly vulnerable without access; urging the Town to act as residents’ advocate to get the issue fixed as soon as possible.

Mr. Bryant stated: his appreciation of Councilmember Fluet for his efforts regarding Hwy 84; Senator Becker, Assemblymember Berman, and County Supervisor Mueller are aware of the situation; the Town has expressed strong preference for at least one lane opening; it is a very dynamic situation.

The Council’s comments and questions included: the state representatives understand the severity of the situation and are working hard to make progress towards a solution; a request that the Hwy 84 information be posted on the Town homepage banner as well as a warning to cyclists to avoid using Kings Mountain Road and Old La Honda Road; do emergency vehicles have access to the area; affects on the Kings Mountain Road bridge and whether there will be monitoring with the expected increase in traffic due to the Hwy 84 closure.

In response to Council’s question about emergency vehicular access, Mr. Bryant stated: there is emergency access through Bear Gulch Road, which is a challenging road similar to Old La Honda Road; the mutual aid system in the county is a huge and elaborate system in which first responders will be strategically arranged.

In response to Council’s question about the Kings Mountain Road bridge, Mr. Rose stated: the closure is for the equestrian/pedestrian portion due to the foundation being compromised after the storms; to get pedestrians and equestrians safely across, a path of travel was created, and narrowed the vehicular lane to one at a time; there will be stop control at both ends of the bridge; traffic will be monitored, however, Kings Mountain Road is not expected to be as impacted as Old La Honda Road will be.

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Kristen Potter, Skywood Way, echoed Ms. New’s statements and urged someone to change the signs saying Highway 84 is closed because it affects deliveries.

Mr. Bryant said CalTrans will change the signs.

David Mittelman, Grandview Drive, spoke of: his appreciation for staff and Councilmember Fluet; the flaws in the notification programs, SMC Alert and CalTrans’ QuickMap.

Councilmember Fluet noted that SMC Alert experienced glitches on Saturday.

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Circulation Committee
Councilmember Wall expressed appreciation for seeing so much interest for the Circulation Committee.

Councilmember Brown moved to appoint four new applicants and one reappointment.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None

CONSENT CALENDAR

1. Register of Demands Against the Town of Woodside from February 15 through 28, 2023.

2. Approval of Minutes: Regular Meeting of January 10, 2023, and Special Meeting of January 17, 2023.

3. Resolution Amending the Town of Woodside Handbook for Members of the Planning Commission, the Architectural and Site Review Board and the Citizen Advisory Committees to Alter the Quorum Requirements for the Architectural and Site Review Board.

Resolution No. 2023 – 7571

4. 2022-23 Mid-Year Budget Review.

5. Resolution Continuing Declaration of Local Emergency Related to the Severe Wind and Rainstorms that Commenced on December 31, 2022.

Resolution No. 2023 – 7572

6. Resolution Authorizing the Town Manager to (1) Enter into a Sewer Extension Partial Reimbursement Agreement with the Owners of 145 Lynn Way for Design and Construction of a Public Sanitary Sewer Main Extension and (2) Execute a Professional Services Agreement with Wisley Ham for Preparation of a Plat and Legal Description for a Required Public Utility Easement Relocation.

Resolution No. 2023 - 7570
Councilmember Fluet pulled Item 5 for discussion.

Councilmember Dombkowksi pulled Item 3 for discussion.

Councilmember Fluet moved approval of the Consent Calendar Items 1, 2, 4, and 6.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
In regards to Item 3, Councilmember Dombkowski stated: this feels like an emergency situation, and hopes this is only necessary for three to four months; if vacancies on the ASRB continue to be an issue, it should come before the Council again to discuss potential structural changes.

The Public Comment Period opened and closed at 7:34 p.m.

The Council’s comments included: this provides a stop-gap measure during this time; there may be unintended consequences (e.g., one or two people running the process); this should not be permanently written into the process and should end in three months; the root issue needs to be addressed.

Councilmember Dombkowski moved approval of the Resolution to sunset in 90 days and return to Council at the end of the sunset.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
Regarding Item 5, Councilmember Fluet asked if the Resolution includes the current storms.

In response to Councilmember Fluet’s question, Mr. Bryant stated: this Resolution continues the emergency declaration; the Governor declared an emergency prior to the storm on Friday; staff is tracking the costs; there is nothing that staff does not have the authority to do already.

Councilmember Fluet moved approval of Consent Item 5.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None

PUBLIC HEARING
A. Resolution Updating and Establishing User and Regulatory Fees.

Resolution No. 2023 - 7573
Mr. Bryant introduced Terry Madsen, ClearSource Financial Consulting.

Mr. Madsen spoke of the update process.

The Council’s questions included: where the Town recaptures the cost of rebuilding roadways impacted by construction; whether the updates incorporate complex projects (e.g., Menlo Country Club); whether Council is open to revisiting the decision to waive ADU fees; whether the large increase in the Appeal fee will discourage applicants; whether refunding the appeal fee is a policy or case-by-case basis; where the EV charger fee is located; the timeframe for starting online permitting; regarding Building and Plan Review fees, what is the magnitude of fees that the Town takes in for that fourth and subsequent plan review; regarding ADUs, are there any fees to modify that will help get the Housing Element approved by HCD.

In response to Council’s questions, Mr. Bryant stated: Road Impact Fees help with rebuilding roadways Item 2 Page 15 Town Council Meeting June 13, 2023
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and are not part of this study; regarding refunding the Appeal Fee, it is case-by-case at the appellants request; regarding online permitting, he does not have a time frame, however the Town is starting to take online payments for the Recreation Committee events; more plan review has been done electronically than before the pandemic; regarding ADUs, the Town has a program for reducing fees for affordable housing, however, no experience base for what amount would guarantee approval from HCD.

Regarding online permitting, Ms. Safe and Mr. Rose added: the Town will be migrating the permit software to the cloud within the year; more services could be done through the online portal (e.g., scheduling inspections).

In response to Council’s questions, Mr. Madsen stated: there is a broad criterion to scale to project complexity; the proposed fee schedule continues to waive fees for ADUs; the point is not to discourage appeals in any way; it is a recalibration to recover a minor portion of the significant cost; there is a fixed fee for EV chargers; the range for appeals in the Bay Area is $400 - $5,000; in most cases, the appeal fee is less than full cost of recovery.

In response to Council’s question about having a further discussion about the Appeal Fee, Ms. Savaree advised: not subsidizing appeals; having a consistent policy; the discussion can be brought back as a separate agenda item; the item tonight is to adopt the Fee.

In response to Council’s question about fourth plan review rounds, Mr. Rose and Mr. Schaan stated: the majority do not go through a fourth review; they do not have a sense of magnitude; by the fourth review, there are only minor items so it does not require a significant review.

Mayor Shaw stated: there will be a series of meetings coming up regarding zoning, and the fee structure for affordable housing should be included in the discussions.

The Public Comment Period opened at 8:26 p.m.

David Mittelman, Grandview Drive, spoke of: appreciation for the updated fee schedule; the need for a discussion about fees that are not fixed (e.g., consultant reviews).

In response to Mr. Mittelman, Mr. Bryant stated: when the Town awarded the contracts for geotechnical reviews, Council added a policy to check with the applicants before exceeding deposits.

The Public Comment Period closed at 8:28 p.m.

The Council’s comments included: supportive of the new Appeal Fee; interest in seeing the full allocation cost of an appeal; regarding ADU fees, the incentive put in place at the time is no longer necessary and it should be reevaluated, however, a promise was made to residents that ADU fees will be waived; ADU production needs to continue to be encouraged during this housing cycle and next; a suggestion to remove the fourth and subsequent review fees from the fee schedule.

Mr. Madsen stated: they approach these studies by examining the entire community; Council has discretion to pick a different Appeal Fee number; hourly fees help recapture costs from anomalies; the fourth and subsequent review fees help incentivize moving the process along.

Additional Council comments included: interest in discussing the ADU fee when changes to the ordinance return; satisfaction with the $1,000 Appeal Fee and keeping the Hourly Plan Review Fee (4th and subsequent).

Councilmember Fluet moved approval of the Resolution.

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

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AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None

NEW BUSINESS
B. Approval of Splitting the Environment: Open Space, Conservation & Sustainability Committee into Two Committees: (1) the Environment and Conservation Committee and (2) the Climate and Sustainability Committee.

Mr. Bryant introduced the current Chair of the Environment Committee.

Alayna Van Dervort, Chair, spoke of the reasons for splitting the current Committee.

The Council’s questions included: whether five members each is appropriate, and whether there are any disadvantages to splitting the current Committee.

In response to Council’s questions, Ms. Van Dervort stated: yes, the numbers will make sense; the current Chair and Vice Chair will participate on both committees; there may be some who leave due to the amount of work she pushes; the only downside to the split is that Mr. Bryant will need to come to another meeting.

The Public Comment Period opened and closed at 8:49 p.m.

The Council’s comments included: the split seems to make sense; this is one of the better run committees with great participation; the name of the existing Committee is too long.

Councilmember Wall moved approval of the formation of two new Committees.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
Ms. Van Dervort stated that she is interested in quarterly meetings of Chairs to understand what other volunteers are doing.

REPORTS
C. Mayor and Councilmember Communications.

Councilmember Brown spoke of the recent Circulation, History, and Trails Committees meetings.

Councilmember Dombkowski stated that he will be meeting with the Landscape and Audit Committees this week.

Councilmember Fluet spoke of a recent C/CAG meeting where there was a presentation from 21 Elements.

Councilmember Wall spoke of updates to the Volunteer Handbook.

Councilmember Dombkowski commended Councilmember Fluet for extraordinary actions on behalf of citizens.

Councilmember Fluet commended Councilmember Goeld for connecting residents in the Western Hills with residents in need.

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COMMUNICATIONS

ADJOURNMENT
Mayor Shaw adjourned the meeting at 8:57 p.m.
________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
Item 2 Page 18 Town Council Meeting June 13, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 3
From: Jennifer Li, Town Clerk June 13, 2023
Reviewed by: Kevin Bryant, Town Manager
SUBJECT: REVIEW AND ACCEPT PUBLIC RECORDS ACT (PRA) RESPONSE PROCEDURES

RECOMMENDATION
It is recommended that the Town Council review staff’s actions in response to the Grand Jury’s recommended actions related to Public Records Act (PRA) implementation and to review the Public Records Act Response Procedures to be circulated to Town staff.

BACKGROUND AND DISCUSSION
On August 9, 2022, the San Mateo County Grand Jury issued a report entitled A Delicate Balance Between Knowledge and Power: Government Transparency and The Public’s Right to Know. As detailed in the Report, the Grand Jury studied how different jurisdictions handled PRA requests and administrative barriers to providing the public with access to records under the PRA. As to Woodside, the Grand Jury made two findings and recommended the Town take three actions.

On October 11, 2022, the Town Council reviewed the Grand Jury Report and authorized a response on behalf of the Town. That response is attached to this report as Attachment 1.

In its response to the Grand Jury Report, the Town agreed to implement the three recommended actions. First, the Town agreed to consider adoption of a written PRA policy or procedures document for circulation to all relevant staff. Staff has drafted the Town of Woodside Public Records Act Response Procedures document, attached here as Attachment 2, for the Council’s review. Staff requests that the Council review and provide any feedback prior to the document being circulated to all relevant staff.

The Town also agreed to perform a cost/benefit analysis on the purchase of commercially available public records request software. This type of software is used to track requests and allows staff members responding to a PRA request to upload and review documents in a central place. Staff obtained the following quotes from competing PRA request software providers:

Software Cost Per Year
JustFOIA $6,187.50
NextRequest (CivicPlus) $9,888.00
GovQA (Granicus) $10,000.00
These quotes were forwarded to Client First to be included in the Technology Master Plan under the Citizen Request Management (CRM) project initiative. Client First recommended that the purchase of commercially available public records request software be viewed as a low priority.

Town staff agrees with this recommendation, as the Town does not receive the high volume of PRA requests that makes tracking and timely responding to PRA requests difficult for larger jurisdictions in the County. As such, the negligible potential benefit of obtaining such software would be unlikely to warrant its cost.

Lastly, the Town agreed to consider adopting a records management practice analogous to the City of San Mateo’s “Records Cleanup Day.” As described in the Grand Jury Report, the purpose Item 3 Page 1 Town Council Meeting June 13, 2023
of “Records Cleanup Day” is to increase employee understanding of the need to effectively maintain public records, thereby improving PRA request responsiveness. Town staff considered whether to designate a “Records Cleanup Day” in Woodside but believes that doing so is unnecessary and duplicative. Historically, Town staff has used the annual August Legislative Recess as the opportunity to dedicate time to records management tasks, such as records destruction per the Records Retention Schedule, scanning, and sending files off-site to Corodata’s storage facility.

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

ATTACHMENTS

1. Town response to the Grand Jury Report, October 12, 2022.

2. Town of Woodside PRA Response Procedures.

3. Quotes from commercially available public records request software:
a. JustFOIA
b. NextRequest
c. GovQA
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TOWN OF WOODSIDE

PUBLIC RECORDS ACT (PRA) RESPONSE

PROCEDURES

1. Receiving Requests: Any person seeking to make a Public Records Act request should be directed to the Town’s PRA Form attached to these Procedures and available on the Town’s website. However, all requests for documents or records should be considered Public Records Act (PRA) requests, even if the requestor does not utilize the Town’s form. All requests should be processed regardless of their form of submission (e.g. phone call, mail, email, hand delivered letter, or verbally in person).

2. Send all requests to the Town Clerk immediately. Requests will be tracked on a spreadsheet maintained by the Town Clerk. The Town Clerk and Town Attorney will coordinate the response and confer as to whether the scope of the request needs to be clarified by the requestor in any way.

3. The Town Clerk will conduct research through the Town records databases:
a. TRAKIT (Permit Software);
b. Laserfiche;
c. Microfilm;
d. Outlook (Email Software);
e. Springbrook (Financial Software); and,
f. Corodata (off-site storage facility).

4. As needed, and at the Town Clerk’s request, the Town Attorney will review documents to determine if they are subject to any of the PRA’s exemptions from public disclosure.

5. The Town Clerk will respond within 10 days of the request. a. Electronic transmission of responsive documents is preferred. If files are too large to attach to emails, cloud storage (e.g., OneDrive, Dropbox) is recommended.
b. If copies of copyright material are requested (such as stamped and signed official copies of building plans), the Town Clerk will collect $10 per professional to send an Affidavit by certified mail to the author requesting permission for the Town to release copies to the requestor.

Authors (or their successors) have up to 30 days to respond to the request for the Town to release copies. The Town Clerk will keep the requestor informed of the status of this process.

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c. If copies of Microfilm or large plan sets are requested, the Town Clerk will work with Altos Print & Copy and the requestor to make copies offsite. Altos will pick up and drop off the original medium. d. If the request requires the Town to recall documents from off-site storage, review or compile voluminous amounts of records, or is otherwise so complex or burdensome that the Town cannot reasonably provide a response within 10 days, the Town Clerk will inform that requestor that the Town will require up to an additional 14 days to respond pursuant to Government Code section 7922.535(b)-(c).

6. Per the Records Retention Schedule, records of requests and the responses to those requests shall be kept for two years after the date the request is made.

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The Public Records Act
The Public Records Act (California Government Code § 7920 et seq.) is based upon the principle that “access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this state.” This form assists you in accessing public records in accordance with the Public Records Act.

Public records include “any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” (California Government Code § 7920.530) Writing means “any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.” (California Government Code § 7920.545)
You have the right to examine and/or request copies of the Town’s public records. You may ask for assistance from Town staff in order to identify specifically which records you are requesting. If the requested public record is readily available at Town Hall and if immediate production of the requested record is feasible based upon Town staff availability, then staff will produce the document(s) at the time of your request. If not, staff will notify you within 10 days of your request of the date by which the requested records will be available.

Inspection of records may be made only during Town Hall business hours (Monday through Friday, 8 AM to 12 PM and 1 PM – 5 PM, Holidays excluded). You will not be charged for Town staff’s time to find and produce the records or to research your request. Town staff may ask you to deposit funds in advance to cover the per page copying costs if you are requesting a large volume of records, and staff will provide you with the basis of the deposit estimate.

Examples of Available Public Records
The following public records are generally available. While the list is not meant to be exhaustive, it includes the most commonly requested documents:
• Town Council, Planning Commission, and Advisory Committee Meetings agendas, staff reports, and minutes;
• Resolutions and Ordinances;
• Franchise Agreements;
• Variances;
• Business Licenses;
• Geotechnical Reports;
• Contracts;
• Budgets;
• Inspection Records; and,
• Building, Planning, and Engineering Permits and supporting documents.

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Public Records Request Form
To Be Completed by Person Making Request:

1. Name: ______________________________________________________________

2. Mailing Address: ______________________________________________________

3. Telephone: (_____)_____________________

4. E-mail: _______________________________

5. Specify type of request: ______ Inspection ______Copies

6. Please provide a specific description of the documents requested, including date range. Non-specific requests may cause a delay in the Town’s ability to process your request or may cause your request to be denied. Attach additional sheets as necessary.

Dated: ____________ Requestor’s Signature: __________________________________ Town Staff Use Only
Date received: _________________ By: ______________________________________ Was a copy of Request Form made to the Requestor? _____Yes _____No Date requested was completed: _________________ By: _______________________ Via: ______E-mail _______Mail _______On-site Other___________________ Reproduction of plans is based on job cost per the printing company.

Copying Fee (51+ pages): _____ pages @ $0.10/page= _____ Date Paid: ______

8.5” X 14” and 11” x 17”: _____ pages @ $0.20/page = _____ Date Paid:______ Item 3 Page 8
Town Council Meeting June 13, 2023
Proposal
Issued:

January 23, 2023
Valid for 60 days
Town of Woodside
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Jennifer Li
Town Clerk
Town of Woodside (“Customer”)
2955 Woodside Road
Woodside , CA 94062
(866) 761-5301
3717 Apalachee Parkway
Suite 201
Tallahassee, Florida 32311
[email protected]
www.justfoia.com
Dear Jennifer Li,
Thank you for considering JustFOIA in your organization’s search for a Public Records Request Tracking Solution.

Based on our understanding of your needs, we are pleased to enclose our proposal. While reviewing, please keep in mind the following benefits included with your JustFOIA partnership and subscription:
▪ Government Security & Compliance: All JustFOIA customers are deployed exclusively on the Microsoft Azure Government Cloud (“Azure Government Cloud”), providing world-class security. As an officially certified SOC 2 organization, JustFOIA ensures the foundational principles of security, privacy and control, compliance, and transparency.
▪ Unlimited Users: No matter the number of people you have as part of your process, JustFOIA allows for unlimited users for all contracted modules at no additional charge. ▪ Parallel Workflows and Tasks: We recognize requests may involve multiple departments. With JustFOIA, you don’t have to work in silos. You can assign parallel workflows and tasks, so the process is completed efficiently. ▪ Transparency: JustFOIA handles internal emails, emails to the requestor, templates, and even discussion threads all within the application. Communication and activity are transparent to all. ▪ Continuous Training: JustFOIA offers user and administrator training along with a full Learning Management System (LMS) including on-demand training videos as part of your new JustFOIA subscription. ▪ Having a Voice: Our customers are invited to participate in our ongoing JustFOIA focus group. JustFOIA hosts periodic meetings to review product development, solicit new ideas, and share best-demonstrated practices among users from around the country.

If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me. We appreciate your consideration and hope that we will have the pleasure of partnering with you.

Sincerely,
Jimmy Vazquez
Solution Consultant
(866) 761-5301 ext. 1510 | [email protected]
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EXECUTIVE SUMMARY
Records request challenges continue to increase, and the call for transparency is at an all-time high. Organizations are selecting JustFOIA to bridge the transparency gap with their community to create an environment of trust and accountability. JustFOIA licenses a software-as-a-service solution (the “Solution”), which is the easiest-to-use records requests software that manages every step of the process from intake to delivery. Our Solution can help you save valuable time by automating repetitive tasks, such as redactions, assignments, reminders, and communication with requesters and responders. It is now essential to leverage technology to streamline your records requests process.

OUR COMPANY
Built by users, for users
JustFOIA, Inc. (“JustFOIA”) began as a product built for MCCi’s public sector customers from a deep understanding gained through 20+ years of servicing municipal clerks, records managers, and the public sector. From its founding roots as a Municode company, MCCi has accelerated more than 1,600 customers’ digital transformation journeys by adding intelligence to their processes.

Because many of these customers were searching for a way to better manage the rise in complexity and volume of their organizations’ records requests, MCCi’s development team and leadership worked hand-in-hand with these customers to simplify the process and provide a better user experience for records managers and the constituents they serve. In 2014, the JustFOIA Solution was launched. Fast forward to 2020, JustFOIA’s success sparked the need for its own brand and evolution into becoming a sister-company to MCCi. In 2022, we celebrated the milestone of over 1 MILLION records requests processed in JustFOIA!

WHAT MAKES US DIFFERENT
Development fueled by customer ideas
Our customers continue to be a vital component of our product feedback loop with customer success, implementation, and support teams all regularly contributing ideas to product management. With the launch of our Ideas Portal, we ensure customers have a voice, allowing them to have a direct line to submit ideas for development consideration, see the status of their development request, and actively vote for the most important features and improvements.

We believe ideas get better when you create an environment of sharing. We regularly organize specialized group discussions, where users with similar challenges engage with our team to make the system work better for them. In addition to testing done by our seasoned, in-house development and quality assurance testing teams, when large features are ready to be tested, we gather beta customers for focus groups and trial usage before releases make it to prime time.

Best-in-class consultation, implementation, and support We start with a thorough discovery process to understand your current records request needs and how those may evolve in the future. Our team then determines the best implementation strategy, as well as ongoing support needs. JustFOIA’s professionals are highly trained in the areas of implementation, process improvements, integrations, and more to help you implement a wellthought-out records request solution. Once your project is complete, you will have access to our technical support team, maintaining a documented 100% customer satisfaction rate, for troubleshooting and supporting the Solution. We offer optional supplementary support packages as well, giving you more access to our staff based on your needs.
2020 2022 2003 2014
1 MILLION+ records
+ requests processed!
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Proactive customer success
We are fanatical about customer success. Success starts with our eagerness to understand our customers’ needs and where they are headed on their journey to streamlining their records requests processes. We believe in a proactive support methodology, which begins with customer education, excellent service, and communication. You and your organization will have a dedicated Customer Success team that can:
▪ Identify any needs that could easily be addressed by the Solution ▪ Serve as a resource for questions and answers, best practices, how other customers are using the system with the use of documented case studies, support center, etc. ▪ Provide continued education for existing and new users through webinars, workshops, user groups, and more ▪ Coordinate with our sales operations team for pricing/renewals inquiries and budgetary information Easiest-to-use or we’ll retrain you free
We understand that software – no matter how many features it has – can’t be great unless it’s easy to use. We guarantee that JustFOIA is the easiest-to-use records request software, or we will train you again at no extra cost.

To back this up and to supplement our live trainings, we offer our industry-exclusive Learning Management Software platform – The Training Center for JustFOIA – to our customers for free. With unlimited, ondemand access to hundreds of help videos and product documentation, live monthly learning sessions, and peerbased user groups, training new departments and employees is a breeze. We leverage the platform as we roll out JustFOIA to new customers every day, using it to store their custom training videos and designing courses for their users that simplifies training on new features and functionality. If you are as passionate about learning as we are about training – get JustFOIA certified. We offer certifications for Administrators, Power Users and General Users.

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WHAT’S INCLUDED WITH JustFOIA PRO?
FEATURES & SERVICES Pro
Security & Compliance
SOC 2 Certified Organization Partner
ADA/Section 508 Compliant
CJIS ACE Seal of Compliance
Secure Hosting on Microsoft Azure Government Cloud
System Upgrades
Single Sign-on (SSO) +
Data Storage & Users
Standard Data Storage 3 TB
Unlimited Admins, Power Users, & Users
Requester Experience
Configurable Public Portal for Requesters to Submit & Track Requests Search Archive to Allow Requesters to Search Previous Requests Dynamic Fields with Deflection Tools in JustFOIA Request Form(s) User Experience
Retention Schedules
Configurable Workflow for User(s)/Department(s) to Work Concurrently Custom Workflow +
Notifications, Reminders & Alerts
In-App Internal & External (Requester) Communication Tools In-App Redaction with Auto-Redaction (Unlimited Users)
Unlimited File Size in Release to Requester
Any & All Document Management with .PST File Extraction, Response Doc Folder Organization, In-App Document Viewer & Batch Auto-Redaction +
Time & Materials Tracking
Invoicing Module
Payment Portal for Credit Card Processing +
Laserfiche Integration for Importing/Exporting Files +
Reporting Dashboard
Standard & Custom Reports through Advanced Reporting
Training/Onboarding
Dedicated Project Lead
Live, Remote Admin & User Training
Live, Onsite Admin & User Training +
Two-Week Hypercare Period after Go-Live
24/7/365 Training Center LMS with Customer-Specific & General Trainings & Videos Customer Service & Support
Live Technical Support from 8 a.m. to 8 p.m. Eastern
Dedicated Customer Success Specialist
Monthly Webinars
JustFOIA Administration Assistance Hours +
Included +Optional
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PRICING
3717 Apalachee Parkway, Suite 201
Tallahassee, FL 32311
866.761.5301
850.564.7496 fax
Customer Name: Town of Woodside Quote Date: January 23, 2023 Proposal Number: 26184
Proposal Type: New JustFOIA System
Product Description: Qty. Unit Cost Total
JustFOIA ANNUAL RECURRING SERVICES
 JustFOIA Pro Tier 1: Up to 10,000 Population 1 $4,950.00 $4,950.00  Any & All Document Management for JustFOIA Pro 1 $1,237.50 $1,237.50 SUBTOTAL - RECURRING ANNUAL SERVICES $6,187.50
Service Description: Qty. Unit Cost Total
JustFOIA SERVICE PACKAGES
 Pro Implementation Services 1 Included Included
 Configuration of 2 Public Records Forms
-General & Law Enforcement
1 Included Included
 Any & All Document Management Installation for JustFOIA Pro 1 $750.00 $750.00 SUBTOTAL - ONE-TIME SERVICES $750.00
YEAR 1 ORDER COST $6,937.50
This is not a formal quote.

This is NOT an invoice. Please use this confirmation to initiate your purchasing process.

NOTE: The information presented in this document is based on the results of JustFOIA’s and Customer’s collaborative preliminary discovery thus far. As planning and discovery continue, the project scope and costs may change to meet the specific needs of Customer.

JustFOIA will provide an official Order with its Assumptions, Terms & Conditions for review and approval prior to the start of any project.

Item 3 Page 14 Town Council Meeting June 13, 2023
| Proposal Page 7 of 15
(rev. 1/2022)

RECURRING SERVICES
The Recurring Services portion of this Order will systematically renew unless written notice of termination has been provided per the Master Agreement. An annual increase of 5% will be applied to the prior year’s billed amount (excluding any initial or one-time discounts).

SALES TAX
Sales tax will be invoiced where Customer is not exempt and/or has not communicated its tax status to JustFOIA.

Sales tax is not included in the fee quote above.

Item 3 Page 15 Town Council Meeting June 13, 2023
| Proposal Page 8 of 15
(rev. 1/2022)
HOW DOES IT WORK?
Receive Records Requests through Your Configurable Public Portal Direct requesters to an online experience to submit and track the status of their requests, search previous requests, pay invoices, and more. Requesters are automatically notified of receipt.

Reduce Response Times through Workflow
Streamline your process by automating repetitive tasks and communications through process mapping. Departments and users can be assigned and automatically notified of tasks and due dates. Reminders, escalations, reassignments, and approvals are configurable within each task.

Redact Sensitive Information
Automatically redact documents with one click or manually remove sensitive data.

Features include text search, proximity search, redact selected text and/or full page(s). There is no per-user fee, so any user can redact a document if they are permitted by your organization. An exemption log can be automatically generated to accompany each request to explain any redactions.

Import & Organize Response Documents
Easily upload documents from your computer, network or via our optional Laserfiche integration for the requestor to retrieve through your secure JustFOIA Public Portal. Using our optional Any & All Document Management module, extract .PST files and simplify managing hundreds of files.

Estimate & Log Time & Materials
Keep track of the labor, time, and materials costs of fulfilling requests. Configure individual user hourly rates and standard material fees, so invoicing is made simple.

Generate Invoices and Receive Payments
Issue invoices and receive payments inside the Public Portal. Accept all forms of payments including credit cards via our optional, PCI-Compliant Payment Portal, using third-party payment processors.

Analyze Comprehensive Reports
Custom reports are available, in addition to standard reports, such as:
▪ Processed Requests ▪ Fees Totals ▪ Correspondence
▪ Bottlenecks ▪ Time and Materials ▪ Open Requests
▪ User Activity ▪ Deleted Requests ▪ Request Retention
▪ Paused Requests ▪ User Task Activity ▪ Payment Details Centralize All Communications – With the Requester and Internal Create transparency and simplify your communications both internally and externally. Design and automate common communications with templated messages and workflows.

Create Custom Request Forms
Modernize paper forms and emailed PDF requests with as many configurable, web-based forms as you want. Digital forms allow you to quickly collect all the information you need from the start! Item 3 Page 16 Town Council Meeting June 13, 2023
| Proposal Page 9 of 15
(rev. 1/2022)

WORLD-CLASS, STANDARD SECURITY & COMPLIANCE
We are committed to maintaining a safe and secure platform for our customers that meets or exceeds industry-best practices. Protecting your solution and information is our highest priority. To that end, JustFOIA is officially certified as a SOC 2 service organization, as defined by the American Institute of Certified Public Accountants (AICPA). SOC 2 certification means that JustFOIA underwent a System and Organization Control (SOC) 2 Type 2 audit by an external auditing firm, ensuring strict information security and risk management policies and procedures are properly designed and followed. JustFOIA has a CISSP certified person on staff. All JustFOIA customer sites are deployed exclusively on the Azure Government Cloud, which was built upon the foundational principles of security, privacy and control, compliance, and transparency.

SOC 2 COMPLIANCE
The official SOC 2 audit report provides a thorough review of processes relating to risk management, including:
▪ Internal Controls ▪ Access Management Policies ▪ Subservice Due Diligence ▪ IT Infrastructure ▪ Software Development Lifecycle ▪ Change Management Procedures ▪ Logical Security ▪ Network Security ▪ Physical Security ▪ Environmental Security ▪ Computer Operations ▪ Business Continuity ▪ Disaster Recovery Plans ▪ Acceptable Use Policies ▪ Corporate Ethics

MICROSOFT AZURE GOVERNMENT CLOUD
Microsoft Azure Government Cloud is FedRAMP Authorized at Level High and is able to handle data that is subject to certain government regulations and requirements, such as NIST800.171 (DIB), ITAR, IRS 1075, DoD L4, and CJIS. Azure Government uses physically isolated datacenters and networks (located in U.S. only).

ENCRYPTED DATA
The Solution is a web-based application, and all HTTP communications are secured in transit by TLS 1.2 (aka HTTPS). Your data is encrypted at rest transparently using 256- bit AES encryption, one of the strongest block ciphers available, and is FIPS 140-2 compliant.

WEB APPLICATION FIREWALL
Azure Web Application Firewall (WAF) on Azure Application Gateway provides centralized protection of your web applications from common exploits and vulnerabilities. SQL injection and cross-site scripting are among the most common attacks. WAF on Application Gateway is based on Core Rule Set (CRS) 3.1, 3.0, or 2.2.9 from the Open Web Application Security Project (OWASP). The WAF automatically updates to include protection against new vulnerabilities, with no additional configuration needed.

LAYER 7 LOAD BALANCING & NETWORK SECURITY GROUPS
At its core, Load Balancing distributes traffic among multiple servers to increase availability and performance. Azure Application Gateway is a web traffic load balancer that manages traffic to web applications. While traditional load balancers operate at the transport layer (OSI layer 4), Azure Application Gateway can make routing decisions based on additional attributes of an HTTP request, for example URI path or host headers. This type of advanced routing capability is known as application layer (OSI layer 7) load balancing and gives the JustFOIA team greater control in managing the Solution’s infrastructure. As a second layer of traffic control protection, Network Security Groups are applied and allow only traffic that is explicitly defined as allowed.

Item 3 Page 17 Town Council Meeting June 13, 2023
| Proposal Page 10 of 15
(rev. 1/2022)
P2S = POINT TO SITE VPN
Support & administrative personnel access the Solution’s backend infrastructure via secure VPN connections only.

MONITORING & PERFORMANCE ANALYSIS
Our monitoring and alerting systems notify our Network Operations Center (NOC) of any issues with availability or performance. Our engineers can handle any cloud infrastructure issues 24/7.

UPDATE MANAGEMENT
Updates for Windows Server OS and SQL Server are managed through Azure Automation Update Management.

Monthly deployment of critical and security updates, and quarterly deployment of other update classifications.

AZURE BACKUP & SITE RECOVERY SERVICES
Azure Backup services provides independent and isolated backups to guard against accidental destruction of original data. Backups are encrypted and stored in a Recovery Services Vault with built-in management of recovery points.

The Solution’s Disaster Recovery is built upon Azure Site Recovery (ASR), a native disaster recovery as a service. ASR replicates all Virtual Machine disks (OS and Data for all web, application, and database servers) from the Azure Region hosting your production environment to a geographically disparate Azure Region and keeps the replica up to date within five (5) minutes.

ONGOING SECURITY INNOVATION
As you can see, we take a number of measures to ensure that your data is safe and secure. While we're very confident in our technology, we recognize that no system can guarantee data security with 100% certainty. For that reason, we will continue to innovate to make sure that our security measures are state of the art, and we will investigate any and all reported security issues concerning JustFOIA's services or software. 508/ADA COMPLIANCE
As part of our ongoing commitment to providing the easiest-to-use records requests software, we are committed to abiding by and developing solutions to remove barriers that might prevent a person with disabilities from using our products. JustFOIA is committed to providing a web application that is accessible to the widest possible audience, regardless of technology or ability. As such, we strive to adhere to the Revised Section 508 Standards published by the United States Access Board.

The WCAG level of compliance is approved by the ADA for websites and provides recommendations for making web content accessible. JustFOIA’s citizen-facing pages perform at a Level AA (or level two) conformance to these guidelines:
▪ Text Equivalents: alternative text detail for appropriate images and other non-text elements. ▪ Full Keyboard Access: built so that it can be accessed using a keyboard. ▪ Site Consistency: feature and functions perform the same way every time. ▪ Site Structure: appropriate headings, lists, paragraphs, style sheets, and other format features so guests can easily use the platform with assistive technology.
▪ Links: many links have title attributes to describe the link in greater detail unless the link’s text already fully describes the target.

JustFOIA routinely completes Voluntary Product Accessibility Templates (VPATs) across our platforms. We engage with external consultants certified by the International Association of Accessibility Professionals to ensure our Solution conforms with required standards. JustFOIA’s VPAT Report allows us to provide the data your procurement team will need to verify that the JustFOIA Solution meets the technical requirements for Section 508 compliance.

Item 3 Page 18 Town Council Meeting June 13, 2023
| Proposal Page 11 of 15
(rev. 1/2022)

IMPLEMENTATION JOURNEY
During the time services are provided, our Project Manager will communicate primarily with a Project Lead from your organization. Because the Solution is easy-to-configure and easy-to-use, the time to successfully complete the implementation depends largely on your team’s availability, communication, and organization. There are three stages to our implementation journey:

TECHNICAL & PROACTIVE SUPPORT
JustFOIA offers both technical, proactive, and supplemental support options, covering additional training and assistance to administrators and users.

TECHNICAL SUPPORT
JustFOIA Technical Support is provided by email or telephone during business hours of 8 a.m. to 5 p.m. for your local time. Customer can designate several individuals to be technical support contacts. Customers may contact JustFOIA support through the online support center, by email ([email protected]), or by telephone (800-342-2633).

JustFOIA customers receive the following benefits:
▪ Free software updates
▪ Embedded system help files
▪ Technical bulletins and newsletters
▪ Email/phone Support (see below)

ADMINISTRATION ASSISTANCE
Want a white-glove approach to support? Pricing for the advanced block of hours is based on JustFOIA’s Support Technician hourly rate discounted by 10%. The number of hours will expire on the same date as the Subscription Period End Date. By purchasing a block of hours, JustFOIA’s stellar support team can be available for the following:

ADDITIONAL TRAINING
Additional web-based training is conducted to train new users or as refresher training for existing users.

SYSTEM CONSULTATION
JustFOIA offers additional best practices consultation that includes recommendations for adding additional departments, statuses, email templates, etc. Customer may request a report of recommendations once annually.

CONFIGURATION SERVICES
Basic configuration services for new request form(s) and associated workflow(s).

STAGE 1:

Onboarding
STAGE 2:

Implementation
STAGE 3:

Go-Live
Item 3 Page 19 Town Council Meeting June 13, 2023
| Proposal Page 12 of 15
(rev. 1/2022)

SERVICE PACKAGES

PRO IMPLEMENTATION

CUSTOMER TASKS & DELIVERABLES
▪ Provide a visual flow chart and/or narrative of current records request process(es) and requirements ▪ Fill out configuration form
▪ Attend system walkthrough and create any additional users ▪ Attend admin and user trainings
▪ Perform user acceptance testing
▪ Complete JustFOIA Training Center trainings and certification JustFOIA TASKS & DELIVERABLES
▪ Lead project Kickoff Call to identify implementation milestones ▪ Deploy site in in the Microsoft Azure Government Cloud ▪ Establish and configure initial Admin and Power User security credentials ▪ Personalize Public Portal with Customer branding
▪ Introduce and conduct walkthrough to customer system
▪ Configure number of request forms defined in Order and necessary workflow statuses ▪ Set up current departments and observed holidays
▪ Configure system email templates
▪ Provide configuration and training for purchased platform add-ons ▪ Provide technical support through user testing before going live ▪ Conduct one (1) Remote Basic Admin Training (1 hour) and one (1) Remote Advanced Admin Training (1.5 hours); recording made available in Training Center
▪ Conduct one (1) Remote User System Training (1 hour); recording made available in Training Center ▪ Provide Hypercare Check-in Service (up to 2 weeks)
▪ Assist with transition to Customer Success and Support Teams ▪ Provide Go-Live Marketing press kit

ANY & ALL DOCUMENT MANAGEMENT

CUSTOMER TASKS & DELIVERABLES
▪ Complete JustFOIA Training Center trainings
▪ Attend remote walkthrough training
JustFOIA TASKS & DELIVERABLES
▪ Configure and implement Any & All Document Management module Item 3 Page 20 Town Council Meeting June 13, 2023
| Proposal Page 13 of 15
(rev. 1/2022)

DEFINITIONS
To determine which modules are applicable, please refer to the Pricing section. Your specific implementation may not include all modules described below.

REDACTION MODULE
Our powerful integrated Redaction Module allows you to upload and redact documents in the Solution. Automatically redact documents with one click or manually remove sensitive data. Features include text search, pattern matching, proximity search, redact selected text and/or full page(s). Easily apply exemption codes to cite redaction reasons. Once redaction is applied, the redacted areas are burnt into the document and cannot be recovered or removed and only the redacted version of the document can be released. There is no per-user fee, so any permitted user can redact a document.

JUSTFOIA TRAINING CENTER
The JustFOIA Training Center is a robust Learning Management System that offers remote learning, ongoing training and certification, as well as enhanced rollouts of new features and functionality. It is subscribed to by most customers and provides an easy, cost-effective way for all users in Customer’s organization to access training videos and certification courses. Benefits include:
▪ 24/7 access to on-demand JustFOIA training videos and other resources ▪ Reduce training time and expenses
▪ Caters to all skill levels from Basic Users to System Administrators ▪ Unlimited access for Customer’s entire organization
▪ JustFOIA Certifications Courses
▪ Reduction in internal support and increased user productivity ▪ Increased efficiency through improved internal usage/adoption of JustFOIA ▪ Instant/budgeted customized training available in the case of employee turnover ▪ Customized with fully indexed, recorded training sessions

ADVANCED REPORTING
The Advanced Reporting module will allow Customer to select any piece of their data to create custom reports and includes the following:
▪ User-selectable data points
▪ User-defined date ranges
▪ Email distribution of reports
▪ Automated scheduling of reports
▪ Saving created reports
▪ Ability to export data
▪ Simplify capture JLARC reporting requirements for Washington customers

SINGLE SIGN-ON (SSO)
The JustFOIA authentication system enables Single Sign-On (“SSO”) integration by allowing connection to one of many supported identity providers. This allows users to login to JustFOIA via trusted connections established with their IT infrastructure (e.g., Azure Active Directory login) instead of using username and password authentication within JustFOIA. This feature eliminates the need for users to maintain two sets of credentials, is easier for Customer’s IT organization to maintain security protocols and gives Customer better control over managing user access.

The following types of enterprise connections can be made:
▪ Azure Active Directory
▪ ADFS
▪ Active Directory / LDAP
▪ Google Workspace (formerly G Suite, formerly Google Apps) Item 3 Page 21 Town Council Meeting June 13, 2023
| Proposal Page 14 of 15
(rev. 1/2022)
▪ Open ID Connect
▪ SAML
▪ PingFederate

PAYMENT PORTAL
JustFOIA integrates with Authorize.net, PayPal and NCR/JetPay to collect payments from requestors online. These third-party payment processors handle all monetary transactions and sensitive credit card data. The requestor enters the request number/security key to see any fees that they owe. If they owe fees, they can pay through a secure Authorize.net, PayPal or NCR/JetPay site. Once they pay, users are able to make the request documents available for immediate release.

ADOBE ACROBAT PRO PLUG-IN
Adobe Acrobat Pro Plug-in allows customers to easily upload documents they are working on in Adobe Acrobat Pro to a specific request. In Adobe Acrobat Pro, simply create and edit documents, as well as apply redactions and other features available in the Adobe Pro software. Once the document has been finalized, a simple click of the JustFOIA Plug-In button sends the document to the customer’s JustFOIA system. It’s as easy as picking the desired request number and the is in the Response Docs section, ready to send to the requester. In order to utilize this plug-in, organizations will need to have an active Adobe Acrobat Pro license.

LASERFICHE INTEGRATION
Our exclusive Laserfiche integration is a seamless bridge, allowing your organization to leverage Laserfiche to more quickly and efficiently fulfill records requests. From inside the JustFOIA Solution, users can securely connect to their Laserfiche repository to search and browse for responsive documents. Alternatively, users can search, edit, and redact in Laserfiche, then click to send selected documents as responsive documents to a specific request in the same file format as they are in the repository. As part of your Laserfiche Integration, you can also export custom system reports directly into your Laserfiche repository, as well as all parts of a request from communication to provided documents to invoices and a full timeline history of activity on the request. In order to utilize this integration, each user will need a full Laserfiche license. Please see the Laserfiche Expansion Configuration Guide for Installation Requirements and Prerequisites.

ANY & ALL DOCUMENT MANAGEMENT
For customers who receive requests for “Any and All” communications, the effort to determine the responsive documents can be overwhelming. Built for customers who need to work with a large number of files, JustFOIA’s Any & All Document Management tool helps simplify and speed up this process with a variety of features, including:
▪ Extract .PST files (emails and attachments)
▪ Detect duplicate emails
▪ Bulk redact and sort all files with one-click
▪ Combine files into one PDF
▪ Create custom folders and review documents in the document viewer

CUSTOM WORKFLOWS
Building on the capability to design lists of tasks and set defaults, a Custom Workflow leverages automation to save your organization time by routing certain types of requests from submission to completion.

Automatically run when a request comes in, a Custom Workflow can use the supplied form data to determine which departments and tasks get assigned. Best suited for organizations that process larger volumes of specific types of requests. Also available is the full use of due dates, reminders, escalations, and approvals as well as the capability to automatically send out system and custom emails triggered by events in the workflow.

We work with you to design the unique series of tasks to assign out to departments so you can handle the approvals while keeping the request moving through your Solution.

Item 3 Page 22 Town Council Meeting June 13, 2023
| Proposal Page 15 of 15
(rev. 1/2022)
READY TO PARTNER?
If you’re ready to take the next step with JustFOIA, what happens next? Checklist Step/Activity Responsible Party
Customer notifies JustFOIA Solution Consultant (SC) of Vendor Selection Customer JustFOIA SC requests information below to provide official Contract/Order with Assumptions, Terms & Conditions:
▪ Legal Name
▪ Bill to Contact(s)/Email(s)
▪ Ship to Contact(s)/Email(s)
▪ Accounts Payable Email (if applicable)
▪ Desired Request Forms
▪ Desired URL (Example: bryantx.justfoia.com)
JustFOIA SC
Ensure your IT Department has reviewed and agreed to the prerequisites for:
▪ Single Sign-on
▪ Determine enterprise connection (i.e., Azure Active Directory, ADFS, SAML)
▪ Laserfiche Integration
▪ Must be on version 10.4 or higher
▪ What type of Laserfiche environment do you have (i.e., On-prem, Laserfiche Cloud, MCCi Managed Cloud, etc.)?
Customer IT
Ensure your Finance Department has reviewed and agreed to the supported payment gateways for the Payment Portal (Authorize.NET, PayPal, NCR/JetPay) ▪ Determine desired payment gateway
▪ Determine/setup merchant account compatible with payment gateway Customer Finance
Customer/JustFOIA Legal Review Customer & JustFOIA SC
Customer executes Contract and becomes part of the JustFOIA Family! Customer Item 3 Page 23 Town Council Meeting June 13, 2023
Item 3 Page 24 Town Council Meeting June 13, 2023

REDACTION
Area and text-based redaction in browser
Auto-generate an exemption annotation
Search based batch redaction
Automatically generates both redacted and original versions of your documents

DOCUMENT HOSTING
Supports any file type, including PDF, email extracts, audio, and video Document viewer in application

ROUTING & ROLES
Automatically send requests to predefined user groups or departments Set roles within a group or department
Define global user abilities with roles

COST, INVOICING, AND PAYMENTS
Time tracking and cost calculation
Send and track invoices
Receive payments online via credit card (PCI compliant) Option to create custom invoicing templates

RAPIDREVIEW MODULE
Extract PST and MSG files for review directly in the NextRequest platform Rapidly review documents and emails in context and create document workflows
Redact hundreds of documents at once
Take bulk actions on documents and release, delete, move, all at once OCR: optical character recognition available to decipher the text on scanned documents (in beta)

DRAFT REDACTION
Autosaves redactions so you won’t lose your work
Share and collaborate on redactions before finalizing and releasing Leave comments on documents for internal review

RISK MODULE
Machine learning capabilities to search a document for potential risk in sensitive data

PUBLIC ACCESS AND INFORMATION

BULK DOWNLOAD
Honor requests so requesters can download some or all documents published for their requests in two clicks

FULL-TEXT SEARCH (IN BETA)
Requesters can search the full text of any document published on the public side Agency users can search the full text for any documents in the portal for staff side

CUSTOM FORMS
Staff can customize requester forms on the public side to select by department, requester subject, etc.

It makes requests more accessible and easy to understand for requesters Saves time to get request to the correct department or connect requester with necessary resources
nextrequest.com/features
Our records request
software empowers
organizations to
collaborate remotely
and asynchronously.

Item 3 Page 25 Town Council Meeting June 13, 2023

ADMINISTRATIVE TOOLS
Staff user roles allow controlled access to specific feature sets Configurable departments and related request routing
User-configurable alerts
User-configurable templates for responses and request closures Customizable tags to categorize requests

MESSAGING & COMMUNICATION
Private messages for internal staff communication
Private documents facilitate internal review and redaction before release Email bridge that allows users to send personal messages via email without logging into the application
Automatic email notifications for “request received,” “due soon,” “overdue,” and other actions and statuses related to a request

PUBLISHING & PERMISSIONS
Publish individual requests to the public or only the requester Control staff permissions
Review documents internally before release
Time-based publishing
Publish requests even if they have sensitive internal content on them Visibility by department

CUSTOMER SUPPORT
Online documentation, including video tutorials
Phone, email, and chat support

REQUEST DIVERSION
Real-time keyword search that deflects requests by routing people to existing information online
The ability to review and reference past requests and documents to reduce duplicates

REPORTING & ANALYTICS
A dashboard including real-time and historical information on requests Customized data exports allow for downloading a CSV of request information based on filters like date, department, status, user, etc.

Time tracking: understand how much time spent on each request API for use in business intelligence and other systems

AUDIT TRAIL
Staff and requester view
Automatically logs all correspondence and actions related to a request Each event included time, date, and user
Powerful Features
for your records requests
nextrequest.com/features
NextRequest
By the Numbers
8,550,311
Records Downloaded
1,310,000
Records Released
9,128
NextRequest Users
Item 3 Page 26 Town Council Meeting June 13, 2023
nextrequest.com | 212 W Main Street, Suite 500, Durham, NC 27701 | [email protected] | (833) 698-7778 NextRequest for Town of Woodside, CA
Prepared for: Jennifer Li, Town of Woodside, CA
Prepared by: Kristin Lussier (NextRequest)
Date: Oct 26, 2022
What do I get with
NextRequest?
An all-in-one platform for managing records requests across your entire agency. Itʼs an annual subscription and includes:
• Workflow Tools
• Document Hosting & Management
• Dashboards and Custom Reporting
• Request Diversion
• Regular Product Improvements and Feature Updates
Security? We protect your information using:
• SOC 2 Security Audit
• Encryption and Threat/Uptime Monitoring
• See a full overview at: nextrequest.com/security
Technical
Requirements?
NextRequest is entirely web based and soware-as-a-service • Everything in the cloud - no downloads or installations • Works on all modern web browsers
Item 3 Page 27 Town Council Meeting June 13, 2023
nextrequest.com | 212 W Main Street, Suite 500, Durham, NC 27701 | [email protected] | (833) 698-7778 NextRequest Quote - Town of Woodside, CA
Current Date: Oct 26, 2022 (pricing valid for 60 days from current date) Customer Town of Woodside, CA Term Start TBD
Contact Jennifer Li Invoicing TBD
Required Items Price QTY Subtotal
NextRequest Standard License (monthly pricing, billed annually) • Unlimited Sta users
• Up to 10 Admin-Publisher users
• Up to 2 TB of storage
Core Features:
• Public Request Portal
• Public Reading Room
• Premier Security Package
• Premium Email Monitoring Suite
• Email notifications
• Automatic Reminders
• Task assignment and tracking
• Time Tracking
Payments
• Invoicing
• Online Payments (*Approved payment processors)
Review and Redaction Features:
• Redaction with unlimited users
• RapidReview (Batch and Dra Redaction)
• OCR (Optical Character Recognition)
IT & Compliance Features:
• Retention
• Single Sign-On
• Agency Specific Portal URL
• Online Payments (with approved payments processor)
• SOC 2 Type II Audit
• CJIS & HIPAA Compliance (with BAA)
$699.00 12 $8,388.00
Item 3 Page 28 Town Council Meeting June 13, 2023
nextrequest.com | 212 W Main Street, Suite 500, Durham, NC 27701 | [email protected] | (833) 698-7778 Standard Set Up & Onboarding (One-time)
• Dedicated Onboarding Team
• 1 Kicko Call
• 1 Dedicated Admin Training (60 minutes)
• Go-Live Success Plans
• Weekly Group Training Webinars
• In-app Training
• Video Tutorials
• Knowledge Base Articles
• Service Level Agreement
$1,500.00 1 $1,500.00
Total $9,888.00
Renewals: Pricing may be subject to a standard 5% annual increase to account for application improvements, new features and inflation.

Item 3 Page 29 Town Council Meeting June 13, 2023
408 Saint Peter Street, Suite 600 THIS IS NOT AN INVOICE Order Form Saint Paul, MN 55102 Prepared for
United States Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022

Page 1 of 7 ends

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

Page 2 of 7 ends

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

Page 3 of 7 ends

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

Page 4 of 7 ends

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

Page 5 of 7 ends

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
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Item 3 Page 34 Town Council Meeting June 13, 2023
Order Form
Woodside, CA
Order #: Q-238856
Prepared: 11/21/2022

Page 6 of 7 ends

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

Page 7 of 7 ends

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

Page 1 of 4 ends

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.

Page 2 of 4 ends

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):

Page 3 of 4 ends

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)________________________

Page 4 of 4 ends

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
Town Council Meeting June 13, 2023
Page | 2 Urban Programmers
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
Item 6 Page 6
Town Council Meeting June 13, 2023
Page | 3 Urban Programmers
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.

Item 6 Page 7
Town Council Meeting June 13, 2023
Item 6 Page 8
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
Item 7 Page 2
Town Council Meeting June 13, 2023
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
Item 7 Page 3
Town Council Meeting June 13, 2023
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
Town Council Meeting June 13, 2023
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:

Item 7 Page 5
Town Council Meeting June 13, 2023
CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support EXHIBIT A: Quotation
Item 7 Page 6
Town Council Meeting June 13, 2023
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.

Item 7 Page 7
Town Council Meeting June 13, 2023
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
Town Council Meeting June 13, 2023

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
Item A Page 2
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
3 Town Council Meeting June 13, 2023

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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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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6 Town Council Meeting June 13, 2023
ii
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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7 Town Council Meeting June 13, 2023
iii
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
8 Town Council Meeting June 13, 2023
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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
v
(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
Town Council Meeting June 13, 2023
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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.

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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
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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.

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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.

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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.

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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.

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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.

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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
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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).

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BUDGET
GUIDE
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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:

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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