Agenda packet, third session — Town Council, July 25, 2023 (part 1 of 3)

Agenda
TC MEETING AGENDA - 2023-07-25.PDF
Meeting Materials
TC MEETING PACKET - 2023-07-25.PDF
COMMITTEE APPOINTMENTS.PDF
ITEM 1 - REGISTER OF DEMANDS JUNE 16 - JULY 15, 2023.PDF ITEM 2 - DRAFT MINUTES OF MAY 9 AND 23, 2023.PDF
ITEM 3 - SHULMAN CLAIM.PDF
ITEM 4 - GRAND JURY ADU.PDF
ITEM 5 - ENVIRONMENT COMMITTEE NAME CHANGE.PDF
ITEM 6 - CONSULTANT SERVICE CONTRACT (M-GROUP) - MULTI FAMILY REZONING.PDF
ITEM 7 - TREASURERS INVESTMENT REPORT ANNUAL FY2023.PDF ITEM 8 - EMERGENCY EXTENSION.PDF
ITEM 9 - CIVICPLUS AGREEMENT FOR WEBSITE.PDF
ITEM 10 - 136 BARDET TO TCSAD.PDF
ITEM 11 - 234 ALBION TO TCSAD.PDF
ITEM 12 - GLENS PATH HEI AMENDMENT NUMBER 2.PDF
ITEM 13 - KINGS MOUNTAIN ROAD CROSSWALK.PDF
ITEM 13 DESK ITEM - LETTER FROM M. VOELKE.PDF
ITEM A - APPL2023-0003 OF 2300 WOODSIDE ROAD.PDF
ITEM B - PLANNING COMMISSION SIZE AND DISTRICT.PDF
ITEM B DESK ITEM - LETTER FROM M. VOELKE.PDF
ITEM C - ASRB STUDY SESSION.PDF
ITEM C DESK ITEM - LETTER FROM J. STREET.PDF
ITEM A DESK ITEM - LETTERS RECEIVED AS OF 6 PM ON 7-25-2023.PDF

1. Documents:

2. Documents:

Town Council Meeting July 25, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL MEETING AGENDA July 25, 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.

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Emergency Preparedness Committee
b. Environment & Conservation 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 June 16 through July 15, 2023.

2. Approval of Minutes: Regular Meetings of May 9 and May 23, 2023.

3. Resolution Accepting the Claim Submitted by Jacob Shulman on June 13, 2023, in the Amount of $21,098.91. Resolution No. 2023 - ____

Town Council Meeting July 25, 2023 Page 2

4. Review and Approve the Town’s Response to the San Mateo County Grand Jury Report: “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?”

5. Resolution Changing the Name of the Environment and Conservation Committee to the Environment and Open Space Committee and Amending the Charter. Resolution No. 2023 - ____

6. Resolution Authorizing the Town Manager to Execute a Professional Services Agreement with M-Group for Preparation of Multi-Family Zoning Requirements and Objective Design Standards; with Associated Revisions to the General Plan and Emerald Lake Hills Specific Plan, at Sites Designated for Multi-Family Housing in the Town’s Housing Element, in the Amount Not-To-Exceed $79,343. Resolution No. 2023 - ____

7. 2022-23 Annual Treasurers’ Report.

8. Two Resolutions Continuing the On-Going Declarations of Local Emergency. Resolution No. 2023 - ____ and No. 2023 - ____

9. Resolution Authorizing the Town Manager to Enter into an Agreement with CivicPlus in an Amount not to Exceed $32,875.00 for Redesign and Hosting of the Town of Woodside’s Website. Resolution No. 2023 - ____

10. Resolution Approving 136 Bardet Road (APN 073-050-190) to Connect to the Town Center Sewer Assessment District. Resolution No. 2023 - ____

11. Resolution: (1) Approving a Sewer Service Allocation to 234 Albion Ave., Pursuant to Municipal Code Section 51.126; (2) Consenting to the Annexation of this Property into the Town Center Sewer Assessment District; and (3) Authorizing the Town Manager to Execute Revised Agreements with the City of Redwood City and Fair Oaks Sewer Maintenance District to Add This Property into the Approved Service Area for the Town Center Sewer Assessment District. Resolution No. 2023 - ____

12. Resolution Authorizing the Town Manager to Execute a Contract Amendment with Harrison Engineering Inc. for $19,962 for Additional Construction Engineering Support for the Glens Path Phase 2 and Phase 3 Project. Resolution No. 2023 - ____

13. Resolution (1) Approving the Plans and Specifications for the Kings Mountain Road/Woodside Road Crosswalk Project, (2) Authorizing Bidding of the Project for Construction, and (3) Authorizing the Town Manager to Execute a Construction Contract for the Project in an Amount Not-to- Exceed $140,000, Which Includes $20,000 for Construction Contingency.

Resolution No. 2023 - ____

PUBLIC HEARING
A. Review of an Appeal (APPL2023-0003) of the Planning Commission’s approval of Resolution No. 2023-002, completing the required one-year review of Conditional Use Permit (CUSE2019-0001) and finding that the permittee, Menlo Country Club, complied with the Operational Conditions of Approval during the first year following the completion of the project. Resolution No. 2023 - ____

NEW BUSINESS
B. Direction to Staff Regarding an Ordinance to Amend the Town Municipal Code Chapter 32, Article I, Regarding the Composition of the Planning Commission.

C. Study Session: Architectural and Site Review Board Membership.

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

Town Council Meeting July 25, 2023 Page 3
E. 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 July 25, 2023 Page 1

TOWN OF WOODSIDE
TOWN COUNCIL MEETING AGENDA July 25, 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

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Emergency Preparedness Committee
b. Environment & Conservation Committee

1. Register of Demands Against the Town of Woodside from June 16 through July 15, 2023.

2. Approval of Minutes: Regular Meetings of May 9 and May 23, 2023.

3. Resolution Accepting the Claim Submitted by Jacob Shulman on June 13, 2023, in the Amount of $21,098.91. Resolution No. 2023 - ____

Town Council Meeting July 25, 2023 Page 2

4. Review and Approve the Town’s Response to the San Mateo County Grand Jury Report: “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?”

5. Resolution Changing the Name of the Environment and Conservation Committee to the Environment and Open Space Committee and Amending the Charter. Resolution No. 2023 - ____

7. 2022-23 Annual Treasurers’ Report.

8. Two Resolutions Continuing the On-Going Declarations of Local Emergency. Resolution No. 2023 - ____ and No. 2023 - ____

10. Resolution Approving 136 Bardet Road (APN 073-050-190) to Connect to the Town Center Sewer Assessment District. Resolution No. 2023 - ____

Resolution No. 2023 - ____

NEW BUSINESS
B. Direction to Staff Regarding an Ordinance to Amend the Town Municipal Code Chapter 32, Article I, Regarding the Composition of the Planning Commission.

C. Study Session: Architectural and Site Review Board Membership.

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

Town Council Meeting July 25, 2023 Page 3
E. 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 July 25, 2023 SUBJECT: VOLUNTEER COMMITTEE APPLICATIONS FOR REVIEW
Attached is the following volunteer committee application for review:

Emergency Preparedness Committee
Claudia Medina
Environment & Conservation Committee
Claudia Medina
The Town Council is also asked to appoint Alayna Van Dervort, a current member of the Environment: Open Space, Conservation & Sustainability Committee, to the newly formed Environment & Conservation Committee.

Committee Appointments Town Council Meeting July 25, 2023 Committee Appointments Town Council Meeting July 25, 2023 Please state your interest in this committee:

I would like to help our community prepare for the fire season. I was evacuated for the first time last year because I live close to Edgewood Park & Natural Preserve. Although we have been prepared for years, we were taken by surprise and I realized that we have to do more to be ready.

I am also very interested in helping the community to use energy more wisely and become a net zero carbon-emission town. I work for Salesforce, a net-zero emission company.

Talents, skills, resources you can offer:

I can teach how to use Salesforce products such as Sustainability Cloud and Slack. I am a senior instructional designer and curriculum developer. I can help you create educational programs for our community.

Committee Appointments Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 1
From: Paula Wong, Management Analyst July 25, 2023
Kevin Bryant, Town Manager
SUBJECT: REGISTER OF DEMANDS AGAINST THE TOWN OF WOODSIDE FROM JUNE 16 THROUGH JULY 15, 2023
Per Town of Woodside Municipal Code Title III, Administration, Chapter 31.03.F the attached register of demands for June 16 through July 15, 2023, have been prepared, audited, and certified by the Administrative Services Manager.

Attachment

1. Register of Demands June 16 through July 15, 2023
Item 1 Page 1 Town Council Meeting July 25, 2023
Accounts Payable
User:

Printed:
paula.wong
7/18/2023 1:22 PM
Checks by Date - Detail by Check Date
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42093 2743 Coda Technology Group 06/16/2023
7273 Zoom Rooms: Annual Service Agreement 06.01 Zoom Rooms: Annual Service 9,120.00 Total for Check Number 42093: 9,120.00
42094 2475 Network Secuirty Systems 06/16/2023
29283 Museum-Quarterly Fire/Intrusion Alarm Service Library/Museum-Quarterly Fi 240.00 29283 Library-Quarterly Fire Alarm Service:July-Septe Library/Museum-Quarterly Fi 195.00 Total for Check Number 42094: 435.00
42095 1385 Stepford 06/16/2023
2301330 IT Server Monthly Service July 2023 IT Server Monthly Service Jul 1,870.20 2301331 IT Monthly Off-site Disaster Recovery July 2023 IT Monthly Off-site Disaster R 680.00 2301332 IT Monthly Service+MS Office License July 202 IT Monthly Service+MS Offic 3,133.00 Total for Check Number 42095: 5,683.20
42096 1552 U.S. Postal Service 06/16/2023
BoxFee2023-2024 Annual PO Box #620005 Fee 06.30.23-06.30.24 Annual PO Box #620005 Fee 460.00 Total for Check Number 42096: 460.00
42097 1006 Aaronson, Dickerson, Cohn & Lanzone 06/16/2023 1865 Legal Services May 2023 Legal Services May 2023 27,573.00 1865 Legal Services May 2023 Legal Services May 2023 2,196.75 Total for Check Number 42097: 29,769.75
42098 1039 AT&T Mobility 06/16/2023
873236230X06062023 Cell phones 873236320 04.29.23-05.28.23 Cell phones 873236320 04.29 187.04 Total for Check Number 42098: 187.04
42099 2963 Baker Tilly US, LLP 06/16/2023
BT2460619 Housing Element Consulting Service: May 2023 Housing Element Consulting 6,667.50 Total for Check Number 42099: 6,667.50
42100 1041 Bartle Wells Associates 06/16/2023
510C-1001 Sewer Rate Study February-May 2023 Sewer Rate Study February-M 13,770.00 Total for Check Number 42100: 13,770.00
42101 1043 Bay Area News Group 06/16/2023
0001380233 Legal Classified Advertising-Planning May 2023 Legal Classified Advertising M 1,413.73 Total for Check Number 42101: 1,413.73
42102 1060 California Water Service 06/16/2023
W4321 06.01.23 4321116666 2955 Woodside Rd 6" Fire Service 0 6 4321116666 2955 Woodside R 55.34 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 1 Item 1 Page 2 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42102: 55.34
42103 1066 California Water Service 06/16/2023
W5527 06.06.23 5527147592 BG Construction Mtr 62261013 05. 5527147592 BG Construction 82.96 Total for Check Number 42103: 82.96
42104 1082 City of Foster City 06/16/2023
15292 CalOpps Job Posting-Summer Intern CalOpps Job Posting-Summer 540.00 Total for Check Number 42104: 540.00
42105 1082 City of Foster City 06/16/2023
TC 06.15.23 Council of Cities Dinner/Meeting 06.23.23 Council of Cities Dinner/Meet 60.00 Total for Check Number 42105 60 00
42106 2894 ClientFirst Consulting Group, LLC 06/16/2023 15110 CentralSquare Migration Contract Negotiation-M CentralSquare Migration Cont 5,103.75 Total for Check Number 42106: 5,103.75
42107 1110 Corodata 06/16/2023
RS3503812 Records Management May 2023 Records Management May 20 855.42 Total for Check Number 42107: 855.42
42108 1114 County of San Mateo Office of Assessor-Cl 06/16/2023 2223045 Election Services:Town & Statewide General Ele Election Services:Town & Sta 11,124.26 Total for Check Number 42108: 11,124.26
42109 2770 Edge Communications Solutions 06/16/2023
35040 Phone (Main Office Number) 05.06.23-06.05.23 Monthly Phone (650)851-679 208.95 36755 Phone (Main Office Number) 06.06.23-07.05.23 Monthly Phone (650)851-679 206.14 Total for Check Number 42109: 415.09
42110 1308 Embarcadero Media 06/16/2023
78800 Legal Advertising Planning May 2023 Legal Advertising Planning M 1,457.00 Total for Check Number 42110: 1,457.00
42111 2801 Green Halo Systems Inc 06/16/2023
4322 Waste Tracking System Month Fee: June 2023 Waste Tracking System Month 117.00 Total for Check Number 42111: 117.00
42112 1653 Harrison Engineering, Inc. 06/16/2023
21-016-11 Glens Pathway Phase 2 & 3: Design April-May 2 Glens Pathway Phase 2 & 3: D 8,640.25 22-020-03 Farm Road Reconstruction Assistance January-M Farm Road Reconstruction As 1,318.50 23-003-03 Storm Damage Engineering Assistance: April-M Storm Damage Engineering A 2,864.36 Total for Check Number 42112: 12,823.11
42113 2992 Jessica Hatfield 06/16/2023
AC 06 03 23 WACC 1st Friday Live Recording PreRecord/E t/Li e P g Ju e WACC 1st Friday Live Recor 510 00 Total for Check Number 42113: 510.00
42114 1167 Herc Rentals, Inc 06/16/2023
32398710-023 Storage Container Rental 05.10.23-06.07.23 Storage Container Rental 05.1 127.30 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 2 Item 1 Page 3 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42114: 127.30
42115 1145 Jennifer Li 06/16/2023
Reimb. 05.30.23 Bulk Mailing Balance Replenishment-Planning P Bulk Mailing Balance Repleni 131.11 Reimb. 06.06.23 Zoom Upgrade to Business Account-Prorated Zoom Upgrade to Business Ac 1,444.93 Total for Check Number 42115: 1,576.04
42116 1148 Gerardo Mendoza 06/16/2023
187-2023 Barkley Fields Janitorial + Disinfecting May 202 Barkley Fields Janitorial + Dis 940.00 233-2023 Museum Janitorial + Disinfecting May 2023 Museum Janitorial + Disinfect 240.00 243-2023 Independence Hall Janitorial May 2023 Independence Hall Janitorial M 135.00 286-2023 Branch Library Janitorial + Disinfecting May 20 Branch Library Janitorial + Di 1,285.00 297-2023 Town Hall Janitorial + Disinfecting May 2023 Town Hall Janitorial + Disinf 1,095.00 Total for Check Number 42116: 3,695.00
42117 1245 ODP Business Solutions, LLC 06/16/2023
309526369002 Supplies: Hanging Folders Supplies: Hanging Folders 159.16 311518151001 Supplies: Colored Paper Supplies: Colored Paper 17.71 311914570001 Supplies: Paper,Pens,Highlighters Supplies: Paper,Pens,Highligh 40.11 312351152001 Supplies: First Aid Supplies: First Aid 43.90 313889424001 Supplies: Cornstarch Utensils Supplies: Cornstarch Utensils 5.43 313910464001 Supplies: Serving Utensil Supplies: Serving Utensil 11.25 313910469001 Supplies: Paper Towels Supplies: Paper Towels 87.27 313958526001 Supplies: Wristrest Supplies: Wristrest 18.58 313958669001 Supplies: MK295 Wireless Keyboard Supplies: MK295 Wireless Ke 35.75 313958673001 Supplies: Notepad Supplies: Notepad 14.62
314109868001 Supplies: Notepads Supplies: Notepads 45.00 314110764001 Supplies: Notepads Supplies: Notepads 24.25 314374485001 Supplies: First Aid Kit Supplies: First Aid Kit 55.90 314407554001 Supplies: First Aid Supplies: First Aid 39.13 314407556001 Supplies: First Aid Kits Supplies: First Aid Kits 91.51 314407557001 Supplies: First Aid Supplies: First Aid 22.29 314498639001 Supplies: Thermal Carafe Supplies: Thermal Carafe 65.17 314668790001 Supplies: Colored Paper Supplies: Colored Paper 53.12 314673689001 Supplies: Pens Supplies: Pens 11.09
314717950001 Supplies: RETURN CREDIT Shredder 2-Yr War Supplies: RETURN CREDIT -149.99 315362159001 Supplies: RETURN CREDIT Notepads Invoice# Supplies: RETURN CREDIT -24.25 Total for Check Number 42117: 667.00
42118 1256 Pacific Gas & Electric 06/16/2023
P5827 06.09.23 Entrance Canada Coll. 5827359418-2 05.05.23-0 Traffic Canada College 58273 45.84 Total for Check Number 42118: 45.84
42119 1276 Roberts Market 06/16/2023

06.01.23 Grocery & Hardware Supplies May 2023 Grocery & Hardware Supplies 693.93 Total for Check Number 42119: 693.93
42120 3029 Mary Jane Schramm 06/16/2023
AC 06.08.23 Honorarium:1st Friday Presentation Arts & Cultu Honorarium:1st Friday Presen 300.00 Total for Check Number 42120: 300.00
42121 1385 Stepford 06/16/2023
2301358 HP ZBook Fury Remote Laptop HP ZBook Fury Remote Lapto 3,246.42 2301360 TP-Link 8 port GB Switch TP-Link 8 port GB Switch 43.74 2301361 Netgear 5 Port Switch Netgear 5 Port Switch 154 60 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 3 Item 1 Page 4 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
2306318 IT Service Overage/After Hours March-May 202 IT Service Overage/After Hou 948.75 Total for Check Number 42121: 4,393.51
42122 2856 Tesla Energy 06/16/2023
Refund06.08.22R 1100 Mountain Home Rd BLDG2020-0129 Perm 1100 Mountain Home Rd BLD 1,000.00 Total for Check Number 42122: 1,000.00
42123 1355 The Reveg Edge 06/16/2023
2325 Kite Hill Mowing 06.02.23 Kite Hill Mowing 06.02.23 732.00 Total for Check Number 42123: 732.00
42124 1531 United States Treasury 06/16/2023
Form720-Q2.2022 EIN , IRS Form 720, 2nd Quarter 2 EIN IRS Form 42.00 Total for Check Number 42124: 42.00
42125 2218 Wex Bank 06/16/2023
89719048 Chevron Gas Card for Fleet 05.07.23-06.06.23 Chevron Gas Card for Fleet 05 671.89 Total for Check Number 42125: 671.89
42126 2608 Sheri Brooks 06/16/2023
DefSpac06.12.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 1,437.50 Total for Check Number 42126: 1,437.50
42127 2668 Matt Hengehold 06/16/2023
DefSpac06.02.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 2,600.00 Total for Check Number 42127: 2,600.00
42128 3028 Rob Hutchinson 06/16/2023
DefSpac06.12.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 2,925.00 Total for Check Number 42128: 2,925.00
42129 3027 Robert Isaacson 06/16/2023
DefSpac06.12.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 3,000.00 Total for Check Number 42129: 3,000.00
42130 2330 Michael Knych 06/16/2023
Refund06.12.23 Refund for Rental Deposit of $350.00 Refund for Rental Deposit of $ 350.00 Total for Check Number 42130: 350.00
42131 1774 Purvi Kunwar 06/16/2023
DefSpac06.09.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 2,500.00 Total for Check Number 42131: 2,500.00
42132 2687 Jess Lee 06/16/2023
DefSpac06.07.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 3,000.00 Total for Check Number 42132: 3,000.00
42133 1785 Albert K. Martin 06/16/2023
DefSpac06.05.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 1,400.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 4 Item 1 Page 5 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42133: 1,400.00
42134 3026 Arthur Muir 06/16/2023
DefSpac06.09.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 3,000.00 Total for Check Number 42134: 3,000.00
42135 3025 NVWS Properties, LLC 06/16/2023
DefSpac06.01.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 3,000.00 Total for Check Number 42135: 3,000.00
42136 2699 Ben Pope 06/16/2023
DefSpac06.12.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 2,000.00 Total for Check Number 42136: 2,000.00
42137 2718 William Saleme 06/16/2023
DefSpac06.02.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 3,000.00 Total for Check Number 42137: 3,000.00
42138 2877 Enssieh Schainker 06/16/2023
DefSpac06.02.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 1,056.00 DefSpac06.02.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 1,056.00 Total for Check Number 42138: 2,112.00
42139 2772 Scott Schnugg 06/16/2023
DefSpac06.08.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 1,550.00 Total for Check Number 42139: 1,550.00
42140 2729 Alayna Van Dervort 06/16/2023
DefSpac06.05.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching F 3,000.00 Total for Check Number 42140: 3,000.00
Total for 6/16/2023: 149,469.16
42141 1031 AT&T - 939-103-5058 06/27/2023
000020136228 6505291639&6505291647 (Additional Lines-M Phone (Additional Lines at M 51.90 Total for Check Number 42141: 51.90
42142 1032 AT&T - 939-103-5059 06/27/2023
000020136229 6505291708(Automated Notification System/DS Phone(Automated Notification 26.72 Total for Check Number 42142: 26.72
42143 1033 AT&T - 939-103-5060 06/27/2023
000020089695 6508511294 Phone (Museum) 05.13.23-06.12.23 Phone (Museum) 05.13.23-06 25.54 Total for Check Number 42143: 25.54
42144 1034 AT&T - 939-103-5061 06/27/2023
000020136232 6508512195Phone(Fax) 05.25.23-06.24.23 6508512195Phone (Fax) 05.25 51.90 Total for Check Number 42144: 51.90
42145 1035 AT&T - 939-103-5062 06/27/2023
AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 5 Item 1 Page 6 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
000020089696 6508515591 TC/Woodside Pump Station 05.13.2 Phone (Town Center/Woodsid 26.76 Total for Check Number 42145: 26.76
42146 1036 AT&T - 939-103-5063 06/27/2023
000020136233 6508516795 Phone (Extra Office Number) 05.25 Phone (Extra Office Number) 23.98 Total for Check Number 42146: 23.98
42147 1037 AT&T - 939-103-5064 06/27/2023
000020136234 6508517741 La Quest Sewer Pump Station 05.25 Phone(Public Works) La Ques 26.73 Total for Check Number 42147: 26.73
42148 1038 AT&T - 939-105-1744 06/27/2023
000020060667 BAN9391051744 Phone (Internet) 05.10.23-06.0 Phone (Internet) 05.10.23-06.0 838.74 Total for Check Number 42148: 838.74
42149 1062 California Water Service 06/27/2023
W1367 06.12.23 1367116666 WHHA 24 Median Meters+1 Town WHHA 24 Median Meters+1 1,161.43 Total for Check Number 42149: 1,161.43
42150 1063 California Water Service 06/27/2023
W2367 06.09.23 2367116666 Mt Home & Woodside 05.09.23-06 2367116666 Mt Home & Woo 31.64 Total for Check Number 42150: 31.64
42151 1065 California Water Service 06/27/2023
W4562 06.12.23 4562104183 5001 Farmhill Blvd, Barkley Fields 4562104183 5001 Farmhill Bl 10,390.95 Total for Check Number 42151: 10,390.95
42152 1067 California Water Service 06/27/2023
W6167 06.09.23 6167116666 2955 Woodside Rd. 05.09.23-06.08 6167116666 2955 Woodside R 592.68 Total for Check Number 42152: 592.68
42153 1068 California Water Service 06/27/2023
W6408 06.09.23 6408116666 3140 Woodside Road 05.09.23-06.0 6408116666 3140 Woodside R 1,084.13 Total for Check Number 42153: 1,084.13
42154 1069 California Water Service 06/27/2023
W8508 06.09.23 8508116666 Woodside & Canada Ln, 05.09.23-0 8508116666 Woodside & Can 82.98 Total for Check Number 42154: 82.98
42155 1117 County of San Mateo-Human Resources De 06/27/2023 CI22-063 Public Speaking Training Class 05.24.23 Public Speaking Training Clas 125.00 Total for Check Number 42155: 125.00
42156 1121 CSG Consultants, Inc. 06/27/2023
50538 Lot Merger Review 4214 Jefferson Ave, MERG2 Lot Merger Review 4214 Jeffe 160.00 50940 Lot Merger Reviews/COC: 2 Medway Rd,163 O Lot Merger Reviews/COC: 2 2,420.00 Total for Check Number 42156: 2,580.00
42157 1147 General Telcom 06/27/2023
35502 SIP Panic Call Button-Installation and Service SIP Panic Call Button-Installa 2,074.05 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 6 Item 1 Page 7 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42157: 2,074.05
42158 1165 Ignacio Hernandez 06/27/2023
Uniform06.16.23 Uniform Reimbursement FY2022-2023 Uniform Reimbursement FY2 350.00 Total for Check Number 42158: 350.00
42159 1245 ODP Business Solutions, LLC 06/27/2023
316786153001 Supplies: Copy Paper Supplies: Copy Paper 108.26 317418097001 Supplies: Tea Supplies: Tea 11.23
317418100001 Supplies: Tea Supplies: Tea 27.98
Total for Check Number 42159: 147.47
42160 2900 Melanie Olson 06/27/2023
Reimb. 06.21.23 APA AICP Exam, Exam Study Manual, Subdivis APA AICP Exam, Exam Study 555.00 Total for Check Number 42160: 555.00
42161 1248 Pacific Gas & Electric 06/27/2023
P0537 06.15.23 Canada College/Farm Hill 0537900773-4 05.12.2 Canada College Traffic Signal 76.67 Total for Check Number 42161: 76.67
42162 1249 Pacific Gas & Electric 06/27/2023
P0961 06.15.23 5001 Farm Hill/Barkely 0961067232-2 05.11.23- 5001 Farm Hill/Barkley PGE 395.26 Total for Check Number 42162: 395.26
42163 1250 Pacific Gas & Electric 06/27/2023
P1399 06.20.23 1399341562-2 Street Lamp 05.17.23-06.14.23 1399341562-2 TH Street Lam 18.55 Total for Check Number 42163: 18.55
42164 1251 Pacific Gas & Electric 06/27/2023
P3590 06.11.23 TH #2 3590823804-7 Gas 05.12.23-06.10.23 Town Hall -Gas 3590823804- 66.60 Total for Check Number 42164: 66.60
42165 1252 Pacific Gas & Electric 06/27/2023
P3663 06.13.23 Library 1 Gas 3663254289-4 05.13.23-06.12.23 Library 1 Gas PGE 36632542 29.97 Total for Check Number 42165: 29.97
42166 1253 Pacific Gas & Electric 06/27/2023
P3674 06.15.23 TH 3; 3674157132-1 05.11.23-06.09.23 Town Hall 3; 3674157132-1 0 640.40 Total for Check Number 42166: 640.40
42167 1254 Pacific Gas & Electric 06/27/2023
P3704 06.16.23 Library 2- PGE3704920953-1 05.12.23-06.11.23 Library 2- PGE3704920953-1 949.93 Total for Check Number 42167: 949.93
42168 1255 Pacific Gas & Electric 06/27/2023
P5632 06.15.23 Town Hall 4 PGE 5632637403-2 05.11.23-06.09 Town Hall 4 PGE 5632637403 1,847.93 Total for Check Number 42168: 1,847.93
42169 1257 Pacific Gas & Electric 06/27/2023
P9226 06.15.23 TC Pump 9226135810-2 05.11.23-06.09.23 TC Pump 9226135810-2 05.11 480.26 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 7 Item 1 Page 8 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42169: 480.26
42170 1258 Pacific Gas & Electric 06/27/2023
P9809 06.15.23 TC Questa Pump 9809469106-4 05.11.23-06.09. TC Questa Pump 9809469106 32.36 Total for Check Number 42170: 32.36
42171 1355 The Reveg Edge 06/27/2023
2326 Kite Hill Mowing 06.09.23 Kite Hill Mowing 06.09.23 624.00 Total for Check Number 42171: 624.00
42172 1322 United Site Services 06/27/2023
INV-01775004 Portable Restroom Services 06.14.23-07.11.23 Portable Restroom Services 0 231.57 Total for Check Number 42172: 231.57
Total for 6/27/2023: 25,641.10
42173 3039 Alex Albert 06/30/2023
DefSpac06.28.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42173: 3,000.00
42174 3042 Borislav Andruschuk 06/30/2023
DefSpac06.28.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42174: 3,000.00
42175 2708 Karyn Bechtel 06/30/2023
DefSpac06.20.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42175: 3,000.00
42176 2630 Susan Bors 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42176: 3,000.00
42177 2763 Julie Brenner 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42177: 3,000.00
42178 2175 Martin Bronk 06/30/2023
DefSpac06.14.23 Defensible Space Matching Fund Program -FY20 Defensible Space Matching F 3,000.00 Total for Check Number 42178: 3,000.00
42179 2790 Cal-Pac Roofing 06/30/2023
Refund 06.21.23 1 Stadler Dr, BLDG2023-0148. Permit finaled. 1 Stadler Dr, BLDG2023-014 1,000.00 Total for Check Number 42179: 1,000.00
42180 1784 Rosario Camacho 06/30/2023
DefSpac06.15.23 Defensible Space Matching Fund Program -FY20 Defensible Space Matching F 1,000.00 Total for Check Number 42180: 1,000.00
42181 3034 Chris Canellos 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,562.50 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 8 Item 1 Page 9 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42181: 1,562.50
42182 3033 Franck Chastagnol 06/30/2023
Refund06.21.23 30 Tripp Court, BLDG2020-0438/BLDG2021-04 30 Tripp Court, BLDG2020-0 4,098.10 Refund06.21.23 30 Tripp Court, BLDG2020-0438/BLDG2021-04 30 Tripp Court, BLDG2020-0 209.00 Total for Check Number 42182: 4,307.10
42183 1100 Vicki Coe 06/30/2023
DefSpac06.27.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42183: 3,000.00
42184 2720 Pramod Dabir 06/30/2023
DefSpac06.28.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,305.00 Total for Check Number 42184: 1,305.00
42185 2294 Kevin and Nan Daley 06/30/2023
DefSpac06.14.23 Defensible Space Matching Fund Program -FY20 Defensible Space Matching F 825.00 Total for Check Number 42185: 825.00
42186 3041 Jon Dixon 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42186: 3,000.00
42187 2089 Kamal Duggirala 06/30/2023
Refund06.29.23 11 Noel Road, BLDG2020-0432 11 Noel Road, BLDG2020-04 2,500.00 Total for Check Number 42187: 2,500.00
42188 3032 Ralph Eschenbach 06/30/2023
Refund06.21.23 20 Oakhill Dr, BLDG2022-0547 20 Oakhill Dr, BLDG2022-05 980.00 Total for Check Number 42188: 980.00
42189 2209 Chris Ewert 06/30/2023
DefSpac06.22.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42189: 3,000.00
42190 3035 Jennifer Farrell 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 2,500.00 Total for Check Number 42190: 2,500.00
42191 2676 Steve Gray 06/30/2023
DefSpac06.20.23 Defensible Space Matching Fund Program -FY20 Defensible Space Matching F 3,000.00 Total for Check Number 42191: 3,000.00
42192 1683 Patrick James Green 06/30/2023
Refund06.28.23 2150 Greenways Drive, BLDG2019-0402/SITE2 2150 Greenways Drive, BLDG 18.75 Refund06.28.23 2150 Greenways Drive, BLDG2019-0402/SITE2 2150 Greenways Drive, BLDG 5,000.00 Total for Check Number 42192: 5,018.75
42193 3044 Gerald Griffin 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 9 Item 1 Page 10 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42193: 3,000.00
42194 1662 Munish Gupta 06/30/2023
DefSpac06.21.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42194: 3,000.00
42195 2620 Bud Hoffacker 06/30/2023
DefSpac06.20.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42195: 3,000.00
42196 3036 Siva Shankar Jayaratnam 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 DefSpac06.26.23 Refund for Building Permit BLDG2023-0165 Defensible Space Matching F 300.00 Total for Check Number 42196: 3,300.00
42197 2625 Jonathan Kaplan 06/30/2023
DefSpac06.22.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42197: 3,000.00
42198 1792 Charles Lee 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,100.00 Total for Check Number 42198: 1,100.00
42199 1499 Lawrence Lerner 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 100.00 Total for Check Number 42199: 100.00
42200 2895 Jean Liang 06/30/2023
DefSpac06.16.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42200: 3,000.00
42201 3040 Bonnie McGuire 06/30/2023
DefSpac06.27.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42201: 3,000.00
42202 3045 Ayako Mitra 06/30/2023
DefSpac06.27.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,500.00 Total for Check Number 42202: 1,500.00
42203 2138 Andrea Moss 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 700.00 Total for Check Number 42203: 700.00
42204 1944 John Nolan 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,650.00 Total for Check Number 42204: 1,650.00
42205 3037 Michael Palecek 06/30/2023
DefSpac06.20.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 10 Item 1 Page 11 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42205: 3,000.00
42206 1387 Vaciliki Papademetriou 06/30/2023
DefSpac06.16.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 2,400.00 Total for Check Number 42206: 2,400.00
42207 3043 Annette Pastorino 06/30/2023
DefSpac06.27.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 500.00 Total for Check Number 42207: 500.00
42208 2830 James Quinn 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42208: 3,000.00
42209 3031 Deborah Michel Rosch 06/30/2023
DefSpac06.15.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42209: 3,000.00
42210 2106 Harvey Rosenthal 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42210: 3,000.00
42211 2677 David Scheinman 06/30/2023
DefSpac06.28.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,500.00 Total for Check Number 42211: 1,500.00
42212 2517 Andrew Schoenthal 06/30/2023
DefSpac06.20.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42212: 3,000.00
42213 2091 Megan Shaffer 06/30/2023
DefSpac06.16.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42213: 3,000.00
42214 2595 Wayne Snyder 06/30/2023
DefSpac06.16.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,000.00 Total for Check Number 42214: 1,000.00
42215 2862 Zhendi Su 06/30/2023
DefSpac06.28.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42215: 3,000.00
42216 3030 The Roofing Friend 06/30/2023
Refund06.20.23 3180 Woodside Road; BLDG2023-0035; BLDG2 3180 Woodside Road; BLDG2 0 1,000.00 Total for Check Number 42216: 1,000.00
42217 1490 Tico Construction, Inc. 06/30/2023
Refund06.27.23 2930 Woodside Rd, BLDG2023-0225. Permit Fi 2930 Woodside Rd, BLDG202 1,000.00 Refund06.27.23a 2920 Woodside Rd, BLDG2023-0224. Permit Fi 2920 Woodside Rd, BLDG202 1,000.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 11 Item 1 Page 12 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42217: 2,000.00
42218 2194 Matt Van der Staay 06/30/2023
DefSpac06.28.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,750.00 Total for Check Number 42218: 1,750.00
42219 2764 Keith Wescourt 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42219: 3,000.00
42220 1578 Barry & Barbara Wishner 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42220: 3,000.00
42221 2835 Hao Zhong 06/30/2023
DefSpac06.26.03 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 2,500.00 Total for Check Number 42221: 2,500.00
42222 2502 Diane Zoi 06/30/2023
DefSpac06.26.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42222: 3,000.00
42223 2407 Advanced Tree Care 06/30/2023
17397 Arborist Site Visit: 95 Stadler Arborist Site Visit: 95 Stadler 125.00 Total for Check Number 42223: 125.00
42224 3038 Alonso Electric 06/30/2023
4380 Barkley Fields Park: Troubleshoot Autoflush Sys Barkley Fields Park: Troubles 250.00 Total for Check Number 42224: 250.00
42225 2120 Bay Area Paving Company, Inc. 06/30/2023
C59-220 Storm Related: 532 Patrol Road Repair Storm Related: 532 Patrol Roa 15,871.00 Total for Check Number 42225: 15,871.00
42226 1896 Bay Area Traffic Solutions Inc. 06/30/2023
131769 Storm Related: Traffic Sign-Portola & La Honda Storm Related: Traffic Sign-P 1,100.00 131984 May Day Event: Traffic Equipment Rental 04.28 May Day Event: Traffic Equip 2,443.33 132209 Storm Related: Traffic Sign-OLHR & Portola 05 Storm Related: Traffic Sign-O 1,486.65 132707 Storm Related: Kings Mountain Road Detour Ma Storm Related: Kings Mounta 2,842.00 Total for Check Number 42226: 7,871.98
42227 3016 Bay Area Tree Specialists 06/30/2023
687640 Remove Eucalyptus Trees:ROW at 225 Mountain m Reove Eucalyptus Trees:RO 6,000.00 Total for Check Number 42227: 6,000.00
42228 1745 C2R Engineering, Inc. 06/30/2023
C4559A Storm Related: Mountain Home Rd. Guardrail R Storm Related: Mountain Hom 7,500.00 Total for Check Number 42228: 7,500.00
42229 1117 County of San Mateo-Human Resources De 06/30/2023 CI22-068 Time Management Training Class 06.14.23-06.15 Time Management Training C 160.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 12 Item 1 Page 13 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42229: 160.00
42230 1121 CSG Consultants, Inc. 06/30/2023
51402 Code Enforcement May 2023 Code Enforcement May 2023 8,064.00 51451 Building Inspection May 2023 Building Services May 2023 7,680.00 51451 Building Official May 2023 Building Services May 2023 2,272.00 51451 In House Plan Review May 2023 Building Services May 2023 7,270.50 51531 Engineering Staff Services May 2023 Engineering Staff Services Ma 16,275.00 B230912-Rev.1 Building Plan Review Services May 2023 Building Plan Review Service 14,206.57 Total for Check Number 42230: 55,768.07
42231 1178 Interstate Traffic Control Products, Inc. 06/30/2023 257269 Custom Signs:24X6,36X6,30X24(3) & Paint Custom Signs:24X6,36X6,30X 613.59 Total for Check Number 42231: 613.59
42232 2782 Kikuchi & Kankel Design Group 06/30/2023
Design06.06.23 Woodside Rd. Medians Construction Administra Woodside Rd. Medians Constr 1,615.00 Total for Check Number 42232: 1,615.00
42233 2225 Mission Uniform 06/30/2023
519428881 Weekly Public Works Uniform Rental Service 06 Weekly Public Works Uniform 35.00 519471875 Weekly Public Works Uniform Rental Service 06 Weekly Public Works Uniform 35.00 519515482 Weekly Public Works Uniform Rental Service 06 Weekly Public Works Uniform 35.00 519558270 Weekly Public Works Uniform Rental Service 06 Weekly Public Works Uniform 36.78 Total for Check Number 42233: 141.78
42234 2926 Ninyo & Moore Geotechnical & Environme 06/30/2023 275022 16 Preston Road,BLDG2023-0037 Geotechnical 16 Preston Road,BLDG2023-0 437.50 275023 746 Woodside Drive, BLDG2023-0097 Geotechn 746 Woodside Drive, BLDG2 1,625.00 Total for Check Number 42234: 2,062.50
42235 1245 ODP Business Solutions, LLC 06/30/2023
313815070001 Supplies: Copy Paper Supplies: Copy Paper 98.26 318536984001 Supplies: Envelope Sealer, First Aid Kits Supplies: Envelope Sealer, Fir 124.96 Total for Check Number 42235: 223.22
42236 3014 Parametrix, Inc. 06/30/2023
45307 On-Call Plan. Traffic Eng.-April 2023 On-Call Plan. Traffic Eng.-Ap 4,098.75 Total for Check Number 42236: 4,098.75
42237 1556 Quality Landscape & Concrete, Inc. 06/30/2023 BARKLEY05.31.23 Barkley Fields Monthly Landscape Maintenance Barkley Fields Monthly Lands 10,280.00 Canada05.01.23 Runneymede/Canada Transformer Landscape Wa Runneymede/Canada Transfor 572.00 LIBRARY05.31.23 Library Landscape Maintenance May 2023 Library Landscape Maintenan 1,080.00 OLHBridge050123 Old La Honda Bridge Landscape Watering/Clean Old La Honda Bridge Landsca 605.00 TOWN05.31.23 Town Monthly Landscape Maintenance May 202 Town Monthly Landscape Ma 1,480.00 Total for Check Number 42237: 14,017.00
42238 2226 Quench USA, Inc. 06/30/2023
INV05793527 2 Water Units TH/PW+Install New 04.26.23-06.1 2 Water Units TH/PW+Install 260.48 Total for Check Number 42238: 260.48
AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 13 Item 1 Page 14 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42239 1289 Satcom Global, Inc. 06/30/2023
AI06230472 Satellite Service-Quarterly Fee up to 05.31.23 Satellite Service-Quarterly Fe 188.62 Total for Check Number 42239: 188.62
42240 2205 Sierra Traffic Markings, Inc. 06/30/2023
10605 Kings Mountain Rd @ Manuella Ave: Street Sign Kings Mountain Rd @ Manue 10,150.00 Total for Check Number 42240: 10,150.00
42241 1840 Sonoma State University 06/30/2023
0000036501 Records Search:1101 Canada Road,SDIV2022-0 Records Search:1101 Canada 375.00 0000036502 Records Search:153 and 155 Marva Oaks Drive,L Records Search:153 and 155 M 300.00 Total for Check Number 42241: 675.00
42242 1513 St. Francis Electric, LLC 06/30/2023
171050110 TS & SL Maintenance- May 2023 TS & SL Maintenance- May 2 290.00 171050111 257 Woodside Dr: Troubleshoot Speed Sign- May 257 Woodside Dr: Troublesho 1,708.00 Total for Check Number 42242: 1,998.00
42243 1355 The Reveg Edge 06/30/2023
2328 Kite Hill Soil Samples Kite Hill Mowing 06.23.23 & 240.00 2328 Kite Hill Mowing 06.23.23 Kite Hill Mowing 06.23.23 & 708.00 Total for Check Number 42243: 948.00
42244 1317 Towne Ford Sales 06/30/2023
96942 2023 Ford Escape VIN 1FMCU0E14PUA42656 2023 Ford Escape VIN 1FMC 48,071 78 Total for Check Number 42244: 48,071.78
42245 1318 U S Bank 06/30/2023
PCard06.15.23 Zoom: Video Conferencing Fee (Month) Arts & Employee Procurement Card 15.99 PCard06.15.23 Outdoor Supply: Fly Traps Employee Procurement Card 24.15 PCard06.15.23 La Baguette: June Staff Birthday Cake Employee Procurement Card 70.20 PCard06.15.23 City Clerks Association: CCAC Annual Member Employee Procurement Card 250.00 PCard06.15.23 Franklin St. Cafe: Catering-457 Staff Benefits Pr Employee Procurement Card 495.93 PCard06.15.23 Engineers CA Board: Annual Membership Rene Employee Procurement Card 180.00 PCard06.15.23 Zoom: Video Conferencing Fee (Month) Employee Procurement Card 15.99 PCard06.15.23 Zoom: Cloud Storage (Month) Employee Procurement Card 40.00 PCard06.15.23 Starbucks: VIA Coffee Packs Employee Procurement Card 95.60 PCard06.15.23 Amazon: 2 Webcams for Staff computers (office Employee Procurement Card 59.32 PCard06.15.23 Hassett Ace Hardware: 2 Large Planter Replacem Employee Procurement Card 87.32 PCard06.15.23 Safeway: Snacks for Volunteer Engagement Fair Employee Procurement Card 39.92 PCard06.15.23 Costco: Refreshments/Water for Meetings & Vol Employee Procurement Card 62.85 PCard06.15.23 Party City: Tablecloths for Volunteer Engagemen Employee Procurement Card 25.27 Total for Check Number 42245: 1,462.54
Total for 6/30/2023: 300,070 66
42246 2260 Matthew Blake 07/07/2023
DefSpac06 30 23 Defensible Space Matching Fund Program FY2 Defensible Space Matching F 2,250 00 Total for Check Number 42246: 2,250.00
42247 3046 Nanci Caldwell 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 600.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 14 Item 1 Page 15 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42247: 600.00
42248 3047 Vicky Chaudhry 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,900.00 Total for Check Number 42248: 1,900.00
42249 2688 Sally Anne Kramer 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42249: 3,000.00
42250 2291 Mounted Patrol of San Mateo County 07/07/2023 DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42250: 3,000.00
42251 2859 William T. Newsome 07/07/2023
SefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 850.00 Total for Check Number 42251: 850.00
42252 1795 David Reichling 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42252: 3,000.00
42253 1442 John T. Rossi 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 405.00 Total for Check Number 42253: 405.00
42254 2079 Chris Ryan 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 2,000.00 Total for Check Number 42254: 2,000.00
42255 2865 Kashif Shaikh 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 2,975.00 Total for Check Number 42255: 2,975.00
42256 1425 Marian Sprague 07/07/2023
DefSpac06.30.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 277.50 Total for Check Number 42256: 277.50
42257 1006 Aaronson, Dickerson, Cohn & Lanzone 07/07/2023 1875 Legal Services June 2023 Legal Services June 2023 18,404.75 Total for Check Number 42257: 18,404.75
42258 3049 Antonio Jimenez Aleman 07/07/2023
Uniform06.29.23 Uniform Reimbursement FY2022-2023 Uniform Reimbursement FY2 300.76 Total for Check Number 42258: 300.76
42259 1930 Manuel Arellano 07/07/2023
Uniform06.28.23 Uniform Reimbursement FY2022-2023 Uniform Reimbursement FY2 350.00 Total for Check Number 42259: 350.00
AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 15 Item 1 Page 16 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42260 2120 Bay Area Paving Company, Inc. 07/07/2023
C59-228 Storm Related: 635 Patrol Rd. Repair Storm Related: 635 Patrol Rd 12,592.00 Total for Check Number 42260: 12,592.00
42261 1896 Bay Area Traffic Solutions Inc. 07/07/2023
132949 Storm Related: Traffic Sign-OLHR & Portola 05 Storm Related: Traffic Sign-O 3,786.65 133017 Storm Related:Traffic Sign-Portola & La Honda0 Storm Related:Traffic Sign-Po 1,100.00 Total for Check Number 42261: 4,886.65
42262 1073 Carrot-Top Industries, Inc. 07/07/2023
INV120104 Flags for Town Hall Flags for Town Hall 232.89 Total for Check Number 42262: 232.89
42263 1112 Cotton Shires & Associate 07/07/2023
623340 Geologist On-Call Services: June 2023 Geologist On-Call Services: J 591.25 Total for Check Number 42263: 591.25
42264 1308 Embarcadero Media 07/07/2023
79006 Legal Advertising Planning June 2023 Legal Advertising Planning Ju 700.00 Total for Check Number 42264: 700.00
42265 2553 Farallon Company Engineering 07/07/2023
2302-4 Storm Related:Temporary Traffic Signal System- Storm Related:Temporary Tra 15,892.88 Total for Check Number 42265: 15,892.88
42266 2635 Fiduciary Experts LLC 07/07/2023
000093-R-0010 457 Fiduciary Oversight Quarterly Fee Apr-Jun 2 457 Fiduciary Oversight Quar 1,000.00 Total for Check Number 42266: 1,000.00
42267 1149 Gerboth Fire Extinguisher Co. 07/07/2023
84184 Annual Fire Extinguisher Maintenance Service Annual Fire Extinguisher Mai 595.97 Total for Check Number 42267: 595.97
42268 1167 Herc Rentals, Inc. 07/07/2023
32398710-024 Storage Container Rental 06.07.23-07.05.23 Storage Container Rental 06.0 127.30 Total for Check Number 42268: 127.30
42269 2692 Huerta's Tree Service & Development, Inc. 07/07/2023 002362 Remove Eucalyptus Tree: 805 Woodside Dr. Remove Eucalyptus Tree: 805 5,450.00 Total for Check Number 42269: 5,450.00
42270 3048 Lasky Trade Printing 07/07/2023
59544 Postcards (7): January-June 2023 Postcards (7): January-June 20 5,743.28 Total for Check Number 42270: 5,743.28
42271 3013 Marina Landscape, Inc. 07/07/2023
452301-04 Woodside Rd. Median Island Beaut. Construction Woodside Rd. Median Island B 950.00 Total for Check Number 42271: 950.00
42272 1148 Gerardo Mendoza 07/07/2023
188-2023 Barkley Fields Janitorial + Disinfecting June 202 Barkley Fields Janitorial + Dis 940.00 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 16 Item 1 Page 17 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
234-2023 Museum Janitorial + Disinfecting June 2023 Museum Janitorial + Disinfect 240.00 244-2023 Independence Hall Janitorial June 2023 Independence Hall Janitorial J 135.00 287-2023 Branch Library Janitorial + Disinfecting June 20 Branch Library Janitorial + Di 1,285.00 298-2023 Town Hall Janitorial + Disinfecting June 2023 Town Hall Janitorial + Disinf 1,095.00 Total for Check Number 42272: 3,695.00
42273 1245 ODP Business Solutions, LLC 07/07/2023
317251807001 Supplies: Cornstarch Utensils Supplies: Cornstarch Utensils 21.94 317290008001 Supplies: Copy Paper Supplies: Copy Paper 358.91 317290013001 Supplies: Dishwasher Detergent,Coffee Filters Supplies: Dishwasher Deterge 18.45 Total for Check Number 42273: 399.30
42274 1626 Peninsula Sports Officials Assoc., Inc. 07/07/2023 100500 Co-Ed Softball Summer 2023 League Umpire Fe Co-Ed Softball Summer 2023 504.00 Total for Check Number 42274: 504.00
42275 1912 Ross Recreation Equipment, Inc. 07/07/2023
I23361 Barkley Fields & Park: Shade Replacement Sails Barkley Fields & Park: Shade 15,679.03 Total for Check Number 42275: 15,679.03
42276 1385 Stepford 07/07/2023
2301409 HP ProBook 440 G9 Notebook HP ProBook 440 G9 Noteboo 1,937.50 Total for Check Number 42276: 1,937.50
42277 1095 Sweeping Corporation of America 07/07/2023
106392CS Monthly Sweep Fee June 2023 Monthly Sweep Fee June 2023 1,513.68 Total for Check Number 42277: 1,513.68
42278 1310 Jeanne Thivierge 07/07/2023
Arch07.05.23FQ4 Archival Services: April-June 2023 Archival Services: April-June 2,760.00 Total for Check Number 42278: 2,760.00
42279 1581 PLAN JPA 07/07/2023
PLAN-2023-0266 Gen'l Liability/Property/ERMA: Member Contri Gen'l Liability/Property/ERM 216,315.00 Total for Check Number 42279: 216,315.00
42280 3050 Routeware, Inc. 07/07/2023
INV-022187 Recyclist Program Tracker: Annual Support 08.0 Recyclist Program Tracker: A 8,676.00 Total for Check Number 42280: 8,676.00
42281 1385 Stepford 07/07/2023
2301390 IT Server Monthly Service August 2023 IT Server Monthly Service Au 1,870.20 2301391 IT Monthly Off-site Disaster Recovery August 20 IT Monthly Off-site Disaster R 680.00 2301392 IT Monthly Service+MS Office License August 2 IT Monthly Service+MS Offic 3,133.00 Total for Check Number 42281: 5,683.20
42282 1325 U.S. Postal Service 07/07/2023
AnnualFee062023 Annual Fee-Marketing Mail Permit# 205 (Augus Annual Fee-Marketing Mail P 310.00 Total for Check Number 42282: 310.00
42283 1333 Wells Fargo Financial Leasing, Inc. 07/07/2023 5025553993 Postage Meter Rental 07.13.23-08.12.23 Postage Meter Rental 07.13.23 185.93 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 17 Item 1 Page 18 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42283: 185.93
42284 1338 Woodside & Portola Private Patrol 07/07/2023 190881 Monthly Commercial Patrol Service Barkley Fie Monthly Commercial Patrol S 3,100.00 Total for Check Number 42284: 3,100.00
Total for 7/7/2023: 348,833.87
42285 2096 Viktoria Chulay 07/14/2023
DefSpac07.11.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42285: 3,000.00
42286 2410 Nikki Edmunds 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 2,050.00 Total for Check Number 42286: 2,050.00
42287 3053 Theresa Elam 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42287: 3,000.00
42288 3056 Susan Flint 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42288: 3,000.00
42289 1792 Charles Lee 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,500.00 Total for Check Number 42289: 1,500.00
42290 3055 Maurizio Mazzon 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42290: 3,000.00
42291 2076 Melissa Petkov 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42291: 3,000.00
42292 2843 Karen Sperling 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 1,900.00 Total for Check Number 42292: 1,900.00
42293 3052 Stephanie & Peter Tuxen Bisgaard 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42293: 3,000.00
42294 3054 Effie Verducci 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42294: 3,000.00
42295 1862 Arteaga's 07/14/2023
062523 Co-Ed Softball Opening Day Food Truck 06.25.2 Co-Ed Softball Opening Day F 3,286.16 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 18 Item 1 Page 19 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42295: 3,286.16
42296 1038 AT&T - 939-105-1744 07/14/2023
000020210676 BAN9391051744Phone (Internet) 06.10.23-07.0 Phone (Internet) 06.10.23-07.0 838.74 Total for Check Number 42296: 838.74
42297 1039 AT&T Mobility 07/14/2023
873236230X07062023 Cell phones 873236320 05.29.23-06.28.23 Cell phones 873236320 05.29 192.13 Total for Check Number 42297: 192.13
42298 1043 Bay Area News Group 07/14/2023
0001383455 Legal Classified Advertising-Planning June 2023 Legal Classified Advertising-P 437.09 Total for Check Number 42298: 437.09
42299 2894 ClientFirst Consulting Group, LLC 07/14/2023 15159 Technology Master Planning April-May 2023 Fin Technology Master Planning A 2,192.50 15184 CentralSquare Migration Contract Negotiation-J CentralSquare Migration Cont 1,404.00 Total for Check Number 42299: 3,596.50
42300 1110 Corodata 07/14/2023
RS3513293 Records Management June 2023 Records Management June 20 579.80 Total for Check Number 42300: 579.80
42301 1121 CSG Consultants, Inc. 07/14/2023
51509 Lot Merger Review/COC:2 Medway Rd &163 O Lot Merger Review/COC:2 M 2,240.00 Total for Check Number 42301: 2,240.00
42302 2133 Degnan Printers, Inc. 07/14/2023
30212 Building Inspection Forms (200) Building Inspection Forms (20 178.56 Total for Check Number 42302: 178.56
42303 2553 Farallon Company Engineering 07/14/2023
2307-1 Storm Related: Old La Honda Rd. Paving Swale Storm Related: Old La Honda 229,453.50 Total for Check Number 42303: 229,453.50
42304 1159 H.T. Harvey & Assoc. Eco. Consult. 07/14/2023 62373 Housing Element Ecological Consultant-through Housing Element Ecological C 10,643.44 62518-Revised Housing Element Ecological Consult-thru Dec.20 Housing Element Ecological C 23,053.75 Total for Check Number 42304: 33,697.19
42305 1893 JMEC Engineering Inc 07/14/2023
315701-01 Storm Related:Kings Mt. Rd. Equest/Ped Bridge Storm Related:Kings Mt. Rd. 2,742.10 Total for Check Number 42305: 2,742.10
42306 1245 ODP Business Solutions, LLC 07/14/2023
317290016001 Supplies: Laptop Case Supplies: Laptop Case 43.74 Total for Check Number 42306: 43.74
42307 3014 Parametrix, Inc. 07/14/2023
46300 On-Call Plan. Traffic Eng.-May 2023 On-Call Plan. Traffic Eng.-Ma 5,441.25 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 19 Item 1 Page 20 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42307: 5,441.25
42308 1440 Pineda Tree Service, Inc. 07/14/2023
INV0686 Tree Work: 118 Hillside Dr.-Cut Back/Thin Oak Tree Work: 118 Hillside Dr.-C 4,600.00 INV0721 Tree Work: Lindenbrook Trail-Remove Fallen O Tree Work: Lindenbrook Trail 1,355.00 Total for Check Number 42308: 5,955.00
42309 1581 PLAN JPA 07/14/2023
PLAN-2023-0287 General Liability Claims-June 2023 General Liability Claims-June 2,014.53 Total for Check Number 42309: 2,014.53
42310 1556 Quality Landscape & Concrete, Inc. 07/14/2023 BARKLEY06.30.23 Barkley Fields Monthly Landscape Maintenance Barkley Fields Monthly Lands 10,280.00 Barkley07.01.23 Barkley Fields Repair Main Line Leak June 2023 Barkley Fields Repair Main L 1,641.00 Canada07.01.23 Runneymede/Canada Transformer Landscape Wa Runneymede/Canada Transfor 572.00 LIBRARY06.30.23 Library Landscape Maintenance June 2023 Library Landscape Maintenan 1,080.00 TOWN06.30.23 Town Monthly Landscape Maintenance June 202 Town Monthly Landscape Ma 1,480.00 Total for Check Number 42310: 15,053.00
42311 1289 Satcom Global, Inc. 07/14/2023
AI07230461 Satellite Service-Quarterly Fee up to 06.30.23 Satellite Service-Quarterly Fe 165.70 Total for Check Number 42311: 165.70
42312 1513 St. Francis Electric, LLC 07/14/2023
171050112 TS & SL Maintenance- June 2023 TS & SL Maintenance- June 2 290.00 Total for Check Number 42312: 290.00
42313 1303 State Water Resources Control Board 07/14/2023 WD-0226335 MCC Storm Drain-Permit Fee 07.01.22-06.30.23 MCC Storm Drain-Permit Fee 2,297.00 Total for Check Number 42313: 2,297.00
42314 1385 Stepford 07/14/2023
2306379 IT Service Overage/After Hours May-June 2023 IT Service Overage/After Hou 2,763.75 Total for Check Number 42314: 2,763.75
42315 1355 The Reveg Edge 07/14/2023
2327 Kite Hill Mowing 06.16.23 Kite Hill Mowing 06.16.23 696.00 Total for Check Number 42315: 696.00
42316 1058 C/CAG 07/14/2023
22051 FY23-24 Annual Member Assessments FY23-24 Annual Member Ass 17,083.00 22051 FY23-24 Annual Member Assessments FY23-24 Annual Member Ass 2,087.00 Total for Check Number 42316: 19,170.00
42317 2310 CALBO 07/14/2023
16506 Annual Membership Dues Annual Membership Dues 215.00 Total for Check Number 42317: 215.00
42318 1060 California Water Service 07/14/2023
W4321 07.03.23 4321116666 2955 Woodside Rd 6" Fire Service 0 4321116666 2955 Woodside R 55.34 AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 20 Item 1 Page 21 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42318: 55.34
42319 1079 Cities Digital CDI 07/14/2023
57567 Laserfiche Annual Cloud Software/Service 07.01 Laserfiche Annual Cloud Soft 11,100.00 Total for Check Number 42319: 11,100.00
42320 2770 Edge Communications Solutions 07/14/2023
38569 Phone (Main Office Number) 07.06.23-08.05.23 Monthly Phone (650)851-679 206.14 Total for Check Number 42320: 206.14
42321 3051 Pieter Folkens 07/14/2023
AC 07.11.23 Honorarium:1st Friday Presentation Arts & Cultu Honorarium:1st Friday Presen 350.00 Total for Check Number 42321: 350.00
42322 2226 Quench USA, Inc. 07/14/2023
INV05927608 2 Water Units for TH/Public Works 06.20-23-07 2 Water Units for TH/Public W 158.60 Total for Check Number 42322: 158.60
42323 1286 San Mateo County Environmental Health F 07/14/2023 384292 TC Sewer Pump-Annual Environmental Health F TC Sewer Pump-Annual Envi 482.00 Total for Check Number 42323: 482.00
42324 2883 Shared Agency Risk Pool (SHARP) 07/14/2023
SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 541.61 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 3,385.06 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 5,551.50 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 5,190.43 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 1,579.70 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 1,918.20 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 2,708.05 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 1,566.16 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 6,205.95 SHARP-2023-025 Workers Compensation FY23-24 Q1 Workers Compensation FY23- 282.09 Total for Check Number 42324: 28,928.75
42325 1355 The Reveg Edge 07/14/2023
2330 Kite Hill Mowing 07.07.23 Kite Hill Mowing 07.07.23 684.00 Total for Check Number 42325: 684.00
42326 3024 Alayna Van Dervort 07/14/2023
Environ07.06.23 Pesticide Free Woodside Store Window Decals Pesticide Free Woodside Store 142.47 Total for Check Number 42326: 142.47
42327 2767 Woodside Auto & Tire, Inc. 07/14/2023
61228 Smog Check & Repairs: 2009 Ford Escape CA 1 Smog Check & Repairs: 2009 1,436.14 Total for Check Number 42327: 1,436.14
42328 1662 Munish Gupta 07/14/2023
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42328: 3,000.00
42329 1499 Lawrence Lerner 07/14/2023
AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 21 Item 1 Page 22 Town Council Meeting July 25, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
DefSpac07.10.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 850.00 Total for Check Number 42329: 850.00
42330 2783 Sanjay Rao 07/14/2023
DefSpac07.11.23 Defensible Space Matching Fund Program - FY2 Defensible Space Matching F 3,000.00 Total for Check Number 42330: 3,000.00
Total for 7/14/2023: 408,190.18
Report Total (238 checks): 1,232,204.97
AP Checks by Date - Detail by Check Date (7/18/2023 1:22 PM) Page 22 Item 1 Page 23 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 2
From: Jennifer Li, Town Clerk July 25, 2023
Reviewed By: Kevin Bryant, Town Manager
SUBJECT: MINUTES FOR APPROVAL
The draft Town Council minutes of the regular meetings of May 9 and May 23, 2023, are attached for review and approval.

Item 2 Page 1 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 9, 2023 Page 1
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TOWN OF WOODSIDE
TOWN COUNCIL MEETING MINUTES May 9, 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, Goeld, Wall, and Mayor Shaw

Absent: Councilmembers Dombkowski and Fluet
Staff Present:

Kevin Bryant, Town Manager
Jean Savaree, Town Attorney
Sage Schaan, Planning Director
Sean Rose, Town Engineer/Director of Public Works
Melissa Cardinale, Assistant to the Town Manager
Jennifer Li, Town Clerk

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

COMMUNICATIONS
Daron Evans, Glenwood Avenue, filed an ethics complaint against the Chair of the Planning Commission because of the last Planning Commission meeting regarding the Village Church.

Christin New, Grandview Drive, spoke of: the recent dangerous traffic accidents that occurred on Old La Honda Road and Kings Mountain Road; the need for communication as the danger moves from rainy season to fire season.

In response to Ms. New’s comments, Mayor Shaw stated: there will be a public meeting on May 19, 2023, from 2:00 p.m. – 4:00 p.m.; the location is to be determined; the meeting will be attended by the CalTrans District 4 Director, State Senator Becker, Assemblyman Berman, County Supervisor Mueller, staff, and Councilmembers; it will be an opportunity to hear from the most senior problem-solvers on the status of the road and plans to repair and reopen; CalTrans has a plan in place to open a single lane of Highway 84, however, they have not provided a start or completion date/time for that; the Town will update the public through the Town website and Nextdoor.

Mr. Bryant added that the Town will use Councilmember Fluet’s contact list to inform all neighborhoods.

INTERVIEW AND APPOINTMENT TO THE ASRB
Christina Kamra introduced herself, and spoke of her public hearing process experience.

Council questions included: what she learned about the ASRB and the Town in 2008 as the assumption is her experience influenced her decision to apply; how the Town needs to deal with the influx of new housing over the next eight years; how she would mitigate emotions people bring to meetings; how she sees the Town evolving.

In response to Council’s questions, Ms. Kamra stated: she had a great experience with the ASRB in 2008; Item 2 Page 2 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 9, 2023 Page 2
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regarding planning for new housing, she hopes the Town does it carefully; it is a tough issue; she has attended many housing meetings; an apartment building does not suit the Town; the Town’s mission is to maintain a scenic, rural environment; to mitigate emotions, it helps to share proposals with the neighbors to get their buy-in in the beginning of the process; Woodside is nirvana, and much has to do with the people; she would like Woodside to evolve as a rural community while figuring out good ways to meet the State mandates.

Councilmember Wall moved to appoint Christina Kamra to the ASRB.

Motion seconded by Councilmember Brown and approved by roll call vote; AYES: Councilmembers Brown, Goeld, Wall, and Mayor Shaw NOES: None
ABSENT: Councilmembers Dombkowski and Fluet

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Circulation Committee
b. Environment: Open Space, Conservation & Sustainability Committee c. Livestock and Equestrian Heritage Committee
d. Trails Committee
Mayor Shaw stated that the Council will review items b – d before reviewing item a.

Councilmember Wall recommended approval for all applicants to fill just the right number of available spots.

Councilmember Brown moved approval of the applications for b – d.

Motion seconded by Mayor Shaw and approved by roll call vote:

AYES: Councilmembers Brown, Goeld, Wall, and Mayor Shaw NOES: None
ABSENT: Councilmembers Dombkowski and Fluet
Mayor Shaw stated: the name, Town Council Committees Appointments Subcommittee, needs to change; Councilmembers Goeld and Wall have been working with the Volunteerism Committee to review processes around governance; one upcoming change is how the size of the Committees is handled.

Councilmember Wall stated: the Volunteer Committee Handbook will be updated; her appreciation for the enthusiasm for volunteer committees; regarding item a, Circulation Committee, since there is one opening and two applicants, Mayor Shaw wanted to extend an invitation to both applicants to talk about why they want to join the Circulation Committee.

Steve Lubin stated: he was a charter member of the late Bicycle Committee and served for many years along with Bob Page and Millo Fenzi; Mr. Page and Mr. Fenzi were on the Circulation Committee and represented the cyclists’ point of view; since they no longer serve on the Committee, he felt he needed to step up to represent the cyclist’s point of view; he is not that interested in joining a committee after serving as a volunteer in other capacities for many years; he urged the Council to reinstitute the Bicycle Committee, and require that a representative join the Circulation Committee.

Taylor Chaubard spoke of: her upbringing in Woodside, which gave her many different points of view (cyclist, runner, equestrian, driver) and being a mother of young kids; her interest in getting involved and contributing as much as she can.

Item 2 Page 3 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 9, 2023 Page 3
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Councilmember Goeld stated: there is a need for strong Chairs on Town Committees to relay information to the Town Council; his recommendation to appoint Taylor Chaubard.

Councilmember Wall encouraged Mr. Lubin to pursue reinstituting a Bicycle Committee.

Councilmember Brown moved to appoint Taylor Chaubard to the Circulation Committee.

Motion seconded by Mayor Shaw and approved by roll call vote:

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

CONSENT CALENDAR

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

2. 2022-23 Third Quarter Treasurers Report.

3. Resolution Authorizing the Town Manager to Enter into an Agreement with ClientFirst Technology Consulting to Assist with CentralSquare Migration Contract Negotiation Service and Implementation Assistance.

Resolution No. 2023 - 7586

4. Resolution Approving Annual Rate Adjustment for Mixed Compostable and Recyclable Materials and Yard Trimming Collection Services for GreenWaste Recovery, LLC for 2023-

24. Resolution No. 2023 - 7581

5. Resolution Reducing the Quorum for Meetings of the Environment: Open Space, Conservation & Sustainability Committee.

Resolution No. 2023 - 7582

6. Two Resolutions Continuing the On-Going Declarations of Local Emergency Related to the January and March 2023 Storms.

Resolution No. 2023 - 7583 and No. 2023 - 7584

7. Resolution Authorizing the Town Manager to Execute a Maintenance Agreement Between the Town of Woodside and the State of California Department of Transportation for the Woodside Road Median Island Beautification Project.

Resolution No. 2023 – 7585

Councilmember Brown pulled Item 3 for discussion.

Councilmember Wall moved approval of the Consent Calendar Items 1, 2, 4 – 7.

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

AYES: Councilmembers Brown, Goeld, Wall, and Mayor Shaw NOES: None
ABSENT: Councilmembers Dombkowski and Fluet
Regarding Item 3, Councilmember Brown stated: the need for staff training on the Town’s technology systems so that meetings are not halted or cancelled; whether support can be on-call and available instantaneously.

Item 2 Page 4 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 9, 2023 Page 4
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In response, Ms. Cardinale stated: the contract will include extensive training of all users; she will note that on-call support is desired; the contract will be brought back to Council for review.

Councilmember Brown moved approval of Consent Calendar Item 1.

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

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

NEW BUSINESS
A. Acceptance of the Technology Master Plan.

Ms. Cardinale presented the staff report.

One Council question included: how this Plan fits into the budget over the next six years.

In response to the Council’s question, Mr. Bryant stated: the budget is aligned with current and proposed Information Technology spending.

The Public Comment Period opened at 7:45 p.m.

Lee Ann Gilbert, Olive Hill Lane, expressed support.

The Public Comment Period closed at 7:45 p.m.

The Council expressed support for the Plan and investing in necessary cybersecurity, equipment, and software.

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

Mr. Bryant presented the staff report and introduced Fire Marshal Don Bullard, Fire Inspector Kim Giuliacci, and Consulting Building Official Elizabeth Rider.

Fire Marshal Bullard and Fire Inspector Giuliacci thanked the Town for its comments and questions about the proposed Code, and reviewed their responses:
• The District is considering withdrawing NFPA 3 and NFPA 1140 standards. • Fire Protection Plan and Vegetation Management Plan are both defined in the CA Fire Code Chapter 49.
• The District has concern about mobile food vehicles operating without inspections. • The District will redefine Aerial Pre-Plans, which shall be developed in a format set and approved by the District. Aerial Pre-Plans will not be required for new single-family residences, alterations, or additions.
• The Standards and Guidelines Manual assists designers, installers, and contractors in installing/using different systems. It provides specifics since each community is different, and will be available online.
• It would be prudent to install automatic fire sprinkler systems. Typically, an existing building will require a higher flow, and there are areas that do not have items to meet that flow. • Regarding Section 903.1.1.2, bathrooms still contain combustibles. Installing an additional fire sprinkler head in the bathroom is low-cost.

Item 2 Page 5 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 9, 2023 Page 5
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• Regarding Section 903.2.7, the original language for an M occupancy building was required for buildings 1,200 SF or larger, and this amendment is for buildings 1,000 SF or larger. • There will be an increase in cost for installing a fire sprinkler system in the attic, however, some of the costs would be reduced by allowing PVC piping. The increase in cost would be worth protecting the building and preventing fire from traveling to other structures and neighborhoods. • Regarding Section 905.3.12 – Lithium-ion batteries, that applies to commercial parking garages only, not residential as private water supply is regulated by another Code. • Alarm companies are certified by Underwriters Laboratories to install systems and its parts. That certification is every three years. It helps with the false alarms received by the Fire Department.

Inspectors keep up with training.
• Any areas that will be adopted as a new fire hazard severity zone needs to be done by ordinance.

They are working on a new map for the District.

Council questions included: coordination with insurance companies providing coverage for homes in a “high-fire severity” zone; whether lithium-ion batteries will be a concern as more consumers are buying electric vehicles.

In response to Council’s questions, Fire Marshal Bullard and Fire Inspector Giuliacci stated: insurance coverage depends on who is doing the assessment as to how they come up with hazards; he has talked to Cal Fire and tried to figure out a standard methodology; there is no standard methodology; every consultant or expert in mapping has their own way of identifying the zones; insurance companies have their own criteria to make their decisions; the WFPD has no control over Cal Fire’s local maps; the Code impacts commercial buildings and high-rises more than single-family residences; Woodside is overdue for adopting many sections to be consistent with the County; the research is still developing on how to extinguish fires caused by electric vehicles.

The Public Comment Period opened at 8:31 p.m.

Lee Ann Gilbert, Olive Hill Lane, asked about a special foam that protects vacation homes before a fire reaches them.

Fire Marshal Bullard stated: there is a system that sprays gel on the house; the technology works, however, the timing is critical because the gel loses effectiveness.

Steve Lubin asked the proper setbacks between buildings for fire separation.

Fire Marshal Bullard stated: research is still being conducted on the proper distances.

The Public Comment Period closed at 8:37 p.m.

Council comments and questions included: how municipalities manage satisfying Fire requirements of 30- 50’ separation between buildings while the State is mandating four feet of separation for Accessory Dwelling Units; if there is a product that can be sprayed on a building for protection, it should be communicated to homeowners; the increased costs for fire-safe materials is working in opposition of some of the Town’s other objectives (e.g., providing affordable housing).

In response to Council’s comments and questions, Fire Marshal Bullard stated: State law overrides the WFPD Code; the sprayed product is a short-term solution; the WFPD wants people to evacuate early; home hardening and defensible space is effective against spreading fire.

Additional Council comments included: appreciation for the presentation; agreement with the draft letter to the Board of Directors.

Mr. Bryant thanked the WFPD.

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Town Council Meeting Minutes May 9, 2023 Page 6
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REPORTS
C. Town Manager’s Oral Report on January and March Storm-Related Proclaimed Emergencies.

Mr. Bryant stated: the closure on Highway 84 continues to impact usage of Old La Honda Road; the Town expends a lot of labor and resources to ensure Old La Honda Road is used as a detour; traffic data reveals that there were about 7,000 average daily trips on Highway 84, around 2,150 now on Kings Mountain Road, and about 1,450 now on Old La Honda Road; Old La Honda Road is carrying five times the amount of normal traffic; the Town continues to work on qualifying for FEMA reimbursement for the March storms.

Councilmember Goeld stated: there was an extensive, frustrated exchange on Nextdoor regarding the road closure and the lack of communication from Caltrans.

Mr. Bryant stated: unfortunately, their project website has stayed static; the meeting on the 19th is a great opportunity for the Town to directly engage with people who can make decisions.

Mayor Shaw stated: it was challenging for that cohort of officials to decide on a date and time; his appreciation of Councilmember Fluet for his work behind the scenes to pull all this together.

Councilmember Goeld suggested using a large venue to accommodate the expected audience, and read a statement from Lisa Cohen:
“People drive that portion of [Old La Honda Road] at high speeds. Given that bicycles are not heeding the warning to take alternative routes, this has become dangerous. I’m wondering if there’s some way that signage could be put up on either portion of that area of the road stating the speed limit as 25 mph. I’d also like to suggest a speed bump. I cannot tell you how many cars come down here at rapid speed. The frequency of cars that come down and up this portion; it’s a highway now and I want it to be safe for all inhabitants in this area. If you know where else I can voice my concern so that something happens here, I would appreciate it.” Mayor Shaw noted that a couple of weeks ago, there was a planned bicycle ride on Kings Mountain Road.

Mr. Rose said the Circulation Committee recommended not approving the ride, and the organizers cancelled the ride.

Councilmember Wall asked how the meeting on the 19th will be advertised.

Councilmember Shaw said Nextdoor and website.

Mr. Bryant added that Councilmember Fluet has a mailing list for three or four affected communities.

David Mittelman, Grandview Drive, stated: many residents are looking forward to this meeting, however, it will be difficult to make it down the hill; a suggestion to host the event at the Mountain Terrace or the Cal Fire Department.

Mayor Shaw stated they will work harder on finalizing the location.

D. Mayor and Councilmember Communications.

Councilmember Brown reported on a recent C/CAG meeting, and exploring a shuttle service from Redwood City to downtown Woodside with commute.org that would take some pressure off traffic and parking.

Councilmember Goeld stated: his appreciation of Steve Lubin for an enlightening wildflower visit on Jane Drive; he attended an emergency services meeting where he mentioned the catastrophic closure to Item 2 Page 7 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 9, 2023 Page 7
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Warren Slocum; May Day and Fun Run was a fun event, and thanked the Recreation Committee for organizing the event.

Councilmember Wall echoed that the May Day is a fun Woodside tradition.

Mayor Shaw spoke of: a recent Council of Cities dinner in San Carlos where there was a presentation of the new East San Carlos Site Specific Plan where housing and large commercial development co-exist; reminding neighbors about the Defensible Space and Home Hardening Matching Fund Program and the Chipper Program; working with Councilmember Goeld to create a panel discussion of elected officials to discuss insurance; hearing back soon from HCD on the Housing Element; the Volunteer Fair on June 6, 2023.

COMMUNICATIONS

ADJOURNMENT
Mayor Shaw adjourned the meeting at 9:13 p.m.
________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
Item 2 Page 8 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 23, 2023 Page 1
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TOWN OF WOODSIDE
TOWN COUNCIL MEETING MINUTES May 23, 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
Melanie Olson, Assistant Planner
Melissa Cardinale, Assistant to the Town Manager
Jennifer Li, Town Clerk

PLEDGE OF ALLEGIANCE
Elisabeth, Woodside Elementary School student, led the Pledge of Allegiance.

COMMUNICATIONS
Bella, Woodside Elementary School student, read an original poem titled, “Special Woodside.”

CONSENT CALENDAR

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

2. 2022-23 April Monthly Investment Activity Report.

3. 2022-23 Third Quarter Budget Review and Resolution Amending the Adopted Budget for Fiscal Year 2022-23.

Resolution No. 2023 - 7587

4. Resolution Proclaiming May 2023 as Woodside Preservation Month.

Resolution No. 2023 - 7591

5. Approval of Minutes: Special Meeting of January 31, 2023 and Regular Meeting of February 14, 2023.

6. Resolution Proclaiming May 21-27, 2023 as National Public Works Week.

Resolution No. 2023 - 7592

7. Resolution Authorizing the Town Manager to Execute a Grant Agreement for the California Automated Permit Processing (CALAPP) Program.

Resolution No. 2023 - 7588

8. Resolutions (1) Creating the Environment and Conservation Committee and Establishing Committee Charter, Size, Meeting Dates, and Terms of Office; and (2) Creating the Climate and Item 2 Page 9 Town Council Meeting July 25, 2023
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Sustainability Committee and Establishing Committee Charter, Size, Meeting Dates, and Terms of Office; and Suspending the Operation of the Environment: Open Space, Conservation & Sustainability Committee.

Resolutions No. 2023 - 7589 and 7590

9. Resolution Authorizing the Town Manager to Execute an Agreement with Farallon Company for Emergency Paving Work Associated with Declared Storm Emergencies on Old La Honda Road.

Resolution No. 2023 - 7593

Mayor Shaw pulled Items 4, 6, and 9 for discussion.

Councilmember Fluet moved approval of the Consent Calendar Items 1-3, 5, 7-8.

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 4, Mayor Shaw noted that Councilmember Goeld, Ms. Cardinale, Ms. Olson, Mr. Bryant, and himself attended the award ceremony at the History Museum right before the meeting, and invited Thalia Lubin to speak.

Thalia Lubin, History Committee Chair, stated: this was the sixth round of awards; the two recipients this year were, 1) the dairy barn at Runnymede Road, and 2) the Henrik Bull house in Skylonda.

Ms. Olson read the Proclamation.

Ms. Lubin thanked Ms. Young, Previous Planning Director, who helped with the program.

Councilmember Goeld stated: his appreciation to the History Committee for the nice affair and for Mr.

Rosekrans’ storytelling abilities; a suggestion to display recorded stories inside the museum; his commendation to Ms. Olson.

Ms. Lubin stated: the History Committee conducts oral histories.

Regarding Item 6, Mayor Shaw stated that everyone owes a debt of gratitude to Mr. Rose and the Town crew, and invited Mr. Rose to talk about National Public Works Week.

Mr. Rose presented the staff report. Last year, the Town received a Project of the Year award from the American Public Works Association – Silicon Valley branch, for the Portola Road Bridge Replacement Project in the $2 to $5 million structures category. Circulating around the dais is the award. Since 2016, this is the first time the entire Public Works crew has attended a Town Council meeting. Mr. Rose introduced: Sindhi Mekala, Senior Engineer; Eduardo Castellanos, Management Analyst; Ignacio Hernandez, Crew Supervisor; Manuel Arellano, Maintenance Worker; and, Antonio Jimenez, Maintenance Worker.

Mayor Shaw stated: on behalf of everyone in Woodside, he thanked everyone in Public Works for the last six months of work that was above and beyond what any professional crew can do; everyone has personal stories of what the Town crew has done to keep the roads open, alleviate flooding, and prevent infrastructure from collapsing; there are not enough ‘thanks’ for what they have done for the residents of Woodside.

Alex Tauber, Ranch Road, expressed his appreciation for the Town crew for their work on Old La Honda Road and Kings Mountain Road.

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Town Council Meeting Minutes May 23, 2023 Page 3
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Regarding Item 9, Mr. Bryant stated: the emergency funds are for the upper part of Old La Honda Road to deal specifically with deterioration the Town suffered since Old La Honda Road has become one of the alternate routes to Woodside Road; the work needs to be completed as soon as possible; there are several desk items regarding broader issues of Old La Honda that the Town is cognizant of.

Mr. Rose added: with the combination of heavy rains and increased traffic, deep ruts have formed off the edge of the pavement; there have been numerous tow truck extractions in that upper section; the Town has received over 15 complaints/reports about the condition of that section of the road; the Sheriff’s Department have also been asking that something be done up there; the emergency work would provide relief right now and make the roads safe; asphalt is more expensive, however, it would be more permanent and valuable for the future; in some areas, the road can be wider than the existing conditions; it will also serve as a better drainage channel.

Council questions and comments included: would the existing culverts need to be replaced as well; can the budget handle this emergency work; has the County committed to maintain their portion of Kings Mountain Road from Huddart Park to Skyline Blvd; what road closures/interruptions would occur for the work; communication regarding the work is paramount, so noticing on Nextdoor, the Town website, and Councilmember Fluet’s mailing list 24-48 hours in advance would be great; whether the proposed work would allow use of an emergency proclamation that restricts more traffic on the road.

In response to Council’s questions, Mr. Rose stated: most of the culverts are in great shape; this work would help minimize the amount of material that gets into the culverts; the contractors have acknowledged and accepted that this work will be constrained from 9 a.m. – 4 p.m. and some weekend work; there will be no complete closure; most of the work would be done by hand (i.e., smaller equipment) to limit the impact; he is hoping there will only be temporary delays with the use of flaggers.

In response to Council’s questions, Mr. Bryant stated: the budget can support this emergency work; County Supervisor Mueller is interested in keeping Kings Mountain Road open and functioning, however, no commitments have been made; the Town’s portion of Kings Mountain Road is in good shape; this is not a circumstance where more traffic can be restricted; the Town hopes to receive reimbursement from FEMA.

Mayor Shaw moved approval of Consent Items 4, 6, and 9.

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

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

PUBLIC HEARING
A. Resolution Amending the Town’s Schedule of Fees and Charges by Adopting Town Center Sewer Assessment District Rates for 2023-24 through 2027-28.

Resolution No. 2023 - 7594

Mr. Bryant presented the staff report. No protests have been received.

There were no questions of staff.

The Public Comment Period opened at 7:28 p.m.

Steve Lubin, Palm Circle Road, noted that none of his neighbors were outraged by the increase.

Lee Ann Gilbert, Olive Hill Lane, noted that she is on septic and this does not affect her.

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The Public Comment Period closed at 7:30 p.m.

Council comments included: annual cost increases are reasonable; it is a necessary move to support the current infrastructure; it is consistent with the surrounding areas; appreciation for staff and the consultant for their work.

Councilmember Dombkowski moved approval of Item A.

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

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

NEW BUSINESS
B. Resolutions (1) Proclaiming June 2023 as Lesbian, Gay, Bisexual, Transgender, and Queer (LGBTQ) “Pride Month” and (2) Directing the Flying of the Pride Flag to Commemorate Pride Month.

Resolutions No. 2023 - 7595 and 7596

Ms. Cardinale presented the staff report.

In response to Council’s question about whether this was done in the past, Ms. Cardinale stated: on January 11, 2022, Council adopted the flag policy, and received an application in May 2022.

The Public Comment Period opened at 7:33 p.m.

Lee Ann Gilbert, Olive Hill Lane, asked how long it will fly and where.

Mayor Shaw stated: below the American and State flags for one month.

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

Council comments included: the political movement has changed since last year and it is not the Town’s place to fly the flag; there are other ways the Town can support its community; support for flying the flag; the political climate has made it harder for the LGBTQ community than in previous years (i.e., they are more targeted); if the flag is not flown this year, it sends the wrong signal after doing it for the past two years; flying the flag communicates all are safe here; flying the flag has become a tradition; all the neighboring towns and cities routinely fly the flag; it is not seen as controversial or politicized; referring back to the poem read earlier this evening, Woodside is a place of love, hope, and community; the logic behind the decision to fly the Pride flag for the first time two years ago was it is one of the four flags flown on government buildings; the State also started flying the flag in 2019; this should be a ministerial decision; the U.S. and California Flags represent everyone in this country and state whereas other flags represent an interest group, organization, sports team, or country.

Mayor Shaw directed Councilmember Dombkowski to work with staff on a policy idea to standardize the process and moved approval of Item B.

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

AYES: Councilmembers Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: Councilmember Brown
Item 2 Page 12 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 23, 2023 Page 5
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C. Recommendation to Include an Update to the Town Center Area Plan in the Town Budget for Fiscal Years 2023-24 and 2024-25.

Mr. Bryant presented the staff report.

Council and staff discussion included: if a group is chosen, it should be a small group (i.e., three to five people); this may be relevant in the Housing discussions, and the Town would need to act quickly; defining “central” Woodside; updating the Skylonda Area Plan to service the residents and take some load (i.e., traffic and services) off of “downtown”; reviewing the Skylonda Area after the Town Center Area; the services/expenditures in the budget will be mostly professional services; the outcome may lead to more projects (e.g., voter-approved housing limitations, underground powerlines, enhanced pathways, improved intersections); the path to get to a Town Center Area Plan would include creating a scope for a firm to work on and put together a public participation program that develops a Specific Plan that is a component of the General Plan; HCD’s suggestion to look at the Town Center Area for housing; addressing overall parking, traffic, and housing issues.

The Public Comment Period opened at 8:10 p.m.

Lee Ann Gilbert, Olive Hill Lane, agreed: that smaller groups are more effective; the parking issues need to be resolved; the people up the hill need to be included.

Steve Lubin, Palm Circle Road, expressed support for the Town Center Area Plan update.

Alex Tauber, Ranch Road, expressed support for the Town Center Area Plan update, and emphasized the importance of including business owners in the process.

Thalia Lubin, Palm Circle Road, expressed support for the Town Center Area Plan update.

The Public Comment Period closed at 8:22 p.m.

Council comments included: support for a small group composed of individuals who have a long history in Woodside; long-term planning is productive and very timely; the Town can always improve, and there is interest for a community base, multi-use paths, and a family-friendly environment; the need for timely updates throughout the decision-making process; reference to San Carlos’ most recent Specific Plan which highlighted three distinct areas and ended up being a cohesive package inclusive of all stakeholders and users; a suggestion to revive the gondola that served the community in 1894 that connected Portola Valley to the top of Old La Honda Road.

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

Mr. Bryant summarized the valuable meeting with Caltrans last Friday, and invited Mr. Rose to provide an update on the Kings Mountain Road bridge repair project.

Mr. Rose stated: design is complete for repairing the wood bridge; the bid has been completed, and they are ready to move forward with the next steps.

E. Mayor and Councilmember Communications.

Mayor Shaw asked staff to speak on the letter from Housing and Community Development (HCD).

Mr. Bryant stated: the Town received a comment letter from HCD on the second draft Housing Element submittal; there is no need to revisit any policies; staff has a scheduled a meeting with HCD Thursday morning where staff will be asking what HCD needs from the Town to get a Housing Element that can be Item 2 Page 13 Town Council Meeting July 25, 2023
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Town Council Meeting Minutes May 23, 2023 Page 6
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adopted and that they will certify; the next step is to prepare a document that Council can adopt; in conjunction, staff has gathered traffic data and will do an Environmental Impact Report (EIR); part of that process is the 30-day scoping process, which the Planning Commission will discuss on June 7, 2023, what should be analyzed in the EIR; this week, an Initial Study will go out that documents all areas that need to be reviewed in an EIR and provides a preliminary guide on any issues; the Housing Element and EIR may be ready to adopt in September, and then move onto implementation.

Thalia Lubin, Palm Circle Road, suggested that Council find a way to count units in the Emerald Hills and Glens to increase the total number of housing units.

Mr. Bryant encouraged Ms. Lubin to discuss with the Planning Director.

Councilmember Dombkowski reminded everyone about the Volunteer Engagement Fair on June 6, 2023, from 4:30 p.m. to 6:00 p.m.

Councilmember Goeld commended Mayor Shaw on a successful meeting with Caltrans on May 19, 2023.

Councilmember Fluet added: Caltrans gave some real answers and deadlines; they will be uploading progress pictures, opening at least one lane in July, and opening the full road by October; their PDF presentation has been posted online; there were maybe 100 people in Independence Hall and possibly another 150 online; he has not heard much from residents lately, so people are more comfortable than a week ago.

Councilmember Wall asked about status of the Glens Path Phase 2 and 3 project starting in June.

Mr. Rose stated: they are waiting for school end for summer break to minimize impacts in the neighborhood; the week of June 19 is the proposed start date.

Mayor Shaw stated: he made a statement as a Councilmember opposing SB423, which removes the sunset clause from SB35; the May 19 meeting was a collective effort with attendance from Senator Becker, Assemblymember Berman, Supervisor Muller, Caltrans Regional Director and Engineers, CHP, County Sheriff’s Department, La Honda Fire Brigade, Midpeninsula Open Space, Woodside Fire Protection District, and hundreds of residents in person and online; commendation for Ms. Cardinale and Ms. Li for the technical support.

COMMUNICATIONS

ADJOURNMENT
Mayor Shaw adjourned the meeting at 8:55 p.m.
________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
Item 2 Page 14 Town Council Meeting July 25, 2023
1 TOWN OF WOODSIDE
Report to Town Council Agenda Item 3
From: Kevin Bryant, Town Manager July 25, 2023
SUBJECT: RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE ACCEPTING THE CLAIM SUBMITTED BY JACOB SHULMAN ON JUNE 13, 2023 IN THE AMOUNT OF $21,098.91.

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution accepting the claim submitted by Jacob Shulman on June 13, 2023 and authorizing settlement of the claim in the full claimed amount of $21,098.91.

EXECUTIVE SUMMARY
Jacob Shulman submitted the attached claim (Attachment 2) in the amount of $21,098.91 for damages related to two trees falling from the Open Space area owned by the Town onto his property at 7 Woodridge Court in the Woodhill Estates. Town staff reviewed the claim with Sedgwick, the claims administrator for the Plan JPA insurance pool through which the Town has liability insurance. Both the Town staff and Sedgwick recommend that the Town Council accept this claim and provide Sedgwick the authority to settle the claim in the full amount of $21,098.91. The attached resolution would formally accept the claim and provide settlement authority.

FISCAL IMPACT
If the attached resolution is approved by the Town Council, the Town would accept the claim and settle with the claimant for the full claimed amount of $21,098.91. These funds would come from the Town’s General Fund.

Attachments:

A. Proposed Resolution
B. Claim dated June 13, 2023 from Jacob Shulman
Item 3 Page 1 Town Council Meeting July 25, 2023
RESOLUTION NO.____________

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE
ACCEPTING THE CLAIM SUBMITTED BY JACOB SHULMAN ON JUNE 13, 2023 IN THE AMOUNT OF $21,098.91.

WHEREAS, the Town of Woodside received a claim from Jacob Shulman on June 13, 2023, seeking a claimed amount of $21,098.91 in damages; and WHEREAS, the Town Council has reviewed the claim and determined that it should be accepted.

NOW THEREFORE BE IT RESOLVED that the Town Council formally accepts the claim submitted by Jacob Shulman on June 13, 2023 on behalf of the Town of Woodside and authorizes the Town staff and the Town’s claims administrator to settle the claim in the amount of $21,098.91.

PASSED AND ADOPTED as a resolution of the Town Council of the Town of Woodside at the regular meeting held on the July 25, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Chris Shaw, Mayor
ATTEST:

Jennifer Li, Town Clerk
Item 3 Page 2 Town Council Meeting July 25, 2023

Item 3 Page 5 Town Council Meeting July 25, 2023
Item 3 Page 6 Town Council Meeting July 25, 2023

Item 3 Page 12 Town Council Meeting July 25, 2023
Item 3 Page 13 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 4
From: Kevin Bryant, Town Manager July 25, 2023

SUBJECT: REVIEW AND APPROVE THE TOWN’S RESPONSE TO THE SAN MATEO COUNTY GRAND JURY REPORT: “ACCESSORY DWELLING UNITS: AFFORDABLE HOUSING’S PANACEA OR PREVARICATION?”

RECOMMENDATION
It is recommended that the Town Council review the draft response to the Grand Jury Report titled “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?” and provide direction as needed to finalize the response. Staff will then complete the response and submit it by the requested date of September 11, 2023.

EXECUTIVE SUMMARY
Every eight years, the State conducts a study to determine how many new housing units must be created to meet increasing demand for housing in each of the State’s several designated regions. Upon the completion of that study, each region is assigned a Regional Housing Needs Allocation (RHNA). The Association of Bay Area Governments (ABAG) receives the allocation on behalf of the Bay Area cities and counties and goes through its own process to study and divide the regional allocation among those local jurisdictions. Through this process, the Town of Woodside receives its individual RHNA number, and is required to update the Housing Element in its General Plan to, among other things, articulate a plan for creating the additional housing units required during the next eight years (RHNA plan).

The Town has been working for more than a year and a half to update to its Housing Element in response to the RHNA number it received for the planning period that spans from 2023 to 2031 (RHNA Cycle 6). The Town has made two formal submissions to the California Department of Housing and Community Development (HCD) and is currently working with HCD representatives to finalize a draft Housing Element and RHNA plan that can be certified by HCD as compliant with all applicable State housing laws and requirements, to then be adopted by the Town.

On June 12, 2023, the San Mateo County Grand Jury released a report titled “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?” The report generally expresses concern about the inclusion of Accessory Dwelling Units (ADUs) in each jurisdiction’s RHNA plan without mechanisms to monitor and verify that each ADU projected to be an affordable housing unit is ultimately created and rented at rate consistent with its projected affordability.

The Grand Jury’s report includes seven findings (Findings F1 through F7) and six recommendations (Recommendations R1 through R6). The Town, and all other jurisdictions within San Mateo County, are required under the Penal Code to formally respond to each of these findings and recommendations. The report requires that the Town’s response to each finding express either its agreement or disagreement (wholly or partially) with the finding and to provide an explanation in instances where the Town indicates that it does not agree. The Town’s response to each of the recommendations must indicate whether the recommended Item 4 Page 1 Town Council Meeting July 25, 2023
action has been implemented, is planned for implementation, requires further analysis, or will not be implemented. Except in instances where the Town indicates that the recommendation has already been implemented, the Town is required to provide an explanation for its response.

Staff has prepared proposed responses for the Council’s review and approval. The responses are due no later than September 11, 2023.

CONCLUSION

With the Town Council’s direction, staff will complete and submit the Town’s response to the Grand Jury report.

Attachments:

A. Proposed response to Grand Jury Report
B. Grand Jury Report titled “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?”
Item 4 Page 2 Town Council Meeting July 25, 2023
Dear Members of the Grand Jury,
Thank you for the opportunity to respond to the report titled, “Accessory Dwelling Units: Affordable Housing’s Panacea or Prevarication?”. The Town Council for the Town of Woodside has had the opportunity to review the report and, after reviewing the report and allowing for public comment at its regular meeting of July 25, 2023, the Town Council offers the following responses:

Response to Findings
Finding F1. Due to recent changes in California ADU-related laws, local governments cannot condition ADU permits in
San Mateo County on complying with affordability
monitoring and verification.

Response: The Town of Woodside partially
disagrees with this finding. The Town agrees that
recently enacted State laws require that local
governments issue permits for ADUs that meet
certain statutorily defined criteria. The Town agrees
that when a proposed ADU meets these criteria, a
local government is precluded from conditioning the
permit on compliance with affordability monitoring.

However, it may be possible to condition permits for
ADUs that do not meet these criteria (e.g. ADUs that
exceed size limitations or additional ADUs permitted
on the same lot).

Finding F2. San Mateo County and most of its municipalities rely on ADUs to meet their affordable housing
commitments in their RHNA-6 plans.

Response: The Town of Woodside partially
disagrees with this finding. The Town of Woodside is
currently working with the Department of Housing and
Community Development (HCD) to complete and
obtain certification of its Housing Element, which
includes the Town’s RHNA-6 plan. At this time, the
Town cannot say with certainty what its RHNA-6 plan
will include, as it has not yet been completed and
adopted. However, the current working draft of the
Town’s RHNA-6 plan includes several strategies to
meet the Town’s affordable housing commitments,
including the development of new ADUs.

Item 4 Page 3 Town Council Meeting July 25, 2023
ATTACHMENT 1
The Town of Woodside does not have independent knowledge of what San Mateo County and the other municipalities within the County have included in their housing elements or whether those jurisdictions have adopted housing elements with final RHNA-6 plans.

Finding F3. Atherton, Hillsborough, Portola Valley, and Woodside rely on ADUs to meet as much as 80 percent of their affordable housing commitments in their RHNA-6 plans.

Response: The Town of Woodside partially disagrees with this finding.

The Town of Woodside is currently working with the Department of Housing and Community Development (HCD) to complete and certify its Housing Element, which includes the Town’s RHNA-6 plan. At this time, the Town cannot say with certainty what its RHNA-6 plan will include, as it has not yet been completed and adopted. However, the current working draft of the Town’s RHNA-6 plan does not rely on ADUs to meet 80 percent of its affordable housing commitments. ADUs make up only around 41% of the affordable housing projected in the Town’s current draft RHNA-6 plan. The remainder of the affordable housing units are projected to be achieved through additional affordable housing to be created at Cañada College and through the rezoning and development of multi-family housing on three specific sites, two of which are owned by the Town. The Town’s current draft Housing Element includes a program under which the Town will partner with affordable housing developers to construct and manage developments on these sites as affordable housing.

The Town’s current draft RHNA-6 plan also projects that the Town will achieve more than 120% of its housing needs allocation in each of the affordability categories.

Finding F4. HCD has instructed San Mateo County jurisdictions to monitor and verify future ADU production and affordability every two years but has yet to specify how to verify whether very low-, low- or moderate-income households are occupying the ADUs as planned.

Response: The Town of Woodside partially disagrees with this finding.

The Town agrees that HCD representatives have indicated in both written correspondence and discussions with Town of Woodside staff that they expect the Town’s Housing Element, once adopted, to address how ADU production and affordability will be monitored. The Town also agrees that that HCD has not given explicit direction on how to structure the monitoring program. The Town will continue working with HCD to obtain certification of its draft Housing Element. The Town also tentatively plans to support a regional ADU monitoring effort through ABAG or 21 Item 4 Page 4 Town Council Meeting July 25, 2023
Elements, a long-standing collaboration among the 21 jurisdictions within San Mateo County.

Finding F5. Other than Brisbane and Redwood City, San Mateo County and its jurisdictions have yet to articulate how they will monitor and verify ADU production or affordability.

Response: The Town of Woodside agrees with this finding. However, the Town of Woodside does not have independent knowledge of what San Mateo County and the other municipalities within the County have included in their housing elements or whether each has adopted a housing element with a final RHNA-6 plan.

San Mateo County jurisdictions met on June 20, 2023, to discuss potential strategies for monitoring ADU affordability levels. The Town of Woodside is tentatively planning to support a regional ADU monitoring effort through ABAG or 21 Elements.

Finding F6. Without effective ADU monitoring and verification, it will be impossible to evaluate whether the jurisdictions are meeting their RHNA-6 obligations for low-, very-low, and moderate-income housing units.

Response: The Town of Woodside agrees with this finding.

Finding F7. ADU affordability and occupancy could be monitored by agencies such as HIP Housing which has proven systems and processes to verify occupancy of deed-restricted rental properties in San Mateo County.

Response: The Town of Woodside partially disagrees with this finding.

The Town agrees that agencies such as HIP Housing have proven systems and processes to verify occupancy of deed-restricted rental properties in San Mateo County. However, it is uncertain whether those systems and processes can be implemented to monitor the affordability of all ADUs. HIP Housing is one of the agencies that could potentially partner with the local jurisdictions in a regional ADU monitoring effort through ABAG or 21 Elements.

Response to Recommendations
Recommendation R1. San Mateo County and each City should immediately stop using ADUs to meet their State-mandated very low-, low-, and moderate-income housing targets in their Housing
Element submissions until they have also proposed an
Item 4 Page 5 Town Council Meeting July 25, 2023
effective monitoring system that verifies how newly
developed ADU’s will be used.

Response: The recommendation will not be implemented because it is not reasonable, nor warranted. The Town of Woodside shares the Civil Grand Jury’s goal to increase verified affordable housing stock, which is why the Town is currently working to complete its Housing Element that will include a RHNA-6 plan that relies on several housing types and proposes to, for the first time in the Town’s history, rezone single-family sites to allow multi-family density. The Town also agrees that a system for monitoring ADU affordability should be developed. However, removing ADUs from the Town’s draft RHNA-6 plan would require the Town to effectively reinitiate the process of developing its Housing Element; a process that began over a year and a half ago. It simply is not feasible for the Town to make a fundamental change to its draft RHNA-6 plan this late in the process without causing a significant delay to the adoption of its Housing Element, which would have the detrimental effect of delaying the implementation of programs designed to encourage new affordable housing.

However, the Town of Woodside is committed to following State housing law and plans to support the development of an regional ADU monitoring program which will be operated by 21 Elements or ABAG.

Recommendation R2. By February 1, 2024, San Mateo County and each City should develop, adopt, and implement a verification system capable of monitoring and verifying how newly developed ADU’s are being used.

Response: Part of the recommendation has yet to be implemented but will be implemented in the future. However, part of the recommendation is not reasonable. The Town of Woodside agrees that it is important that high quality information be gathered about the affordability of ADUs. The Town plans to participate in the ABAG or 21 Elements ADU monitoring system currently being developed and projected to launch in January 2025. However, engaging with and verifying the incomes of an everincreasing number of homeowners and residents every year in perpetuity would be neither practical nor cost effective.

Recommendation R3. By February 1, 2024, San Mateo County and each City should develop and adopt incentives for ADU owners which could be offered in exchange for deed restrictions that would include requirements for ADU tenants to participate in
independent monitoring.

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Response: Part of the recommendation has yet to be implemented but will be implemented in the future. The Town of Woodside agrees with the goal of adopting an ADU affordability monitoring program. The Town plans to support the creation of an ADU nonprofit, which would offer programs on behalf of the Town and other local jurisdictions to incentivize the production of affordable ADUs and support homeowners in constructing ADUs in exchange for agreements to rent at affordable levels. The nonprofit is projected to launch in July 2024 and will be financially supported by San Mateo County jurisdictions as well as private philanthropy, if possible.

Recommendation R4. By February 1, 2024, San Mateo County and each City should track the intended use of ADUs – rented or nonrented – during the permitting process and offer incentives in exchange for deed restrictions that require ADUs to be used as rentals.

Response: The recommendation requires further analysis. The Town of Woodside is currently working with HCD to complete and certify its Housing Element, which will likely include an ADU monitoring program.

The Town is committed to completing a Housing Element that achieves HCD’s certification and timely implementing the actions and programs included in that Housing Element. As discussed above, the Town also plans to support the creation of an ADU nonprofit, which would offer programs on behalf of the Town and other local jurisdictions that would incentivize the production of affordable ADUs and support homeowners in constructing ADUs in exchange for agreeing to rent at affordable levels.

Recommendation R5. By April 1, 2024, San Mateo County and each City should develop and adopt a new ADU affordability distribution
formula specific to each jurisdiction to the extent they are used for meeting the very low-, low-, and moderate-income housing requirements in their RHNA housing elements.

Response: The recommendation will not be implemented because it is not warranted, nor reasonable. The Town of Woodside agrees that it is important to have an accurate distribution formula that can be used to realistically project the affordability of ADUs that will be created over an RHNA cycle. Given the relatively small size of the Town of Woodside, however, a more meaningful distribution formula can be attained by collecting data on ADUs constructed across all San Mateo County jurisdictions, and/or the larger region for which the Housing Needs Assessment was conducted by the State.

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The Town’s draft Housing Element utilizes the UC Berkeley study that surveyed thousands of homeowners statewide to develop as accurate a snapshot of ADU affordability as possible with a very low margin of error.

Due to the Town’s size, the margin of error that would result from a study conducted only within the Town would be large and render the study less reliable. Further, there is no evidence in the data collected in the existing study that suggests a significant variation of ADU affordability among the local jurisdictions. The recommended affordability distribution of 30/30/30/10 includes a significant cushion on the more affordable end of the distribution to decrease the likelihood that jurisdictions utilizing the distribution might accidentally underproduce the amount of affordable housing projected.

As discussed above, the Town plans to support the creation of an ADU monitoring program through 21 Elements or ABAG which will collect data that can be used to revise the distribution formula based on actual observed income levels for use in future RHNA cycles.

Recommendation R6. San Mateo County and each City should consider working together to address Recommendations 2 and 3.

Response: The recommendation has been implemented.

Please feel free to contact Town Manager Kevin Bryant at (650) 851-6790 or [email protected] if you have any questions.

Sincerely,
Chris Shaw
Mayor
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Accessory Dwelling Units:

Affordable Housing’s Panacea or Prevarication?
Release Date: June 12, 2023
2022-2023 San Mateo County Grand Jury
Item 4 Page 9 Town Council Meeting July 25, 2023
ATTACHMENT 2
2022-2023 San Mateo County Civil Grand Jury 1
“You can always count on Americans to do the right thing – after they’ve tried everything else.” Winston Churchill
“Every man must decide whether he will walk in the light of creative altruism or in the darkness of destructive selfishness.” Martin Luther King, Jr.

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2022-2023 San Mateo County Civil Grand Jury 2
ISSUE
Are some San Mateo County communities misusing Accessory Dwelling Units (ADUs) to avoid the construction of multifamily low-income housing over the next eight years?

SUMMARY
Anointed the “epicenter of America’s housing dysfunction” by Harvard Business Review this year, the San Francisco Bay Area has faced an acute housing shortage at all levels for decades, especially for those who have the least.

And it is no longer news that many of the workers that San Mateo County communities depend upon daily – first responders, teachers, nurses, city employees, gardeners, and housekeepers, to name just a few – cannot afford a decent place to live and raise their families close to their jobs.

To address the issue, the State Legislature in 1969 passed the Housing Element Law, which says all California cities, towns, and counties, every eight years, must plan for the housing needs of all their residents regardless of income, which effectively requires development of affordable housing. Many changes and additions have been made to the law over the years, most recently eliminating zoning restrictions governing ADUs – small homes or apartments that share a single-family lot of a larger primary residence – and allowing communities to count them as affordable housing in their Regional Housing Needs Allocation (RHNA) plans.

At issue:
● Although their intentions have been good, the State has neglected to include any form of regulation to ensure low-income tenants ultimately use these ADUs as planned. ● Because owners often rent their ADUs to family and friends, they can exacerbate patterns of segregation and exclusion.1
● And perhaps most importantly – counting ADUs as affordable housing will likely result in cities issuing permits for fewer deed-restricted low-, very low-, and moderate-income apartments and homes.

Without accountability through oversight and regulations, low-, very low-, and moderate-income housing now planned in some San Mateo County jurisdictions may end up existing solely on paper and never in operation.

This problem is most acute in Atherton, Hillsborough, Portola Valley, and Woodside, where some residents are up in arms over the State-mandated housing requirements, and the city governments, trying to appease them, are proposing counting on ADUs to meet as much as 80 percent of their affordable housing targets.

1 Association of Bay Area Governments, “Final Regional Housing Needs Allocation (RHNA) Plan, San Francisco Bay Area, 2023-2031”, accessed May 27, 2023, https://abag.ca.gov/sites/default/files/documents/2021- 12/Final_RHNA_Allocation_Report_2023-2031-approved_0.pdf Item 4 Page 11 Town Council Meeting July 25, 2023
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Assembly Bill 72 (2017) gives the California Department of Housing and Community Development (HCD) enforcement capability on local government’s land use, planning, and zoning requirements. In the current RHNA-6 (2023-2031) planning cycle, HCD demands that San Mateo County jurisdictions monitor and verify ADU affordability every two years. However, HCD has not specified how to prove the ADUs are rented to very low-, low- or moderate-income households, leaving it to the communities to find a solution.

So far, jurisdictions have yet to do so, even though local independent agencies such as HIP Housing have systems and services in place, which they use to verify affordability of deed-restricted affordable housing, and that could be adapted Countywide to monitor and verify ADUs’ affordability and occupancy in a manner that adheres to fair housing guidelines.

California needs to build 2.5 million homes by 2030 to meet current housing demands, according to the HCD. But the State averages only about 125,000 new homes annually – a shortfall by nearly two-thirds.

ADUs can, indeed, provide affordable housing. And to many citizens of affluent communities, they are an appealing alternative to multi-family, deed-restricted affordable housing projects. However, just because the law makes it possible to count ADUs as affordable housing, it does not exempt cities and towns from credibly planning for badly needed affordable housing.

BACKGROUND
One of the State’s long-standing priorities has been to increase the availability of affordable housing for all economic segments.

HCD – the California Department of Housing and Community Development – focuses on making this happen by working with local jurisdictions to create rental and homeownership opportunities for all Californians, including individuals and families who are experiencing homelessness.

Beginning in 1969, the State mandated that all California cities, towns, and counties must plan for the housing needs of all Californians, regardless of income. They meet this mandate by developing and updating a Housing Element, part of a local jurisdiction’s General Plan, which shows where they will allow new housing and describes the policies and strategies necessary to support building new housing.

The process of updating the Housing Element involves HCD working with various Councils of Governments (COG) to develop a RHNA plan that includes the Regional Housing Needs Determination (RHND), which assigns the number of housing units that each county and city are expected to facilitate being built in the subsequent eight years to accommodate projected growth.

In the case of the Bay Area, this Council of Governments is the Association of Bay Area Governments (ABAG), which represents all nine Bay Area counties, including San Mateo County and its 20 cities and towns. Components that ABAG considers in determining each Bay Area county’s and city’s allocation of housing units include population, employment potential, proximity to transportation centers, open space, inclusivity, and diversification, all of which are becoming increasingly important to the State, according to ABAG reports.

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Multiple bills in both houses of the State Legislature have been proposed over the years to change the process and increase the amount of State control over housing development. Particularly significant changes occurred during the 2017 legislative session when senators and assembly members proposed approximately 150 housing bills. That year the Governor ultimately signed a package of 15 bills related to funding for housing, streamlining development approvals, and increasing accountability for meeting the requirements of the Housing Element Law. These included bills that significantly changed the RHNA process, requiring additional outreach and reporting, modifying how to calculate the RHND to reflect unmet housing needs better, increasing the number of topics to be considered in the allocation methodology, and giving HCD, on behalf of the State, the ability to sue individual counties or cities for not meeting requirements.

Updating the Housing Element every eight years is an iterative process involving HCD, the regional COGs, the State Department of Finance (DOF), and local jurisdictions. (See Appendix D.) But the ultimate authority for approval of the RHNA, the RHND, and the associated Housing Elements resides with HCD.

The current approved RHNA plan developed by ABAG is known as RHNA-6, which spans 2023 to 2031.

HCD requires each jurisdiction to submit its completed Housing Element for review and approval by a specific date. For RHNA-6, the due date for San Mateo County and its cities was January 31, 2023.

Before the due date, the jurisdictions were able to send their draft Housing Elements to HCD for preliminary review and comments and make necessary modifications that HCD highlights. Any jurisdiction which fails to meet the deadline for submission of their completed Housing Element is subject to a potential “builders remedy” action that forces a city to allow building projects regardless of whether they meet most of the local zoning restrictions.

Once Housing Elements are approved, HCD monitors the progress of approved RHNA plans by requiring each jurisdiction to report its building permit activities annually. If progress is below expectations, the jurisdiction must develop alternative strategies for review and approval by HCD.

During the RHNA-5 (2015-2023) progress reviews submissions, cities began including ADUs as part of the overall housing inventory in their annual reports because State legislation (Government Code section 65852.150) that became effective in January 2017 stated that ADUs are a valuable form of housing in California, which also "provide housing for family members, students, the elderly, in-home health care providers, the disabled, and others, at below market prices within existing neighborhoods." Numerous Senate and Assembly bills were enacted in 2018 and 2020, requiring local jurisdictions to streamline and allow for ease of ADU production to increase housing for all income categories. With these encouragements, ADUs being deemed a viable housing option, and facing stringent RHNA-6 requirements of approximately three times more housing units than in the RHNA-5 cycle, a few affluent San Mateo cities have proposed using ADUs to satisfy most of their plans to meet the required number of housing units in the various income categories.
“ADUs are not a panacea, but they’re a good tool in the toolbox,” said a planning consultant working for a San Mateo County city. “Most land on The Peninsula is single-family homes. ADUs are opening land that was not open before. But higher density housing near transit is better.” Item 4 Page 13 Town Council Meeting July 25, 2023
2022-2023 San Mateo County Civil Grand Jury 5
Added a city manager: “I think they (ADUs) are a piece of the solution, but not all of it. I think ADUs are an important way to provide opportunities for other things – where people want multigenerational living onsite, for caretakers, or other folks – they can reside in an ADU even if they’re not paying rent.”

DISCUSSION
While HCD-approved RHNA Housing Elements do not require the cities and counties to build affordable housing, the jurisdictions must adjust zoning ordinances, issue permits to allow construction of affordable housing, and initiate programs that incentivize such construction.

However, as shown in Chart 1 below, significant portions of San Mateo County's affordable housing in RHNA-5 (2015-2023) plans did not materialize – most likely due to a lack of permit applications.

With RHNA-5’s significantly lower targets, the less-than-expected performance during the RHNA-5 cycle foreshadows the enormous challenge the County’s cities and towns now face in meeting the RHNA-6 goals for the next eight years, which are approximately three times larger, as shown in Chart 2 below.

Chart 1: RHNA-5 Affordable Housing Required vs. Permitted Item 4 Page 14 Town Council Meeting July 25, 2023
2022-2023 San Mateo County Civil Grand Jury 6
Chart 2: RHNA-5 Affordable Housing Allocations vs RHNA-6 Besides increasing affordable housing targets by nearly 300 percent, the State has made other significant changes in the ADU laws to address the current housing crunch.

Law Year Impact
AB671 2019 Through Housing Elements, HCD to promote ADUs for affordable rent AB670 2019 Any local covenants and restrictions on new housing are void AB587 2019 Deed-restricted sale of ADU is allowed separately from the main house AB 68 2019 Removes local restrictions on minimum size, requirement of owner occupancy, parking requirements for garage conversion, and any impact fee.

AB 3182 2020 Permitting process within 60 days
SB9 2021 Facilitates lot split and allows more than1 ADU per property AB 345 2021 Allows owners to sell ADUs separately
AB 2221 2023 Pre-specific time permit frame for approval of ADU applications SB 897 2023 Increases the ADU height limit to 18’ and allows retro permitting of previous unauthorized ADUs.

The net effect of these changes was to minimize municipal-level regulations on ADUs – such as parking requirements, property line setbacks, height limits, or the number of ADUs on one property – and make Item 4 Page 15 Town Council Meeting July 25, 2023
2022-2023 San Mateo County Civil Grand Jury 7
ADUs an acceptable means to meet affordable housing obligations. Given these changes, namely high mandatory targets for affordable housing, enthusiastic support by the State of ADUs as affordable housing, and requiring zero land use rezoning for ADUs, nearly all San Mateo County cities and towns include ADUs in their RHNA-6 Housing Elements.

The issue, however, is that for every ADU included in a Housing Element – regardless of whether the ADU is built and rented to very low-, low-, or moderate-income tenants – one verifiable, deed-restricted affordable housing unit will not be built in that jurisdiction by a developer.

So, How Did We Get Here?
California cities and counties can now use ADUs to help satisfy their RHNA requirements. But calculating how many ADUs to put into a Housing Element and how to distribute them into each income category, differ from other housing options.

ABAG instructs San Mateo County jurisdictions that the standard method is first to estimate the number of ADUs that homeowners will build in a planning period, which is 2023 through 2031 for RHNA-6.

In its technical memo “Using ADUs to Satisfy RHNA,” ABAG advises members that the estimate should be based on the average number of ADU building permits issued each year, multiplied by eight, because there are eight years in a housing element cycle.
“Most cities base their determination of annual ADU permits by averaging the building permits approved each year since 2019 when State law made it easier to construct the units,” the technical memo explains:
“There is a small amount of flexibility in the calculations,” the memo continues. “If numbers were low in 2019 but were high in 2020, 2021, and 2022, a jurisdiction could potentially use 2020-2022 as the baseline. This rationale would be bolstered if there was a logical explanation for the change, e.g., the jurisdiction further loosened regulations in 2020. Projecting a higher number of ADUs than what has been demonstrated through permit approvals in recent years may be possible, but more challenging. A slightly larger number may be warranted if a robust, funded, and clear plan to increase production has been put in place. However, you are strongly encouraged to coordinate with HCD before deviating from the standard methodology.”
Once cities complete their estimate, they must distribute those units into each income category.

To help its members, ABAG analyzed ADU affordability. Using data from a 2020 statewide survey of homeowners who had constructed ADUs in 2018 or 2019, ABAG concluded that the assumptions in the chart below are generally applicable in most jurisdictions. Many Bay Area jurisdictions chose to use these numbers instead of conducting their own affordability analysis.

Percent Income Category
30% Very Low Income
30% Low Income
30% Moderate Income
10% Above Moderate
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“UC Berkeley Terner Center did a statewide survey of ADU affordability, and they worked with ABAG to adjust it for the Bay Area specifically,” said a San Mateo County planner. “So those (numbers) are based on surveys and data analysis of actual ADUs that have been produced, and the rents that are being offered to tenants. We are just accepting their analysis as is.” San Mateo County jurisdictions have almost unanimously adopted ABAG’s 30-30-30-10 formula.

However, a 2021 report and recommendations for RHNA-6 prepared by ABAG’s Housing Technical Assistance Team, titled “DRAFT Affordability of Accessory Dwelling Units,” says that although ADUs are often affordable, jurisdictions should be cautious about relying on them too heavily because of fair housing concerns:
“Many ADUs are affordable to lower and moderate-income households because they are rented to family and friends of the homeowners,” the report states. “If minorities are underrepresented among homeowners, the families and potentially friends of the homeowners will be primarily white. Therefore, relying too heavily on ADUs could inadvertently exacerbate patterns of segregation and exclusion.” The report also acknowledges that ADUs often do not serve large families, another critical fair housing concern.

And while ADUs accomplish an essential fair housing goal by adding new homes in parts of the municipality that are more likely to be areas of opportunity, the report recommends that jurisdictions with fair housing concerns "may want to use more conservative assumptions based on open market rentals, excluding units made available to family and friends," as summarized below:

Percent Income Category
5% Very Low Income
30% Low Income
50% Moderate Income
15% Above Moderate
So far, 16 San Mateo County cities have chosen the 30-30-30-10 formula, implying there are no fair housing concerns in their jurisdictions.

Only two cities – San Carlos and San Mateo – use ABAG’s more conservative formula of 5-30-50-15 in their plans. One city – Belmont – used its own judgment.2 And one – Colma – does not use ADUs in their plans at all to meet State requirements.

But in all cases, these statistical estimates may not reflect the actual usage of constructed ADUs.

Determining that would require actual verification by each local jurisdiction.

2 City of Belmont, “General Housing Element Draft 2023-2031”, p. 25, accessed May 27, 2023, https://www.belmont.gov/home/showpublisheddocument/21721/637968613354630000 Item 4 Page 17 Town Council Meeting July 25, 2023
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ADUs planned in RHNA-6
(May 11, 2023)
City Very Low Low Moderate Above
Moderate
Total ADUs Total
RHNA-6
Requirement
Atherton 56 56 56 112 280 348
Belmont 0 0 80 0 80 1785
Brisbane 12 12 12 4 40 1588
Burlingame 50 50 50 17 167 3257
Colma - - - - 0 202
Daly City 151 151 151 50 503 4838
East Palo Alto 35 34 34 12 115 829
Foster City 7 7 7 3 24 1896
Hillsborough 84 84 84 28 280 554
Menlo Park 26 25 26 8 85 2946
Millbrae 34 34 33 11 112 2199
Pacifica 56 56 56 19 187 1892
Portola Valley 28 28 28 8 92 253
Redwood City 152 152 152 50 506 4588
San Bruno 72 72 72 24 240 3165
San Carlos 10 61 102 30 203 2735
San Mateo 22 132 220 66 440 7015
South San
Francisco
113 113 113 38 377 3956
Unincorporated
San Mateo
107 107 107 36 357 2833
Woodside 36 36 36 12 120 328
(This table includes all San Mateo County jurisdictions that have submitted Housing Element plans to HCD for review. As of June 1, 2023, Half Moon Bay and Daly City have not submitted RHNA-6 plans for HCD review.) Accordingly, if HCD approves cities and towns' current Housing Elements, San Mateo County may end up with many affordable housing units that exist only on paper because they are counted as affordable units by the State but never made available or occupied by people who need affordable housing:
“BMR (below market rate) unit displacement is a legitimate issue,” said a city planning consultant. “RHNA looks at (the number of) units, not the number of people being housed. For the State, they’re all counted the same – an ADU or three-bedroom apartment, five vs. one or two people. In the eyes of the State, they’re all the same.”
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Finally, the cities and towns relying primarily on ADUs to meet their RHNA-6 housing targets do not meet the overall objectives required by HCD and RHNA of:
● Increasing the housing supply and mix of housing types, tenure, and affordability ● Promoting infill development and socioeconomic equity, protecting environmental and agricultural resources, and encouraging efficient development patterns ● Promoting an improved intraregional relationship between jobs and housing ● Balancing disproportionate household income distributions ● Affirmatively furthering fair housing
Housing and Community Development Pushes Back
Four San Mateo County municipalities – Atherton, Hillsborough, Portola Valley, and Woodside – rely heavily on ADUs to meet low-income housing requirements in their RHNA-6 Housing Elements.

May 17, 2023
While HCD does not single out those four cities for their heavy reliance on ADUs to meet their affordable housing needs, throughout the process of submission and review of draft RHNA-6 plans, HCD consistently instructed San Mateo County cities and towns that they must monitor and verify ADU production and affordability at least every two years but has not specified an acceptable process for verifying the affordability level of ADUs as planned.

Should San Mateo County and its cities seek outside help on this issue, there are a handful of independent non-profit agencies and for-profit real estate management companies operating today in the Bay Area that have established systems and processes for monitoring and verifying rented occupied housing for continued affordability and adherence to fair housing guidelines while maintaining tenant and owner privacy – which was an issue continually raised by City Managers and other officials during Grand Jury interviews.
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
ADUs as Percent of RHNA6 Affordable Housing
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ADU Affordability Monitoring Emphasized in HCD Review Letters to Jurisdictions Atherton (4-4-23)
Program 3.812 (New Construction of Affordable Accessory Dwelling Units): While the element was revised to include timing of each action, it is unclear how affordability will be established. The program should be revised to clarify actions to establish and track affordability.

East Palo Alto (4-25-23)
Accessory Dwelling Units (ADU): As noted in the prior review, the element should include a program that commits to frequent monitoring (every other year) for production and affordability, and specific commitment to adopt alternative measures such as rezoning or amending the element within a specific time (e.g., six months) as needed.

Foster City (4-24-23)
Program H-D-4-h (ADU Monitoring): While the program commits to evaluating alternative actions by the end of 2026, it must commit to specific alternative actions and monitor production and affordability of ADUs more than once in the planning period (e.g., every two years).

Hillsborough (1-10-23
This analysis should specifically address whether the ADU strategy to accommodate lower-income households contributes to continued exclusion and disparities in access to opportunity and how the strategy promotes housing choice for a variety of households including lower-income households, and large families.

To support assumptions for ADUs in the planning period, the element should reduce the number of ADUs assumed per year and reconcile trends with HCD records, including additional information such as more recent permitted units and inquiries, resources and incentives, other relevant factors, and modify policies and programs as appropriate. Further, programs should commit to additional incentives and strategies, frequent monitoring (every other year), and specific commitment to adopt alternative measures such as rezoning or amending the element within a specific time (e.g., six months) if ADU production assumptions are not being achieved.

Millbrae (1-24-23)
Accessory Dwelling Units (ADU): To support assumptions for ADUs in the planning period, programs should commit to additional incentives and strategies, frequent monitoring (every other year) of production and affordability and specific commitment to adopt alternative measures such as rezoning or amending the element within a specific time (e.g., 6 months) if needed.

Depending on the analysis, the element must commit to monitor ADU production and affordability throughout the planning period and implement additional actions if not meeting target numbers within a specified time period (e.g., within six months).

Redwood City (7-8-22)
Programs must be expanded to include incentives to promote the creation and affordability of Accessory Dwelling Units (ADUs).

Examples include exploring and pursuing funding, modifying development standards and reducing fees beyond State law, increasing awareness, pre-approved plans and homeowner/applicant assistance tools. In addition, given the city’s assumptions for ADUs, the element should include a program to monitor permitted ADUs and affordability every other year and take appropriate action such as adjusting assumptions or rezoning within a specified time period (e.g., 6 months).

San Bruno (3-29-23)
Accessory Dwelling Units (ADU): While the element revised the ADU assumptions, Program 4-P must be revised to commit to additional incentives and strategies, frequent monitoring (every other year) and specific commitment to adopt alternative measures such as rezoning or amending the element within a specific time (e.g., 6 months) if needed. The element must also address affordability assumptions for ADU projections.

San Mateo (3-27-23)
Accessory Dwelling Units (ADU): Program 1.4 must commit to also monitoring affordability of the ADU units that are permitted as well as provide additional incentives or identify additional sites if production and affordability assumptions are not met.

County of San Mateo (4-20-23)
Accessory Dwelling Units (ADU): Further, programs should commit to additional incentives and strategies, frequent monitoring for production and affordability (every other year) and specific commitment to adopt alternative measures such as rezoning or amending the element within a specific time (e.g., 6 months) if needed. The element must also address affordability assumptions for ADU projections, by clarifying what ABAG assumptions are utilized.

South San Francisco (3-30-23)
The element should include a commitment to reconcile trends with reported units within the Cities submitted annual progress report. Further, as Stated in the previous review, programs should commit to additional incentives and strategies, frequent monitoring (every other year) and specific commitment to adopt alternative measures such as rezoning or amending the element within a specific time (e.g., six months) if number and affordability assumptions are not met.

Woodside (10-14-22)
Depending on the analysis, the element must commit to monitor ADU production and affordability throughout the planning period and implement additional actions if not meeting target numbers within a specified time period (e.g., within six months).

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In their HCD approved housing plans, Brisbane and Redwood City aren’t definitive about how they will monitor ADU affordability but imply they will use surveys to comply with HCD instructions.

Redwood City plans to collect ADU rental data during its permitting process. And Brisbane says, if available, it will participate in a regional forgivable ADU construction loan program in exchange for limiting rentals of the ADUs to extremely low-income households for 15 years. Brisbane said it is also exploring a possible city forgivable loan program if the regional program doesn’t materialize. “We can’t force people to report to us or to be honest with us,” said one jurisdiction’s planner.

Another city’s chief planner concluded that a deed restriction – any limitation on a property that affects the ability of the property owner to utilize the property as they wish, such as a requirement to verify a tenant’s income and rent charged – “is the best way to (enforce) affordability.” Alternatively, one city planning official suggested the formation of a Countywide nonprofit to income-qualify and match renters to available ADUs, thereby monitoring and enforcing affordability because the smaller towns and cities don't have the resources to perform that function on their own.

Finally, a fourth city planner offered an alternative view: “We’re not a city hiding behind ADUs. ABAG gave us a formula. We plopped it in. If the State said you can’t count ADUs at all, that would be fine.” A Long, Long Way to Go
The Superior Court of California requires all San Mateo County Civil Grand Jury investigation reports to be completed and published by June 30 annually.

And although the law required San Mateo County cities and towns to submit their housing plans by January 31, 2023, as of June 1, Daly City has yet to adopt and submit a draft plan to HCD for review and approval.

Meanwhile, plans from Foster City, Half Moon Bay, Millbrae and Pacifica are now under HCD review.

So far, HCD has reviewed and rejected plans from 14 jurisdictions: Atherton, Belmont, Burlingame, Colma, East Palo Alto, Hillsborough, Menlo Park, Portola Valley, San Bruno, San Carlos, San Mateo, South San Francisco, Woodside, and San Mateo County, which is responsible for unincorporated areas.

As of the publication of this report, only Redwood City and Brisbane had completed the process and received the green light from HCD to proceed.

One reason cited for the delay is most San Mateo County cities and towns don’t have a large enough staff to manage the workload that RHNA planning represents, so they outsource. And many could not find timely help because the consultants were busy preparing RHNA-6 plans for Southern California cities, which were due before San Mateo County municipalities. That caused many communities here to fall behind and are now out of compliance with the timing of their Housing Element submissions.

These delays, coupled with citizen objections to multifamily housing in their communities, almost guarantee RHNA-6 disputes will end up in the courts and remain unresolved for many years to come and postpone the building of sorely needed affordable housing indefinitely.

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FINDINGS
F1. Due to recent changes in California ADU-related laws, local governments cannot condition ADU permits in San Mateo County on complying with affordability monitoring and verification.

F2. San Mateo County and most of its municipalities rely on ADUs to meet their affordable housing commitments in their RHNA-6 plans.

F3. Atherton, Hillsborough, Portola Valley, and Woodside rely on ADUs to meet as much as 80 percent of their affordable housing commitments in their RHNA-6 plans.

F4. HCD has instructed San Mateo County jurisdictions to monitor and verify future ADU production and affordability every two years but has yet to specify how to verify whether very low-, low- or moderate-income households are occupying the ADUs as planned.

F5. Other than Brisbane and Redwood City, San Mateo County and its jurisdictions have yet to articulate how they will monitor and verify ADU production or affordability.

F6. Without effective ADU monitoring and verification, it will be impossible to evaluate whether the jurisdictions are meeting their RHNA-6 obligations for low-, very-low, and moderate-income housing units.

F7. ADU affordability and occupancy could be monitored by agencies such as HIP Housing which has proven systems and processes to verify occupancy of deed-restricted rental properties in San Mateo County.

RECOMMENDATIONS
R1. San Mateo County and each City should immediately stop using ADUs to meet their Statemandated very low-, low-, and moderate-income housing targets in their Housing Element submissions until they have also proposed an effective monitoring system that verifies how newly developed ADU’s will be used.

R2. By February 1, 2024, San Mateo County and each City should develop, adopt, and implement a verification system capable of monitoring and verifying how newly developed ADU’s are being used.

R3. By February 1, 2024, San Mateo County and each City should develop and adopt incentives for ADU owners which could be offered in exchange for deed restrictions that would include requirements for ADU tenants to participate in independent monitoring.

R4. By February 1, 2024, San Mateo County and each City should track the intended use of ADUs – rented or non-rented – during the permitting process and offer incentives in exchange for deed restrictions that require ADUs to be used as rentals.

R5. By April 1, 2024, San Mateo County and each City should develop and adopt a new ADU affordability distribution formula specific to each jurisdiction to the extent they are used for meeting the very low-, low-, and moderate-income housing requirements in their RHNA housing elements.

R6. San Mateo County and each City should consider working together to address Recommendations 2 and 3.

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REQUEST FOR RESPONSES
Pursuant to Penal Code Section 933.05, the Civil Grand Jury requests responses from San Mateo County and all 20 cities’ governing bodies for each and every Finding and Recommendation.

The governing bodies should be aware that their comments or responses must be conducted subject to the Brown Act's notice, agenda, and open meeting requirements.

RESPONSE REQUIREMENTS
California Penal Code Section 933.05 provides: For purposes of subdivision of Section 933, as to each Grand Jury finding, the responding person or entity shall report one of the following:
(1) The respondent agrees with the finding.
(2) The respondent disagrees wholly or partially with the finding; in which case the response shall specify the portion of the disputed finding and shall include an explanation of the reasons.

For purposes of subdivision of Section 933, as to each Grand Jury recommendation, the responding person or entity shall report one of the following actions:
(1) The recommendation has been implemented, with a summary regarding the implemented action. (2) The recommendation has yet to be implemented but will be implemented in the future, with a timeframe for implementation.
(3) The recommendation requires further analysis, with an explanation and the scope and parameters of an analysis or study and a timeframe for the matter to be prepared for discussion by the officer or head of the agency or department being investigated or reviewed, including the governing body of the public agency when applicable. This time frame shall be at most six months from the Grand Jury report's publication date.
(4) The recommendation will not be implemented because it is not warranted or is not reasonable, with an explanation therefore.

METHODOLOGY
The San Mateo County Civil Grand Jury used numerous approaches to develop this report. ● Preliminary Research
The Grand Jury studied RHNA-5 historical information and RHNA-6 Housing Elements submitted to HCD by the cities and towns in San Mateo County as they became available.

Before conducting in-depth research, the Grand Jury studied ABAG's reports on RHNA-6 housing allocations, introducing numerous issues and a means to understand how jurisdictions establish housing allocations. Additionally, the Grand Jury reviewed a 2021 ABAG report on ADU affordability for RHNA-6 and RHNA-5 annual progress reports to understand history.

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The Grand Jury also reviewed a report on ADUs titled “A Solution on the Ground: Assessing the Feasibility of Second Units in Unincorporated San Mateo County, Implementing the Backyard Revolution: Perspectives of California's ADU Owners,” April 22, 2021, Karen Chapple, Dori Ganetsos, Emmanuel Lopez, UC Berkeley Center for Community Innovation.

An additional resource for Preliminary Research has been the press. Particularly following the January 31, 2023 deadline for RHNA-6 submissions, nearly 60 articles provided insights and analysis the Grand Jury could not find elsewhere.

For a complete list of sources, see the Bibliography below. ● Survey
After conducting its Preliminary Research, the Grand Jury sent an eight-question survey in October 2022 to the city managers of the 20 San Mateo County cities and towns and the San Mateo County planning and building department responsible for the County's unincorporated areas.

See Appendix A for survey results.
● Interviews
Much of the time spent by the Grand Jury on this investigation was in more than 30 interviews with 21 city managers and planning managers, five heads of nonprofit housing entities in San Mateo County, and executives at ABAG, HCD, and several other government bodies. ● Continued Research
Because RHNA-6 submissions and HCD replies are ongoing, the Grand Jury has continued to monitor the status of RHNA-6 submissions and HCD responses.

This report reflects submissions received prior to the report's due date of June 30, 2023.

GLOSSARY
Accessory Dwelling Units (ADUs)
An accessory dwelling unit (ADU) is a legal and regulatory term for a secondary house or apartment that shares the building lot of a larger primary home. The unit is often used to provide additional income through rent or to house a family member. For example, an elderly parent could live in a small unit and avoid having to move to an assisted living facility. (Source: Investopedia) Affordable Housing: Very Low Income; Low Income; Moderate Income; Above Moderate Income Affordable housing is generally defined as housing on which the occupant is paying no more than 30 percent of gross income for housing costs, including utilities. (Source: www.hud.gov) Item 4 Page 24 Town Council Meeting July 25, 2023
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Association of Bay Area Governments (ABAG)
The Association of Bay Area Governments (ABAG) is the Council of Governments (COG) for the ninecounty Bay Area. One of California’s earliest COGs, ABAG was founded to protect regional assets from State control. ABAG continues to serve the Bay Area by providing a regional venue for collaboration and problem-solving. ABAG’s work program includes management over key regional assets, such as the San Francisco Estuary and the Bay Trail Project. It also offers a variety of cost-effective member services programs such as Pooled Liability Assurance Network (PLAN) Corporation (offering affordable liability, property insurance, claims management, risk management, and bond coverage to 30 municipalities) and financial services (offering tax-exempt capital financing for the acquisition, construction, and rehabilitation of affordable multifamily housing, health care facilities, schools, and other community facilities). ABAG POWER Natural Gas Pool conducts pooled purchasing of natural gas on behalf of 38 local governments and special districts. ABAG is also the COG that allocates the regional housing needs assessment (RHNA). (Source: CALCOG)
Below Market Rate (BMR)
A BMR unit is a housing unit that is priced to be affordable to households that are of moderate income or below. These housing units are often built by local government, nonprofits, or as a requirement of the developer (Inclusionary Affordable Housing Ordinance). As a result, these homes have certain deed restrictions recorded on the property, ensuring the home remains affordable for future generations. (Source: County of San Mateo)
California Department of Finance (DOF)
The California Department of Finance is a state cabinet-level agency within the government of California.

The Department of Finance is responsible for preparing, explaining, and administering the state's annual financial plan, which the Governor of California is required under the California Constitution to present by January 10 of each year to the public. The Department of Finance's other duties include analyzing the budgets of proposed laws in the California State Legislature, creating, and monitoring current and future economic forecasts of the state, estimating population demographics and enrollment projections, and maintaining the state's accounting and financial reporting systems.

California Department of Housing and Community Development (HCD) The California Department of Housing and Community Development (HCD) develops housing policy and building codes (i.e., the California Building Standards Code), regulates manufactured homes and mobile home parks, and administers housing finance, economic development, and community development programs. (Source: https://www.hcd.ca.gov/about-hcd)
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Council of Governments (COG)
Councils of Governments (COGs) are voluntary associations representing member local governments, mainly cities, and counties, that seek to provide cooperative planning, coordination, and technical assistance on issues of mutual concern that cross jurisdictional lines. (Source: WRCOG) Deed Restrictions
A deed restriction is a term widely used in real estate to refer to any limitation on a property that limits the ability of the property owner to utilize the property as they wish. (Source: CA Realty Training) General Plan
State law requires every city and county in California to prepare a General Plan for its future growth and development. A General Plan covers land use, transportation, housing, open space, natural resources, and public services. Local General Plans have been mandatory in California since the 1950s. State law also requires the cities and counties to periodically update their General Plans in response to changing conditions. Each General Plan includes maps expressing the community's vision of how and where it will grow and change. The General Plan typically has a time horizon of about 20 years. Once a General Plan is adopted, it is used by the City Council, local commissions, and City Staff as they make day-to-day decisions about the community's future. (Source: City of San Rafael) Housing Element
Since 1969, California has required that all local governments (cities and counties) adequately plan to meet the housing needs of everyone in the community. California's local governments meet this requirement by adopting housing plans as part of their General Plan (also required by the State). General Plans serve as the local government's blueprint for how the city or county will grow and develop and include eight elements: land use, transportation, conservation, noise, open space, safety, environmental justice, and housing. California's Housing Element Law acknowledges that, for the private market to address Californians' housing needs and demand, local governments must adopt plans and regulatory systems that provide opportunities for (and do not unduly constrain) housing development. As a result, housing policy in California rests mainly on the effective implementation of local General Plans and, in particular, local Housing Elements. (Source: California Department of Housing and Community Development)
Jurisdiction (city, town, or county)
1: the power, right, or authority to interpret and apply the law; a matter that falls within the court’s jurisdiction
2: a: the authority of a sovereign power to govern or legislate b: the power or right to exercise authority: CONTROL
3: the limits or territory within which authority may be exercised (Source: Merriam-Webster) Regional Housing Needs Allocation (RHNA)
Every eight years, ABAG develops the Regional Housing Needs Allocation (RHNA) plan approved by HCD and used to assign each city and county in the Bay Area their fair share of new housing units to build. These housing units are intended to accommodate existing needs and projected growth in the region. The RHNA process is critical because it requires all cities and counties to plan for the region's housing needs, regardless of income, to prepare for future growth and ease the California's acute housing crisis. (Source: ABAG)
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Regional Housing Needs Determination (RHND)
The California Department of Housing and Community Development (HCD) identifies the total number of homes each region in California must plan to meet the housing needs of people at all income levels. They base the number on population projections produced by the California Department of Finance and adjustments incorporating the region's current housing needs. The jurisdictions separate the total number of housing units from HCD into four income categories that cover everything from housing for very lowincome households to market-rate housing. ABAG is responsible for developing a methodology to allocate a portion of this housing need to every local government in the Bay Area. (Source: ABAG)

BIBLIOGRAPHY
Government Agencies
● Department of Housing and Urban Development Office of Policy Development and Research. “U.S Accessory Dwelling Units: Case Study”. https://www.huduser.gov/portal/publications/adu.pdf. June 2008
● U.S. Department of Housing and Urban Development. “Glossary of Terms to Affordable Housing”. https://archives.hud.gov/local/nv/goodstories/2006-04-06glos.cfm. August 18, 2011 ● Department of Housing and Community Development Division of Housing Policy. “ADU Law Amendments Memorandum”. https://www.hcd.ca.gov/community-development/housingelement/housing-element-memos/docs/Accessory-Dwelling-Unit-Legislation.pdf. May 29, 2018 ● California Legislative Information. “Assembly Bill No. 68”. https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201920200AB68. 2019-2020 ● OpenStates. “California Senate Bill SB 13”. https://openStates.org/ca/bills/20192020/SB13/. 2019- 2020
● 21 Elements. “Second Units and Junior Second Units”. http://www.21elements.com/second-units. 2020
● Department of Housing and Community Development Division of Housing Policy. “Local Agency Accessory Dwelling Units, Memorandum”. https://www.hcd.ca.gov/community-development/housingelement/docs/ADU_TA_Memo_Final_01-10-20.pdf. January 10, 2020 ● Department of Housing and Community Development Division of Housing Policy. “Final Regional Housing Need Determination”. https://www.hcd.ca.gov/community-development/housingelement/docs/ABAGRHNA-Final060920(r).pdf. June 9, 2020 ● Association of Bay Area Governments. “Housing Element Law. Changes from 1969 to the Present”. https://abag.ca.gov/sites/default/files/rhna_background.pdf. August 1, 2020 ● California Legislative Information. “Assembly Bill No. 3182”. https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201920200AB3182. September 28, 2020
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● Southern California Association of Governments. “SCAG Regional Accessory Dwelling Unit Affordability Analysis”. https://scag.ca.gov/sites/main/files/fileattachments/adu_affordability_analysis_120120v2.pdf?1606868527. December 1, 2020 ● Association of Bay Area Governments. “DRAFT Affordability of Accessory Dwelling Units”. http://21elements.com/documents-mainmenu-3/housing-elements/rhna-6-2022-2030/1327-draft-aduaffordability-report-sep-8-2021-1/file. September 8, 2021 ● California Legislative Information. “Assembly Bill No. 345”. https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=202120220AB345. September 28, 2021
● Association of Bay Area Governments. “Using ADUs to Satisfy RHNA”. https://abag.ca.gov/technicalassistance/using-adus-satisfy-rhna. March 10, 2022 ● Auditor of the State of California. “Regional Housing Needs Assessments”. https://www.auditor.ca.gov/pdfs/reports/2021-125.pdf. March 17, 2022 ● California Department of Housing and Community Development. “Accessory Dwelling Unit Handbook”. https://www.hcd.ca.gov/sites/default/files/2022-07/ADUHandbookUpdate.pdf. July 2022 ● Association of Bay Area Governments. “Final Regional Housing Needs Allocation (RHNA) Plan: San Francisco Bay Area, 2023-2031”. https://abag.ca.gov/sites/default/files/documents/2022- 12/Final%20RHNA%20Methodology%20Report%202023-2031_update_11-22.pdf. November 2022 ● State of California Department of Justice. “Attorney General Bonta Puts city of Huntington Beach on Notice That Its Proposed Ordinance Violates State Housing Law”. https://oag.ca.gov/news/pressreleases/attorney-general-bonta-puts-city-huntington-beach-notice-its-proposed-ordinance. February 13, 2023
● Department of Housing and Community Development Division of Housing Policy Development. “RE:

Town of Atherton’s 6th Cycle (2023-2031) Adopted Housing Element”. https://www.dropbox.com/home/Grand%20Jury%202022%20-%202023/Committees/ADUs/ADU%20- %20research%20materials/Housing%20Elements/Pending?preview=Atherton_HCD_Letter40423.pdf.

April 4, 2023

Grand Jury Reports
● San Mateo County Civil Grand Jury. “Second Units: Adding New Housing In The Neighborhood”. https://www.sanmateocourt.org/documents/grand_jury/2019/second_units.pdf. 2019-2020 Independent Agencies
● UC Berkeley. “A Solution on the Ground: Assessing the Feasibility of Second Units in Unincorporated San Mateo County”. https://smcrecovery.org/wp-content/uploads/2021/08/UC-Report-on-ADUfeasability.pdf. January 2017 ● Ramsey-Musolf, Darrel. “Accessory Dwelling Units as Low-Income Housing: California’s Faustian Bargain”. https://www.mdpi.com/2413-8851/2/3/89. September 18, 2018 Item 4 Page 28 Town Council Meeting July 25, 2023
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● AARP. “The ABCs of ADUs”. https://www.hcd.ca.gov/policy-research/docs/adu-guide-websingles.pdf. 2019 ● California YIMBY (Yes in My Back Yard). “AB 881”. https://cayimby.org/ab-881/. October 9, 2019 ● Center of Community Innovation. “The ADU Scorecard: Grading ADU Ordinances in California”. https://www.aducalifornia.org/wp-content/uploads/2020/02/ADU-Scorecard-InterimReport-200201-

1.pdf. February 1, 2020
● UC Berkeley Center for Community Innovation. “Implementing the Backyard Revolution: Perspectives of California’s ADU Owners”. https://www.aducalifornia.org/wpcontent/uploads/2021/04/Implementing-the-Backyard-Revolution.pdf. April 22, 2021 ● Terner Center for Housing Innovation, UC Berkely. “First Ever Statewide ADU Owner Survey Shows Growth, Room for Improvement”. https://ternercenter.berkeley.edu/blog/cci-adu-survey/. April 22, 2021
● University of California, Berkeley. “California ADU”. https://www.aducalifornia.org/. August 16, 2021 ● Colburn, Gregg. Aldern, Clayton. “Homelessness is a Housing Problem”. https://homelessnesshousingproblem.com/. 2021-2022
● Sumner, Scott. “California housing prices and homelessness”. https://www.econlib.org/californiahousing-prices-and-homelessness/. May 23, 2022 ● Williams, Paul. “Carving out a Path for Public Developers”. https://housingchronicle.substack.com/p/carving-out-a-path-for-public-developers. July 14, 2022 ● Terner Center for Housing Innovation, UC Berkeley. “ADUs for All: Breaking Down Barriers to Racial and Economic Equity in Accessory Dwelling Unit Construction”. https://ternercenter.berkeley.edu/research-and-policy/adu-equity-barriers/. August 4, 2022 ● Bertolet, Dan. “Washington Bill Would Boost In-Law Apartments Throughout the State”. https://www.sightline.org/2023/01/21/washington-bill-would-boost-in-law-apartments-throughout-theState/. January 21, 2021 ● Ohanian, Lee. “California’s Failed Soviet-Style Housing Mandates Should End Now”. https://www.hoover.org/research/californias-failed-soviet-style-housing-mandates-should-end-now.

February 7, 2023
● Hamilton, Emily. “Learning from Houston’s Townhouse Reforms”. https://www.mercatus.org/research/policy-briefs/learning-houstons-townhouse-reforms. April 11, 2023 Item 4 Page 29 Town Council Meeting July 25, 2023
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APPENDICES
● A: Survey Results
● B: Timeline of Important Legislative Events
● C: ADUs: An American Tradition
● D: Housing Elements Are an Iterative Process
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APPENDIX A
Survey Results
Who responded to the survey
Survey responses
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APPENDIX B
Timeline of Important Legislative Events

1. 1970 — the Legislature directed HCD to develop guidelines for housing element preparation on one and five year cycles. SB 1489 (Moscone), emphasized housing need, passed in 1971, and ABX 1 of 1971 established more standards. The California Housing Finance Agency (CalHFA), which also assisted communities in providing affordable housing, was created in 1975. The legislation authorized HCD to review local housing elements for conformity to its guidelines.

2. 1976 — Fair-share was added to the guidelines by HCD. The COGs are now given the responsibility by HCD to distribute shares of low-income and moderate-income housing. The local housing element had to include these income requirements — whether or not communities wanted them. HCD also was given responsibility to review local housing elements. Statewide hearings in 1977 brought out a number of positions on housing elements and HCD requirements.

3. Mid 1980’s — AB 2853 (Roos), provided for faster permit processing and higher densities, and allowed the housing element to meet State goals and be reviewed by HCD. COGs would continue to formulate the fair share for each community, but HCD had final approval of the numbers and each community was to revise its Housing Element every five years.

4. 1990s — Cities and counties looked at housing elements, if certified, as providing protection against lawsuits. In addition, this decade also created the concept of regional allocation “sharing burdens of lower- income households among geographic areas,” without mandated goals.

5. 1993 — The Senate Committee on Local Government held hearings on housing element progress and heard concerns that communities were not doing enough and that housing elements were despised by local governments. Bills changed the cycle timeframe, including AB 2172 (Hauser), SB 1703 (Costa) and SC 320 (Committee). Main topics for discussion by the Committee on Housing and Land Use hearings in 1995 were the housing allocations and the Department of Finance (DoF) projections. A common complaint was that the DoF projections were not complete enough for communities to develop appropriate allocations. The COGs projections also were criticized.

6. 1998 — AB 438 (Torlakson), allowing for the creation of sub-RHNA areas, looked at how housing units were counted. 2001 — SB 910 (Dunn) would have included imposing fines on jurisdictions not complying; and would have tied RHNA to transportation planning on a six year cycle. However, this bill did not pass. 2002 — SB 423 (Torlakson) created a jobs and housing balance incentive program, also known as Workforce Housing Incentive Program. In 2003, at HCD’s request, a working group of stakeholders met to make recommendations, which included:
● Develop more transparency in determining fair shares
● Clarify land inventories of building sites
● Ensure inventories were buildable
● Increase HCD review consistency of local elements
● Explore city self-certification
● Devise better housing element enforcement that would penalize non-compliance.

7. 2004 — AB 2348 (Mullin) clarified the relationship between the land inventory and adequate sites requirement, provided guidance on the content of adequate land inventory, and provided greater development certainty. AB 2158 (Lowenthal) revised the process for determining allocation from just Item 4 Page 41 Town Council Meeting July 25, 2023
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DoF to include transportation planning numbers and created a review process.

8. 2005 — AB 1233 (Jones) assured that unmet need from previous RHNA cycles was added into the next cycle.

9. 2017 Housing Legislative Package
Approximately 150 housing bills were submitted in 2017. Fifteen relating to funding, streamlining and accountability, were signed by the governor. These bills significantly changed how RHNA is conducted, requiring additional outreach and reporting, increasing the number of factors included, and the ability of HCD to sue individual cities for not meeting requirements.

SB 2 (Atkins) Building Homes and Jobs Act is projected to generate hundreds of millions of dollars annually for affordable housing, supportive housing, emergency shelters, transitional housing, and other housing needs via a $75 to $225 recording fee on specified real estate documents.

SB 3 (Beall) Veterans and Affordable Housing Bond Act of 2018 places a $4 billion general obligation bond on the November 2018 ballot to fund affordable housing programs and the veterans homeownership program (CalVet).

SB 35 (Wiener) streamlines multifamily housing project approvals, at the request of a developer, in a city that fails to issue building permits for its share of the regional housing need by income category.

SB 35 city approval of a qualifying housing development on a qualifying site is a ministerial act, without need for CEQA review or public hearings.

AB 73 (Chiu) streamlines the housing approval process by allowing jurisdictions to create a housing sustainability district to complete upfront zoning and environmental review in order to receive incentive payments for development projects that are consistent with the ordinance.

SB 167 (Skinner), AB 678 (Bocanegra), and AB 1515 (Daly) are three measures that were amended late in the 2017 legislative session to incorporate changes to the Housing Accountability Act (HAA).

The HAA significantly limits the ability of a jurisdiction to deny an affordable or market-rate housing project that is consistent with existing planning and zoning requirements.

AB 1505 (Bloom) allows a jurisdiction to adopt an ordinance that requires a housing development to include a certain percentage of rental units affordable to and occupied by households with extremely low, very low, low or moderate income.

AB 879 (Grayson) expands upon existing law that requires, by April 1 of each year, general law cities and charter cities to send an annual report to their respective city councils, the State Office of Planning and Research (OPR) and HCD that includes information related to implementation of the General Plan.

AB 1397 (Low) makes numerous changes to how a jurisdiction establishes its housing element site inventory.

AB 72 (Santiago) provides HCD broad new authority to find a jurisdiction’s housing element out of substantial compliance if it determines that REGIONAL the jurisdiction fails to act in compliance with Item 4 Page 42 Town Council Meeting July 25, 2023
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its housing element and allows HCD to refer violations of law to the attorney general.

10. 2018 — SB 828 (Wiener) changed the way HCD determines each region’s RHND, adding a number of new factors for consideration and accounting for “unmet need” in the existing housing stock by applying “adjustment factors” to a region’s total projected households, not just the incremental housing growth.

11. 2018 — AB 1771 (Bloom) and AB 686 (Santiago) strengthened the mandate for regions and local governments to combat discrimination, overcome historic patterns of segregation, and create equal access to opportunity through housing planning and decision-making, in other words, to “affirmatively further fair housing.” AB 1771 (Bloom) added to RHNA an enhanced focus on racial equity with an explicit mandate that COGs’ housing distribution plans affirmatively further fair housing and required COGs to survey jurisdictions on their fair housing activities, to identify regional barriers to furthering fair housing, and to recommend strategies or actions to overcome those barriers. AB 686 (Santiago) created a mandate that local jurisdictions plan and administer housing and community development programs and activities in a manner that affirmatively further fair housing.

12. 2019 — AB 1486 (Ting) strengthened the Surplus Lands Act (SLA), which requires that local agencies provide right of first refusal to affordable housing developers when disposing of surplus land by expanding the scope of land subject to the right of first refusal requirement, updating the mechanics of the surplus land disposal process, extending HCD’s enforcement mandate to include the SLA and establishing financial penalties for violation of the act.

AB 1487 (Chiu), authorized ABAG and MTC to place on the ballot regional housing measures to help fund affordable housing and established 3 REGIONAL HOUSING NEEDS ALLOCATION the Bay Area Regional Housing Authority. The 2019-20 State Budget also included significant new resources to support housing planning, including $250 million for local governments and COGs for planning activities. The Bay Area is receiving approximately $50 million in combined funds, split between ABAG and local jurisdictions.

SB 330 (Skinner) made further revisions to the HAA, establishing new criteria for housing approvals at the local level, including prohibiting a local agency from subjecting a project to new ordinances, rules or fees after an application is submitted and limiting the number of hearings on a project to five. The bill also prohibits a local agency from lowering the allowed residential density below that level in effect on January 1, 2018 in high rent, low-vacancy areas, as defined. The bill’s provisions sunset in five years.

AB-881, “Accessory dwelling units,” and AB-68, “Land use: accessory dwelling units”: Makes many of the current restrictions that cities place on ADUs obsolete. It also provides for a streamlined process for approvals.

These bills require permits for ADUs added to single-family and multifamily homes to be approved or denied faster. Current law permits these decisions to take 120 days, but this new law requires decisions within 60 days. These approvals or denials must be issued ministerially, so that way, there are fewer potential issues to encounter. Cities and counties may establish minimum and maximum ADU size requirements, but the maximum size cannot be less than 850 square feet for a one-bedroom ADU or 1,000 square feet for more than one bedroom.

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Most importantly, these bills prohibit any lot coverage, minimum lot size, etc. requirements that municipalities have. Cities have enacted these laws to have the effect of making it impossible to build an ADU. Cities cannot require the correction of nonconforming zoning conditions as part of the approval process.

SB-13 Accessory dwelling units are similar to AB-881 and AB-68 with a couple of significant differences. Before this bill, local agencies could require that the person applying for the ADU occupy either the primary residence or the proposed new structure. This bill exempts from these requirements all proposed ADUs until Jan. 1, 2025. Additionally, this bill removes the impact fee for ADUs smaller than 750 square feet. Even for ADUs larger than that, the impact fees assessed must correlate with the square footage of the primary residence.

SB-13 makes building ADUs cheaper and also removes an essential regulation. Now, landlords who rent their properties out can apply for an ADU for their rental properties.

AB-670, “Common interest developments: accessory dwelling units,” makes it easier for people within HOA complexes to construct ADUs. Specifically, it prevents banning or unreasonably restricting on single-family lots on the construction of these units. Presently, many HOAs have CCRs ("conditions, covenants and restrictions") that prevent people from building ADUs. HOAs may worry about the uniformity of the properties if one has an ADU on it, or they might be concerned that they don't know who is and who isn't renting from an ADU. Regardless, HOAs now need to have a way for people to construct ADUs if they so choose.

HOAs will likely challenge this bill, at least to some degree, in court, but for now, if you live in an HOA complex with single-family homes, you can construct an ADU.

AB-671, “Accessory dwelling units: incentives," requires that general plans incentivize homeowners in some way to construct these ADUs and make them available for low-to-moderate-income households to rent. While it doesn't specify what these incentives will be, it does require local agencies to think about financial incentives and construct a plan.

Item 4 Page 44 Town Council Meeting July 25, 2023
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APPENDIX C
ADUs: An American Tradition
Item 4 Page 45 Town Council Meeting July 25, 2023
2022-2023 San Mateo County Civil Grand Jury 37

APPENDIX D
Housing Elements Are an Iterative Process
Item 4 Page 46 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 5
Prepared by: Melissa Cardinale, Asst. to the Town Mgr. July 25, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION CHANGING THE NAME OF THE ENVIRONMENT AND

CONSERVATION COMMITTEE TO THE ENVIRONMENT AND OPEN SPACE

COMMITTEE AND AMENDING THE CHARTER

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution, which changes the name of the Town Environment and Conservation Committee to Environment and Open Space Committee and amends the charter to reflect the name change and the date/time of the meetings for this committee.

BACKGROUND AND DISCUSSION
On November 17, 2022, the Environment: Open Space, Conservation & Sustainability Committee voted 6-0 in favor of requesting that the Town Council split the committee into two new committees: the Environment and Conservation Committee and the Climate and Sustainability Committee. The Town Council approved this request on March 14, 2023. On May 23, 2023, the Town Council approved resolutions creating the two new committees and suspending the operation of the Environment: Open Space, Conservation & Sustainability Committee effective no later than July 1, 2023.

The Environment: Open Space, Conservation & Sustainability Committee met on June 22, 2023 prior to suspension of the committee, and voted to request that the name of the Environment and Conservation Committee be changed to the Environment and Open Space Committee. The members determined that this revised name would more clearly represent the charter and future activities of this committee.

CONCLUSION
Adoption of the attached resolution will formally change the name of the committee to the Environment and Open Space Committee and amend the charter.

ATTACHMENTS

1. Resolution
Item 5 Page 1 Town Council Meeting July 25, 2023
RESOLUTION NO. 2023 -

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

CHANGING THE NAME OF THE ENVIRONMENT AND CONSERVATION COMMITTEE TO

THE ENVIRONMENT AND OPEN SPACE COMMITTEE AND AMENDING THE CHARTER WHEREAS, the Town Council created the Environment and
Conservation Committee on May 23, 2023; and
WHEREAS, on June 22, 2023, the Environment: Open Space, Conservation & Sustainability Committee voted to request a change to the name of the Environment and Conservation Committee to the Environment and Open Space Committee; and
NOW, THEREFORE BE IT RESOLVED THAT, the Town Council of the Town of Woodside does hereby change the name of the Environment and Conservation Committee to the Environment and Open Space Committee, as stated in Exhibit “A”.

* * * * * *
PASSED AND ADOPTED by the Town Council of the Town of
Woodside, California, at a meeting thereof held on the 25th of July 2023 by the following vote of the members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

_________________________________
Mayor of the Town of Woodside
ATTEST:
___________________________________
Clerk of the Town of Woodside
Item 5 Page 2 Town Council Meeting July 25, 2023

EXHIBIT A

TOWN OF WOODSIDE

ENVIRONMENT AND OPEN SPACE COMMITTEE
COMMITTEE CHARTER: The Environment and Open Space Committee advises and assists the Town Council, Planning Commission and staff on implementing the goals and policies of the wildlife conservation, environmental, and ecological elements of the Town’s codes, guidelines and plans, with special emphasis on ecological concerns, preserving open space and restoration of wildlife corridors and habitat. The Committee develops and recommends educational programs that develop community awareness of environmental and wildlife conservation issues and concerns and recommends actionable programs and regulations which foster promotion of healthy wildlife and open space in Woodside.

SIZE AND MEMBERSHIP: Nine members appointed by the Town Council.

TERM: Two years, on a staggered basis.

MEETING DATE: 4th Thursday of each month at 5:30 p.m.

QUORUM: One half-of members appointed plus one, not to exceed five.

Item 5 Page 3 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 6
From: Sage Schaan, Planning Director July 25, 2023
Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A

PROFESSIONAL SERVICES AGREEMENT WITH M-GROUP FOR PREPARATION

OF MULTI-FAMILY ZONING REQUIREMENTS AND OBJECTIVE DESIGN STANDARDS; WITH ASSOCIATED REVISIONS TO THE GENERAL PLAN AND

EMERALD LAKE HILLS SPECIFIC PLAN, AT SITES DESIGNATED FOR MULTI-FAMILY HOUSING IN THE TOWN’S HOUSING ELEMENT, IN THE AMOUNT NOT-TO-EXCEED $79,343.

DISCUSSION
The Town is in the process of obtaining certification of an updated Housing Element by the State Housing and Community Development Department (HCD). As part of the requirements for HCD certification of the Housing Element update, the Town shall develop zoning and objective design standards at the sites identified for multi-family development in the Housing Element. With current staff demands for current and advanced planning projects, the Town Council previously noted a commitment to obtain reasonable assistance needed to assist with the completion of State mandated housing requirements.

The Town distributed a Request for Proposal (RFP) to firms specializing in the development of zoning and objective design standards for multifamily development. After reviewing the proposals, staff selected MGroup based on understanding of the project scope (e.g., the need to differentiate standards at the designated sites), tasks provided, schedule, and cost. Attachment 2 includes the proposal for services provided by M-Group. Since the contract with M-Group exceeds $10,000, the Town Council must authorize the Town Manager to execute the professional services agreement. The adopted 2023-2024 budget includes funds that can be allocated for work necessary to implement the programs in the Housing Element.

CONCLUSION
Staff recommends that the Town Council adopt the attached resolution authorizing the Town Manager to execute a professional services agreement with M-Group in the amount not-to-exceed $79,343 (Attachment 1).

ATTACHMENTS

1. Draft Resolution.

2. Proposal from M-Group.

Item 6 Page 1 Town Council Meeting July 25, 2023
RESOLUTION NO. 2023 –

A RESOLUTION OF THE TOWN COUNCIL AUTHORIZING

THE TOWN MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH M-GROUP IN THE AMOUNT NOT-TO-EXCEED $79,343 FOR SERVICES TO

PREPARE MULTI-FAMILY ZONING REQUIREMENTS AND OBJECTIVE DESIGN

STANDARDS FOR SITES IDENTIFIED FOR MULTI-FAMILY DEVELOPMENT IN THE TOWN’S UPDATED CYCLE 6 HOUSING ELEMENT
WHEREAS, the Town prepared a General Plan Housing Element update in compliance with State law, requiring rezoning of sites identified in the Housing Element to allow development of up to 20 housing units/acre on the designated sites; and,
WHEREAS, the Town accepted a proposal from M-Group to prepare zoning regulations, objective design standards, associated General Plan and Specific Plan amendments, and CEQA compliance assistance for the sites identified in the Housing Element allowing multi-family housing development.

NOW, THEREFORE, IT IS HEREBY RESOLVED, by the Town Council of the Town of Woodside that:

The Town Manager is authorized to execute a professional services agreement with M-Group in the amount not-to-exceed $79,343 to prepare multi-family zoning requirements and objective design standards for sites identified in the Cycle 6 Housing Element.
* * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 25th of July 2023, by the following vote of members thereof:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Mayor of the Town of Woodside
ATTEST:

Clerk of the Town of Woodside
Item 6 Page 2 Town Council Meeting July 25, 2023
m-group.us 51 E. Campell Avenue #1247 Campbell, CA 95009 a new design on urban planning
July 14, 2023
Sage Schaan, Planning Director
P.O. Box 620005
2955 Woodside Road
Woodside, CA 94062
(650) 530-3432
[email protected]
RE: M-Group Proposal for Services
Dear Sage Schaan,
M-Group is pleased to provide a proposal for services in response to the Town’s June 30th RFP. The services the Town seeks from a consultant include the reparation of Multi-Family Zoning Development Regulations and Objective Design Standards for sites identified in the Town’s 6th Cycle Housing Element.

M-Group is well positioned to provide these services. We are presently preparing zoning ordinance updates and objective standards for specific sites in Atherton identified in the Housing Element Update. Additionally, M-Group has prepared objective standards that have been adopted in Los Gatos and Monte Sereno and we have objective standards in the review process in Alameda County and Calistoga. We believe these efforts in other Bay Area communities make us uniquely prepared to complete the tasks described in the RFP.

This proposal is valid for 90 days from the date of its submittal. If you have any questions or would like to discuss any aspect of our proposal, please do not hesitate to contact us.

Sincerely,

TOM FORD, AICP ADAM PETERSEN
Principal-in-Charge Principal Planner
[email protected] [email protected]
510.473.3078 408.340.5642 x106
ATTACHMENTS: Detailed budget
M-Group resumes
Item 6 Page 3 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 2

SCOPE OF WORK AND DELIVERABLES
The scope of work described in the tasks below will establish development standards and Objective Design Standards (ODS) that enable multi-family development on four sites identified in the Town of Woodside Cycle 6 Housing Element update. As part of this work, overlay boundary adjustments and density standards will be updated for an existing MultiFamily Residential District (MFRD) at the site of Cañada College. As noted in the tasks below, this will require additional updates specific to one or more of the identified sites, including General Plan land use changes and an update to the Emerald Hills Specific Plan.

As part of the development of the ODS, there will be graphic scenarios prepared to assist in the understanding of specific standards on individua sites. These graphic massing diagrams and/development sketches are understood to be general diagrams rather than architectural renderings of potential development scenarios.

In addition to the updates to the Zoning Ordinance and preparation of Objective Design Standards, Task 5 identifies a scope of work to ensure CEQA compliance for the zoning updates and General Plan Land Use amendments.

The scope of work has been prepared to ensure review by Town staff and the Woodside Planning Commission to enable Town Council adoption by January 31, 2024.

This scope of work is predicated on the development intensity analyzed in the Housing Element Update EIR for the four sites identified and discussed in the Tasks detailed below.

Changes in intensity may trigger an augmented scope, budget, and schedule for the CEQA phase of the project.

TASK 1: PROJECT INITIATION
In this Task, M-Group will initiate the project, including a meeting with Town staff.

Task 1.1 – Project Initiation Meeting
At the project initiation meeting in Task 1.1, project goals will be identified, communication protocols discussed, and the scope of work for the environmental review confirmed including the project schedule, and data needs.

M-Group and Town staff will also confirm any adjustments or changes to the scope of work or schedule for the project. At this meeting, M-Group and Town staff will discuss and develop a shared understanding of preliminary issues related to the update of zoning requirements ODS, particularly site-specific constraints or characteristics that would help identify useful massing or site diagrams to be considered for the preparation of the ODS.

Task 1.2 – Background Research
M-Group will conduct background research in support of the preparation of the development standards and ODS for the four identified sites. This will include a review of the Cycle 6 Housing Element update, the General Plan, the existing MFRD Zoning Standards and overlay boundary, the Emerald Lake Hills Specific Plan, and any other policy documents or Item 6 Page 4 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 3 regulatory materials identified by Town staff. Additionally, in preparation for development of the ODS, M-Group will examine available documentation in case study communities or for potentially similar design issues or conditions. M-Group will also verify the Town’s preferred format and numbering system to be used in the updated zoning ordinance.

Task 1.3 – Site Visit
M-Group staff will conduct a site visit of all four designated sites for the purpose of collecting information that will be used to inform the development of development standards and ODS. An initial site visit could be undertaken with Town staff in conjunction with the Task 1.1 project initiation meeting.

Task 1 Deliverable: Summary Notes of Project Initiation Meeting.

Task 1 Fee: $4,990
TASK 2: PROJECT MANAGEMENT
M-Group will provide project management of all tasks, work products, and client correspondence for the course of the project.

Task 2.1 – Project Meetings
For the duration of the project, M-Group will attend project-related meetings with Town staff or other parties identified by Town staff (as necessary and to be determined).

Task 2.2 – Project Management
M-Group will provide ongoing management of all tasks, monitoring of the budget, and processing of invoices and other project-related files and communications.

Task 2 Fee: $9,050
TASK 3: ZONING ORDINANCE UPDATE
In this task, M-Group will prepare and finalize all necessary components of the necessary updates to the Zoning Ordinance to accommodate multi-family residential development on the identified sites in the Cycle 6 Housing Element update.

Task 3.1 – Draft Zoning Designations
M-Group will develop draft language to achieve the allowed use and development standards for 20 dwelling units per acre multi-family development on all four identified sites. As necessary, draft language will also be prepared for anticipated General Plan land use designation changes and Specific Plan amendments. M-Group will also prepare a graphic that indicates proposed adjustments to the MFRD overlay boundary shown on the Town’s Zoning Map for the Cañada College site.

Task 3.2 – Review with Town Staff
M-Group will meet with Town staff to discuss the updated zoning ordinance chapter(s), map revision, and any other proposed changes. These meetings will focus on the resolution of questions or concerns raised by M-Group as well as provide an opportunity for Town staff to provide additional direction or comments on the administrative draft documentation.

Item 6 Page 5 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 4 Task 3.3 –Administrative Draft Zoning Ordinance Update
Based upon the input and direction provided by Town staff during Task 3.2, M-Group will compile a unified Administrative Draft of the Zoning Ordinance update, Zoning Map, and proposed General Plan land use designation changes and Specific Plan amendments.

Task 3 Deliverable: Draft Zoning Ordinance documentation; Administrative Draft Zoning Ordinance Update and Map.

Task 3 Fee: $9,320
TASK 4: DRAFT OBJECTIVE DESIGN STANDARDS
M-Group will prepare draft ODS in response to design issues developed and discussed with Town staff in Tasks 1 and 3.

The ODS will be prepared to control design and development issues that are not covered by development standards in the zoning ordinance update. The draft ODS could include but not limited to:
• building setbacks
• landscape buffering
• location of vehicular parking
• site lighting
• building massing
• upper floor setbacks
• maximum façade length
• location and masking of utility infrastructure
• façade articulation details
• window details
• porch and entry details
• roof and eave details
Preparation of the ODS for the identified sites has been divided into four individual subtasks, in order to allow for potential site-specific differences that the ODS or diagram drawings will address.

Task 4.1 – Draft Objective Design Standards for Cañada College Site M-Group will prepare draft ODS for the Cañada College site controlling design and development issues and site-specific diagrams, as necessary.

Task 4.2 – Draft Objective Deign Standards for 773 Cañada Road Site M-Group will prepare draft ODS for the 773 Cañada Road site controlling design and development issues and site-specific diagrams, as necessary.

Task 4.3 – Draft Objective Design Standards for Raymundo Drive Site M-Group will prepare draft ODS for the Raymundo Drive site controlling design and development issues and site-specific diagrams, as necessary.

Item 6 Page 6 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 5 Task 4.4 – Draft Objective Design Standards for High Road Site M-Group will prepare draft ODS for the High Road site controlling design and development issues and site-specific diagrams, as necessary.

Task 4.5 Meet with Staff
M-Group will meet with Town staff to receive comments, input, and direction on the draft ODS for all four identified sites.

Task 4.6 Revised Draft(s) for All Sites
Based upon the input, comments, and direction provided by Town staff, M-Group will compile an Administrative Draft of the ODS for Town staff review and comment. The purpose of this task is to allow staff a final opportunity to provide directions for ODS prior to public review.

Task 4 Deliverable: Draft ODS for Identified Sites; Revised Draft ODS for Identified Sites.

Task 4 Fee: $21,060
TASK 5: CEQA CLEARANCE
M-Group proposes completing a robust California Environmental Quality Act (CEQA) Guidelines Appendix G checklist that would support an exemption pursuant to CEQA Guidelines Section 15168(c)(2). The exemption would rely on the Housing Element Update Environmental Impact Report (SCH 2023050549) that is currently being prepared. M-Group will work collaboratively with the Town of Woodside to resolve concerns as they are identified. M-Group will evaluate the Project in the context of the certified EIR.

The basis to determine whether a project must prepare a Subsequent EIR is contained within CEQA Guidelines Section 15162. We will use a checklist approach to determine if the conditions of Section 15162 for preparation of a subsequent EIR are met. This checklist approach is based on significance criteria in the EIR to organize the analysis and provide a determination of whether the Project would result in:
• Equal or Less Severity of Impact Previously Identified in the EIR; • Substantial Increase in Severity of Previously Identified Significant Impact in the EIR; and/or
• New Significant Impact.

The CEQA approach is predicated on our understanding of the development capacity analyzed in the Housing Element EIR remaining consistent with the rezoning actions, changes in General Plan land use designations, and specific plan revisions being proposed and evaluated. Accordingly, site conditions and the regulatory context will be characterized and the whole of the action will be defined through the development of a comprehensive CEQAcompliant project description.

Item 6 Page 7 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 6 Task 5.1 – Background Research + Technical Study + Data Needs Review M-Group will review all available information on the Project sites and vicinity including photo documentation, relevant documents (the General Plan, Zoning Ordinance, and others), and applicable regulations. M-Group will review available technical studies and identify any additional studies necessary to support an environmental determination as warranted. MGroup will prepare a data needs memorandum identifying additional information needed based on initial review of application materials and technical documents.

Task 5.1 Deliverable: Data needs memorandum to identify any additional information required.

Task 5.2 – Draft Project Description
M-Group will prepare a CEQA-compliant project description and will provide a draft to the Town to confirm adequate scope and detail. The project description will describe the rezoning program, changes in the General Plan land use designations, and specific plan amendment that will be implemented as identified in the Housing Element update. The project description will include background on historical information, environmental and regulatory conditions, location graphics, and other pertinent project details. M-Group will secure confirmation that the project description has been prepared to the Town’s satisfaction and fully reflects the final proposed policy document.

Task 5.2 Deliverable: Electronic version of the Administrative Draft Project Description.

Task 5.3 – Administrative Draft CEQA Checklist Initial Study M-Group will complete a CEQA Checklist evaluating the proposed project’s impacts relative to the findings of the pending certified Housing Element Update EIR. It is assumed that the checklist will demonstrate that the Project meets the criteria for an exemption pursuant to CEQA Guidelines Section 15168(c)(2) and does not contain any of the conditions for preparation of a subsequent EIR per CEQA Guidelines Section 15162. Should the Checklist Initial Study identify conditions for preparation of a subsequent EIR pursuant to CEQA Guidelines Section 15162, a scope and budget augment will be required. M-Group will prepare the Administrative Draft CEQA checklist and submit it to the Town for review and comment.

Task 5.3 Deliverable: The Administrative Draft CEQA Checklist Initial Study will be provided electronically to the Town.

Task 5.4 – Final CEQA Checklist Initial Study and Notice of Exemption Following receipt of comments from the Town on the Administrative Draft CEQA Checklist document, M-Group will incorporate comments and submit a Final CEQA checklist to the Town.

M-Group will also draft a Notice of Exemption (if appropriate) for the Town to file when/if the project is approved.

Item 6 Page 8 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 7 Task 5.4 Deliverable: The Final CEQA Checklist Initial Study and Notice of Exemption will be provided electronically to the Town.

Task 5 Fee: $18,100
TASK 6: PUBLIC REVIEW AND ADOPTION
M-Group will attend two separate Planning Commission meetings for the four sites. M-group proposes using one meeting to discuss the two sites that are not owned by the Town, while the second meeting can address the two sites that are under ownership by the Town. We have divided the review across two meetings to help ensure adequate community review of the proposed regulations on the four sites.

Task 6.1 – Planning Commission Meeting 1 – Non-Town-Owned Sites In coordination with Town staff, M-Group will attend a Planning Commission meeting to discuss the updated Zoning Designations and Development Standards. This meeting will be specifically focused on the Cañada College and 773 Cañada Road sites. M-Group will prepare a PowerPoint point presentation to facilitate discussion.

Task 6.2 – Planning Commission Meeting 2 – Town-Owned Sites In coordination with Town staff, M-Group will attend a Planning Commission meeting to discuss the updated Zoning Designations and Development Standards. This meeting will be specifically focused on the town owned Raymundo Drive and High Road sites. M-Group will prepare a PowerPoint point presentation to facilitate discussion.

Task 6.3 - Revised Documents for Town Council Hearing
Based on recommendations solicited from the Planning Commission, M-Group will revise updated Zoning Designations and Development Standards for review by Town Council before final approval.

Task 6.4 – Town Council Hearing
M-Group will attend a Town Council hearing to present the Zoning Ordinance updates and ODS for consideration. M-Group will prepare a PowerPoint point presentation to facilitate discussion.

Task 6.5 – Preparation of Final Documentation
Based on direction received at the Town Council hearing, M-Group will prepare a public hearing draft of the Updated Zoning Designations and Development Standards.

Task 6 Deliverable(s): Planning Commission presentation; Revised documentation for Town Council hearing; Final Documentation.

Task 6 Fee: $9,610
Item 6 Page 9 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 8 BUDGET
As detailed in the Scope of Work above, M-Group will complete all tasks for $72,130. A project contingency of $7,213 (10 percent) brings the project total not to exceed $79,343.

A summary of Costs for all Tasks is provided below. A detailed project budget by task and personnel hours is attached.

TABLE 1: BUDGET SUMMARY

TASK TASK TITLE COST
Task 1 Project Initiation $4,990
Task 2 Project Management $9,050
Task 3 Zoning Ordinance Update $9,320
Task 4 Draft Objective Standards $21,060
Task 5 CEQA Clearance $18,100
Task 6 Public Review and Adoption $9,610
Project Contingency $7,213
TOTAL NOT TO EXCEED $79,343
Item 6 Page 10 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 9

PROJECT SCHEDULE
The schedule to complete the scope of work in advance of January 31, 2024, is shown below:

PROJECT ASSUMPTIONS

1. M-Group will coordinate with the Town of Woodside to ensure that any records and past reports relevant to the project, including previous environmental review documents and any technical reports, etc., are obtained and referenced.

2. The scope of work assumes that no technical analysis beyond those recommended herein, or previously prepared for the Housing Element EIR, will be warranted. If during the course of analyses, it is determined that further technical reports are needed, or that a CEQA Exemption supported by an Initial Study is not the appropriate CEQA clearance, a scope, budget, and schedule adjustment will be required.

Item 6 Page 11 Town Council Meeting July 25, 2023
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m-group.us 51 E. Campbell Avenue #1247 Campbell, CA 95009 10

3. M-Group will coordinate directly with Town staff to ensure effective and seamless review of deliverables throughout preparation, drafting and finalization.

4. Town staff will provide comments on administrative draft deliverables in one consolidated document using the track changes function in Word. The schedule assumes prompt responses from the Town; delays in responses will extend the schedule.

5. Amending the Emerald Lake Hills Specific Plan related to the sewer extension will not include an update to the “cost” column of Table EH3, or other items related to the cost of the sewer extension.

6. Town staff will provide all appropriate filing fees.

7. M-Group will provide draft and final materials electronically to the Town.

8. Invoices will be provided monthly based on hours worked.

9. Unexpected issues out of scope or extended timelines out of the control of M-Group may necessitate a scope and budget augment.

10. Acquisition of any required regulatory agency permits, approvals, or certification is not provided for in this scope of work.

11. Town staff will prepare the Staff Reports for the Planning Commission and Town Council and conduct all public noticing in accordance with standard Town noticing requirements.

12. Unexpected delays or elevated levels of controversy and public comments will result in a cost increase and would need to be addressed at the appropriate time.

13. Attendance and presentations at additional public meetings/hearings beyond those identified in this would be charged on an hourly basis as needed.

14. Should services be requested beyond 90 days of the date of this proposal, M-Group reserves the right to reassess scope, budget, and timeline.

15. This proposal and schedule is contingent upon the EIR for the 6th Cycle Housing Element being certified by the Woodside Town Council no later than November 30, 2023.

Item 6 Page 12 Town Council Meeting July 25, 2023
Tom Ford
Principal
Adam Petersen
Principal Planner
Lorrin French
Assistant Urban Designer
Laylonni Laster
Assistant Planner
Hourly Rate: $265 $185 $110 $110
Hours Hours Hours Hours Cost
Task 1 Project Initiation

1.1 Project Initiation Meeting 2 2 2 2 $1,340

1.2 Background Research 2 0 8 0 $1,410

1.3 Site Visit 4 4 0 4 $2,240
8 6 10 6 $4,990
Task 2 Project Management

2.1 Project Meetings 6 6 0 0 $2,700

2.2 Project Management 10 20 0 0 $6,350
Subtotal 16 26 0 0 $9,050
Task 3 Zoning Ordinance Update

3.1 Draft Zoning Designations 4 4 24 0 $4,440

3.2 Review with Town Staff 2 2 4 0 $1,340

3.3 Administrative Draft Zoning Ordinance Update 2 2 24 0 $3,540 Subtotal 8 8 52 0 $9,320
Task 4 Draft Objective Design Standards

4.1 Draft Objective Design Standards for Cañada College Site 5 0 32 0 $4,845

4.2 Draft Objective Design Standards for 773 Cañada Road Site 5 0 24 0 $3,965

4.3 Draft Objective Design Standards for Raymundo Drive Site 5 0 24 0 $3,965

4.4 Draft Objectvie Design Standards for High Road Site 5 0 24 0 $3,965

4.5 Meet with Staff 4 4 $1,500

4.6 Revised Draft(s) for All Sites 4 16 $2,820
Subtotal 28 0 124 0 $21,060
Task 5 CEQA Clearance

5.1 Background Research + Technical Study + Data Needs Review 0 4 0 8 $1,620

5.2 Draft Project Description 0 8 0 20 $3,680

5.3 Administrative Draft CEQA Checklist Initial Study 0 16 0 60 $9,560

5.4 Final CEQA Checklist and Notice of Exemption 0 8 0 16 $3,240 Subtotal 0 36 0 104 $18,100
Task 6 Public Review and Adoption

6.1 Planning Commission Meeting 1 -- Non-Town-Owned Sites 4 0 8 0 $1,940

6.2 Planning Commission Meeting 2 -- Town-Owned Sites 4 0 8 0 $1,940

6.3 Revised Documents for Town Council Hearing 4 0 16 0 $2,820

6.4 Town Council Hearing 4 0 4 0 $1,500

6.5 Preparation of Final Documentation 2 0 8 0 $1,410
Subtotal 18 0 44 0 $9,610
Project Subtotal (hours and budget) 78 76 230 110 $72,130 Project Contingency (10%) $7,213
TOTAL BUDGET $79,343
NOTES
1 2
3 4
Project Budget for Town of Woodside -- ZO Update and ODS Task Number / Description
The consultant reserves the right to re-allocate hours and task completion as necessary but within the total budget.

Cost Proposal is for a not-to-exceed contract with monthly invoicing based on hours worked.

Expenses have been factored into this budget.

M-Group will prepare the materials specified herein. If additonal tasks, deliverables, or materials are warranted, then a budget adjustment will be required.

Item 6 Page 13 Town Council Meeting July 25, 2023
m-group.us

EXPERIENCE
M-Group
Principal
2021 – Present
Director of Urban Design
2016 – 2021
Gensler
Studio Director
2013 – 2015
Shanghai, China
The Office of Tom Ford
Principal
2008 – 2013
Oakland, CA
Design, Community &
Environment
Principal
1999 – 2008
Berkeley, CA
Calthorpe Associates
Urban Designer
1994 – 1999
Berkeley, CA

EDUCATION
Master of Architecture
University of California
Berkeley, CA
Bachelor of Arts in Dramatic Art
University of California
Davis, CA

LEADERSHIP
Community Planning Assistance
Team, Revitalization Strategy for
Downtown Kingsburg
Tom Ford’s professional planning career spans more than 20 years, primarily in California.

From 2010 through 2015 he lived in Asia and provided planning and urban design services and project management as a consultant to the Asia offices of international design firms. That international planning and urban design work followed many years of experience as a team leader, preparing transit-oriented designs, urban design studies, and comprehensive planning projects for complex sites and programs. Over Tom’s two decades of professional practice, he has developed an ability to enter a project, identify potential problems or issues, and develop solutions in a timely manner. Tom’s projects are primarily urbanist in their approach and vision.

During his career, Tom has received awards on both sides of the Pacific Ocean for his urban design and comprehensive planning work, from various chapters of the American Planning Association to the Hong Kong Chapter of the American Institute of Architects.

AREAS OF EXPERTISE
Urban Design
Policy Planning
Objective Standards
Community Planning
Design Guidelines
Project Management

URBAN DESIGN
OBJECTIVE STANDARDS | COUNTY OF ALAMEDA
M-Group worked with Alameda County to prepare objective development standards for single-family, multi-family, and residential mixed-use development proposed in unincorporated parts of the County. The project consisted of the development of objective design standards in addition to checklist documents for staff use during the streamlined review process. The project also included a community engagement process through a working group comprised of Municipal Advisory Committee members drawn from the County’s Community Areas. Work with the committee ensured the objective standards aligned with the unique vision and priorities in each Community Area.

OBJECTIVE DEVELOPMENT STANDARDS | TOWN OF LOS GATOS
M-Group is developing objective standards for the review of qualifying residential development in the Town of Los Gatos. To establish objective standards that meet the desired community character and are harmonious with existing development, M-Group compiled nonobjective guidelines in existing Town documents. M-Group categorized those subjective guidelines by overarching design topics and developed language and diagrams to capture their intent in objective standards. The standards are organized by their applicability, which may result in objective standards that are specific to certain zoning districts or community place districts developed for the Town’s recent General Plan Update.

OUTDOOR BUSINESS ACTIVITY GUIDELINES| CITY OF REDWOOD CITY M-Group developed comprehensive policy, permitting, and design guidelines for outdoor dining and other merchant activities in public rights of way. With the dramatic rise in the use of outdoor parklet dining during the COVID pandemic, the City desired to develop a formal policy document to replace an emergency program. This allowed M-Group and City staff to make informed decisions to evaluate long-term goals for the downtown and how outdoor parklets can implement those goals. The finished design and policy document incorporates Item 6 Page 14 Town Council Meeting July 25, 2023
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Certified Charrette Planner, The
National Charrette institute
Past Member, Caltrans District 4
Pedestrian Advisory Committee

MEMBERSHIPS
The Congress for the New Urbanism
SPUR
Greenbelt Alliance
American Institute of Certified
Planners

PUBLICATIONS
“Base Instincts,” CTBUH Conference
Compendium, October 2015
The Regional City: Planning for the End
of Sprawl, by Peter Calthorpe and
William Fulton (contributed
drawings), 2001
Great Streets, by Allan B. Jacobs
(contributed drawings), 1993

PRESENTATIONS
“Perfecting the Public Realm,”
panelist, Developing Cities with Small
Footprints, East China Normal
University, Shanghai, China, 2015
“Future Development in Shanghai,”
panelist, Design and Construction
Forum, American Chamber of
Commerce in Shanghai, 2015
“The First 10 Meters,” Sustainability
Forum, United States Consulate,
Shenyang, China, 2015
and updates an existing City program that regulates the use and design requirements for sidewalk cafes.

DESIGN GUIDELINES FOR STANFORD CAMPUS | COUNTY OF SANTA CLARA M-Group is developing design guidelines for the Stanford University campus, in coordination with preparation of the Stanford University Community Plan Update for the County of Santa Clara. The design guidelines include broad, overarching guidance for campus-wide elements, such as circulation, open space, and landscape networks. Additionally, the guidelines provide specific guidance for a series of campus districts, including objective design standards for sites identified in the County’s 2023-2031 Housing Element. The Design Guidelines will facilitate and streamline future project approval processes between the County and Stanford.

POLICY PLANNING
EL CAMINO REAL SPECIFIC PLAN | CITY OF SUNNYVALE
The El Camino Real Specific Plan establishes a framework to increase the economic vitality of Sunnyvale’s El Camino Real corridor while refocusing land use and circulation patterns to support mixed-use development and enhance pedestrian, bike, and transit mobility.

The plan focuses on future development along the corridor around four “nodes” that are best suited to carry out the vision of the Grand Boulevard Initiative, a multi-city vision for El Camino Real. The Specific Plan is set to be adopted and the EIR certified in June of 2022.

GENERAL PLAN 2040 | CITY OF SAUSALITO
The City of Sausalito’s General Plan updates the City’s 1995 General Plan. Due to the long and storied history of Sausalito’s maritime working waterfront, General Plan 2040 capitalizes on the opportunity to address the pending impacts of sea level rise on the established character of many parts of the city. Although there are no significant changes to land uses in the updated General Plan, the process provided an opportunity for the community to coalesce around a comprehensive vision for its future as well as the shared values that shape that vision and identity. The General Plan was adopted in February 2021.

PROJECT MANAGEMENT
PARKLET IMPLEMENTATION | REDWOOD CITY IMPROVEMENT ASSOCIATION Following the adoption of M-Group’s Outdoor Business Activity Guidelines by the City Council of Redwood City, M-Group was contracted by the Redwood City Improvement Association to assist Association members in City approval of parklet installations. A team of M-Group planners are assisting more than thirty Redwood City restaurants in their individual applications to implement parklet dining facilities. M-Group staff provide individualized guidance to applicants based on each applicant’s specific design, development, or technical issues identified by City staff in the approval process.

Item 6 Page 15 Town Council Meeting July 25, 2023
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EXPERIENCE
M-Group
Principal Planner
2018 – Present
M-Group
Senior Planner
2016 – 2018
City of Cupertino
Senior Planner
2015 – 2016
City of Milpitas
Senior Planner
2014 – 2015
PMC
Associate City Planner
2008 – 2014
Oakland, Calif.

PMC
Assistant City Planner
2005 – 2008
Planning Assistant
2004
Davis, Calif.

EDUCATION
Master of Business
Administration, Finance
Leavey School of Business, Santa
Clara University
Santa Clara, Calif.

Master, City and Regional Planning
California Polytechnic University
San Luis Obispo, Calif.

Bachelor of Science,
Environmental Policy Analysis and
Planning
University of California, Davis
Davis, Calif.

Adam is a highly qualified planner with over 16 years of experience in current, environmental, and policy planning. His work includes general plan updates, zoning and municipal code amendments, management of complex entitlement requests, and preparing and overseeing legally defensible California Environmental Quality Act (CEQA) clearance documents. As a project manager, he works collaboratively and coordinates interdisciplinary teams of professionals to achieve beneficial solutions for municipalities.

AREAS OF EXPERTISE
Current Planning
Environmental Planning / CEQA Review
Policy Planning
Staff Management
Project Management

EXPERIENCE
PRINCIPAL PLANNER | M-GROUP CITY OF SAN JOSE
Environmental project manager overseeing multiple CEQA clearance projects for entitlement requests and policy related planning projects. Responsibilities include managing the preparation of environmental impact reports for complex multi-entitlement projects to ensure legally defensible CEQA clearance documents. Sample projects include management of CEQA clearance documents for 20-story building comprised of 1.8 million sf. of office space and management of CEQA clearances for citywide policy changes. Key skills required include knowledge of environmental regulations, planning and zoning law, and managing interdisciplinary teams on concurrent projects.

PRINCIPAL PLANNER | M-GROUP COUNTY OF SANTA CLARA
Project manager for entitlement requests and CEQA clearances for industrial related projects in Santa Clara County. Projects include a legally contentious Use Permit and Mining Reclamation Plan that would establish a 403 acre sand and grand mine with a rail spur extension and highway improvements. Critical CEQA issues managed include determining the nexus and rough proportionality for mitigating impacts to tribal and cultural resources as well as biological impacts. Project manager for a Use Permit modification and Architectural Site Approval, and overseeing preparation of an EIR, for technological upgrades to a composting facility that would approximately double the throughput of compostable material.

PRINCIPAL PLANNER | M-GROUP CITY OF SANTA CLARA
Project manager for a 301-unit multifamily project and a mixed-use project comprised of 271 multi-family residential units and 24,730 sf. of double height retail/commercial project in the newly adopted Tasman East Specific Plan. Responsibilities include coordinating multidisciplinary teams to ensure projects are consistent with City development standards, preparing project review correspondence, staff reports, resolutions, compiling conditions of approval, and presenting projects at hearing bodies.

PRINCIPAL PLANNER | M-GROUP CITY OF BELMONT
Serves as the project manager for a major new mixed-use development in the heart of the Belmont Village Specific Plan. Entitlements consist of architectural review, use permit, and Item 6 Page 16 Town Council Meeting July 25, 2023
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condominium map to establish 81 residential units, comprised of 20-percent affordable units and approximately 3,700 sf. of retail with open space on a 1.25-acre city owned parcel. The project incorporates preservation of a historically significant resource that is eligible for both the state and national register of historical resources. He is the project manager, preparing a focused single issue EIR for the demolition of an eligible historic resource and entitlement processing for a 100 percent affordable 125-unit multifamily project, seeking concessions and exceptions consistent with state density bonus law.

PRINCIPAL PLANNER | M-GROUP CITY OF UNION CITY
Managed two General Plan amendments, zoning code amendments, use permits and site development reviews. Projects included a 31,381 sf. mixed-use office project located onequarter mile from the Union City BART Station. Entitlements catalyzed future growth of transit-oriented development. Additional project consisted of a 15,707 sf. gurdwara in an industrial district, requiring extensive offsite infrastructure improvements, including installation of a new sewer line in an existing street, removal of a septic system shared by the project site and another property, a new water line, and installation of offsite storm drainage infrastructure.

SENIOR PLANNER | M-GROUP CITY OF PALO ALTO
Provide ongoing contract staffing assistance to the City of Palo Alto, processing architectural reviews, controversial appeals, use permits, parcel maps, and initial study/mitigated negative declarations. Representative project was a mixed-use development in the heart of downtown Palo Alto, of 53,000 sf. building comprised of 12,800 sf. of office development, 7,500 sf. of retail space, and 8,100 sf. of residential uses over a 24,600 sf. subterranean garage.

SENIOR PLANNER | M-GROUP CITY OF MORGAN HILL
Prepared an initial study and mitigated negative declaration for a new auto dealership in the City of Morgan Hill.

SENIOR PLANNER | M-GROUP CITY OF DUBLIN
Reviewed improvement plans, landscape plans, and master home plans for the Wallis Ranch project for the City of Dublin.

SENIOR PLANNER | CITY OF CUPERTINO
Managed a General Plan amendment authorization for a large mixed-use development.

Reviewed and edited staff reports. Performed planning counter responsibilities including interfacing with the public, reviewing building permits and business licenses. Processed residential permits and architectural site approvals. Completed a Municipal Code Amendment prohibiting marijuana dispensaries, cultivation facilities, and commercial cannabis activities.

SENIOR PLANNER | CITY OF MILPITAS
Project manager for mixed-use entitlements in two Specific Plan areas. Managed a staff of four planners and performed semi-annual and annual reviews. Prepared General Plan amendments and zoning code text amendments, including preparation of a Public Art Ordinance. Streamlined an entitlement process by creating efficient inter-departmental review procedures. Coordinated interdisciplinary teams of City staff for two entitlement review committees.

Item 6 Page 17 Town Council Meeting July 25, 2023
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EXPERIENCE
M-Group
Assistant Urban Designer
Jul 2023 - present
Urban Design Intern
Jun 2022 – Jun 2023
Angle Land-Use Entitlement
Contract Associate
2021 – Jun 2022
San Luis Obispo, Calif.

Morro Bay Chamber of Commerce
Economic Development Assistant
2019 – 2021
Morro Bay, Calif.

Kevin Cavenaugh Guerrilla
Development
Intern
2012
Portland, Ore.

EDUCATION
Candidate for Master of Science -
City and Regional Planning
Spring 2023
California Polytechnic State
University-San Luis Obispo
San Luis Obispo, Calif
Bachelor of Arts - Architecture
Portland State University
Portland, Ore.

Lorrin French is an enthusiastic emerging planner and urban designer with a keen eye on the built environment and how design, function, and equity intersect. With an undergraduate degree in architecture, he brings a solid background in shaping the built environment to the M-Group team. He is a talented artist who seeks to balance efficiency and thoughtfulness.

Lorrin is an independent thinker and resourceful by nature.

AREAS OF EXPERTISE
Urban Design
Graphic Communication
Spatial Planning
Graphic Design

EXPERIENCE
ASSISTANT URBAN DESIGNER | M-GROUP
Worked in collaboration with the project team to create figures to illustrate Objective Design Standards for the Town of Los Gatos, the City of Calistoga, and the County of Alameda.

Produced diagrams utilizing 3D modeling and Adobe software. Contributed to the development of a program document to implement parklets and outdoor restaurant seating in the public right-of-way for the Town of Danville. Produced visual simulations for an Environmental Impact Report for a private residential project in Pacifica.

CONTRACT ASSOCIATE | ANGLE LAND-USE ENTITLEMENT
Organized conditions of approvals and aided in building and grading permit coordination and other agency permits to achieve project occupancy. Prepare applications, including project descriptions and coordination of necessary documents to file land use/building permit applications to a variety of jurisdictions: City, County, State, or other applicable agencies.

Analyzed data pertaining to planning, development, and zoning. Reported on the research and development process, and applicable regulations. Identified, researched, and communicated issues, concerns, and solutions with clients and public agencies.

ECONOMIC DEVELOPMENT ASSISTANT | MORRO BAY CHAMBER OF

COMMERCE
Produced reports for commercial development opportunity sites, parking and commuter behavior, and economic development metrics including transient occupancy tax, sales tax, and permit activity. Generated presentation slides used by CEO in city, community, and stakeholder meetings. Produced graphics for chamber events, print materials, website, and social media accounts. Coordinated Chamber networking and fundraising events including the “Property Walks” web series promoting the business community. Provided commentary on General Plan/LCP update, contributed to City Council and Planning Commission meetings, Housing Element Workshop.

INTERN | KEVIN CAVENAUGH GUERRILLA DEVELOPMENT
Responsible for site documentation and conceptual modeling for real estate development projects. On-site construction experience with an adaptive reuse project.

Item 6 Page 18 Town Council Meeting July 25, 2023
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EXPERIENCE
M-Group
Assistant Planner
Apr 2023 - Present
Swale Inc.

Planning Technician
May 2022 – Apr 2023
Grass Valley, Calif.

San Simeon WWTP Environmental
Constraints Project
Contributor
Sep 2022 – Dec 2022
Swale Inc.

GIS & Land-Use Planning Intern
Jun 2021 – Jul 2021
Grass Valley, Calif.

California Polytechnic State
University Base-map Project
Contributor
Apr 2021 – Jun 2021
San Luis Obispo, Calif.

EDUCATION
Bachelor of Science –
Environmental Management &
Protection
Minor – City & Regional Planning
California Polytechnic State
University
San Luis Obispo, Calif

LANGUAGES
English
Spanish
Laylonni Laster is an emerging planner with knowledge of sustainable urban development, land use law, and climate action planning. She has experience in technical writing, specifically city and special district Municipal Service Reports, research and analysis, and GIS applications.

She has a particular interest in environmental issues and is motivated to find sustainable solutions to current planning problems. Laylonni is bilingual (English/Spanish) and skilled in public speaking and written communication.

AREAS OF EXPERTISE
Climate Action Planning
Sustainable Urban Development
Environmental Review
CEQA
Land Use Planning
Community Engagement
Research & Analysis
GIS Mapping

EXPERIENCE
ASSISTANT PLANNER | M-GROUP
Contributor to the Town of Atherton Housing Element providing analysis of the environmental setting for the Initial Study/Mitigated Negative Declaration. Produce study session presentation for the Menlo Park Environmental Justice and Safety Elements. Analyze city General Plan objectives that correspond to CEQA environmental issue areas. Prepare Notice of Preparation for Environmental Impact Reports. Analyze project compliance with SB 330 and city municipal code. Author staff reports for project applications. Create GIS maps for environmental review documents.

PLANNING TECHNICIAN | SWALE INC., GRASS VALLEY, CALIF.

Completed technical writing for city and special district Municipal Service Reports.

Researched data for and created GIS maps that portrayed district service areas, city boundaries, sphere of influence, and wildfire severity zones. Conducted population analysis to project population growth in city boundaries. Analyzed Master Plans, General Plans, and other long range planning documents.

CONTRIBUTOR | ENVIRONMENTAL CONSTRAINTS PROJECT, SAN SIMEON WASTEWATER TREATMENT PLANT, CALIF.

Analyzed CEQA environmental issue areas that may be impacted. Wrote a technical analysis paper on potential constraints on the development of a new wastewater treatment plant.

Analyzed potential permits necessary for the project implementation. Made project recommendations to the client to reduce potential environmental impacts related to water resources. Created maps to show the spatial connection between the project site and natural resources.

GIS & LAND-USE PLANNING INTERN | SWALE INC., GRASS VALLEY CALIF.

Completed a bibliography for sources that will be included in a municipal service report.

Assessed Lake Oroville Area Public Utility District’s governance and accountability. Created ArcGIS maps for a district’s boundary and Sphere of Influence. Prepared a presentation of the Lake Oroville Area Public Utility District findings and maps.

Item 6 Page 19 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 7
Prepared by: Paula Wong, Management Analyst July 25, 2023 Reviewed by: Kevin Bryant, Town Manager
SUBJECT: 2022-23 Annual Treasurers’ Report

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

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

DISCUSSION
LAIF Investment Report
The Town receives investment income from the Local Agency Investment Fund (LAIF), which is managed and administered by the State of California’s Treasurer. The performance investment report for LAIF for July 17, 2023, is shown in Attachment A.

This investment income is received on a quarterly basis, for the quarters ending March 31st, June 30th, September 30th, and December 31st. The Town receives an investment income statement and the cash from the State in the month following the end of the involved quarter. Thus, such revenue is received in July, October, January, and April. The Town’s LAIF principal balance (per LAIF statement) at the end of the year (as of June 30, 2023) was $11,442,055.61.

LAIF Interest Rate Interest Earned FYTD
First Quarter (7/1 - 9/30) 1.35% 29,951.59 $ $ 29,951.59 Second Quarter (10/1 - 12/31) 2.07% 49,742.32 79,693.91 Third Quarter (1/1 - 3/31) 2.74% 75,046.48 154,740.39
Fourth Quarter (4/1 - 6/30) 3.15% 90,161.77 244,902.16
FY2022 Average Annual Yield (PMIA) (1) 0.37%
(1) Reflects last year’s Average Annual Yield Pooled Money Investment Account per LAIF performance and reporting document. FY2023 has not been published at this time.

Item 7 Page 1 Town Council Meeting July 25, 2023
PARS (IRS Sec 115) Investment Report
The Town has two IRS Section 115 accounts with PARS. Both accounts are invested using the PARS Diversified Capital Appreciation Portfolio. One can be used for unfunded pension liabilities and is shown on the financial statements as restricted cash and the other is for OPEB (retiree health premiums) and is shown only in the notes of the statements (per Governmental Accounting Standards Board regulations). The Town’s PARS unfunded Pension Liability balance (per PARS statement) is $2,377,077.78 and the PARS OPEB account balance is $1,194,079.74 at year end (as of June 30, 2023). The performance report for both accounts is included in Attachment B.

OPEB Investment Earnings Investment Return FYTD
First Quarter (7/1 - 9/30) -5.13% $ (57,184.81) $ (57,184.81) Second Quarter (10/1 - 12/31) 6.45% $ 64,828.26 7,643.45 Third Quarter (1/1 - 3/31) 4.97% $ 52,762.18 60,405.63
Fourth Quarter (4/1 - 6/30) 4.37% $ 48,368.08 108,773.71 Annual Return 10.64%
Benchmark: BBARC Inter. US Gov/Credit Index (2) -0.10%
Benchmark: S&P 500 Index (Total Return) (2) 19.59%
(2) BBARC Intermediate US Government/Credit Index and S&P 500 Index (Total Return) average annual returns per PARS performance report.

Pension Investment Earnings Investment Return FYTD
First Quarter (7/1 - 9/30) -5.01% (111, $ 150.87) $ (111,150.87) Second Quarter (10/1 - 12/31) 6.46% $ 129,109.87 17,959.00 Third Quarter (1/1 - 3/31) 4.97% $ 105,069.40 123,028.40 Fourth Quarter (4/1 - 6/30) 4.38% $ 96,299.95 219,328.35 Annual Return 10.80%
Benchmark: BBARC Inter. US Gov/Credit Index (2) -0.10%
Benchmark: S&P 500 Index (Total Return) (2) 19.59%
Item 7 Page 2 Town Council Meeting July 25, 2023
Investment Activity Report
LAIF
PARS

PENSION
PARS
OPEB
Beginning Balance July 2022 9,220,484.23 2,157,749.43 1,085,306.03 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 1,000,000.00 - - Interest Income Q4 FY2022 Cash Basis, received July 2022 16,830.99 - - Net Investment Earnings(Loss) - (111,150.87) (57,184.81) Ending Balance July-September Q1 10,237,315.22 2,046,598.56 1,028,121.22 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 1,300,000.00 - - Interest Income Q1 29,951.59 - -
Net Investment Earnings(Loss) - 129,109.87 64,828.26
Ending Balance October-December Q2 11,567,266.81 2,175,708.43 1,092,949.48 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account (1,000,000.00) - - Interest Income Q2 49,742.32 - -
Net Investment Earnings(Loss) - 105,069.40 52,762.18
Ending Balance January-March Q3 10,617,009.13 2,280,777.83 1,145,711.66 Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 750,000.00 Interest Income Q3 75,046.48
Net Investment Earnings(Loss) 96,299.95 48,368.08
Ending Balance April-June Q4 11,442,055.61 2,377,077.78 1,194,079.74 Total Year
Net Transfer In/(Out)- between Town's Wells Fargo Checking Account 2,050,000.00 - - Interest Income-Cash Basis 171,571.38 - -
Interest Income-Accrual Basis 244,902.16 - -
Net Investment Earnings(Loss) - 219,328.35 108,773.71
There are no suggested improvements to enhance the investment program. The investment plan for the coming year will remain the same.

Due to the ease of access of the Town’s funds in liquid accounts such as LAIF and PARS, the Town has more than sufficient funds available to meet its liquidity (expenditure) requirements for the next six months.

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

Attachments
Item 7 Page 3 Town Council Meeting July 25, 2023
June 3.167
May 2.993
April 2.870
March 2.831
February 2.624
January 2.425
LAIF Apportionment Rate(2): TBD
LAIF Earnings Ratio(2): TBD
LAIF Administrative Cost(1)*: TBD
PMIA Average Life(1): 260
LAIF Fair Value Factor(1): 0.984828499
PMIA Daily(1): 3.26
PMIA Quarter to Date(1): 3.01
Treasuries

63.08%
Agencies

21.77%
Certificates of
Deposit/Bank Notes

7.51%
Time
Deposits

2.85%
Commercial
Paper

4.33%
Corporate
Bonds

0.26%
Loans

0.20%
Notes: The apportionment rate includes interest earned on the CalPERS Supplemental Pension Payment pursuant to Government Code 20825 (c)(1) and interest earned on the Wildfire Fund loan pursuant to Public Utility Code 3288 (a). *The percentage of administrative cost equals the total administrative cost divided by the quarterly interest earnings. The law provides that administrative costs are not to exceed 5% of quarterly EARNINGS of the fund. However, if the 13-week Daily Treasury Bill Rate on the last day of the fiscal year is below 1%, then administrative costs shall not exceed 8% of quarterly EARNINGS of the fund for the subsequent fiscal year.

Source:
(1) State of California, Office of the Treasurer
(2) State of Calfiornia, Office of the Controller
PMIA Average Monthly
Effective Yields(1)
PMIA/LAIF Performance Report
as of 07/17/23
Daily rates are now available here. View PMIA Daily Rates Quarterly Performance
Quarter Ended 06/30/23
Chart does not include $2,861,000.00 in mortgages, which equates to 0.002%. Percentages may not total 100% due to rounding.

Pooled Money Investment Account
Monthly Portfolio Composition (1)
06/30/23
$178.4 billion
Item 7 Page 4 Town Council Meeting July 25, 2023
Not A Deposit - Not FDIC Insured - May Lose Value - Not Bank Guaranteed - Not Insured By Any Federal Government Agency Past performance does not guarantee future results. All performance data, while deemed obtained from reliable sources, is not guaranteed for accuracy. Indexes shown are unmanaged and are not available for investment. Gross returns do not reflect the deduction of applicable fees which would reduce performance returns.

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

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

ASSET CLASS MARKET VALUE % OF TOTAL
Cash Equivalents $140,815.04 5.93%
Fixed Income $533,105.29 22.45%
Equities $1,660,014.67 69.90%
Real Assets $40,777.28 1.72%
Total $2,374,712.28 100%
Item 7 Page 5 Town Council Meeting July 25, 2023
Performance Returns
1 MONTH 3 MONTH

CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Total Portfolio
Gross of Fees 4.45% 4.32% 4.32% 9.52% 11.40% 11.40% N/A N/A 3.45% Total Portfolio
Net of Fees 4.43% 4.24% 4.24% 9.34% 11.04% 11.04% N/A N/A 3.12% Asset Classes
Gross of Fees
Cash Equivalents 0.41% 1.21% 1.21% 2.27% 3.63% 3.63% N/A N/A N/A Fixed Income (0.41%) (0.80%) (0.80%) 2.21% (0.32%) (0.32%) N/A N/A N/A Equities 6.41% 6.36% 6.36% 12.83% 16.21% 16.21% N/A N/A N/A Real Assets 5.61% 1.74% 1.74% 3.45% (3.89%) (3.89%) N/A N/A N/A * The beginning date for this information refers to the date your account was placed on performance calculation system at U.S. Bank.

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

Item 7 Page 6 Town Council Meeting July 25, 2023
1 MONTH 3 MONTH CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Market Indicators
Gross of Fees
BBARC
Intermediate US
Government/Cred
it Index
(0.68%) (0.81%) (0.81%) 1.50% N/A (0.10%) (2.46%) 1.23% N/A S&P 500 Index
(Total Return) 6.61% 8.74% 8.74% 16.89% N/A 19.59% 14.60% 12.31% N/A * The beginning date for this information refers to the date your account was placed on performance calculation system at U.S. Bank.

Item 7 Page 7 Town Council Meeting July 25, 2023
Not A Deposit - Not FDIC Insured - May Lose Value - Not Bank Guaranteed - Not Insured By Any Federal Government Agency Past performance does not guarantee future results. All performance data, while deemed obtained from reliable sources, is not guaranteed for accuracy. Indexes shown are unmanaged and are not available for investment. Gross returns do not reflect the deduction of applicable fees which would reduce performance returns.

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

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

ASSET CLASS MARKET VALUE % OF TOTAL
Cash Equivalents $70,775.78 5.93%
Fixed Income $267,817.51 22.45%
Equities $833,825.58 69.90%
Real Assets $20,472.20 1.72%
Total $1,192,891.07 100%
Item 7 Page 8 Town Council Meeting July 25, 2023
Performance Returns
1 MONTH 3 MONTH

CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

INCEPTION
NOV 2020*
Total Portfolio
Gross of Fees 4.45% 4.32% 4.32% 9.51% 11.26% 11.26% N/A N/A 3.38% Total Portfolio
Net of Fees 4.43% 4.23% 4.23% 9.33% 10.90% 10.90% N/A N/A 3.05% Asset Classes
Gross of Fees
Cash Equivalents 0.41% 1.21% 1.21% 2.27% 3.63% 3.63% N/A N/A N/A Fixed Income (0.41%) (0.80%) (0.80%) 2.21% (0.31%) (0.31%) N/A N/A N/A Equities 6.40% 6.36% 6.36% 12.83% 16.13% 16.13% N/A N/A N/A Real Assets 5.61% 1.74% 1.74% 3.45% (3.90%) (3.90%) N/A N/A N/A * The beginning date for this information refers to the date your account was placed on performance calculation system at U.S. Bank.

Item 7 Page 9 Town Council Meeting July 25, 2023
1 MONTH 3 MONTH CALENDAR

QUARTER

TO DATE

CALENDAR

YEAR TO
DATE
FISCAL

YEAR TO
DATE

AVERAGE
ANNUAL
RETURNS:
1 YEAR

AVERAGE
ANNUAL
RETURNS:
3 YEAR

AVERAGE
ANNUAL
RETURNS:
5 YEAR
SINCE

Item 7 Page 10 Town Council Meeting July 25, 2023
1 TOWN OF WOODSIDE
Report to Town Council Agenda Item 8
From: Kevin Bryant, Town Manager July 25, 2023
SUBJECT: Two Resolutions Continuing the On-Going Declarations of Local Emergency

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

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

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

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

On March 14, 2023, the County declared a local emergency related to the same storms that were the subject of the Governor’s March 8, 2023, declaration of a State of Emergency and that had caused the damage to Highway 84. The Town Manager declared a Local Emergency related to the March storms on March 22, 2023 and the Town Council ratified that declaration on March 28, 2023.

The Town now has two active Declarations of Local Emergency: the first related to the severe storms in January 2023 and the second in response to the severe storms in March 2023. These declarations allow the Town to utilize rapid procurements to address the damages and to seek financial assistance from the County, State, and Federal Government, should funds be available. Both declarations were last extended by resolutions of the Town Council on June 27, 2023.

The Town continues to work to address damages caused by both the January 2023 and the March 2023 storms and continues to incur costs associated with making detour routes safe in response to the Highway 84 closure.

Item 8 Page 1 Town Council Meeting July 25, 2023
2 Government Code Section 8630 requires the Council to revisit the need for continuing the Local Emergency at least once every 60 days, and that the Council proclaim the termination of the Local Emergency at the earliest possible date that conditions warrant. For this reason, the Town Manager will report on the status of the Local Emergency at each of the Council’s regular meetings until the Council proclaims its termination. However, to ensure that the Town remains eligible for available financial assistance to address storm-related damage, staff recommends that the Declarations of Local Emergency be continued for at least the next 60 days.

CONCLUSION

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

Attachments:

A. Resolution Continuing Declaration of Local Emergency (January storms) B. Resolution Continuing Declaration of Local Emergency (March storms) Item 8 Page 2 Town Council Meeting July 25, 2023

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

CONTINUING DECLARATION OF LOCAL EMERGENCY
WHEREAS, Section 33.03 of the Woodside Municipal Code empowers the Town Manager/Director of Emergency Services to proclaim the existence or threatened existence of a public emergency when the Town of Woodside is affected or likely to be affected by a public calamity and the Town Council is not in session; and WHEREAS, conditions of extreme peril to the safety of persons or property have arisen within said Town, caused by severe wind and rainstorms commencing on December 31, 2022; and
WHEREAS, the Town Manager/Director of Emergency Services of the Town of Woodside did proclaim the existence of a Local Emergency within said Town on the 31st day of December, 2022, and issued a second proclamation on January 3, 2023; and
WHEREAS, the Woodside Town Council made findings that the aforesaid conditions of extreme peril warranted and necessitated the proclamation of the existence of a Local Emergency and ratified the decision of the Town Manager/Director of Emergency Services on January 6, 2023; and
WHEREAS, Government Code Section 8630(c) requires that the Town Council review the need for continuing the local emergency at least once every sixty (60) days until the governing body terminates the local emergency; and WHEREAS, on March 14, 2023, May 9, 2023, and June 27, 2023, the Council reviewed the need for continuing the declaration of local emergency and found that, based on substantial evidence that the public interest and necessity required the continuance of the declaration of local emergency; and
WHEREAS, the repairs and other work related to addressing damage caused by the associated emergency conditions are of an ongoing nature and the emergency should not be terminated at this time.

NOW, THEREFORE, BE IT RESOLVED that the Town Council has reviewed the need for continuing the declaration of local emergency and finds based on substantial evidence that the public interest and necessity require the continuance of the declaration of local emergency; and
BE IT FURTHER RESOLVED that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the Town Council of the Town of Woodside, San Mateo County, California; and
Item 8 Page 3 Town Council Meeting July 25, 2023
BE IT FURTHER RESOLVED that the Town Manager/Director of Emergency Services is hereby directed to report to the Town Council within sixty (60) days on the need for further continuing the local emergency.

PASSED AND ADOPTED as a resolution of the Town Council of the Town of Woodside at the regular meeting held on the 25th day of July, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Chris Shaw, MAYOR
ATTEST:
______________________________

CLERK OF THE TOWN OF WOODSIDE
Item 8 Page 4 Town Council Meeting July 25, 2023

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

CONTINUING DECLARATION OF LOCAL EMERGENCY
WHEREAS, Section 33.03 of the Woodside Municipal Code empowers the Town Manager/Director of Emergency Services to proclaim the existence or threatened existence of a public emergency when the Town of Woodside is affected or likely to be affected by a public calamity and the Town Council is not in session; and WHEREAS, conditions of extreme peril to the safety of persons or property have arisen within said Town, caused by severe wind and rainstorms commencing around March 8, 2023, and continuing through at least March 14, 2023; and WHEREAS, the Town Manager/Director of Emergency Services of the Town of Woodside did proclaim the existence of a Local Emergency within said Town on the 22nd day of March, 2023, and issued a second proclamation on that same day; and WHEREAS, the Woodside Town Council found by resolution that the aforesaid conditions of extreme peril did warrant and necessitate the proclamation of the existence of a Local Emergency and ratified the decision on the Town Manager/Director of Emergency Services on March 28, 2023; and
WHEREAS, Government Code Section 8630(c) requires that the Town Council review the need for continuing the local emergency at least once every sixty (60) days until the governing body terminates the local emergency; and WHEREAS, on May 9, 2023 and June 27, 2023, the Council reviewed the need for continuing the declaration of local emergency and found that, based on substantial evidence that the public interest and necessity required the continuance of the declaration of local emergency; and
WHEREAS, the repairs and other work related to addressing damage caused by the associated emergency conditions are of an ongoing nature and the emergency should not be terminated at this time.

NOW, THEREFORE, BE IT RESOLVED that the Town Council has reviewed the need for continuing the declaration of local emergency and finds based on substantial evidence that the public interest and necessity require the continuance of the declaration of local emergency; and
BE IT FURTHER RESOLVED that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the Town Council of the Town of Woodside, San Mateo County, California; and
Item 8 Page 5 Town Council Meeting July 25, 2023
BE IT FURTHER RESOLVED that the Town Manager/Director of Emergency Services is hereby directed to report to the Town Council within sixty (60) days on the need for further continuing the local emergency.

PASSED AND ADOPTED as a resolution of the Town Council of the Town of Woodside at the regular meeting held on the 25th day of July, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Chris Shaw, MAYOR
ATTEST:
______________________________

CLERK OF THE TOWN OF WOODSIDE
Item 8 Page 6 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 9
Prepared by: Melissa Cardinale, Asst. to the Town Mgr. July 25, 2023 Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO AN

AGREEMENT WITH CIVICPLUS IN AN AMOUNT NOT TO EXCEED
$32,875.00 FOR REDESIGN AND HOSTING OF THE TOWN OF
WOODSIDE’S WEBSITE

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution (Attachment 1), authorizing the Town Manager to enter into a one-year agreement with CivicPlus in an amount not to exceed $32,875.00 for design, migration, and hosting of the Town of Woodside’s website, which agreement would automatically renew year-to-year unless terminated by either party.

BACKGROUND
In 2011, the Town entered into an agreement with aHa! Consulting to design and host a new Town website. In 2018, the Town entered into an agreement with Municode (who bought aHa! Consulting) to provide website hosting, maintenance, customer support, and completed an upgrade and redesign of the Town’s website. At that time, Municode also provided information on their assistance with supplementation and codification services for municipal codes. Keyword searches through the website could be filtered to show all matches within the online code of ordinances. The Woodside Municipal Code (WMC) was previously published by American Legal Publishing Corporation (ALPC) under Ordinance No. 1997-486. The Town entered into a contract with Municode in 2018 to convert the WMC into the Municode database and republish the WMC electronically and in print version to take advantage of the upgraded search features.

The Town Council accepted the Technology Master Plan (Plan) on May 9, 2023. As outlined in that Plan, it was recommended that the Town review the existing website content and capabilities to determine requirements for a new site. It was further recommended that the Town consider moving from a “.org” domain name to a “.gov” domain name because additional cybersecurity tools are available from the Cybersecurity and Infrastructure Security Agency (CISA) when using a “.gov” domain name. There is no cost to set up a “.gov” domain name.

DISCUSSION
In April 2021, CivicPlus, a municipal website company in existence since 1998, acquired Municode. With this migration, the pricing that the Town currently has for its website is being changed. In order to avoid a rushed process of moving platforms, staff received a proposal from CivicPlus for designing, migrating, and hosting an updated website (Attachment 2). As mentioned above, Municode publishes and Item 9 Page 1 Town Council Meeting July 25, 2023
hosts the online version of the WMC. When the Town switched from ALPC to Municode, the online version of the WMC became searchable through the Town’s website search feature. This is unique to Municode. Other municipal website platforms require opening a municipal code in a separate website/search window.

The Town has received several comments from the public about the website being difficult to navigate, find important information, and receive communications from the Town. The upgrade of the website would improve its aesthetics, its functionality, and its ease of use. The redesign includes new templates developed specifically for municipalities.

Several local entities have CivicPlus websites which residents have suggested the Town review when designing the Town of Woodside’s website. They are:

Los Altos - https://www.losaltosca.gov/
Los Altos Hills - https://losaltoshills.ca.gov/
Los Gatos - https://losgatosca.gov/
Saratoga - https://www.saratoga.ca.us/
Screenshots of the main pages for these websites show examples of widgets that the Town can choose to have on the home page to help visitors quickly go to popular topics (Attachment 3).

One of the modules included in the proposal is CivicEngage. This would allow the Town to send out information to residents via a subscription-based email and SMS message system. Residents will also be able to create a customizable dashboard through CivicPlus Portal where they can save quick links to pages and services they use most frequently. The website will be set up with responsive design which adjusts to the screen size regardless of what device is being used.

There will be integration with Google translate for visitors to be able to translate the sites into over 100 languages, and the website will be ADA compliant. The design templates will also have more features available for staff to use when creating pages.

The cost of the agreement for the first year is $32,875 which includes custom layout design, project consultants, content migration, agendas and minutes migration, and training. The agreement automatically renews year-to-year unless 60 days’ notice is provided prior to the renewal date. The annual recurring services in year two total $8,139.59, and each year thereafter would increase by 5%. After the fourth year the Town would be eligible for a website redesign at no additional cost. The Fiscal Year 2023-25 Adopted Budget includes funding for the website redesign and the annual service fee based on the approved Technology Master Plan.

Included in the proposal from CivicPlus is Domain Name System (DNS) and Domain Hosting. CivicPlus would assist with obtaining a “.gov” domain name. The Town will be applying for www.woodsidetownca.gov which is currently available through the CISA. The Town owns the Item 9 Page 2 Town Council Meeting July 25, 2023
current “.org” domain (www.woodsidetown.org) and the domain would remain to redirect visitors to the new “.gov” domain.

CONCLUSION
In entering into an agreement with CivicPlus, the Town will move forward with designing and migrating to a new Town of Woodside website and applying for a “.gov” domain name.

Attachments

1. Resolution

2. Proposal from CivicPlus

3. Screenshots from sample websites
Item 9 Page 3 Town Council Meeting July 25, 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 CIVICPLUS IN AN AMOUNT NOT TO EXCEED $32,875.00 FOR REDESIGN AND HOSTING OF THE TOWN OF WOODSIDE’S WEBSITE
WHEREAS, in 2018, the Town entered into an agreement with Municode to provide website hosting, maintenance, customer support, and completed an upgrade and redesign of the Town’s website; and
WHEREAS, in April 2021, CivicPlus, a municipal website company, acquired Municode; and
WHEREAS, the Technology Master Plan was accepted by the Town Council on May 9, 2023, and the Plan determined that the Town should review the existing website content and capabilities to determine requirements for a new site and further recommended that the Town consider moving from a “.org” domain name to a “.gov” domain name; and WHEREAS, CivicPlus provided a proposal for designing, migrating, and hosting an updated website; and
WHEREAS, Woodside Municipal Code (WMC) Section 34.13(D)(1) allows the Town Council to approve the purchase of services 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 website and move from a “.org” domain name to a “.gov” domain name.

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 CivicPlus in an amount not to exceed $32,875.00 for redesign and hosting of the Town of Woodside’s website and moving from a “.org” domain name to a “.gov” domain name. * * * * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 25th of July 2023, by the following vote of members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

Item 9 Page 4 Town Council Meeting July 25, 2023
ATTACHMENT 1
______________________________
Mayor of the Town of Woodside

ATTEST:

______________________________
Clerk of the Town of Woodside
Item 9 Page 5 Town Council Meeting July 25, 2023
Woodside, California
PRESENTED BY:

Solomon Grover, Enterprise Account Executive
July 13, 2023
Item 9 Page 6 Town Council Meeting July 25, 2023
ATTACHMENT 2
civicplus.com 1
CivicPlus Company Overview
CivicPlus History
CivicPlus began in 1998 when our founder, Ward Morgan, decided to focus on helping local governments work better and engage their residents through their web environment. Over the years, CivicPlus has continued to implement new technologies and merge with industry forerunners to maintain the highest standards of excellence and efficiency for our customers.

Our portfolio includes solutions for website design and hosting, parks and recreation management, emergency and mass communications, agenda and meeting management, 311 and CRM, process automation and digital services, codification, licensing and permits, web governance and ADA remediation, social media archiving, and FOIA management.

Our commitment to deliver the right solutions in design and development, end-user satisfaction, and secure hosting has been instrumental in making us a leader in government web technology. We are proud to have earned the trust of our over 12,000 customers and their 100,000+ administrative users. In addition, over 340 million residents engage with our solutions daily.

EXPERIENCE
20+ Years
12,000+ Customers
900+ Employees

RECOGNITION
Inc. 5000 11-time Honoree
GovTech 2023 Top 100 Company
Stevie® Awards Recognized with multiple, global awards for sales and customer service excellence
Primary Office
302 S. 4th Street Suite 500
Manhattan, KS 66502
Toll Free: 888.228.2233 | Fax: 785.587.8951
civicplus.com
Contact
Solomon Grover
Enterprise Account Executive
[email protected]
P: 785.222.4856 | M: 864.752.8897
Item 9 Page 7 Town Council Meeting July 25, 2023
civicplus.com 2
Powering & Empowering Government
We empower municipal leaders to transform interactions between residents and government into consistently positive experiences that elevate resident satisfaction, increase revenue, and streamline operations.

Government leaders tell us that one of their most pressing needs is to improve how residents access and experience municipal services; however, they struggle with budget cutbacks and technology constraints. CivicPlus enables civic leaders to solve these problems, making consistently positive interactions between residents and government possible.

What sets us apart is our Civic Experience Platform. CivicPlus is the only government technology company exclusively committed to powering and empowering governments to efficiently operate, serve, and govern using our innovative and integrated technology solutions built and supported by former municipal leaders and award-winning support teams. With it, municipalities increase revenue and operate more efficiently while fostering trust among residents.

Item 9 Page 8 Town Council Meeting July 25, 2023
civicplus.com 3
CMS Features &
Functionality
CivicPlus’ Municipal Websites Central (Web Central) content management system (CMS) is robust and flexible with all the features and functionality you need today and in the future.

Developed for municipalities that need to update their website frequently, CivicPlus provides a powerful government content management structure and website menu management system. The easy-to-use system allows non-technical employees to efficiently update any portion of your website.

Each website begins with a unique design developed to meet your specific communication and marketing goals, while showcasing the individuality of your community. Features and capabilities are added and customized as necessary, and all content is organized in accordance with web usability standards.

Modules & Widgets

RESIDENT ENGAGEMENT
Web Central offers many effective and easy-to-use resident engagement features. These tools easily integrate with the other key features.

Notices and Alerts – Post emergency or important information on your website and notify residents through email and SMS, via Alert Center.

Blog – Post opinions/information about various community topics and allow resident comments and subscriptions.

Calendar – Create multiple calendars and events to inform residents of upcoming activities that are viewable by list, week, or month.

Submit Requests and Report Issues – Allow residents to report a problem and provide follow-up communication with the point of contact (includes five user licenses & 10 request types) via Citizen Request Tracker (CRT).

Form Center – Create custom, online forms via simple drag-and-drop functionality. Track form submissions within the CMS and route email notifications to the appropriate individual(s).

Get Community Input – Post initiatives and project ideas to receive feedback and interact with your residents via Community Voice.

News – Post news items and keep your residents up to date on important information via News Flash.

Opinion Poll – Poll your residents on important topics by showing the Opinion Poll widget on relevant pages, to grab Item 9 Page 9 Town Council Meeting July 25, 2023
civicplus.com 4
resident attention and quickly capture their responses to your polls. Polling helps with gathering and evaluating resident feedback, increasing resident engagement, and understanding your community.

Notifications – Allow your residents to subscribe to receive text and email notifications on topics that are important to them via Notify Me® (includes up to 500 SMS users).

Pop-up Modal – Use a pop-up modal to call attention to important information and notices, sitewide or on specific pages.

ASSET MANAGEMENT
Web Central comes fully equipped with a robust set of document and image management tools that work with other key features of our CMS, making it easy to build dynamic content that is easy for residents to navigate and access.

Agenda Center – Create and display meetings and agendas on the website utilizing our built-in Agenda Center module. For advanced functionality, including live meeting management, our integrated Agenda and Meeting Management product is available as an add-on.

Archive Center – Manage and retain serial and older documents.

Document Center – Organize and manage documents in one central repository.

Image Repository – Store all your images in one central location, to utilize individually or create slideshows on your site. Use the built-in editor to crop and resize photos, as needed. Images are optimized for performance, mobile responsiveness, and contain alt text for accessibility compliance.

INFORMATION & NAVIGATION
Organize your content and pages to make it easy to locate the information you and your residents need most with modules that help you update information quickly.

Easy for Residents to Navigate – An intuitive design, mega menu options, prominent buttons, and dynamic breadcrumbs throughout your site, all allow residents to easily find what they’re looking for.

Frequently Asked Questions (FAQs) – Provide answers to the most frequently asked questions to reduce phone and foot traffic for staff.

Graphic Links – Create visually appealing buttons to direct users to important information.

Info Advanced – Use Info Advanced to create engaging displays of information for reuse throughout the website.

Quick Links – Provide links to highly requested services and information. These are commonly displayed in website footers and right-hand navigation.

Resource Directory – Use the Resource Directory to showcase information on local businesses and/or community resources.

Staff Directory – Provide contact information for departments and individual staff members. Use the information throughout the site and keep updated in one location. The Staff Directory widget allows you to quickly place specific persons or departments on relevant pages.

Item 9 Page 10 Town Council Meeting July 25, 2023
civicplus.com 5

DEPARTMENT-SPECIFIC
There are several function-specific features and modules for government departments. These tools are integrated into the Web Central CMS and offer the ability to complete multiple steps in one action.

Activities – Create and post activities, events, and classes so residents can register for them and even pay online.

Your administrators can view and create rosters. The Activities module integrates with the Facilities module so residents can view the location of the activity.

Facilities & Reservations – Display facilities on your site for residents to browse. Allow them to filter by amenities, view facility details, and even make reservations online.

Job Postings – Post available jobs online and accept online applications.

Bids – Post open bid opportunities for contractors to view available work, download supporting documentation,
receive notifications on posted opportunities and submit bid applications online.

COMMONLY USED WIDGETS
An extensive widget library is available for ease of placing dynamic and visually appealing information on specific pages. Each widget is easy to use with drag-and-drop functionality and is configurable with individual styling options.

Community Voice Widget – Encourage civic participation and engagement by adding specific discussion areas to relevant pages.

Custom HTML Widget – Embed videos or other HTML features in your page.

Editor Widget – Edit text with word processing tools, plus web tools like code view and the Accessibility Checker.

Form Center Widget – Embed simple forms on a page.

Image Widget – Add images to a page.

Notify Me Widget – Place specific Notify Me subscriptions lists on pages to allow users to sign up for the exact lists you recommend.

Related Documents Widget – Create a dynamic list of documents referenced in the Document Center.

Slideshow Widget – Add a slideshow of images.

Tabbed Widget – Organize larger pages of information in horizontal, vertical, or stacked vertical or accordion style tabs.

Item 9 Page 11 Town Council Meeting July 25, 2023
civicplus.com 6
Administrative Features
The administration of your Web Central website is browser based, with no installation of software needed. You’ll be able to update your website from an internet connection on any platform (Mac or PC). Administrators can control the access to pages and manipulation of content as well as use automated features to streamline processes.

Administrative Dashboard – A home base for messages and quick access to your recent activities and time-sensitive action items such as pending approvals and expiring items.

Content Scheduling & Versioning – Set your content to auto-publish and auto-expire, with an archive of all published content and previous versions.

Dynamic Page Components – Modules such as Calendar, FAQs, and News Flash, may be included as dynamic page components on any page.

History Log – Track changes made to your website.

Intranet – Use permissions to set a secure location on your website that allows employees to login and access nonpublic resources and information.

Levels of Permissions – Assign staff members to groups with different levels of permissions of access and authority throughout the CMS.

Pending Approval Items – Administrators have access to a queue of pending items to be published or reviewed.

Website Statistics – Provided website analytics for analysis.

USER-FRIENDLY FEATURES
Not only is Web Central easy for your staff to use, various administrative features help make a more attractive, engaging, and intuitive website for your community.

Automatic Alt Tags – Built-in features assist with ongoing ADA compliance of your website.

Credit Card Processing – With the add-on feature CivicPlus Pay (Pay), you can integrate with an approved payment gateway to accept payments on your website (separate agreement must be made directly between you and the chosen approved gateway provider). Additional fees apply.

Preset Styling Standards and Ongoing Styling Flexibility – Site changes automatically inherit design standards and styles that you’ve set up for your homepage, interior layouts, and simple layouts. This keeps your website looking clean and always matching. We also offer large amounts of flexibility with placement and styles on an ongoing basis.

As you edit your website, you can easily adjust the location and style of widgets, content, carousels, lists, calendars, etc. to meet the look and feel you need for that area.

Link Redirects – Instead of sending your users to http://civicplus.com/248/Awards-and-Recognition, you can send them to http://civicplus.com/awards.

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civicplus.com 7
Live Edit – See where your information will be posted on a page before you make any changes with our WYSIWYG editor and drag-and-drop tools.

Maps – Easily embed maps from Google, ESRI, and more using the HTML widget.

Mega Menu – A main navigation menu makes it easy to get to any page on your website quickly.

Predictive Site Search – Our powerful site search functionality automatically indexes all content making it easy for visitors to find information across pages, documents, and images.

Site Search Log – All search words are kept in a log.

Real Simple Syndication (RSS) Feeds – Administrators and website visitors can use RSS feeds to display content or be notified of content updates.

Responsive Design – With responsive design, your website adjusts to the screen size regardless of what device is being used, providing a seamless user experience.

Social Media – Set various modules to automatically post to your Facebook and/or Twitter feeds and incorporate compatible social media feeds and widgets into your website.

Supported Browsers – View your website in the latest versions of major browsers including Microsoft Edge, Firefox, Safari, and Chrome.

Third-Party Access – Utilize iframes, embeds, and/or links to most of your third-party services. Or use our growing list of APIs to build applications right from your website.

Translation – Integration with Google Translate translates web pages into over 100 languages.

ACCESSIBILITY COMPLIANCE
With over 20% of adults in the United States having a disability, you need a website that conforms to all residents.

We provide highly compliant sites based on WCAG 2.0 A and AA guidelines, which encompass and surpass ADA accessibility requirements. This maximizes accessibility for all users while providing freedom to create a visually rich and appealing website. Our approach for each website includes the following steps to provide you a compliant and accessible website:
• We will deliver you a website that meets ADA (Section 508) and WCAG 2.0 A and AA levels. • Your staff can use the Accessibility Checker within the CMS to scan content created in the editor for any accessibility issues so you can correct them before publishing. • Our trainers will teach your staff best practices to keep your content and design elements accessible and upto-date with the latest ADA/WCAG standards. • Any new regulations that require code changes are done automatically, at least quarterly, with no additional effort required from you.
• In addition to updating the code, our product team also updates our best practices and provides regular updates to customers via our CivicPlus website, blog articles, webinars, and other publications.

AudioEye Partnership
CivicPlus also partners with AudioEye to provide a suite of accessibility tools and services at a discounted rate to our customers. Additional details and a quote can be provided upon request.

Item 9 Page 13 Town Council Meeting July 25, 2023
civicplus.com 8

MONSIDO POWERED BY CIVICPLUS
Additional Website Optimization & Compliance Tools – Monsido is an easy-to-use web governance platform available to purchase and add to your project. Monsido’s tools help you identify, prioritize and address content quality assurance and accessibility issues on your website so that you can achieve and maintain compliance according to WCAG 2.1 standards. Further, we can help you meet the latest data privacy and government policy standards.

Additional details and a quote can be provided upon request.

Video Banner
A video banner is a cost-effective way to bring a different and appealing visual look to specific pages or departments.

Included in Woodside’s project is one video banner.

The Civic Experience Platform
Developed specifically to enable municipalities to deliver consistently positive interactions across every department and every service, the Civic Experience Platform includes technology innovations that deliver frictionless, one-stop, and personalized resident interactions. Governments that leverage our Civic Experience Platform also benefit from:
• Single Sign-On (SSO) to all of your CivicPlus products supporting two-factor authentication and PCI Level password compatibility
• A single dashboard and toolbar for administrative access to your CivicPlus software stack • Access to a continually growing and fully documented set of APIs to better connect your administration’s processes and applications
• A centralized data store with robust data automation and integration capabilities

CIVICPLUS PORTAL
The CivicPlus Portal is the ideal addition to your website to create personalized, one-stop access for your residents to obtain information, resources, and interact with your municipality. By allowing residents to build a customizable dashboard with quick links to the pages and services on your website that they use most frequently, they’ll be more likely to conduct regular revenue-generating business with your municipality, and your staff will benefit from reduced phone calls, walk-ins, and emails.

INTEGRATION HUB
Integration Hub is a tool that can help you unify your disparate cloud-based solutions and your CivicPlus solutions, assemble powerful workflows, and setup complex automations—without the need for a developer. With Integration Hub’s easy-to-use drag-and-drop interface, non-technical users can build integrations for syncing content and data between CivicPlus solutions or with third parties (for an additional fee) saving your staff’s valuable time. The possibilities are endless with Integration Hub, but here are a few examples of integrations you can create with Web Central today:
• An integration that will take a News Flash update in a specific category and immediately post it to the Alert Center • An integration that will push a new Calendar Event to post directly in the News Flash module Item 9 Page 14 Town Council Meeting July 25, 2023
civicplus.com 9
Implementation
Ultimate Project Timeline
Design creation, content development, professional consulting, configuration for usability and accessibility, dedicated training—CivicPlus delivers all of this and more during the development of your new website.

A typical ultimate project ranges from 16 – 28 weeks. Woodside’s exact project timeline will be created based on detailed project scope, project enhancements purchased, availability for meeting coordination, action item return and completion, approval dates, and other factors. Your project timeline, tasks, due dates, and communication will be managed and available in real-time via our project management software, Cloud Coach.

PHASE 1: INITIATE 2-4 Weeks • Project Kickoff Meeting
• Planning & Scheduling
PHASE 2: ANALYZE 4-6 Weeks
• Customer Deliverable Submission
• Consulting Engagement
• Design Discovery Meeting
• Content Process Meeting
• Mood Board & Layout Proposal
P H AS E 3: D E S I G N &

CONFIGURE
6-10 Weeks
• Design Concept Development
• Design Concept Meeting
• Content Development
• Agendas & Minutes Migration
• Website Completion
PHASE 4: OPTIMIZE 1-2 Weeks • Website Finalization
PHASE 5: EDUCATE 1-2 Weeks • Training Engagement
PHASE 6: LAUNCH 2-4 Weeks • Launch Confirmation Meeting • Website Launch
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Ultimate Package Designs
You’ll meet with your art director to discuss your website vision and build your custom layout. We will then collaborate with you to create a custom design that represents your community. We will focus on including the functionality to meet your website needs, including an option for up to three advanced design components—layout or design elements that require significant time to style and implement. Working with your art director, you will identify the appropriate components to achieve or enhance the usability goals for your website.

MOOD BOARD & L AYOUT PROPOSAL
Your project team will present a custom mood board reflecting the colors and/or imagery that will set the tone for your design. A mood board is a collection of colors and/or images used to align the visual direction of the project.

This process involves conversing with your art director on the order, placement, and format of your homepage content and design elements, aimed at achieving your usability goals. Your preferences will be solidified into a homepage layout wireframe, which will provide the structural blueprint for the visual design application. Aligning project goals and design through the layout proposal ensures a timely and efficient implementation of your Web Central website.

Once approved, the mood board and layout proposal will be used to guide the design concept for your website.

DESIGN EXAMPLES
The included design portfolio will provide you with an idea of the different directions we can take your creative design with the ultimate implementation package.

Nevada County, CA
nevadacountyca.gov
Lawrenceville Downtown, GA
downtownlawrencevillega.com
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Deerfield Beach, FL
deerfield-beach.com
Framingham, MA
framinghamma.gov
McKinney, TX
mckinneytexas.org
Riverside, IL
riverside.il.us
Gulf Shores, AL
gulfshoresal.gov
Tuolumne County, CA
tuolumnecounty.ca.gov
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Approaching Your Project Implementation
Communication between you and your Web Central team
will be continuous throughout your project. Sharing input and feedback through email, virtual meetings, phone
calls, and our project management software will keep all stakeholders involved and informed. Cloud Coach offers
task management transparency with a multi-level work
breakdown structure and Gantt Chart-based project plan. • Centralized project communication and task
management tools are located in a cloud-based
project workspace
• Tasks, deliverables, and milestones are aligned to
your specific scope of work
The tools available through Cloud Coach combined with regular communication with your project manager provide you ample opportunities to quickly and efficiently review your project, check deliverables, and communicate feedback.

Phased Approach
PHASE 1: INITIATE
Project Kickoff – During this initial meeting, your project manager will perform introductions, detail deliverables needed, provide a high-level overview of the development process, and introduce tools and resources used to manage your project.

Planning & Scheduling – Your project manager will create a comprehensive project timeline based on the project scope and your specific needs.

PHASE 2: ANALYZE
Customer Deliverables – Woodside will be responsible for submitting deliverables as outlined.

Align Consulting – Align Consulting involves establishing goals for a project, addressing stakeholder needs, and establishing collective goals. This process helps stakeholders understand the project’s scope, resources, and tasks required for implementation. By fostering meaningful conversations, stakeholders can achieve a shared vision and a successful website project.

Design Discovery Meeting – Your project manager and art director will meet with you to discuss design preferences and establish design structure from flexible layout options.

Content Process Meeting – Meet with your project manager and web content specialist to detail our content development process.

Mood Board & Layout Proposal – A custom layout in greyscale format and recommended color palette will be created by your art director, to which you’ll have the ability to review and provide feedback and approval.

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PHASE 3: DESIGN & CONFIGURE
Design Concept Development – You’ll have the chance to review a responsive, functioning design concept prototype in an actual production environment. You will have the opportunity to evaluate the presented design concept and collaborate with your project team on any feedback and then final approval.

Content Development – Our Content Development team will migrate the agreed upon number of pages of content (including their text, documents, and images) from your current website to your new, Web Central website. Content will be enhanced for usability and accessibility, and we will organize your website pages to make them easy to navigate.

Agendas & Minutes Migration – The Content Development team will download, upload, and organize an agreed upon number of meetings to the Agenda Center module.

Website Completion – Woodside will receive a completed production website featuring your approved design combined with the finished content.

PHASE 4: OPTIMIZE
Website Finalization – Both the Web Central project team and you will prepare your website for launch. During this time, you will be able to make final adjustments to the content on your production website, as well as ensure overall satisfaction with your website.

PHASE 5: EDUCATE
Training Engagement – Our goal with your training plan is to give your staff the skills and tools they need to quickly and easily keep your website current. Your trainer will deliver virtual and/or on-site training sessions for both administrators and users. These sessions will be customized to equip your staff with the knowledge and comfort level needed to prepare your website for launch and maintain it in the future. The training session will utilize your production website, so users are familiar with your specific configuration and you get real, hands-on learning opportunities.

In addition, your trainer will go into a deep-dive of the department-specific software modules such as Facilities and Activities with Parks and Recreation, Jobs with HR, and Bids with Procurement in your Advanced User Training.

PHASE 6: LAUNCH
Website Launch Confirmation Meeting – Your Web Central project team confirms all the details that are necessary to take your website live and explain what you can expect on launch day.

Website Launch – After final confirmation, your website will be made live and available to the public.

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Your Role During Implementation
To help create the strongest possible website, we will need you to:
• Gather photos and logos that will be used in the overall branding and design of your new website • Provide website statistics to be utilized in reorganizing your website content, navigation, and design (if available)
• Complete the Design Form to communicate design
preferences
• Provide technical information in the DNS form for
the set-up of your website domain name(s)
• Perform reviews and provide official approvals
throughout the project
• Update the content on your current website and
delete any pages you no longer need
• Track website updates to be completed during
your training session
• Ensure you have the most up-to-date web
browsers installed on your organization’s
computers
• Compile a list of your website users and desired
permission levels
• Reserve training location and necessary resources
(computers, conference phone, etc.)
48-Month Redesign
At CivicPlus, we understand trends change daily and we continually analyze different ways to design our websites— making it easier and more user friendly for your residents to navigate. One of our best practices to help keep up with these new trends is by adding a redesign to your project. Unlike other vendors, our redesigns aren’t just changes in the colors or some of the buttons as your staff can do that independently. With a CivicPlus recurring redesign, you can receive a completely brand-new website design and layout after every 48 months of continuous service during our partnership. During the redesign, you’ll also receive a quality control review to ensure content is as expected with the new design application (although no changes will be made to the content itself). With this new design, you’ll stay up to date with current trends and best practices, providing a welcoming yet familiar virtual hub to engage your community.

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Continuing Services
Technical Support & Services
With technology, unlimited support is crucial. Our live technical support engineers based in North America are
ready to answer your staff members’ questions and ensure their confidence. CivicPlus’ support team is available
7 a.m. – 7 p.m. CST to assist with any questions or concerns regarding technical functionality and usage of your Web Central website.

CivicPlus Technical Support will provide a toll-free number, online chat support, as well as an online email support system for users to submit technical issues or questions.

If the customer support specialist is unable to assist with the question or issue, the three-tier escalation process will begin to report issues to our product engineering team for resolution.

Emergency technical support is available 24/7 for designated, named points-of-contact, with members of CivicPlus’ support teams available for urgent requests.

AWARD-WINNING
CivicPlus has been honored with two Gold Stevie® Awards, three Silver Stevie® Awards, and seven Bronze Stevie® Awards in the categories of Front-Line Customer Service Team of the Year – Technology Industries, Customer Service Training or Coaching Program of the Year – Technology Industries, Customer Service Department of the Year – Computer Software – Up to 1,000 Employees, Most Valuable Response by a Customer Service Team (COVID-19), Best Customer Satisfaction Strategy, and Remote Customer Service Innovation of the Year. The Stevie Awards are the world’s top honors for customer service, contact center, business development, and sales professionals.

CIVICPLUS HELP CENTER
CivicPlus customers have 24/7 access to our online Help Center where users can review articles, user guides, FAQs, and can get tips on best practices. Our Help Center is continually monitored and updated by our dedicated Knowledge Management Team to ensure we are providing the information and resources you need to optimize your solution. In addition, the Help Center provides our release notes to keep your staff informed of upcoming enhancements and maintenance.

Support at a Glance
• Technical support engineers available
7 a.m. – 7 p.m. (CST) Monday – Friday
(excluding holidays)
• Accessible via phone, email, and chat
• 4-hour response during normal hours
• 24/7 emergency technical support for
named points of contact
• Dedicated customer success manager
• Online self-service help with the CivicPlus
Help Center (civicplus.help)
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ENGAGEXCHANGE
The ENGAGEXCHANGE is an online community and the central hub of ideas, guidance, tips, advice, and more for our Web Central customers. It reflects our commitment to:

Connection – Customers can connect with their peers to ask questions, discover solutions, share ideas, and join focus groups and beta opportunities.

Direction – Customers will have the opportunity to provide targeted input on the future direction of the Web Central roadmap and will be able to submit ideas for improvements and enhancements.

CONTINUING PARTNERSHIP
We won’t disappear after your website is launched. You’ll be assigned a dedicated customer success manager. They will partner with you by providing information on best practices and how to utilize the tools of your new system to most effectively engage your residents.

MAINTENANCE
CivicPlus is proactive in identifying any potential system issues. Through regularly scheduled reviews of site logs, error messages, servers, router activity, and the internet in general, our personnel often identify and correct issues before they ever affect our customers’ web solutions. Our standard maintenance includes:
• Full backups performed daily
• Regularly scheduled upgrades including fixes and other enhancements • Testing
• Development
• Operating system patches
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Data Center
• Highly reliable data center & secure facility
• Managed network infrastructure
• On-site power backup & generators
• Multiple telecom/network providers
• Fully redundant network
• System monitoring − 24/7/365
Bandwidth
• Multiple network providers in place
• Burst bandwidth − 22 Gb/s
• Unlimited bandwidth usage for normal business operations (does not apply in the event of a cyber attack)
Hosting
• Engage software updates
• Server management & monitoring
• Multi-tiered software architecture
• Server software updates & security patches
• Database server updates & security patches
• Antivirus management & updates
• Server-class hardware from nationally recognized provider • Redundant firewall solutions
• High performance SAN with N+2 reliability
Disaster Recovery
• Emergency after-hours support, live agent (24/7)
• On-line status monitor by Data Center
• 8-hour guaranteed recovery TIME objective (RTO)
• 24-hour guaranteed recovery POINT objective (RPO)
• Pre-emptive monitoring for disaster situations
• Multiple, geographically diverse data centers
DDoS Mitigation
• Defined DDoS Attack Process
• Identify attack source and type
• Monitor attack for threshold* engagement
DDoS Advanced
Security Coverage
• Not Included - additional coverage available at time of event (fees will apply) • Additional fees will apply
*Thresholds: Traffic exceeds 25 Mb/s sustained for 2+ hours. Traffic over 1 Gb/s at any point during attack Hosting & Security
CivicPlus protects your investment and takes hosting and security of our customers’ websites seriously. Redundant power sources and internet access ensure consistent and stable connections. You’ll find that our extensive, industryleading process and procedures for protecting and hosting your website are unparalleled. We offer secure data center facilities, constant and vigilant monitoring, and updating of your system, including 99.9% guaranteed up-time (excluding maintenance).

If you experience a DDoS attack or threat, CivicPlus has mitigation and DDoS Advanced Security options available to you at the time of an event. Whatever your needs are we have an option that will be a fit for your community.

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Investment Proposal
CivicPlus can appreciate the monetary constraints facing our governments each day. To help ease these concerns and assist with budgeting and planning, our proposed project and pricing are valid for 60 days from July 13, 2023.

Features & Functionality
• Web Central CMS Tools, Widgets, & Features
• DNS Setup for URL woodsidetown.org
• Video Banner
Implementation
• Ultimate Package
o One Custom Website Layout Proposal
o One Custom Design Built Using Approved
Custom Layout & up to Three Advanced
Design Components
• 200 pages Content Development from URL
woodsidetown.org
• Up to 100 Meetings Worth of Agendas & Minutes
PDF/DOC Migration
• Up to Two Days Virtual Align Consulting
• Up to Three Days Virtual Training (Limit Eight
Attendees/Session)
Annual Recurring Services
• Hosting & Security
• One SSL Certificate
• DNS Hosting for URL woodsidetown.org
• Software Maintenance Including Service
Patches & System Enhancements
• 24/7 Technical Support & Access to the
CivicPlus Help Center
• Dedicated Customer Success Manager
• 48-Month Ultimate Website Redesign
Woodside’s Investment
Year 1 List Price $40,305.00
Year 1 Total Discount ($7,430.01)
Total Investment - Year 1
(includes one-time fees and Year 1 annual services) $32,874.99 Annual Recurring Services - Year 2
(includes 5% uplift) $8,139.60
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CivicPlus Project Pricing & Invoicing
CivicPlus prices on a per-project, all-inclusive basis (stated in U.S. dollars). This type of pricing structure eliminates surprise costs, the uncertainty of paying by the hour, and is overall more cost effective for our customers. It provides you with a price based on the products and features listed in this proposal that only varies if additional functionality, custom development, security, escrow requirements, or other design or project enhancements, outside of the included scope, are added prior to contract signing.

CIVICPLUS OFFERS:

Standard Invoicing
• 30% of Year 1 fees due at contract signing; remaining 70% due at the earlier of project completion or at the six-month mark in the implementation process
• First-year Annual Services fee is included with your Year 1 cost • Subsequent annual invoicing occurs on the anniversary of the contract signing date, and is subject to a five percent technology fee uplift each year starting Year 2 of your contract Customized Billing/Invoicing
• Other billing options can be discussed before contract signing and, if feasible, a plan developed that works for all parties
• Not available with all CivicPlus products—please reach out for more details Payment Gateway Account
• Your chosen payment gateway will collect and disburse all credit card monies • If selected, any of our partner payment gateway Vendors will conduct a rate analysis upon discovery to provide the most competitive percentage + fee per transaction rate • CivicPlus Pay integrates with several payment gateways to provide maximum flexibility to our customers’ needs We will work with you before contract signing to determine which of our billing processes will meet both your needs for budget planning and our accounting processes.

Proposal as Non-Binding Document
A successful project begins with a contract that meets the needs of both parties. This proposal is intended as a non-binding document, and the contents hereof may be superseded by an agreement for services. Its purpose is to provide information on a proposed project we believe will meet your needs based on the information available.

If awarded the project, CivicPlus reserves the right to negotiate the contractual terms, obligations, covenants, and insurance requirements before a final agreement is reached. We look forward to developing a mutually beneficial contract with Woodside.

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ATTACHMENT 3
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TOWN OF WOODSIDE
Report to Town Council Agenda Item 10
From: Sean Rose, Town Engineer July 25, 2023
Approved By: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION APPROVING 136 BARDET ROAD (APN 073-050-190) TO

CONNECT TO THE TOWN CENTER SEWER ASSESSMENT DISTRICT

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution, approving 136 Bardet Road to connect to the Town Center Sewer Assessment District (TCSAD).

BACKGROUND
The subject property, 136 Bardet Road, lies within the TCSAD, and therefore was assessed a Full Assessment at the time the District was established in 1987.

According to Municipal Code Section 51.125 Allocation of Sewer Services to Area II, (A) Sewer service shall be reserved for all parcels for which there is a paid Full Assessment and which have not yet connected to the RCS or TCSAD sewer systems. The attached letter from the owner constitutes their request for the Town's approval.

DISCUSSION
The Town has records (tax assessment) that the owners or their predecessors in interest actually paid the Full Assessment at the time the TCSAD was established. For that reason, an Equalization Fee will not be collected from the owner to connect to the TCSAD sewer system.

The owner has been informed about the required fee and that the property owner is responsible for construction of lateral lines; and that the property owner must obtain the required permits for the work.

ATTACHMENTS

1. Resolution 2023 –

2. Location Map

3. Letter from Owner
Item 10 Page 1 Town Council Meeting July 25, 2023
RESOLUTION NO. 2023-
A RESOLUTION APPROVING 136 BARDET ROAD (APN 073-050-190)

TO CONNECT TO THE TOWN CENTER SEWER ASSESSMENT DISTRICT WHEREAS, 136 Bardet Road, lies within the Town Center Sewer Assessment District, and therefore was assessed a Full Assessment at the time the District was established in 1987; and
WHEREAS, according to Municipal Code Section 51.125 Allocation of Sewer Services to Area II, (A) sewer service shall be reserved for all parcels for which there is a paid Full Assessment and which have not yet connected to the RCS or TCSAD sewer system; and
WHEREAS, the current owner requested to connect to TCSAD; and WHEREAS, the owner has been informed about the required fee and that the property owner is responsible for construction of lateral lines; and that the property owner must obtain the required permits for the work.

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that the request of 136 Bardet Road owners to connect to TCSAD is approved.

* * * * * * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 25th day of July 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 10 Page 2 Town Council Meeting July 25, 2023
Item 10 Page 3 Town Council Meeting July 25, 2023
Sean Rose
Town Engineer, Town of Woodside
July 18th,2023
Hello Sean,
My name is Sara Boyd. I reside at 136 Bardet Rd. As the owner of the property, I am formally requesting approval to connect to the public sewer, as it is in the Town Center Sewer District.

This morning I left a check for the Town Council with Jason Chen as advised by Sindhi Mekala. Also, at time of purchase the real estate agent representing the seller, Scott Dancer checked with the town and the prior owner has paid all the assessment fees to annex the property to the sewer. Therefore no “equalization” fee is required. I have this documented from the town if you need to verify. Please let me if you have any questions and what next steps are needed to move forward.

I appreciate your consideration in advance.

Many Thanks!
Sara F Boyd
Item 10 Page 4 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 11
From: Sean Rose, Town Engineer July 25, 2023
Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION: (1) APPROVING A SEWER SERVICE ALLOCATION TO 234 ALBION AVE., PURSUANT TO MUNICIPAL CODE SECTION 51.126; (2)

CONSENTING TO THE ANNEXATION OF THIS PROPERTY INTO THE TOWN CENTER SEWER ASSESSMENT DISTRICT; AND (3) AUTHORIZING THE

TOWN MANAGER TO EXECUTE REVISED AGREEMENTS WITH THE CITY OF

REDWOOD CITY AND FAIR OAKS SEWER MAINTENANCE DISTRICT TO

ADD THIS PROPERTY INTO THE APPROVED SERVICE AREA FOR THE

TOWN CENTER SEWER ASSESSMENT DISTRICT

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution, which: (1) approves a sewer service allocation for 234 Albion Ave., pursuant to Section 51.126 of the Municipal Code; (2) consents to the annexation of this property into the Town Center Sewer Assessment District; and (3) authorizes the Town Manager to execute revised agreements with the City of Redwood City and the Fair Oaks Sewer Maintenance District (FOSMD) to add this property into the approved service area for the Town Center Sewer Assessment District (TCSAD).

BACKGROUND
The Town’s Municipal Code provides regulations pertaining to sewer service allocations, beginning at Section 51.120. The regulations define three areas of Town that are the subject of the definitions and requirements contained in the Section. Areas I and II include parcels that are located either within the Redwood Creek Trunk Sewer Assessment District or the Town Center Sewer Assessment District (TCSAD). Area III is comprised of parcels that are located outside the two sewer districts, but which are contiguous to either of them. The parcel at 234 Albion Ave. is in Area III. Section 51.126 addresses parcels within Area III. Specifically, the section reads:
“(A) Owners of developed parcels may receive a sewer service allocation, subject to Town Council approval, with any conditions imposed, and the general conditions required by this chapter, based on finding that: (1) the Town Engineer has determined that it is a contiguous parcel, as provided in Section 51.122, (2) the allocation is consistent with the Town's General Plan and any applicable specific plan, and (3) sewer service capacity is available.”

DISCUSSION
The property at 234 Albion Ave. is a Developed Parcel with an existing residence served by a private on-site wastewater treatment system. The current property owner has submitted a request to connect to Town Center Sewer. There is a TCSAD sanitary sewer main located on Miramontes Road and also on Audiffred Lane. The property owners will design and install a sewer main per the Town’s standards.

Item 11 Page 1 Town Council Meeting July 25, 2023
Staff finds that the parcel meets all the conditions outlined in Section 51.126 including that the parcel is contiguous to the TCSAD, the allocation is consistent with the Town’s General Plan and that there is sufficient reserved capacity within the TCSAD to serve the parcel.

If the Town Council approves the allocation request, the legislative bodies of both Redwood City and the Fair Oaks Sewer Maintenance District will need to similarly approve the annexation of the parcel into the Town Center Sewer Assessment District service area and the map that is associated with the Town’s formal agreements with those two bodies will need to be amended to reflect the annexation. The Town Manager should be authorized to execute the resulting amendment to the agreements on behalf of the Town.

Once the annexation and agreement amendments have been approved by all three legislative bodies, the property owners will be required to meet the conditions set forth in Municipal Code Section 51.128, which outlines required fees, charges, and costs to be borne by property owners. The required fees include an equalization fee to equalize conditions between those properties originally participating in the financing for the construction, reconstruction, and maintenance of the TCSAD and those properties seeking to connect to the TCSAD which did not participate in the original financing. The property owners will pay for all construction, both on the public right-of-way and on private property. A set of plans and related permits will be required for all work.

CONCLUSION
It is recommended that the Town Council adopt the attached resolution, which: (1) approves a sewer service allocation for 234 Albion Ave., pursuant to Section 51.126 of the Municipal Code; (2) consents to the annexation of this property into the Town Center Sewer Assessment District; and (3) authorizes the Town Manager to execute revised agreements with the City of Redwood City and the Fair Oaks Sewer Maintenance District (FOSMD) to add this property into the approved service area for the Town Center Sewer Assessment District (TCSAD).

ATTACHMENTS

1. Resolution 2023-

2. Vicinity Map

3. Letter from property owner
Item 11 Page 2 Town Council Meeting July 25, 2023
RESOLUTION NO. 2023 -
RESOLUTION OF THE TOWN COUNCIL OF TOWN OF WOODSIDE:
(1) APPROVING A SEWER SERVICE ALLOCATION FOR 234 ALBION AVENUE, PURSUANT TO MUNICIPAL CODE SECTION 51.126; (2) CONSENTING TO THE

ANNEXATION OF THIS PROPERTY INTO THE TOWN CENTER SEWER ASSESSMENT DISTRICT; AND (3) AUTHORIZING THE TOWN MANAGER TO EXECUTE REVISED

AGREEMENTS WITH THE CITY OF REDWOOD CITY AND THE FAIR OAKS SEWER

MAINTENANCE DISTRICT TO ADD THIS PROPERTY INTO THE APPROVED SERVICE

AREA FOR THE TOWN CENTER ASSESSMENT DISTRICT
WHEREAS, the Woodside Municipal Code provides Sewer Service Allocation Regulations beginning at Section 51.120; and WHEREAS, the parcel at 234 Albion Ave. is in “Area III” as defined in Section 51.123 of the Sewer Service Allocation Regulations; and
WHEREAS, Section 51.126 of the Municipal Code provides the process whereby parcels that lie in “Area III” can obtain a sewer service allocation; and
WHEREAS, the owners of the parcel at 234 Albion Ave. have applied for a sewer service allocation under the terms of this section; and WHEREAS, the Town Engineer has reviewed the application and finds that the parcel meets all the conditions as provided in Section

51.126; and
WHEREAS, the allocation of sewer service to this parcel is consistent with the General Plan and reserved sewer capacity is available; and
WHEREAS, the property owners have deposited the required funds with the Town for the Town Council hearing; and
WHEREAS, the legislative bodies of Redwood City and the Fair Oaks Sewer Maintenance District will need to agree to amend the agreements that both those agencies have with the Town of Woodside pertaining to the Town Center Sewer Assessment District in order to allow this property to be annexed into the District and the Town will need to execute amended agreements accordingly.

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

1. A sewer service allocation is granted in the Town Center Sewer Assessment District to 234 Albion Ave.;

2. It consents to the annexation of this property into the Town Center Sewer Assessment District; and

3. The Town Manager is authorized to execute amendments to the agreements with Redwood City and the Fair Oaks Sewer
Maintenance District on behalf of the Town to allow the boundaries of the Town Center Sewer Assessment District to be revised to allow the property to be connected to the Town Center Sewer Assessment District system.

Item 11 Page 3 Town Council Meeting July 25, 2023
* * * * * *
PASSED AND ADOPTED by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 25th day of July 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 11 Page 4 Town Council Meeting July 25, 2023
Item 11 Page 5 Town Council Meeting July 25, 2023
June 30, 2023
Sindhi Mekala
Senior Engineer
Town of Woodside
Mrs. Mekala,
Please leter is in reference to connec�ng 234 Albion Avenue, Woodside to the sanitary sewer.

Technically, the owner of 234 Albion Ave is “234 Albion Avenue, LLC.” This en�ty is owned by my wife and me. Please let me know if you have any ques�ons.

Thank you,
Joshua Berglund
234 Albion Avenue
Woodside, CA 94062
Item 11 Page 6 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 12
From: Sean Rose, Town Engineer July 25, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH HARRISON ENGINEERING INC. FOR
$19,962 FOR ADDITIONAL CONSTRUCTION ENGINEERING SUPPORT FOR THE GLENS PATH PHASE 2 AND PHASE 3 PROJECT

RECOMMENDATION
It is recommended that the Town Council authorize the Town Manager to execute a contract amendment with Harrison
Engineering Inc. in an amount not to exceed $19,962 for additional construction engineering support for the Glens Path Phase 2 and Phase 3 Project.

BACKGROUND
The Glens Path Phase 2 and Phase 3 Project will construct a new 4-5’ wide continuous multi-use path from Canada Road to Ridge Court. The two phases are being constructed together as one construction contract.

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

A map showing the location of the multi-use path by project phase is shown in Attachment 2.

On January 17, 2023, the Town Council approved the project plans and specifications and amended the design contract with Harrison Engineering Inc. (HEI) to include additional design and construction engineering services for $29,300, bringing HEI’s total contract amount to $182,800.

On February 28, 2023, the Town Council authorized the Town Manager to execute a construction contract with Andreini Brothers for the project in an amount not to exceed $1,115,303, which includes $100,000 for construction contingency.

DISCUSSION
Construction of the project began in June 2023 and is ongoing, with completion anticipated by October 2023. Construction has Item 12 Page 1 Town Council Meeting July 25, 2023
been proceeding well thus far. The contractor has substantially completed the portion of the path from Canada Road to Toyon Court and will be proceeding eastward from there.

During the first several weeks of project construction, staff and the Town’s contractor Andreini have required additional support from HEI beyond the previously authorized scope of work.

The additional support included development of concept plans for contemplated and executed change orders, meetings with utility providers to discuss utility conflicts/relocations to
accommodate the Town’s project, and changes associated with the frontage of specific properties along the route. A detailed list of the additional services is provided in the attached proposal from HEI.

At staff’s request, HEI’s proposal includes the services already performed and the services the Town estimates will be necessary to complete the project. The total cost of the additional services, which would be approved in the form of a contract amendment to HEI’s project design contract, is $19,962. The amendment would bring the total contract amount for all services including project design, bidding, and construction engineering support to $202,762. Staff has carefully reviewed the proposal and finds it to be accurate and reasonable for the services rendered.

The amended contract amount for HEI of $202,762 compared to the total estimated construction cost of 1,115,303, is 18%, which staff believes is consistent with a project of this size and complexity. Staff recommends the amendment be approved to provide the project with the additional support needed to successfully complete the project.

CONCLUSION
The recommended action will fund the necessary additional construction engineering support required to complete the Glens Path Phase 2 and Phase 3 Improvement Project.

ATTACHMENTS

1. Resolution

2. Project Location Map

3. Proposal – Harrison Engineering Inc for Construction Engineering Services
Item 12 Page 2 Town Council Meeting July 25, 2023
RESOLUTION NO. 2023 –

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE AUTHORIZING

THE TOWN MANAGER TO EXECUTE A CONTRACT AMENDMENT WITH HARRISON ENGINEERING INC. FOR $19,962 FOR ADDITIONAL CONSTRUCTION ENGINEERING SUPPORT FOR THE GLENS PATH PHASE 2 AND PHASE 3 PROJECT
WHEREAS, the Glens Path Phase 2 and Phase 3 Project will construct a new 4-5’ wide continuous multi-use path from Canada Road to Ridge Court; and
WHEREAS, the completion of the two phases along with the already-completed Phase 1 project on Hillside Drive from Alta Mesa to Glenwood Avenue, will complete a multi-phase project to provide a continuous path along Glenwood Avenue/Hillside Drive, the main thoroughfare in the Glens neighborhood, from Canada Road to Alta Mesa Road; and
WHEREAS, on January 17, 2023, the Town Council approved the project plans and specifications and amended the design contract with Harrison Engineering Inc. (HEI) to include additional design and construction engineering services for a total of $29,300, bringing HEI’s total contract amount to $182,800; and
WHEREAS, on February 28, 2023, the Town Council authorized the Town Manager to execute a construction contract with Andreini Brothers for project construction in an amount not to exceed $1,115,303, which includes $100,000 for construction contingency; and
WHEREAS, during the first several weeks of project
construction, staff and the Town’s contractor Andreini have required substantial additional support from HEI beyond the previously authorized scope of work including development of concept plans for contemplated and executed change orders, meetings with utility providers to discuss utility conflicts/relocations to accommodate the Town’s project, and changes associated with the frontage of specific properties along the route; and
WHEREAS, at staff’s request, HEI submitted a proposal in the amount of $19,962 for the additional services noted above as well as those necessary to successfully complete the project; and WHEREAS, staff believes HEI’s proposal is reasonable and consistent with a project of this size and complexity and recommends it be approved in the form of an amendment to HEI’s design contract for this project.
* * * * * * *
Item 12 Page 3 Town Council Meeting July 25, 2023

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that the Town Manager is authorized to execute a contract amendment with Harrison Engineering, Inc. for $19,962 for additional construction engineering support for the Glens Path Phase 2 and Phase 3 project, bringing the total contract amount to $202,762.

Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 25th of July, 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 12 Page 4 Town Council Meeting July 25, 2023
Item 12 Page 5 Town Council Meeting July 25, 2023

Harrison Engineering Inc.
1987 Bonifacio Street  Concord, CA 94520
PH: (925) 691-0450  www.Harrison-Engineering.com
The Glens Path Phases 2 & 3
Amendment No. 3 Page | 1
Mr. Sean Rose, PE July 20, 2023
Public Works Director/Town Engineer
The Town of Woodside
2955 Woodside Road
Woodside, CA 94062
RE: The Glens Path Project - Amendment No. 3
Dear Sean,
Harrison Engineering Inc. (HEI) is submitting this contract amendment request No. 3 for increased scope of Construction Support Services for Phases 2 and 3 of the pedestrian path enhancements on Glenwood Avenue.

The additional services provided that have necessitated the need for this amendment include the following:

1. Phase 2:Development of a concept plan for a new Cross Walk of Glenwood Avenue at Toyon Ct/Hillside Drive Intersection.

2. Phase 2/3: Meeting with PG&E and Cal Water to discuss identified utility conflicts.

3. Phase 2: Mapping of actual PG&E Gas Line alignment.

4. Phase 2: Meeting with Mr. and Mrs. Couch to discuss impacts to new driveway and prepare design detail to modify the driveway for conformity to ADA and project design.

5. Phase 2/3: Excessive number of reviews of subcontractor submittals was required to ensure conformance with the Plans and Specifications.

6. Phase 2/3: Separate job walks with the Town Engineer and Assistant Town Engineer.

7. Phase 2: Conceptual roadway realignment and right of way research related to the Pugh property.

8. Phase 2/3: Multiple path surfacing changes between asphalt concrete and quarry fines.

9. Preparation of a change order plan for Phase 1 to replace quarry fines with asphalt concrete surfacing.

10. Phase 3: Prepared change order details for blind connection of storm drain intersection at Pugh property.

In order to minimize contractor delays, HEI provided support services beyond the budget previously allocated, those overruns are estimated to be $14,688. This estimated amount includes item 3 (above), which is currently underway. In order to continue providing services, we estimate that 18 hours of Senior Project Manager time will extend the total to $19,962.00; which is the minimum amount we recommend approving for this supplemental authorization.

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

Sincerely,
HARRISON ENGINEERING INC.

Randell T. Harrison, PE
President
Enclosure: HEI Rate Schedule for 2023
Item 12 Page 6 Town Council Meeting July 25, 2023

The Glens Path Phase 2 & 3
Amendment No. 3 Page | 2
Harrison Engineering Inc.
2023 Charge Rate Schedule
Effective January 1 through December 31, 2023
Hourly Charge Rates
Position/Title Hourly Rate
Principal/Senior Project Manager II $293.00
Senior Project Manager I $257.00
Project Manager II $227.00
Project Manager I $215.00
Senior Project Engineer II $209.00
Senior Project Engineer I $197.00
Construction Inspector $170.00
Project Engineer II $179.00
Project Engineer I $161.48
Senior Design Engineer II $149.50
Senior Design Engineer I $137.50
Design Engineer II $125.60
Design Engineer I $113.60
Design Technician II $101.60
Design Technician I $89.70
Administrative $92.00

Other Expenses
Automobile Mileage $0.60 per mile
Plotting
Monochrome Drawings (Bond or Vellum) $1.50 per square foot Color Plots $5.00 per square foot
Plots on Mylar $5.00 per square foot
Subconsultant Fees Cost plus 10%
Reimbursable Costs (Printing, Copying, Parking, Cost plus 10% Mail/Shipping, Film/Developing, etc.)
Note: Rates are subject to an increase based on SF Bay Area Consumer Price Index, published annually in November.

Item 12 Page 7 Town Council Meeting July 25, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 13
From: Sean Rose, Town Engineer July 25, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION (1) APPROVING THE PLANS AND SPECIFICATIONS FOR

THE KINGS MOUNTAIN ROAD/WOODSIDE ROAD CROSSWALK PROJECT, (2) AUTHORIZING BIDDING OF THE PROJECT FOR CONSTRUCTION, AND (3) AUTHORIZING THE TOWN MANAGER TO EXECUTE A

CONSTRUCTION CONTRACT FOR THE PROJECT IN AN AMOUNT NOT TO EXCEED $140,000, WHICH INCLUDES $20,000 FOR CONSTRUCTION

CONTINGENCY

RECOMMENDATION
It is recommended that the Town Council approve the plans and specifications for the Kings Mountain Road/Woodside Road Crosswalk Project, authorize bidding the project for
construction, and authorize the Town Manager to execute a construction contract for the project in an amount not to exceed $140,000, which includes $20,000 for construction contingency.

BACKGROUND AND DISCUSSION
There are existing Town pedestrian/equestrian trails along the west side of Kings Mountain Road and the south side of Woodside Road. Currently there are no marked crosswalks at the Kings Mountain Road/Woodside Road intersection that connect the two trail segments. The location of the intersection is shown in Attachment 2.

The installation of a crosswalk at the intersection enjoys broad support from the Town’s Circulation and Trails Committees. In 2022, both Committees passed unanimous motions in favor of the installation. In prior years, PTA representatives and parents from Woodside Elementary School have requested a crosswalk at the intersection.

In 2021, staff began working with traffic consultant Parisi and Associates on a concept design for the crosswalk. The concept design was reviewed with the Circulation and Trails Committees and their input was incorporated into the design.

Staff proposed adding a project to complete the design and construct the crosswalk to the Town’s updated FY24-28 Capital Improvement Program (CIP). The Town Council adopted the updated CIP on June 27, 2023.

Item 13 Page 1 Town Council Meeting July 25, 2023
The design is now complete. The project will provide marked, high visibility crosswalks at the intersection, across both Kings Mountain Road and Woodside Road. Specific design elements include curb ramps at the ends of each crosswalk, high
visibility signage and striping, and push-button controlled flashing beacons for the Woodside Road crosswalk. An advance flashing beacon for eastbound traffic will be provided
approximately 325’ west of the intersection to address limited sightlines caused by vehicles approaching the intersection uphill and around a curve. The attached Pavement Delineation and Signage Plan (Attachment 3) shows the improvements to be constructed.

The project is funded in the adopted CIP with $120,000 from Measure A funds in FY23-24. The current engineers estimate, including contingency, is $126,000. Staff is requesting preauthorization of up to $140,000 for construction in advance of project bid. Adequate funding exists in the Measure A fund for the requested amount.

If the recommended actions are approved, staff would plan to bid the project in late summer 2023 and anticipates that project construction would be completed in late 2023/early 2024.

CONCLUSION
The recommended actions will approve the design of the Kings Mountain Road/Woodside Road Crosswalk Project and allow the project to proceed into construction.

ATTACHMENTS

1. Resolution

2. Project Location Map

3. Pavement Delineation and Signage Plan

4. Project Plans (available in the office of the Town
Engineer)
Item 13 Page 2 Town Council Meeting July 25, 2023
RESOLUTION NO. 2023 –
RESOLUTION (1) APPROVING THE PLANS AND SPECIFICATIONS FOR THE KINGS MOUNTAIN ROAD/WOODSIDE ROAD CROSSWALK PROJECT, (2) AUTHORIZING BIDDING OF THE PROJECT FOR CONSTRUCTION, AND (3)

AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONSTRUCTION CONTRACT FOR THE PROJECT IN AN AMOUNT NOT TO EXCEED $140,000, WHICH INCLUDES $20,000 FOR CONSTRUCTION CONTINGENCY
WHEREAS, there are existing Town pedestrian/equestrian trails along the west side of Kings Mountain Road and the south side of Woodside Road and there are no marked crosswalks at the Kings Mountain Road/Woodside Road intersection that connect the two trail segments; and
WHEREAS, the installation of a crosswalk at the intersection enjoys broad support from the Town’s Circulation and Trails Committees and PTA representatives and parents from Woodside Elementary School have requested a crosswalk at the intersection; and
WHEREAS, in 2021, staff began working with traffic consultant Parisi and Associates on a concept design for the crosswalk and the concept design was reviewed with the Circulation and Trails Committees and their input was incorporated into the design; and WHEREAS, staff proposed adding a project to complete the design and construct the crosswalk to the Town’s updated FY24-28 Capital Improvement Program (CIP)and the Town Council adopted the updated CIP on June 27, 2023; and
WHEREAS, the project will provide marked, high visibility crosswalks at the intersection, across both Kings Mountain Road and Woodside Road; and
WHEREAS, staff is requesting pre-authorization of up to $140,000 for construction in advance of project bid and adequate funding exists in the Measure A fund for the requested amount; and
WHEREAS, if the recommended actions are approved, staff would plan to bid the project in late summer 2023 and anticipates that project construction would be completed in late 2023/early 2024.

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that it (1) approves the plans and specifications for the Kings Mountain Road/Woodside Road Crosswalk Project, (2) authorizes bidding the project for construction, and (3) authorizes the Town Manager to execute a construction contract for the project in an amount not to exceed $140,000, which includes $20,000 for construction contingency.
* * * * * * *
Item 13 Page 3 Town Council Meeting July 25, 2023
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 25th of July, 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 13 Page 4 Town Council Meeting July 25, 2023
Item 13 Page 5 Town Council Meeting July 25, 2023
OF
REVISIONS 05/23/2023

KINGS MOUNTAIN ROAD AT WOODSIDE ROAD
13025
Know what'sbelow. Callbefore you dig. R
TOWN OF WOODSIDE 800 Bancroft Way, Ste 203
Berkeley, CA 94710
(510) 343-6400 0 10' 20'
PAVEMENT DELINEATION AND SIGNAGE PLAN 5
L-2 8
1" = 10'
Item 13 Page 6 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 1

TOWN OF WOODSIDE

TOWN COUNCIL
Meeting Date: July 25, 2023 Agenda Item: A
Prepared by: Sage Schaan, Planning Director
Reviewed by: Kai Ruess, Deputy Town Attorney
Approved by: Kevin Bryant, Town Manager
TITLE: APPL2023-0003 – Town Council review of an Appeal (APPL2023-0003) of the Planning Commission’s approval of Resolution No. 2023-002, completing the required oneyear review of Conditional Use Permit (CUSE2019-0001) and finding that the permittee, Menlo Country Club, complied with the Operational Conditions of Approval during the first year following the completion of the project.

Property Information
Address: 2300 Woodside Road
APN: 069-161-020, 069-161-050, 069-161-060, and 069-162-020 (069-150-170 is an off-site drainage parcel)
Property Owner: Menlo Country Club (MCC)
Project: Clubhouse & Fitness Facility
Zoning District: SCP-10 (Special Conservation Planning – 10 Acre minimum) General Plan Designation: OS (Open Space) & Medium Intensity Recreational Use Lot Area: 141.03 acres (gross)
137.08 acres (net)

EXECUTIVE SUMMARY
On April 5, 2023, the Planning Commission completed the one-year review of the Operational Conditions of Approval for the Menlo Country Club (MCC) Conditional Use Permit (CUP) (CUSE2019-0001). During Planning Commission review of the CUP operational conditions, adjacent neighbors expressed concerns with the noise associated with MCC’s activities and events located at the pool area.

After review of all testimony and evidence provided, the Planning Commission found MCC compliant with the operational conditions with the requirement that MCC remove the unpermitted electrical outlets, switches, etc., at the shade structure located on the lawn that is adjacent to, and south of the fitness building (Attachment D, PC Resolution).

The owner of 145 Sheridan Way filed a timely appeal of the Planning Commission’s action detailing how MCC does not comply with the operational conditions outlined in the CUP (Attachment B, Appeal).

Item A Page 1 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 2 The Town Council shall review all testimony and evidence provided related to the Planning Commission action on the CUP review and the appeal of the Commission’s action prior to a final determination.

RECOMMENDATION
Based on Planning Commission Resolution No. 2023-002, staff recommends that the Town Council deny the appeal and uphold the Planning Commission’s decision, finding MCC in compliance with the CUP operational conditions after one year of project completion, with the requirement that the MCC removes the unpermitted electrical improvements at/serving the permitted shade structure (Permit No. BLDG2021-0019) located on the lawn, south of the swimming pool; with the expressed intent that electrical equipment should not be used at the location of the shade structure (Attachment A, draft TC Resolution).

BACKGROUND
On June 5, 2019, the Planning Commission considered and approved the Design Review application, Grading Exception, and Conditional Use Permit (CUP) for a proposal to demolish the existing Clubhouse, golf shop, cart storage building, and pool building; and construct a new twostory Clubhouse, two-story fitness facility, pergola, new parking and access areas, retaining walls, and other associated site improvements at MCC.

After the Planning Commission’s approval of the CUP, two appeals were filed. Appellant Burow, the owner of 135 Sheridan Way, filed his appeal on June 14, 2019. Appellants Mendelson/Greenwood, the owners of 145 Sheridan Way, filed their appeal on June 15, 2019.

On August 6, 2019, the Town Council considered both appeals. The Town Council added Operational Conditions of Approval for the CUP, while upholding the Planning Commission’s decision to approve the CUP and associated development entitlements (Attachment F.VI.B, Town Council Resolution of CUP Approval).

The list of Operational Conditions approved by Town Council Resolution No. 2019-7305 as follows:

II. Operational Conditions:

1. The property owner shall make the annual event calendar accessible to all neighbors within 300 feet of the property boundary no later than January 1st of each year. Updates and revisions to this calendar shall also be made accessible to all neighbors within 300 feet of the property boundary. The contact name and number of a property owner representative shall also be made available to ensure that surrounding neighbors can report emergency and nuisance issues for resolution.

2. The use of airhorns, fireworks, discharge of firearms, and unsupervised use of amplified sound equipment on site is prohibited. The use of an electronic starter “beeper” is allowed to be used at the five annual swim meets.

3. Operational hours for powered equipment (e.g., mowers, blowers, etc.), at and around the Fitness Center and cottages is limited to Monday through Friday, between 9:00 A.M. to 5:30 P.M., and Saturday 9:00 A.M. to 1:00P.M. No powered equipment in these areas are allowed on Sundays.

Item A Page 2 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 3

4. Amplified sound shall not exceed 65dB Leq(h)/85dB Lmax for the 25 annual events at the Fitness Facility, measured at the nearest adjacent residential property line. The property owner shall monitor the sound generation of the 25 events with amplified sound at the Fitness Facility for the first 12 months of operation.

5. Outdoor amplified sound events (not including ambient “background” music) at the Pool/Fitness Facility shall cease at 10 PM.

6. Outdoor amplified sound events (not including ambient “background” music) at the Clubhouse or on the Menlo Country Club grounds shall cease at 11:00 PM.

7. Activity at the pool between November and April shall be limited to recreational swimming, lap swimming and swim lessons; with no swim meets.

8. Planning Commission review to assess compliance with the Operational Conditions shall occur one year after date of occupancy.

9. The pool may be open seven days a week, 365 days a year.

10. Food and beverage service may take place at the pool from May through October, 11:00 A.M. to 7:30 P.M. Sunday through Thursday and 11:00 A.M. through 9:30 P.M. Fridays and Saturdays.

11. Menlo Country Club may have up to 480 individual memberships (with privileges for spouse, and children up to 27 years of age).

12. Menlo Country Club may have up to 250 special events per year (30 events for the membership; 220 private events sponsored by members). The largest event at the Clubhouse is usually the Christmas party which attracts approximately 350 people. BBQs on Friday nights at the pool during the warm season (5:30 to 9:30 P.M.) with 100-150 people in attendance. The largest BBQ is on Memorial Day which attracts approximately 350 people.

13. A maximum of 25 events with amplified sound may be held at the Fitness Facility, pool and pool patio per year; with no more than one such event per week.

14. The Clubhouse may operate from 9:00 A.M. to 8:00 P.M. Monday through Wednesday and 9:00 A.M. to 10:00 P.M. Thursday through Sunday.

15. The Fitness Center may operate from 6:00 A.M. to 7:30 P.M. Monday through Wednesday, 6:00 A.M. to 8:30 P.M. Thursday and Sunday, and 6:00 A.M. to 9:30 P.M. Friday and Saturday.

After completion of the public hearing process, minor adjustments are sometimes made during construction. These adjustments can include, but not be limited to, additional landscape features and structures, such as the shade structure on the lawn located south of the Fitness/Pool building.

The previous Planning Director determined that the open-sided shade structure with a retractable fabric roof, located on a lawn south of the swimming pool in an area that allows for recreational use by the Menlo Country Club, did not require further public hearing review. Based on this direction, the applicant obtained the required construction permits to install the shade structure (Building Permit No. BLDG 2021-0019). The plans approved for the shade structure did not include any lighting or electrical outlets/switches.

MCC’s first year under the amended CUP ended on October 28, 2022. As required by Operational Condition II.8 in the approved CUP, the Planning Commission initiated its one-year review of MCC’s compliance with the CUP’s Operational Conditions at its meeting on November 9, 2022.

At the conclusion of that hearing, the Planning Commission continued the item with direction that Town staff and MCC provide additional information necessary for the Planning Commission to Item A Page 3 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 4 determine compliance. That meeting was scheduled for February 15, 2023, but was again continued to allow MCC to fix a malfunctioning roof-mounted exhaust fan at the property. The Planning Commission continued its review to April 5, 2023. The staff report and attachments from the April 5, 2023, meeting are attached as Attachment F. The minutes from the April 5, 2023 meeting are attached as Attachment E.

After conducting its review, the Planning Commission approved Resolution No. 2023-002 (Attachment D), finding that MCC had complied with the Operational Conditions of Approval, but that MCC needed to remove unpermitted electrical improvements at or serving the shade structure to be in full compliance because the approved plans for the structure did not allow for the installation of electrical outlets or lights. During its discussion that ultimately led to the inclusion of the requirement to remove the electrical improvements from the shade structure, the Planning Commission reasoned that the installation of the outlets on the structure were an unanticipated intensification of use (i.e. allowed for lighted nighttime activities, use of popcorn machines, etc.).

To date, MCC has not removed the electrical outlets at the shade structure. In MCC’s response to the Appeal, it indicated that it intends to apply for a permit to legalize the electrical service to the structure but, “[i]f the permit cannot be approved for whatever reason, then MCC will promptly remove the unpermitted electrical equipment.” (Attachment C). If the Council upholds the Planning Commission’s finding that the electrical outlet(s) must be removed in order to be in compliance with the CUP’s Operational Conditions, staff with work with MCC to ensure they are removed. If MCC does not comply, the outlet(s) would become the subject of a code enforcement action.

SUMMARY OF APPEAL
On April 17, 2023, the Town received an appeal of the Planning Commission’s decision regarding MCC’s compliance with the Operational Conditions of the CUP. The Appeal was filed by Deborah Mendelson, the owner of 145 Sheridan Way. While this report summarizes the three primary reasons for the appeal, the entire Appeal in Attachment B shall be considered.

The Appeal asserts that the Planning Commission erred in approving Resolution 2023-002 on April 5, 2023, for three reasons:
1) The Appeal argues that MCC erected the shade structure, which it refers to as a “20’x45’ pavilion,” that had not been included in the original plans that were considered by the Planning Commission and Town Council in 2019 and seeks to have additional operational conditions imposed to restrict the uses of the shade structure.
2) The Appeal asserts that Town staff inaccurately interpreted the meaning of “event” for purposes of determining whether MCC had complied with the Operational Conditions that limit the number of annual events allowed.
3) The Appeal requests that the Town “find a better resolve to the noise issue,” and suggests prohibiting amplified sound at the pool area.

DECISION BY PLANNING COMMISSION ON APPEAL
On April 5, 2023, the Planning Commission reviewed MCC’s compliance with the Operational Conditions in its CUP in response to Operational Condition II.8, which the Town Council inserted Item A Page 4 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 5 into the CUP after the 2019 appeal hearing. That Operational Condition directed the Planning Commission to “review to assess compliance with the Operational Conditions” (emphasis added) one year after occupancy in the new buildings. Therefore, the question before the Planning Commission during its review was whether MCC had complied with Operational Conditions 1 through 15, as amended by the Town Council during the 2019 appeal hearing. The Planning Commission was not asked, nor did it have the authority, to assess the efficacy of the Operational Conditions, to assess MCC’s compliance with other aspects of the CUP, or to amend/create additional conditions of approval to be included in the CUP.

ISSUES RAISED BY THE APPEAL
Item 1: Shade Structure
Appellant’s Argument
Appellant contends that the shade structure was not a minor adjustment, was never discussed publicly prior to construction, and should not have been authorized by the Planning Director.

MCC’s Response
Appellant’s objections to the shade structure are outside the scope of the appeal for three reasons.

First, the appeal is limited to reviewing compliance with the CUP’s 15 Operational Conditions, none of which address or regulate the structure. Second, the structure was permitted with a Building Permit and is subject to its conditions of approval (See Building Permit No. 2021-0019).

Third, Appellant had the opportunity to challenge staff’s approval per WMC 153.971(a) and 2022 California Building Code 51.8.8.1 and failed to do so.

Staff’s Response
The shade structure is an open-air structure with a retractable canvas cover, which is located on the southern edge of the lawn adjacent to the pool/fitness buildings. This area of the property is near the property line shared with the Appellant. In MCC’s initial submittal for the CUP amendment in 2019, this area was proposed to include a firepit, which was removed from the approved plans due to concerns over impacts that use would have on adjacent neighbors.

Ultimately, the plans included with the CUP approved by the Planning Commission and upheld by the Town Council on appeal showed that area in question to be an extension of the previously existing lawn. As noted earlier in this staff report, subsequent to the Council’s action on the CUP, MCC applied for and obtained a building permit to install a shade structure in this area. The shade structure was constructed but, as currently configured, it does not comply with the approved plans because it contains electrical outlets that were not authorized by the approved plans.

The Appeal asserts that, because the structure in question was characterized as a “shade structure” and because MCC’s representative indicated during that Planning Commission meeting on April 5, 2023, that the structure was constructed “to allow children to lay on towels in the shade,” the Planning Commission should have taken action on April 5, 2023, to restrict use of the shade structure by prohibiting dining/food service, meetings, barbequing, or other uses that require electricity.

However, as discussed above and as articulated several times during the April 5, 2023, Planning Commission meeting, the Commission’s task was limited to determining whether MCC had complied with the existing Operational Conditions under the CUP. Those Operational Conditions Item A Page 5 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 6 set restrictions on the hours during which powered equipment may be used at and around the Fitness Center (Condition II.3), the allowable decibel level for events using amplified sound at the Fitness Center (Condition II.4), the time at which events with amplified sound at the Fitness Center must end (Condition II.5), the time at which food and beverage service may occur at the pool (Condition II.9), the total number of events that may occur annually at MCC (Condition II.12), the maximum number of events with amplified sound that can occur annually at the Fitness Center, pool, and pool patio (Condition II.13), and the operational hours of the Fitness Center (Condition II.15). These Operational Conditions apply to the lawn area, and therefore the shade structure, as part of the Fitness center/pool area. However, there are no Operational Conditions that prescribe specific operational uses for the lawn area.

The Planning Commission determined that MCC would be in compliance with the above list of Operational Conditions, provided that the unpermitted electrical improvements on the structure be removed. As the Planning Commission discussed, the rationale for including this as a condition to its finding that MCC had otherwise complied with the Operational Conditions was that the existence of electrical outlet(s) on the structure potentially had the effect of changing the nature of the uses at the Fitness center/pool area that were assumed at the time the Operational Conditions were created. In order to find that MCC had complied with the Operational Conditions, the Planning Commission required MCC to remove the electrical improvements at the shade structure so that its uses would be confined to those that would have been foreseeable at the time it was approved.

Although the existence of the shade structure was discussed during the Planning Commission review of the CUP, the Planning Commission took no action with respect to its inclusion in the project because this was not part of the review of MCC’s compliance with the Operational Conditions. Additionally, although the Appeal seeks new operational conditions to restrict the uses allowed at the shade structure, the Planning Commission was not in a position to create any new operational conditions even if it was inclined to do so. For these reasons, there was no action taken by the Planning Commission, and therefore no action on appeal, with respect to the inclusion of the shade structure in the permitted plans or the lack of additional operational conditions specific to the shade structure. Instead, the only issue specific to the shade structure that is now on appeal is the Planning Commission’s finding that the electrical improvements installed on or serving the shade structure must be removed as a condition to its finding that MCC complied with the Operational Conditions in its CUP.

Item 2: Definition of “Event” and Use of the Pool/Fitness Center Area Under the Operational Conditions
Appellant’s Argument
Historically “events” were related to swimming or family barbeques. In the past ten years, if there was a gathering at the pool area, regardless of the number of attendees, it was an “event.” Barbeques should also be limited to the paved area adjacent to the Fitness center/pool and be prohibited on the lawn.

MCC’s Response
MCC has distributed and posted its annual event calendar as required by the CUP. Per Operational Condition 12, MCC may host up to 250 special events per year. As shown on the event calendar, Item A Page 6 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 7 MCC hosted 82 events in 2022 and 23 in 2023. Operational Condition 9 specifies that the pool may be open seven days per week, 365 days per year. Not every gathering at the pool is a special event as shown by Operational Condition 12’s examples of special events (i.e., Christmas parties, barbeques on Friday nights at the pool with 100-150 people in attendance, and the Memorial Day Barbeque that attracts approximately 350 attendees). In regard to barbeques, Operational Condition 12 specifically references barbeques as a permitted use. There are no restrictions on where barbeques are to occur.

Staff’s Response
The Appeal asserts that Town staff incorrectly interpreted the term “event,” as it is used in the CUP. The Operational Conditions require MCC to create an annual event calendar for the benefit of adjacent neighbors (Condition II.1) and limit MCC to 250 “special events” per year (Condition II.12). The Operational Conditions also limit MCC to only 25 events with amplified sound at the Fitness center/pool per year (Condition II.13), prohibit sound at those events to exceed 65dB Leq(h)/85dB Lmax at the property line (Condition II.4), and require amplified sound events to end by 10:00 P.M. (Condition II.5).

After the CUP was issued, Town staff and MCC discussed the Operational Conditions and MCC’s responsibility to provide its neighbors with notice of all “events” through its annual event calendar (Attachment F.I). MCC expressed concern that, because the fitness center/pool area were natural gathering spaces with allowed food and beverage service, it was not clear at what point its normal operations might be seen as an “event.” Ultimately, Town staff directed that all instances where amplified sound is to be used should be considered an “event” and must be included on the annual calendar. Town staff also directed MCC that any scheduled functions with 50 or more attendees should also be considered an “event” to be included on the annual calendar and counted against the total number of events allowed to occur per year. MCC complied with that direction.

Finally, the Operational Conditions do not limit barbequing to the patio adjacent to the fitness center/pool building.

The issue on appeal is whether Town staff correctly implemented and MCC complied with the Operational Conditions requiring notice and restricting the number and type of “events” at the Fitness center/pool area. The Planning Commission approved the staff’s definition of an “event” as any function where amplified sound is used, and/or when there are 50 or more attendees.

Item 3: Adequacy of Operational Conditions Related to Noise Appellant’s Argument
Appellant contends that the Town should take additional steps to control noise coming from MCC.

The Appeal indicates that the Appellant has been uniquely affected by an increase in noise, due to the removal of sound screening trees and intensified use near the property line. The Appeal references a sound study conducted at MCC prior to construction of the project, which found that the project would result in a 10dB increase at the Appellant’s home, which is “double the volume.” Appellant requests that the Town prohibit all amplified sound at the pool area.

MCC’s Response
Operational Condition 4 limits amplified sound events to 65dB Leq(h)/85dB Lmax measured at Item A Page 7 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 8 the nearest adjacent residential property line for the 25 annual events at the fitness center. MCC was required to monitor its noise generated for the first 12 months of operating. MCC complied with this requirement. Appellant’s complaint regarding a malfunctioning roof exhaust fan have been addressed and the Operational Conditions do not restrict the use of pool equipment.

Staff’s Response
The CUP’s Operational Conditions address sound coming from the pool area in several ways.

They limit the number of events at which amplified sound may be used (Condition II.13), require that use of amplified sound be supervised (Condition II.2), prohibit amplified sound exceeding 65dB Leq(h)/85dB Lmax at the property line (Condition II.4), and require amplified sound to cease at 10:00 P.M. (Condition II.5). The Operational conditions also indirectly seek to address sound impacts by limiting the times at which powered equipment can be used (Condition II.3), setting operational hours for the Fitness Center (Condition II.15), restricting the times at which food and beverage service may occur at the pool (Condition II.10), and prohibiting the use of other specific noise-creating items (Condition II.2).

The Appeal indicates that these Operational Conditions related to controlling noise are not adequate, and that new Operational Conditions related to noise should be imposed. However, the Planning Commission was tasked only with assessing MCC’s compliance with the Operational Conditions imposed by the CUP. The Planning Commission determined that MCC had complied with the Operational Conditions related to noise mitigation.

APPEALS – STANDARD OF REVIEW
Per Woodside Municipal Code §153.974(b), the Town Council hears appeals “de novo”.

A de novo appeal differs from an “on the record” appeal during which the Planning Commission’s decision and findings would be entitled to a presumption of correctness. In a de novo appeal this presumption of correctness does not apply. The Council considers the appeal “as if no decision previously had been rendered.” Freeman v. DirecTV, Inc., 457, F.3d 1001, 1004 (9th Cir. 2006).

The Council’s review is entirely independent of the determination made by the Planning Commission, and the Planning Commission’s determination is afforded no deference on appeal.

Barrientos v. Wells Fargo Bank, N.A., 633 F.3d 1186, 1188 (9th Cir. 2011).

As directed by Woodside Municipal Code §153.974(B), during the hearing, the Town Council should hear from the Appellant, MCC, and members of the public who wish to comment on this matter. New evidence, including public testimony is allowed, but new grounds for appeal cannot be introduced.

Once the Council hears from the Appellant, MCC, and the public, the public hearing should be closed. The Council should then deliberate and determine whether MCC has complied with the 15 Operational Conditions imposed by the Town Council when it approved MCC’s CUP on appeal in 2019. As mentioned previously in this staff report, MCC has a vested right to operate pursuant to its CUP and the only issue before the Town Council is whether MCC has complied with the Operational Conditions during the first year of its operation under the current CUP.

If the Town Council determines that the appeal should be denied, it may adopt the draft Resolution in Attachment A.

Item A Page 8 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 9 If the Town Council determines that the appeal should be granted, direction should be provided to staff to return with a Resolution to approve the appeal detailing the reasoning and conditions.

The Town Council findings and decision on appeal are final and conclusive (WMC §153.974).

ATTACHMENTS
A. Draft Resolution of Upholding Planning Commission Resolution No. ___ B. Appeal filed by Deborah Mendelson, received April 17, 2023 C. Menlo Country Club Appeal Response Letter, June 12, 2023 D. Planning Commission Resolution No. 2023-002, finding MCC in compliance with required Operational Conditions of Approval
E. Planning Commission Minutes, dated April 5, 2023
F. Staff Report and Attachments from the April 5, 2023 Planning Commission Meeting I. CUP Conditions of Approval Monitoring Checklist, dated September 22, 2021 II. Applicant Response to Planning Commission Action Letter, including an invoice III. Planning Commission Action Letter, dated November 14, 2022 IV. Planning Commission Minutes, dated November 9, 2022 (draft) V. Planning Commission Desk Items from November 9, 2022, hearing VI. Planning Commission Staff Report, dated November 9, 2022 A. Draft Resolution (updated for 4-5-23, PC hearing)
B. Town Council Resolution No. 2019-7305 (Decision on Appeal of Approved CUP)
C. Planning Commission Resolution No. 2019-005 (Approval of CUP) D. Aerial Photo showing 145 Sheridan Way and Menlo Country Club E. Menlo Country Club response to the CUP Operational Conditions, received October 14, 2022
F. Emails from owner of 145 Sheridan Way

1. June 17, 2021

2. July 28, 2021

3. August 16, 2021

4. August 30, 2021

5. July 17, 2022
VII. Shade Structure Approved Building Permit Plans (TC Only*) Item A Page 9 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 10 RESOLUTION NO. 2023-___

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE DENYING APPL2023-0003, AN APPEAL OF THE PLANNING
COMMISSION’S APPROVAL OF RESOLUTION 2023-002, COMPLETING THE

REQUIRED ONE YEAR REVIEW OF THE CONDITIONAL USE PERMIT (CUP) FOR THE MENLO COUNTRY CLUB (PERMIT NO. CUSE2019-0001),
LOCATED AT 2300 WOODSIDE ROAD
WHEREAS, Menlo Country Club (“MCC”) obtained Conditional Use Permit CUSE2019- 0001 (“CUP”) in 2019 to demolish its two-story clubhouse, golf shop, cart storage building, and onestory pool bathhouse; and construct a new two-story clubhouse, two-story fitness facility, pergola, new parking and access areas, retaining walls, and other site improvements, at 2300 Woodside Road; WHEREAS, the CUP included 15 Operational Conditions, including Condition II.8, which required the Planning Commission to assess MCC’s compliance with the Operational Conditions one year after the project was completed;
WHEREAS, the project was completed and passed final inspection by the Town of Woodside Building Department on October 28, 2021;
WHEREAS, on November 9, 2022, the Planning Commission reviewed the Operational Conditions and the comments from nearby property owners, and continued the item to obtain additional information from Town staff and MCC;
WHEREAS, on April 5, 2023, the Planning Commission completed the required review of MCC’s compliance with the Operational Conditions during the first year after completion of the project and approved Resolution 2023-002, finding that MCC had complied with the Operational Conditions provided that MCC remove unpermitted electrical improvements at/serving the permitted shade structure located on the lawn south of the swimming pool; WHEREAS, on April 17, 2023, the Town received an Appeal (APPL2023-003) from Deborah Mendelson, owner of 145 Sheridan Way (Appellant), of the Planning Commission’s approval of Resolution No. 2023-002;
WHEREAS, on July 25, 2023, the Town Council conducted a duly noticed public de novo hearing for the Appeal in accordance with Municipal Code Section 153.970, at which oral and written comments and a staff report were presented and reviewed by the Town Council; and, WHEREAS, having heard from Appellant and all interested parties, the Town Council closed the public hearing, deliberated, and now finds that the Planning Commission’s review and determinations made through its Resolution 2023-002 should be upheld.

NOW THEREFORE, BE IT RESOLVED, that the Town Council hereby denies Appeal 2023-003.

PASSED AND ADOPTED, by the Town of Woodside Town Council, on July 25, 2023, by Item A Page 10 Town Council Meeting July 25, 2023
__________________________________________________________________ TC Meeting July 25, 2023 Menlo Country Club Operational Conditions Review Appeal Page 11 the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED: ______________________________
Mayor of the Town of Woodside
ATTEST: _________________________
Clerk of the Town of Woodside
Item A Page 11 Town Council Meeting July 25, 2023

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Item A Page 19 Town Council Meeting July 25, 2023
Sheppard, Mullin, Richter & Hampton LLP
Four Embarcadero Center, 17th Floor
San Francisco, California 94111-4109
415.434.9100 main
415.434.3947 fax
www.sheppardmullin.com
415.774.2976 direct
[email protected]
June 12, 2023
File Number: 15BN-302685

VIA E-MAIL
Town Council
Town of Woodside
2955 Woodside Road
Woodside, California 95062
[email protected]
Jennifer Li
Town Clerk
Town of Woodside
2955 Woodside Road
Woodside, California 95062
[email protected]
Re: Menlo Country Club’s Response to Appeal of Planning Commission Reso. No. 2023-002 Finding Compliance with Operational Conditions of CUP No. CUSE2019-0001 Dear Councilmembers:

This firm represents the Menlo County Club, which has operated in Woodside since 1904.

Over the decades, MCC has periodically updated its facilities to better serve its members and the community, and to comply with new seismic and life/safety requirements. Most recently, in 2019, MCC obtained approvals from the Town to renovate its pool and clubhouse facilities. The approvals required the Planning Commission to review, at one year after completion of the project, whether MCC was complying with its operational conditions. The Planning Commission recently completed that review and found MCC to be in full compliance, with the requirement that it remove certain minor electrical equipment installed on a shade structure.

MCC’s neighbor, who chose to purchase a home next to the country club, has long objected to its operations and opposed its applications to the Town. MCC, as a good neighbor and responsible member of the community, has gone to great lengths to address the neighbor’s concerns. MCC, for example, has voluntarily and at the neighbor’s request done the following:
 Relocated or redesigned certain club facilities—including the fire pit and pool area patio—to reduce impacts on the neighbor’s property;  Eliminated a proposed circular patio at the fitness facility to reduce impacts on the neighbor’s property;
 Removed the existing pool house facing appellant’s property and replaced it with a new fitness facility, which eliminates all lights, windows, doors facing the neighbor’s property and eliminates member access along the property line;  Added a 6-foot tall wooden fence to provide visual and acoustical screening between the pool area and the neighbor’s property;
Item A Page 20 Town Council Meeting July 25, 2023
Woodside Town Council
June 12, 2023

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