Town Council
July 25, 2023

 Removed and replaced the property line fence at MCC’s sole expense;  Provided additional landscaping along the shared property line with the neighbor for enhanced visual and acoustical screening of the club facilities;  Allowed the neighbor to select paint colors and landscaping for club facilities; and  Provided the neighbor with the general manager’s personal cell phone number to call at any time with complaints or concerns.

Despite these efforts and concessions, the neighbor continues to oppose MCC, and has now appealed the Planning Commission’s recent compliance decision.

On appeal, the only issue before you is whether MCC complied with its operational conditions during its first year of operations. As detailed below, and as the Planning Commission has already found, MCC is in full compliance. The appeal, which consists of general complaints and grievances, does not specifically identify any condition which MCC has allegedly violated, nor does it provide any evidence that would support a finding of non-compliance with any condition.

Accordingly, the Town Council should deny the appeal.

I. BACKGROUND
In 2019, MCC submitted applications to demolish its existing two-story clubhouse, golf shop, cart storage building, and one-story pool bathhouse; and to construct a new two-story clubhouse, two-story fitness facility, pergola, parking and access areas, retaining walls, and associated site improvements (the “Project”).

In August 2019, following a lengthy planning and appeal process, the Town Council granted final approvals for the Project, consisting of a Conditional Use Permit (CUSE2019-001), Grading Exception (GRAD2019-0002), and Formal Design Review (ASRB2019-015). (See Reso.

No. 2019-7305.) To address concerns about potential noise and other impacts, the Town Council imposed a condition requiring the Planning Commission to review MCC’s compliance with the CUP’s operational conditions one year after completion of the Project.

Following approval of the Project, MCC separately applied to install a 20-foot by 40-foot shade structure near the outdoor pool area. In April 2021, Town staff administratively approved the shade structure and issued a building permit. (Building Permit No. BLDG2021-0019.) This approval was not appealed.

MCC thereafter completed the approved Project, installed the shade structure, and on October 28, 2021, passed final inspection.

A year later, the Planning Commission commenced the required one-year compliance review. Following public hearings on November 9, 2022, February 15, 2023, and April 5, 2023, the Planning Commission found the Project to be in compliance with the operational conditions, Item A Page 21 Town Council Meeting July 25, 2023
Woodside Town Council
June 12, 2023

with the requirement that MCC remove an unpermitted electrical outlet, switch, and wiring on the shade structure. (Reso. No. 2023-003.)
On April 16, 2023, the neighbor, Deborah Mendelson, appealed the Planning Commission’s compliance decision. (Appeal No. 2023-003.) That appeal is now before the Town Council.

II. SCOPE OF APPEAL
Appellant misunderstands the scope of this appeal. Her written submittal purports to appeal the Planning Commission’s “approval of a Conditional Use Permit” and broadly challenges MCC’s right to have and operate its facilities. To be clear, the Town Council is not re-reviewing its 2019 decision to approve the CUP for the Project, nor is it considering whether MCC should be allowed to operate its facilities. MCC’s land use entitlements are final, vested, and beyond challenge.

Rather, this appeal presents a narrower issue: whether MCC complied with the 15 enumerated operational conditions of the CUP during its first year of operations, from October 28, 2021 through October 28, 2022. (See Operational Condition 8 [“Planning Commission review to assess compliance with the Operational Conditions shall occur one year after date of occupancy.”].) The Planning Commission correctly found MCC in compliance, with the exception of certain minor electrical equipment discussed below. On appeal, the Town Council reviews compliance with the operational conditions de novo.

III. MCC IS IN COMPLIANCE WITH THE OPERATIONAL CONDITIONS OF ITS CUP The appeal does not identify any specific conditions that MCC allegedly violated during its first year of operations, nor does it include any evidence that would support a finding of noncompliance. Rather, the appeal asserts a number of general grievances and unsubstantiated complaints about MCC, its operations, and its proximity to appellant’s property. The complaints focus on special events, noise, and the shade structure. As explained below, MCC is in compliance with the operational conditions related to each of these items, and thus the appeal must be denied.

The appeal does not present issues related to Operational Conditions 2 (airhorns, fireworks, etc.); 3, 5, 6, 9, 10, 14, and 15 (permitted operational hours); 7 (swim meet restriction); and 11 (membership limit). Therefore, these conditions are not discussed further.

A. MCC is in Compliance with Operational Conditions Related to Events Appellant raises a number of concerns about special events at MCC, but she does not specify which operational conditions she believes MCC is violating. As explained below, MCC is compliance with each of the relevant operational conditions, and appellant has not shown any violation. For reference, we provide the text of each relevant condition in italics followed by MCC’s response.

Item A Page 22 Town Council Meeting July 25, 2023
Woodside Town Council
June 12, 2023

Operational Condition 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.

MCC is in compliance with Operational Condition 1. MCC has distributed its annual event calendar, along with updates and revisions, to all neighbors within 300 feet including appellant.

For reference, copies of MCC’s event calendars for 2022 and 2023 are attached as Exhibit A.

The current annual event calendar is also featured prominently on the homepage of MCC’s website, together with contact information for its general manager. (See https://menlocc.com/.) Operational Condition 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.

MCC is in compliance with Operational Condition 12. As reflected in the event calendars, MCC hosted 87 events in 2022, and 23 so far in 2023, well below the limit of 250 special events per year.

Appellant has not offered any evidence that MCC has exceeded its special event limits during the relevant period. She urges that any gathering of people at the club should be considered a special event, but this does not make sense. A core function of the club is for people to gather and socialize, and to use the pool and dining facilities, and these activities are part of the permitted land use. A special event does not occur every time multiple people swim in the pool together, have a conservation on the lawn, or eat together at a table. Rather, as indicated by the operational condition, a “special event” refers to something like a Christmas party, a Friday night or Memorial Day BBQ, or a private event sponsored by a member, such as a wedding.

Appellant complains in particular about activity at the pool and suggests that ordinary use of the pool should be considered a special event or disallowed. That is not correct. MCC’s approvals allow it to have a pool, and in fact, Operational Condition 9 specifies that “the pool may be open seven days a week, 365 days a year.”
Appellant also complains about BBQs held at the club and associated noise, grill smoke, and charcoal lighter fluid. The Operational Conditions, however, do not prohibit or restrict BBQs.

To the contrary, Operational Condition 12 expressly acknowledges that BBQs are one type of permitted special event by referencing the club’s Memorial Day and summertime BBQs. We also Item A Page 23 Town Council Meeting July 25, 2023
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June 12, 2023

note that other property owners throughout Woodside commonly use charcoal BBQs and lighter fluid during the summer months.

Even though not required by the operational conditions, in an effort to satisfy appellant and to help define what constitutes a “special event,” MCC agreed with planning staff to treat any gathering of more than 50 people as a special event. Appellant contends this was improper, but staff’s interpretation of the condition is reasonable and entitled to deference, and if anything it results in a conservative approach to counting special events.

Operational Condition 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.

MCC is in compliance with Operational Condition 13. MCC hosted five events with amplified sound in 2021, six in 2022, and none so far in 2023. MCC has not hosted more than one such event per week. Once again, appellant has not offered any evidence that MCC has exceeded its special events limit.

B. MCC is in Compliance with Operational Conditions Related to Noise Appellant makes a number of complaints about noise at MCC, but once again, she does not identify any specific conditions that MCC is allegedly violating, nor does she substantiate her complaints with evidence. The gist of the appeal is not that MCC is violating its operational conditions, but rather that appellant objects to the ordinary, permissible noise from MCC’s operations. As detailed below, MCC has voluntarily implemented measures to reduce its operational noise and to respond to appellant’s concerns, and MCC is in full compliance with the relevant operational condition.

Operational Condition 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.

MCC is compliance with Operational Condition 4. MCC has conducted its own noise monitoring during every event with amplified sound. In addition, even though not required by the condition, MCC has conducted noise monitoring during events without amplified sound and during certain routine operations, to ensure that the club is not having noise impacts on its neighbors.

The noise measurements were taken at the residential property line using a professional sound meter (EnnoLogic eS528L Decibel Meter). The resulting noise monitoring data is attached as Exhibit B.
1 The data shows that all events were within the approved noise limits. Appellant does 1 Note that this data includes special events with amplified sound as required by the condition, plus certain special events without amplified sound and certain routine operations that were not classified as special events.

Item A Page 24 Town Council Meeting July 25, 2023
Woodside Town Council
June 12, 2023

not submit any evidence to the contrary. At the Planning Commission’s request, MCC has also placed a marker at the location where it takes noise measurements, so that this location can be identified by the Town on future site visits.

Appellant also raises two additional noise issues that do not implicate the operational conditions. Although these issues are beyond the scope of this appeal, we address them anyway for the Town Council’s information.

First, appellant complains about equipment noise from a “malfunctioning roof exhaust.” This issue, however, never affected appellant and was quickly resolved. During a site visit, MCC and Town staff discovered a low hum emanating from the rooftop equipment. This noise was not audible at the neighbor’s property line. Nevertheless, MCC promptly retained a qualified consultant to investigate. The consultant discovered that the noise was the result of a defective blade in a bathroom exhaust fan, and MCC immediately directed the consultant to replace the entire fan system. This is documented in the report from Paragon Mechanical, Inc. submitted to the Planning Commission.

Second, appellant complains about “pool-equipment noise.” The operational conditions do not restrict use of pool equipment, and there is no evidence of the exaggerated noise impacts claimed by appellant. Additionally, the pool equipment building did not move as part of the Project; it remains in the same location it has been for decades, near the lower parking lot and well away from appellant’s property line and house. Thus, in addition to being unfounded, this issue is not even related to the 2019 CUP. We also note that other pool owners in Woodside use similar equipment without issue.

C. The Shade Structure and Electrical Outlet Are Not Part of the CUP and Do Not Violate Its Operational Conditions
Appellant’s objections to the shade structure and electrical equipment are outside the scope of this appeal for at least three reasons.

First, this appeal is limited to reviewing MCC’s compliance with the CUP’s 15 enumerated operational conditions, and none of those conditions address or regulate the shade structure or electrical equipment.

Second, the shade structure and electrical equipment are outside the scope of the CUP altogether. The shade structure was approved separately from the CUP, and is subject to its own conditions of approval. As noted above, on April 8, 2021, Town staff reviewed and administratively approved a building permit authorizing the 20-foot by 40-foot shade structure near the pool, and the Planning, Engineering, and Fire Departments each imposed conditions of approval. (See Building Permit No. BLDG2021-0019.) Staff’s approval was a proper exercise of its authority (Town Code § 153.912, Table Q), and the shade structure complies with the building permit Item A Page 25 Town Council Meeting July 25, 2023

EXHIBIT A
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EXHIBIT B
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EXHIBIT C
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RESOLUTION NO. 2023-002

BEING A RESOLUTION OF THE PLANNING COMMISSION OF THE

TOWN OF WOODSIDE 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, on June 5, 2019, the Planning Commission approved a Conditional Use Permit (CUSE2019-0001), Grading Exception (GRAD2019-0002) and Formal Design Review (ASRB2019-0015) for a proposal to demolish the existing two-story clubhouse, golf shop, cart storage building, and one-story pool bathhouse; and construct a new two-story clubhouse, twostory fitness facility, pergola, new parking and access areas, retaining walls, and associated site improvements, at 2300 Woodside Road, a property owned by the Menlo Country Club; WHEREAS, on June 14, 2019, the Town received an appeal from David Burow, owner of 135 Sheridan Way, and on June 15, 2019, the Town received an appeal from Deborah Mendelson and Kevin Greenwood, owners of 145 Sheridan Way (Appellants) in response to the Planning Commission’s approval of Resolution No. 2019-005, Approving ASRB2019-0015; GRAD2019-0002; and CUSE2019-0001;
WHEREAS, on July 9, 2019, the Town Council continued a duly noticed public de novo hearing for the appeals (APPL2019-0003 and APPL2019-0004); WHEREAS, on August 6, 2019, the Town Council conducted a duly noticed public de novo hearing for the appeals (APPL2019-0003 and APPL2019-0004) 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. The Town Council upheld the approval of the CUP adding Operational Conditions that include required Planning Commission review of the CUP one year after completion of the project;
WHEREAS, on October 28, 2021, the project was completed and passed final inspections by the Town of Woodside Building Department; WHEREAS, on November 9, 2022, the Planning Commission reviewed the Operational Conditions of Approval from the CUP (CUSE2019-0001) and the comments from nearby property owners, and continued the item to obtain additional information from Town staff and the applicant; and,
WHEREAS, on April 5, 2023, the Planning Commission reviewed the Operational Conditions of Approval from the CUP (CUSE2019-0001), the comments from the owners of 145 and 150 Sheridan Way, and the additional information provided by Town staff and the applicant that was requested by the Commission.

NOW THEREFORE, BE IT RESOLVED, that the Planning Commission finds that the Menlo Country Club complies with the CUP Operational Conditionals of Approval for the first year after the completion of the project that occurred on October 28, 2021, with the requirement that the Menlo Country Club removes the unpermitted electrical improvements at/serving the Item A Page 58 Town Council Meeting July 25, 2023

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. The Planning Commission further finds that all Conditions of Approval outlined in Town Council Resolution No. 2019-7305, remain in effect.

PASSED AND ADOPTED, by the Town of Woodside Planning Commission, at a duly noticed public hearing held on April 5, 2023, by the following vote:

AYES: Commissioners Tauber, Kutay, Weaver, London, Vice Chair Batchelder, and Chair Voelke
NOES:

ABSENT: Commissioner Garr
ABSTAIN:

APPROVED:

Marilyn Voelke, Chair
ATTEST:

Planning Secretary
Item A Page 59 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 1
APPROVED 05-17-2023

TOWN OF WOODSIDE
Planning Commission Meeting
April 5, 2023
Minutes
The meeting of the Woodside Planning Commission was called to order on April 5, 2023, at 6:00 P.M. in Independence Hall and by Zoom. The Pledge of Allegiance was recited.

ROLL CALL

Present: Chair Voelke, Vice Chair Batchelder, Commissioners Kutay, London, Tauber, and Weaver

Absent: Commissioner Garr
Staff: Jean Savaree, Town Attorney
Sage Schaan, Planning Director
Sarah Harper, Planning Technician

NOMINATION OF CHAIR
Nomination of Chair – Commissioner Kutay nominated Commissioner Voelke as Chair.

Motion: Commissioner Kutay/Second: Commissioner Batchelder Yes: Chair Voelke, Commissioners Batchelder, Kutay, London, Lyle, and Weaver No: None
Abstain: None

Absent: Commissioner Garr
The motion moves.

NOMINATION OF VICE CHAIR
Nomination of Vice Chair – Chair Voelke nominated Commissioner Batchelder as Vice Chair Motion: Chair Voelke/Second: Commissioner Kutay
Yes: Chair Voelke, Commissioners Batchelder, Kutay, London, Tauber, and Weaver No: None
Abstain: None

Absent: Commissioner Garr
The motion moves.

CALLS FOR CHANGES TO THE AGENDA
Planning Director, Sage Schaan, stated that staff had received an email from the property owners at 150 Sheridan Way expressing concern regarding amplified noise from the Country Club. He stated that there was also another letter from the property owners at 145 Sheridan Way regarding amplified noise, what constitutes an event, the permitting of the shade structure, and the BBQ area.

PUBLIC COMMUNICATION
No Public communication.

Item A Page 60 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 2
APPROVED 05-17-2023

CONSENT CALENDAR

2. Minutes of July 22, 2021

3. Minutes of November 9, 2022

4. Minutes of December 14, 2022
ACTION
The Planning Commission approved the Consent Calendar Minutes.

Motion: Chair Voelke Second: Commissioner Kutay
Yes: Chair Voelke, Vice Chair Batchelder, Commissioners Kutay, Tauber, London, and Weaver Abstain: None

Absent: Commissioner Garr
The motion passed.

PUBLIC HEARING

5. 2300 Woodside Road CUSE2019-0001
Menlo Country Club Planner: Sage Schaan, Planning Director Planning Commission one-year review of the Menlo Country Club Conditional Use Permit (CUP) Operational Conditions. This review is required one-year after the completion date of the new fitness building and clubhouse, which occurred on October 28, 2021.

This item was continued from November 9, 2022, with Planning Commission direction to staff and the applicant to provide additional information. The item was scheduled for review on February 15, 2023, and was continued to allow the applicant additional time to fix a malfunctioning roof mounted exhaust fan.

Planning Director, Sage Schaan, presented the staff report.

Chair Voelke stated that noise standards are referenced in the Town General Plan as 55 LDN.

Planner Schaan replied that the General Plan lists 55 LDN, which is a night and day average that takes ambient noise into account. The Town does not have a noise ordinance in the Municipal Code.

Commissioner Batchelder stated that one of the concerns raised was the smell from the BBQ area. He asked if the club could switch to an electric BBQ in order to alleviate the smell of the fire starter and charcoal for the surrounding neighbors.

Planner Schaan replied that for the meeting tonight, no new conditions can be added to the project. He replied that the club can be asked to switch to electric BBQ methods voluntarily. Planner Schaan stated that if the Planning Commission finds that the current BBQ is not in compliance with the Conditional Use Permit, it may need to be removed or relocated.

Item A Page 61 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 3
APPROVED 05-17-2023
Steve Gonzales, General Manager of the Menlo Country Club, stated that the grill is a natural gas grill.

He noted that the grill is located on the patio adjacent to the building and complies with the Conditional Use Permit.

Chair Voelke stated that she wanted to note that while visiting the site, there was a noise from a fan. She stated that the fan is now quiet and is acceptable now as the noisy one was replaced. Chair Voelke continued in stating that the shade structure should not have been approved without review by the Planning Commission, but that the permit was approved by the previous Planning Director. She stated that if the electrification of the shade structure was not shown on the approved plans. She asked if the Club would remove the electrification from the structure? Mr. Gonzales replied that it is a convenient outlet, otherwise they would have to run long extension cords for using other items such as a popcorn machine for the children and other types of electrical equipment.

Chair Voelke replied that if the electrical is unpermitted, it is a code enforcement issue. She replied that at previous meetings, the request from the Club to the previous Planning Director was for a shade structure for Club members during daylight hours. The shade structure appears more like an outdoor room based on the proximity of the placement to the building. She stated that encourages the congregation of people in an area where it is not ideal. She asked Mr. Gonzales how the Club uses the shade structure? Mr. Gonzales replied that it is used as a shade structure like using umbrellas to block the sun. The area is used primarily during summer months. He noted that there are no other areas of shade besides in the bar area where children are not allowed. It is supposed to be primarily for the children during the day to provide shade.

Chair Voelke asked if the shade structure is used as an extended area for parties? Mr. Gonzales replied that it was used before, but the primary dining area is in the courtyard. The other tables on the pool deck have umbrellas.

Chair Voelke asked why did the Club not place the shade structure more adjacent to the pool? Mr. Gonzales replied that the present location was chosen as it is more convenient for Club members, and it was decided by the Committee that would be the location. He noted that the Club also asked the Town if that location was acceptable.

Chair Voelke asked if the shade structure is every used as an extension of food service and storage? Mr. Gonzales replied that the area on the lawn was always used for events, even before the shade structure. There has always been a pool in that area since 1922 and the current pool has been in that location since 1993.

Chair Voelke stated that the Club would have items on the event calendar so that neighbors would be aware. She stated that it was decided that fifty events would be the right number. She stated that all events with amplified sound, regardless of crowd size would have to be placed on the calendar.

Mr. Gonzales replied that is correct. He stated that the Club records sound measurements at every event.

He noted that the Club can have up to twenty-five events with amplified sound. He stated there are very few events with amplified sound other than background music which is allowed. They only place events with fifty or more people on the calendar. He stated the Club also recorded sound decibels at all events.

Item A Page 62 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 4
APPROVED 05-17-2023
Chair Voelke asked if the Club considered moving events away from the neighbors? Mr. Gonzales replied that the Club had moved most events into the Clubhouse and away from neighbors.

The pool house opened in May of 2021, and the Main Clubhouse did not open until November of 2021.

For a season, all events were held at the pool area. Once the main Club was opened, many of the events moved to the clubhouse.

Chair Voelke asked if the club will continue to monitor sound? Mr. Gonzales replied that the Clubhouse will continue to monitor the sound to be a good neighbor.

Chair Voelke asked why the BBQ area is in the current location? Mr. Gonzales replied that is the area where the natural gas line is located.

Commissioner Weaver stated that there are restrictions on the use of power equipment such as leaf blowers and lawnmower equipment. He replied that those hours of restriction appear to be the same as the hours of restriction that are throughout Woodside.

Mr. Gonzales replied that there is more restrictive language for the club, including weekend hours.

Planner Schaan replied that Condition 3, operation of power equipment, specifically around the cottages and fitness center Monday through Friday from 9 a.m. to 5:30 p.m. And Saturdays 9:00 a.m. to 1:00 a.m.

Commissioner Weaver stated that the residential sites further up the hill function as an amphitheater. He asked what are the hourly restrictions on the maintenance of the golf course? Planner Schaan replied that the restrictions do not apply to mowing the lawn areas away from homes.

Vice Chair Batchelder stated that there are two areas of lawn close to the homes.

Commissioner Kutay stated that there are golf courses near the Woodside Hills area, but there is heavy planting and mowing is unnoticeable.

Public comment opened at 6:56 pm
Kevin Greenwood, property owner, 145 Sheridan Way, stated that there was noise from the new building.

He stated that the Planning Department indicates that the building meets the required 50 ft setback, and nothing further could be done. He stated that when he had placed a shade structure on his property, it had to be removed as Planning told him they are not allowed. The Country Club was allowed a shade structure and the shade structure is not a minor adjustment. Planning allowed all non-minor changes made by the construction of the Menlo Country Club without prior discussion. The Club is double the volume that is was before the construction. He stated that the Town did not get back to the neighbors and address their concerns in a timely manner. Mr. Greenwood noted that the General Manager of the Club stated that there was no change in use, but he had found sources online that would dispute that claim. The smell of the smoke and BBQ was never discussed with the Conditional Use Permit. He stated that staff reviewed with the applicant to review what constitutes as an event. Events were swimming events and family BBQs, now weddings and eulogies are being done with amplified noise. He stated that putting up bouncy houses or having a party is an event. He stated that it is not a public club, and he cannot go out there and see what is going on.

Item A Page 63 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 5
APPROVED 05-17-2023
Debbie Mendelson, property owner, 145 Sheridan Way, stated that the areas that are referenced where shade is needed once had large oak trees that produced shade, but were unfortunately removed. There was excavation and earth moving going on for the project. There was also a fire pit that encouraged gathering at the south of the building. The fire pit was required to be moved to minimize the attraction to gathering at the lawn, and then an outdoor pavilion was placed in that location. She stated that she took sound readings from her property and there were thirty people talking under the shade structure without any amplified noise and the dba still registered at 60 dba. During the pandemic there was unending noise, and events and it was twenty-eight events over what was allowed. She stated that she would leave voice mails and calls and it took the Town two and a half months to get back to her.

Chair Voelke asked: since the shade structure was placed, was there any difference in noise? Ms. Mendelson replied yes, there can be one hundred people with tables under the shade structure with dinners and BBQs. She replied there is difference in noise as group size varies. She noted that she never saw children out there using the shade structure.

Mr. John Boyle, former Board Member, and former project manager for Menlo Country Club, noted that the project had to be approved by the ASRB and the Planning Commission. He stated that the Club had moved the fire pit based on the request from neighbors. He stated that the structure for shade is a cloth on four posts on a small portion of the lawn.

Commissioner Tauber replied that the trees were natural barriers, and the natural barriers were removed.

He asked why were they removed?
Mr. Boyle replied that the large main tree was not an oak, it was an unhealthy pine tree. There was one large tree removed as they replaced the fence. The Club replanted trees based on the recommendations from staff.

Chair Voelke stated that everyone wants the Country Club to be successful. The residents expect privacy.

The members and Club staff should remember if they lived next to the Country Club, what would they expect from the Club. The Planning Commission wanted less events, but the Town Council expanded the number of events allowed with amplification for the Club.

Commissioner Kutay commented that the Country Club has to keep in mind that the Mendelson’s cannot enjoy their home as the noise is very unpleasant at their property.

Chair Voelke replied that it is also other neighbors, the Schiebers and the Burows who are also having sound issues and are being affected by noise. She stated that most events should take place in the clubhouse as a duty to minimize noise impacts to neighbors.

Chair Voelke asked if smoking is allowed on Club property? Mr. Gonzales replied that smoking is allowed in the parking lot and there is now a break area near the clubhouse. Employees no longer congregate behind the pool house. No one is permitted to smoke out on the lawn areas or behind the clubhouse or pool structures.

Public comment closed at 7:42 p.m.

Item A Page 64 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 6
APPROVED 05-17-2023

COMMISSIONER DISCUSSION
Commissioner Tauber stated that initiative-taking from the Club to solve the concerns with neighbors is the ideal solution. The electrical part of the shade structure is an issue. The noise from the fan was fixed.

The shade structure acts as a gathering place especially if there are no trees.

Commissioner Kutay replied that she agrees with Commissioner Tauber. She replied that the Club should place themselves in the neighbor’s position and try to reduce the issues produced by the shade structure.

She asked that the club voluntarily remove the shade structure.

Chair Voelke replied that the fan issue was fixed. The 2 BBQ stations that were approved will be left as is. The approval of the shade structure was approved by the previous Planning Director but should have been reviewed by the Planning Commission. The electricity in the shade structure was added without permit approval. The event calendar still needs work. Only listing events of fifty people or more is not enough, thirty people for an event is significant and should be listed on the Club’s calendar as with all events that occur outside of the normal hours of operations within the Club.

Commissioner Weaver replied that the Club was authorized by the Town Council for regular food and beverage service on Friday and Saturday. He stated that it would easily be fifty people. If the convenience outlet is removed from the shade structure the Club would run extension cords to that area, which is less safe.

Vice Chair Batchelder replied that part of the issue is communication. The Club has to communicate when those events are taking place. If an extra fifty attendees want to come, there is no way to enforce it.

He stated that there are issues with noise on the lawn, and the area should not be used to place bounce houses. He agreed with the previous suggestion for the Club to look into a sound wall or a fountain to mask the noise generated at the pool lawn area.

Commissioner London stated that there should be no need for amplified noise by the pool house. He noted that neighbors live around the Sharon Heights Country Club and have no complaints since amplified sound is not allowed at that Club. He suggested that Menlo Country Club remove amplified noise and visit the Sharon Heights Country Club as an example of a Country Club that had excluded amplified noise for events.

Chair Voelke replied that many suggestions made sense but cannot be forced into the CUP as the Town Council approved it.

Mr. Boyle noted that the Club did not add electricity at the shade structure after the project was inspected and completed. The Club asked if they could install it, and it was approved, inspected, and passed. The lighting was not permanent, but a convenience outlet was there.

Planner Schaan stated that all exterior lighting requires Town approval, except for temporary holiday lighting, and that any lighting at the shade structure has not been approved. He indicated that he would look further into the Building Permit files, but that the electricity at the shade structure was not shown on the approved plans for that structure.

Chair Voelke stated that the electrical was not on the approved plans and it was not the intention of the previous Planning Director to approve electrification of the structure. The structure was approved as just a shade structure.

Item A Page 65 Town Council Meeting July 25, 2023
Planning Commission Minutes April 5, 2023 Page 7
APPROVED 05-17-2023
Planner Schaan replied that is correct, as the approved sets of plans do not show electricity for the shade structure.

Commissioner Tauber replied that he agrees with reducing the noise and removing the electric aspect of the shade structure. Amplification of sound and the definition of an event is a challenge. He asked if the number of events with amplified sound be reduced from the prior agreement of twenty-five events? Chair Voelke replied that the number of events cannot be altered as the Town Council had already approved the prior proposal of twenty-five amplified events with no more than one event with amplified sound per week.

Commissioner Tauber replied that there should not be electricity at the shade structure if it was not previously approved.

ACTION
After review of the item, public testimony, and discussion, the Planning Commission found the Menlo Country Club in compliance with the CUP Operational Conditions of Approval after more than one year of completing the new fitness/pool Building and new clubhouse if Menlo Country Club removes the unpermitted electricity (outlets, switch, and electrical lines) at the shade structure on the lawn south of the swimming pool. The intent behind removing the unpermitted electricality is that any type of electrical equipment, including lighting, shall not be used at the location of the shade structure. Staff will work with Menlo Country Club to ensure they follow all necessary steps to properly remove the unpermitted electrical.

Motion: Chair Voelke/Second: Commissioner Tauber
Yes: Chair Voelke, Vice Chair Batchelder Commissioners Kutay, London, Tauber, and Weaver No: None
Abstain: None

Absent: Commissioner Garr
The motion was approved.

REPORTS
a. Staff communications
Planner Schaan presented the Directors Reports for February and March. He noted that the Town is looking for applicants for membership of the ASRB. Planner Schaan noted that staff resubmitted the second Housing Element draft on March 15, 2023.
b. Commissioner communication.

None.

Chair Voelke adjourned the meeting at 8:45 p.m.

Item A Page 66 Town Council Meeting July 25, 2023
_______________________________________________________________________________ PC Meeting April 5, 2023 2300 Woodside Road Page 1

TOWN OF WOODSIDE

REPORT TO PLANNING COMMISSSION
Meeting Date: April 5, 2023 Agenda Item: 4
Prepared by: Sage Schaan, AICP CEP, Planning Director
TITLE: CUSE2019-0001: Continued Planning Commission one-year review of the Menlo Country Club Conditional Use Permit (CUP) Operational Conditions. This review is required one-year after the completion date of the new fitness building and clubhouse, which occurred on October 28, 2021.

This item was continued from November 9, 2022, with Planning Commission direction to staff and the applicant to provide additional information. The item was scheduled for review on February 15, 2023, and was continued to allow the applicant additional time to fix a malfunctioning roof mounted exhaust fan.

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)
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 November 9, 2022, the Planning Commission initiated the one-year review of the Conditional Use Permit (CUP) for the Menlo Country Club as required by the Town Council in 2019 while approving the current CUP as part of the project to replace the Clubhouse and Pool/Fitness buildings. The November 9, 2022, Planning Commission report provides further details of the CUP review, and Town Council review of two appeals of the CUP approval. (Attachment VI).

BACKGROUND
During the one-year CUP review by the Planning Commission on November 9, 2022, the Planning Commission noted concerns expressed by an adjacent neighbor, primarily related to generated noise from the Menlo Country Club, and materials stored behind the Pool/Fitness building (Attachment IV, Minutes, Attachment V, Planning Commission Desk Items).

While it was clarified at the hearing that the storage issues has been resolved, and that at least one significant noise event was created by the Woodside High School, Planning Commission questions remained regarding noise generated from current equipment, the permitting of a shade structure, Item A Page 67 Town Council Meeting July 25, 2023

_______________________________________________________________________________ PC Meeting April 5, 2023 2300 Woodside Road Page 3 The Zoning District for Menlo Country Club is SCP-10,
which requires that buildings and HVAC equipment be
located at least 50 feet from all property lines. The HVAC equipment at the Menlo Country Club Fitness/Pool
building was reviewed with the building permit submittal and approved given because it is located more than 50 feet from the closest property line.

As noted below, additional noise may be generated by a
malfunctioning rooftop exhaust fan at the Fitness/Pool
building. Rooftop exhaust fan locations are rarely shown on plans submitted for planning entitlement review and are generally reviewed and approved at the building permit
stage.

Menlo Country Club has repaired the malfunctioning
rooftop exhaust fan which should help to minimize noise impacts to neighbors. In summary, the HVAC equipment
was installed in a permitted location and no further noise attenuation is required by the Woodside Municipal Code. b. Explain the determination
made to approve a Building
Permit for the shade structure
located on the lawn southeast
of the Fitness/Pool Building
without review by the
Planning Commission.

After completion of the public hearing process, minor
adjustments are sometimes made during construction.

These adjustments can include, but not limited to,
additional landscape features and structures, such as the shade structure on the lawn located south of the
Fitness/Pool building. In this instance , the previous
Planning Director determined that the proposed project
revision did not require further public hearing and
reviewed the change at the staff level.

As proposed by the Menlo Country Club, the shade
structure did not include any lighting. 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.

The previous Planning Director determined that the shade structure should be reviewed with a building permit
application, and . based on this direction, the applicant obtained the required construction permits to install the shade structure.

In summary, the shade structure was approved by the
previous Planning Director ,but no lighting was approved on or around the shade structure. The applicant has
Item A Page 69 Town Council Meeting July 25, 2023

_______________________________________________________________________________ PC Meeting April 5, 2023 2300 Woodside Road Page 5 The exhaust fan was repaired on February 28, 2023
(Attachment II).

RECOMMENDATION
Based on the information provided with the November 9, 2022, February 15, 2023, Planning Commission reports, staff recommends approval of the Draft Resolution in Attachment VI.A, verifying compliance with the Town Council approved CUP after the first year of operation.

ATTACHMENTS
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 (PC Only*) *Plans may be viewed by setting up an appointment with the Planning Department.

Item A Page 71 Town Council Meeting July 25, 2023

Item A Page 80 Town Council Meeting July 25, 2023
Item A Page 81 Town Council Meeting July 25, 2023
Item A Page 82 Town Council Meeting July 25, 2023

Item A Page 84 Town Council Meeting July 25, 2023

November 14, 2022
Steve Gonzalez
Menlo Country Club
2300 Woodside Road
Woodside, CA 94062
Re: CUSE2019-0001 - 2300 Woodside Road: One-Year CUP Review Dear Mr. Gonzalez,

PROJECT DESCRIPTION
Planning Commission one-year review of the Menlo Country Club Conditional Use Permit (CUP) Operational Conditions. This review is required one-year after the completion date of the new fitness building and clubhouse, which occurred on October 28, 2021.

ACTION
On November 9, 2022, the Planning Commission reviewed the Conditional Use Permit (CUP) Operational Conditions of Approval, considered public testimony, and continued Planning Commission review to a future date to be determined, with the following direction:

I. Planning Department Staff:
a. Outline the Town approval process for noise generating mechanical equipment located within the attic of the Fitness/Pool Building. b. Explain the determination made to approve a Building Permit for the shade structure located on the lawn southeast of the Fitness/Pool Building without review by the Planning Commission.
c. Determine if the barbeque locations on the south side of the Fitness/Pool Building are permitted by the CUP.
d. Explain what constitutes an Event that needs to be included on Menlo Country Club s annual event calendar on the website.

II. Menlo Country Club:
a. Place a marker (e.g., stake with a colored flag/ribbon) at the location Menlo Country Club measures noise readings.
b. Attenuate the noise generated from the mechanical equipment located in the attic of the Fitness/Pool Building. Please explain what measures will be taken to attenuate the noise. If noise attenuation is not feasible, please explain.

In addition to the comments above, it was noted during the Planning Commission review that lighting has been installed and used at the shade structure on the lawn Item A Page 88 Town Council Meeting July 25, 2023

adjacent to the pool. Lighting at this structure has not been approved by the Town and shall be removed.

Please email ([email protected]) or call me (650-530-3432) to set up a meeting for review of the Operational Conditions of Approval and the direction provided by the Planning Commission.

Kindest Regards,
Sage Schaan, AICP CEP
Interim Planning Director
Item A Page 89 Town Council Meeting July 25, 2023
DRAFT
Planning Commission Minutes November 9, 2022 Page 1
DRAFT

PUBLIC HEARING

2. 2300 Woodside Road CUSE2019-0001
Menlo Country Club Planner: Sage Schaan, Interim Planning Director Planning Commission one-year review of the Menlo Country Club Conditional Use Permit (CUP) Operational Conditions. This review is required one-year after the completion date of the new fitness building and clubhouse, which occurred on October 28, 2021.

DISCUSSION
Vice Chair Dare recused from the project since the firm she works for is designing a house adjacent to Menlo Country Club, and Commissioner Bildner recused from the project since he is a member of the Menlo Country Club.

Sage Schaan, Deputy Planning Director, presented the staff report.

Chair Voelke stated that she visited the site and expressed concerns with the permanent trellis structure at the south end of the pool that includes outdoor lighting.

Planner Schaan noted that lighting at the described trellis structure is not approved and shall be removed.

He stated that during the inspection of the structure on the lawn south of the pool, exterior lights were observed and noted to the applicant that the lights are not permitted and required removal prior to passing final inspection. The lighting was removed by the applicant prior to final inspection. Planner Schaan noted that if such lighting at the trellis structure is reinstalled by the applicant, such installation of lighting conflicts with the permit approvals, and the approved CUP, therefore shall not be installed at any time.

Chair Voelke stated that there are currently lights strung on the structure when she visited the site. She stated that the overall project was a substantial change to the site, and there was thought and public comments regarding noise impacts to the houses adjacent to the rear of the pool house. The Country Club previously stated the changes to the pool building would help to mitigate the existing noise levels since the new building is taller blocking most of the pool area. There was also discussion regarding the open lawn area being changed from a gathering area with a fire pit to just a lawn which minimized the potential for area being an attractive gathering place. The Mendelson property is most affected by noise from the pool area. The Conditional Use Permit states that, The pool fitness building shall consist of a kitchen, bar, flex room, locker room, exercise room, upper flex room, and fire pit. She noted that the fire pit was relocated in front of the building to minimize noise generated from the area south of the pool. She stated that there was no mention of an outdoor pavilion or permanent structure on the lawn and there is no mention of the ability to BBQ outside within the fenced area. She stated that she is shocked that the outdoor pavilion was allowed. She stated it is a large structure that encourages gathering. She believes the structure is not part of the Use Permit and is a violation of the Use Permit. She stated that the definition of an event must be clarified. She noted that there was not supposed to be anything on that side that faces the neighbors. She stated that she had heard a hum around the area and when approaching the Mendelson s property line the noise was more substantial. She stated that it was the HVAC equipment that was making noise. Chair Voelke stated that the issues she raised need to be addressed.

Commissioner Garr stated he reviewed the sound log decibel readings from the Club. He asked if any additional studies were completed?
Item A Page 90 Town Council Meeting July 25, 2023
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Planning Commission Minutes November 9, 2022 Page 2
DRAFT
Planner Schaan stated that the Conditional Use Permit requires the applicant is to provide the data, and that no additional noise studies, beyond what is required by the CUP, were completed.

Steve Gonzalez, General Manager of the Menlo Country Club, stated that the Club follows the conditions of the CUP. Mr. Gonzalez stated that the event being discussed on October 29th in the neighbor s letter did not come from the Club since the Club was closed that evening. He noted that the Woodside High Homecoming Dance was that night and that the noise heard was likely generated from the High School.

Mr. Gonzalez stated that in regard to what an event is, he only had to record the event if it was over 50 people attending. Mr. Gonzalez stated that those events were made available on the event calendar on the Club s website. Mr. Gonzalez suggested that Ms. Mendelson is mistaking regular, al a carte dining by Club members as events that need to be noticed on the event calendar. He stated that the noise log was recorded when amplified noise was used, any event that created excessive noise was delt with accordingly.

Chair Voelke, asked Mr. Gonzalez, who gave the guidance on listing events on the calendar for fifty or more people?
Mr. Gonzalez stated that he and staff had developed the number of people that constituted an event together.

Commissioner Kutay stated that she wanted to clarify that Ms. Mendelson did not state an event was taking place on October 29th, but that there were bright lights on at the pool pavilion area after 8 p.m.

Mr. Gonzalez stated that he was commenting on the event log created by Ms. Mendelson that was recently sent to him. He stated that the last log noted that there was loud noise at night on October 29th . He stated that there was no pool or club events on October 29th . Chair Voelke asked why is there electricity to the shade structure? Mr. Gonzalez stated that the construction was done to specs. The idea was to use temporary lighting occasionally. He states that the lighting is removed after events.

Chair Voelke asked about the noise from the HVAC system.

Mr. Gonzalez stated that there were decibel reading taken up along their property lines. He stated that the HVAC system is in the approved location and meets code.

Chair Voelke stated that the Commission would need more information on the HVAC equipment since the language proposed in the Resolution states that the noise should not affect the health and safety of the surrounding neighbors.

Planner Schaan stated he will go back and research the previous actions and approvals of the Menlo Country Club.

Commissioner London stated that another Club outside of Woodside, Sharron Heights, does not allow any PA system from 6:00 pm to 10:00 pm. He stated it is not just an air conditioner making the noise.

Mr. Gonzalez stated that the Club wants to be good neighbors and peacefully coexist. He stated that the Club will do their best to keep all of the activity at a minimum.

Item A Page 91 Town Council Meeting July 25, 2023
DRAFT
Planning Commission Minutes November 9, 2022 Page 3
DRAFT
Commissioner Garr asked, s fewer than fifty people, would amplified sound be used for an event?
Mr. Gonzalez stated that if it is fifty or more it is an event. Can there be less than 50 people with the use of a PA system? It is possible.

Chair Voelke stated that there is a distinction between events with does not specify any number of attendees; it just states that events need to be placed on the calendar available to neighbors.

Public comment opened 7:56 pm.

Kevin Greenwood, resident, 145 Sheridan Way, stated no one from the Planning Commission, Town Council, or Planning staff had been to their property to hear what it sounds like. He also stated that no representatives from the Menlo Country Club had observed the activity from his deck. He states that there were issues with communications with staff regarding the construction of a lawn area, pool area, and a sunshade structure. He noted that he had to revoke a sunshade from his property as they were not allowed. He stated a lawn area was cleared of trees and now includes a place a bouncing house. He stated that he had heard conversations from party goers on various occasions.

Sue Sweeny Burow, property owner, 135 Sheridan, stated that she hears amplified noise very often, and it is very loud. The road behind her property has trucks that drive through there that cause commotion from cars and trucks. She stated that it makes her uneasy as she is not sure if it is people from the Club or burglars.

Public comment closed at 8:07 pm.

COMMISSIONER DISCUSSION
Chair Voelke stated that the BBQ area is large, and the HVAC has to be reviewed. She asked for clarification on what constitutes an event.

Commissioner Kutay stated that she echoes Chair Voelke s concerns. She stated that she had heard the mechanical noise as well. She also stated that there is enough space for 50 to 100 people that could be in that area, and to be used with amplified noise would definitely affect the neighboring properties in a negative manner.

Commissioner Garr stated that the definition of event needs to be looked into. He stated that the pavilion permitting process also needs to be revisited.

Chair Voelke stated that points for review is the HVAC equipment, the sunshade, mobile BBQs, and what constitutes an event.

Mr. Gonzalez stated that the mobile BBQs use gas and are used periodically.

Commissioner London stated that the removal of PA system to remove amplified noise would be a benefit for all parties.

Mr. Gonzalez noted that the noise reading was provided at the property line, and not at the shade structure. He presented on the plans where the noise reading was taken on the property. He noted that Item A Page 92 Town Council Meeting July 25, 2023
DRAFT
Planning Commission Minutes November 9, 2022 Page 4
DRAFT
there will not be any events at the Club until May 1st, so they will not be conducting any noise readings until that time.

Chair Voelke stated that they should provide a marker showing where the noise readings would be taken.

Mr. Gonzalez stated that is agreeable.

John Boyle, Board Member, and current Project Manager for Menlo Country Club stated that a lot of the issues identified in the letters is the issues and noise were from 2021 and not from 2022. He stated that the issues would not be repeated as the building will be used in a different manner in 2022. He stated that it will less disruptive since construction is complete and many activities will be inside the main clubhouse, not at the pool area.

Kevin Greenwood stated that there were twenty-two events in 2021 when there was only supposed to be fifteen. He stated that he did not hear from Mr. Gonzalez regarding the events. He stated the calendars for the main clubhouse were marked in the calendars.

Chair Voelke stated that the issues have to be reviewed and will have been worked on before completing the review of the Conditional Use Permit.

ACTION
The Planning Commission reviewed the Conditional Use Permit (CUP) Operational Conditions of Approval, considered public testimony, and continued Planning Commission review to a future date to be determined, with the following direction:

I. Planning Department Staff:
a. Outline the Town approval process for noise generating mechanical equipment located within the attic of the Fitness/Pool Building.
b. Explain the determination made to approve a Building Permit for the shade structure located on the lawn southeast of the Fitness/Pool Building without review by the Planning Commission.
c. Determine if the barbeque locations on the south side of the Fitness/Pool Building are permitted by the CUP.
d.
annual event calendar on the website.

II. Menlo Country Club:
a. Place a marker (e.g., stake with a colored flag/ribbon) at the location Menlo Country Club measures noise readings.
b. Attenuate the noise generated from the mechanical equipment located in the attic of the Fitness/Pool Building. Please explain what measures will be taken to attenuate the noise. If noise attenuation is not feasible, please explain.

In addition to the comments above, it was noted during the Planning Commission review that lighting has been installed and used at the shade structure on the lawn adjacent to the pool. Lighting at this structure has not been approved by the Town and shall be removed.

Motion: Chair Voelke /Second: Commissioner Garr
Ayes Chair Voelke, Commissioners Garr, Kutay, and London Noes None
Item A Page 93 Town Council Meeting July 25, 2023
DRAFT
Planning Commission Minutes November 9, 2022 Page 5
DRAFT

Absent: Commissioner Batchelder
Recused: Vice Chair Dare and Commissioner Bildner
The Planning Commission passed the motion.

Item A Page 94 Town Council Meeting July 25, 2023

Conditional Use Permit & Event Log

DEBBIE MENDELSON / KEVIN GREENWOOD
No one – Not one planning commissioner, town council member, town staff member, or MCC personnel, has been to our home to witness the distressful disturbances we endure from the MCC – the sound levels, stench of charcoal lighter fluid and diesel fuel, industrial barbeques at the bottom of our property, or the garbage/storage and employee rest facilities in the area now facing our property (and hidden from MCC members by a fenc.

Reviewing the Conditional Use Permit we note:

Under section11 Operational Conditions
The Menlo Country Club did not provide an annual event calendar by the January 1 date as stipulated.

Power equipment (mowers, blowers, weed wackers) used at and around the fitness center is in continuing violation of the times allowed.

The MCC has exceeded the scheduled event list in 2021 and 2022 by 27 events.

The MCC has continuously exceeded the one event per week allowed.

The decibel level from our deck and home exceeds what was allowed.

Exemption from CEQA (granted by the town) should never legally have been allowed. Based on volume of earth moving on the project, dust levels from earth movement and construction of a road, trees not protected, and inaccurate assessments of the engineering firm.

We asked the Lake Street Ventures project manager for the name of the company that did the property survey and a copy of the survey. That was in 2019. He said he would provide it and despite numerous requests and his agreement, to this day it has not been provided.

We would challenge that this private club is a benefit to the “community”, especially if their criteria is as a Woodside “employer”.

MCC designates itself a “private non-commercial club” while it rents out its facilities for (commercial)events.

The chimney of the fitness building is white not the conforming required gray/green.

Item A Page 97 Town Council Meeting July 25, 2023

MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
May 2021
May 12 – NO SCHEDULED EVENT
o Tables and chairs set up within feet of the fence
o Children screaming from 6:00 p.m. – 8:00 p.m.

May 21 “Menlo Cup Dinner”
o 75-100 men having an auction over a PA system
o Heavily intoxicated, hooting, hollering & profanities over a PA system o It is so loud we clearly heard the words from inside our house where all the windows have been closed.
o We called Mr. Gonzales—NO RESPONSE at the time or later May 24 – House vibrating from heavy equipment 112dB
o Video – a road now added within 10 feet of our property and 5 feet from an oak tree. o Called club and leave message – NO RESPONSE
May 31 – “Memorial Day Party” 65dB
Item A Page 99 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
June 2021
June 1 – Tuesday – blowers and mowers going at 7:00 A,M, June 4 – NO SCHEDULED EVENT
o Dinner / Party in the Outdoor Pavilion.
o One child screaming “Daddy, watch me!” over and over for 10+ minutes, o NOTE: 15 propane tanks being stored within 20 feet of the property line. MCC pool inflatables all being stored behind a fence that faces our property. (pictures) June 13 – NO SCHEDULED EVENT
o Sunday – Yelling and starter guns beginning at 9:00 A.M. (swim meet?) June 15 – NO SCHEDULED EVENT o Tuesday Evening party, 50 plus people June 17 – NO SCHEDULED EVENT
o Private party with club servers - Outdoor Pavilion NOC June 18 – NO SCHEDULED EVENT
o Children’s party, huge bouncy house, BBQ Noise level plus June 20 – NO SCHEDULED EVENT
o Sunday 8:45 A.M. Team screaming and chanting starts. (swim meet?) The MCC BBQ smoke smell fills our house.
o Our Father’s Day memorial brunch is overwhelmed by screaming kids at the MCC. o Had to move our family Father’s Day gathering indoors! June 22 – NO SCHEDULED EVENT
o Tuesday night - Noisy gathering until 9:00 P.M.

June 24 – “Pizza & Ice Cream Night” scheduled 5-8
o Event went 4:30-8:45 The normal “conversation” was so loud from their Outdoor Pavilion that from inside our home we could hear personal conversations of club members about everything from their financial investments to their cell phone difficulties
Item A Page 100 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
o Children and adults yelling for much of evening.

June 25 – NO SCHEDULED EVENT
o 5:00 on, another huge bouncy castle event; yelling and constant noise, glass breaking. o We have to close all our windows and still hear the screaming.

June 27 – NO SCHEDULED EVENT
o Another BBQ party PA system going, cheering and yelling all evening.

Item A Page 101 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
July 2021
July 2 – NO SCHEDULED EVENT
o Unbelievable noise level 5:00-9:00 pm – yelling & children running around screaming
July 2-12, 16 & 17 - WE ARE OUT OF TOWN
July 15 – NO SCHEDULED EVENT
o Another outdoor party and bouncy castle (pictures available) July 19 – Monday – 6:00 a.m. weed wackers, mowers, and blowers going July 23 – Family Barbeque
o The smell of charcoal lighter and smoke from the barbeques placed near our property fills our house. Another bouncy house event with yelling and screaming, no simple family gathering.
o MCC now storing full size BBQ’s, chairs, freezer, and miscellaneous furniture behind the fence that keeps the MCC members from having to see MCC garbage but it is now an eyesore we are supposed to accept – directly exposed to our property.

July 26 – Monday – 6:00 a.m. weed wackers, mowers, and blowers going July 30 – Family barbeque - 5:00 pm
o Attendees eating in the outside pavilion area are so loud that their personal discussions are understandable from our deck.
o At 7:30 children start screaming.
o All manner of “stuff” on the side of fence facing our property. o Employees sitting in four golf carts behind their fence, talking and fifteen feet from the property line.

July 31 – Saturday, 7:15 am – the noise begins from heavy machinery being used to move furniture behind the fence facing our property. 10 highchairs, 7 banquet tables, 10 folding tables, 3-foot-high stacks of pallets, umbrellas, hydro pool washing system, freezer, industrial hose reels, chairs and piles of stuff.

Item A Page 102 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
August 2021
August 1 – NO SCHEDULED EVENT
o Sunday 1:00 clattering of dishes and cutlery and BBQ smell permeates the interior of our house.

August 2 – Tuesday – 6:45-7:15 a.m. weed wackers, mowers, and blowers going August 6 – o Motorized BBQ on our side of fence with 3 staff people sitting on it. o Pool maintenance equipment, freezer, other golf carts driving up and down next to fence. (photos)
August 7 Father Son Dinner
o 4:00 p.m. stench of butane is in the garden and on the deck. I move inside and have to close all house windows.
o Photos of all the junk once again stored behind their fence in plain view for us o 6:30 p.m. – PA system going for awards?
August 8 – NO SCHEDULED EVENT
o Guests at our house while sitting on the deck ask who are the people talking downstairs in your garden? They recite pieces of conversations from MCC members.

August 11 we are away
August 12 take pictures once again of all the junk and carts facing our property.

August 13 – NO SCHEDULED EVENT
o Guests at our home once again ask what is all that noise? August 14 – 11:15 A.M. Four MCC employees are sitting in their outdoor kitchen staging area. This area has been in operation since May. THIS IS AN AREA THAT NEVER

EXISTED BEFORE AND A USE THAT NEVER EXISTED BEFORE AND WAS NOT DISCUSSED OR APPROVED AT THE PLANNING OR COUNCIL MEETINGS. We hear their conversations we see their cutlery, pallets, tables, chairs being moved around all of it facing our property behind a fence that screens the mess and activities from MCC members but faces our property.

Item A Page 103 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
August 15 – NO SCHEDULED EVENT
o Dinner party at outdoor pavilion
August 16 – vibra-plate/vibratory rammer, jackhammers, from main building construction.

August 19 – employee(s)? behind fence obscured from MCC view facing our property at a table surrounded by golf carts, 12 huge steel pots, freezer, BBQ’s umbrellas, tables, chairs, etc.

August 21 – Noise from another party set up and huge water slide installed.

August 27 – NO SCHEDULED EVENT
o Dinner party at outdoor pavilion – noise began 5:00 pm August 30 – Heavy machinery from 9:00 on, all day
Item A Page 104 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
September 2021
September 6 Labor Day Barbeque
o Large, professional bounce castle, and accompanying screaming and yelling.

September 12 – NO SCHEDULED EVENT
o 5:25 A.M. mowers and blowers going.
o 5:00 p.m. – Outdoor pavilion event - Kids screaming
o BBQ smoke wafting into our house.

September 14 – 2:00 p.m. – on, Club staff working and laughing etc. on the side of the fence away from being visible to members but exposed to us. Junk continues to be piled on the side of the fence facing us.

September 16 – NO SCHEDULED EVENT
o Pavilion area is all lit up party going on and at 8:45 with all our windows closed we hear yelling screaming and Happy Birthday renditions being performed.

September 22 – NO SCHEDULED EVENT
o Pavilion area, another birthday party going from 4:30 p.m. yelling screaming, etc.

September 23 – NO SCHEDULED EVENT
o People loudly partying until 9:30 p.m.
o We had to move our guests into the house – too much noise to talk quietly on our deck.

September 24 – Saturday, 5:30 a.m. – club pavilion lights on Item A Page 105 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
October 2021

1. Called MCC Manager Steve Gonzales: I told him we tried reaching the club by phone and email at the end of May and early June – NO RESPONSE. We have communicated our concerns to the town.

Right now, I want you to know that you have 3 bright spot lights that are on at 9:30 and 10:00 p.m. as well as 5:00 a.m. They are visible inside our house and from our deck.

2. We do not understand why you stack or throw, safety cones, pool equipment, golf carts, freezers, ladders, packing crates, BBQ’s, banquet tables, chairs, umbrellas, etc. etc. behind a fence, creating an eyesore for us and our guests. This “junk yard” did not exist prior to construction of the new pool house and was never discussed in the permitting meetings. It may shield the view of MCC members but is a junk pile adjacent to our property for us.

3. The volume of noise from MCC and especially the new pavilion is unacceptable – ranging from parties including drunken adults, screaming children, and at quieter times, member conversations about their stock trades and cell phone company problems. It ruins our privacy and the enjoyment of visiting guests.

Steve Gonzales‘s response was the lights should not be on at 5:00 in the morning. They are monitoring the sound decibel level at the property line.

I explained to him that the noise rises, the sound level rises and from our deck and inside the house with the windows closed it is unbearable.

He said that they cannot use that area from November to May that in the future most of the events will be at the clubhouse.

NOTE: 10/2 lights on at 6:50 A.M.
10/3 lights on at 6:00 A.M.
10/13 lights on 6:30 A.M.
10/14 lights on 5:30 A.M.
10/17 lights on 9:00 P.M. – NO SCHEDULED EVENT
10/18 lights on 6:00A.M.

October 28 – NO SCHEDULED EVENT
Item A Page 106 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
o 5:00 on into the night children screaming, Dining pavilion all lit up, 4 golf carts by the fence
October 29 – NO SCHEDULED EVENT
o Lights on in pavilion area until after 8:00P.M.

Item A Page 107 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
January - April 2022
January 30 – Lights left on all night in Pavilion area
February 23 – 6:15 a.m. weed wackers, mowers, and blowers going Note this is an occurrence multiple times a week including what sounds to be garbage pickup on Tuesday mornings at 6:00 a.m.

April 22 – Jackhammers all morning; Stump grinders all afternoon.

Item A Page 108 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
May 2022
May 1 – May 29 – NO SCHEDULED EVENTS
May 5 – – NO SCHEDULED EVENT
o Thursday 3:30 on - the outdoor pavilion dining area must be open again - intermittent yelling and conversations. We view first hand, employees yelling back and forth, golf carts and other stuff placed behind fence facing our property.

May 7 – – NO SCHEDULED EVENT
o Softball Event?? 3:00 p.m. organized softball in the pavilion area, screaming and yelling.

May 21/22 – – NO SCHEDULED EVENT
o Pool Event?? yelling and loud voices coming from pool area.

May 30 – We left our home to avoid the 175 guest event
June 2022
June 1 – June 22 – NO SCHEDULED EVENTS
o June 2 – NO SCHEDULED EVENT - loud conversations and children yelling. Pool Event??
o June 3 – NO SCHEDULED EVENT - Large, commercial bouncy castle and yelling.

Some sort of party event.
o June 12 – Event at pool (we can’t see pool) 9:15 a.m. – Children screaming & chanting in unison
June 23 – NO SCHEDULED EVENTS
o UNSCHEDULED LUNCHEON – PA system introducing officers o LOUD BIRTHDAY PARTY followed
Item A Page 109 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
July 2022
July 1 – Family BBQ 5:00 p.m.
o Strong smell of smoke coming into the house I look outside and see they have erected another commercial bouncy castle and extended the roofing over the outdoor pavilion.

July 8 Family BBQ 5:00 p.m.
o Another large bouncy castle, children screaming
July 10 swim meet beginning 10:00 a.m.
o Swim Team Party – loud use of PA
July 14 Family BBQ 5:00 p.m.
o Large Bounce Castle - children yelling and screaming
July 16 – NO SCHEDULED EVENT
o PA system being used, lots of screaming
August 2022 – NO SCHEDULED EVENTS
August 14 – 5:45 a.m. Blowers
o 9:30 A.M. smoke coming into house from the BBQ’s
August 22 – stench from chemical fertilizer so strong I had to keep the grandchildren inside the house. Lingered for two days.

August 23 – motor at club running 8:30-9:15 p.m., registered 65dB in our bedroom.

Item A Page 110 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
September 2022
September 10 – NO SCHEDULED EVENT
o 5:30 to 9:00 p.m. PA system in use, at least 75 people at event.

September 11 – Saturday, 5:30 a.m. weed wackers, mowers, and blowers going September 13 – 5:30 a.m. – garbage pickup??
September 18 – Sunday 5:00 a.m. weed wackers, mowers, and blowers going October 2022
October 7 – Weed eaters going for four hours
October 10 11:00 a.m. – Blowers going for two hours
October 29 – NO SCHEDULED EVENT
o Unscheduled party
o Loud, horrible amplified “music” non-stop for three and a half hours without a break. It ended at 11:00 p.m. (with our windows closed and the TV on we could still hear the non-stop racket). We measured it at a constant of 70dB - 76dB Item A Page 111 Town Council Meeting July 25, 2023

MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
Item A Page 113 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
Item A Page 114 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
Item A Page 115 Town Council Meeting July 25, 2023
MCC Events – May 2021 – Oct 2022

DEBBIE MENDELSON / KEVIN GREENWOOD
August 2022 – No Events
October 29 2022 – NO SCHEDULED EVENT
o Unscheduled party
o Loud, horrible amplified “music” non-stop for three and a half hours without a break. It ended at 11:00 p.m. (with our windows closed and the TV on we could still hear the non-stop racket). We measured it at a constant of 70dB - 76dB Item A Page 116 Town Council Meeting July 25, 2023

Item A Page 118 Town Council Meeting July 25, 2023

______________________________________________________________________________ PC Meeting November 9, 2022 2300 Woodside Road Page 1

TOWN OF WOODSIDE

REPORT TO THE PLANNING COMMISSION
Meeting Date: November 9, 2022 Agenda Item: 2
Prepared by: Sage Schaan, AICP CEP, Interim Planning Director Title: CUSE2019-0001 – Planning Commission one-year review of the Menlo Country Club Conditional Use Permit (CUP) Operational Conditions. This review is required one-year after the completion date of the new fitness building and clubhouse, which occurred on October 28, 2021.

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)
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)

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 bathhouse; and construct a new twostory Clubhouse, two-story fitness facility, pergola, new parking and access areas, retaining walls, and other associated site improvements at the Menlo Country Club (MCC) (Attachment C, Planning Commission Resolution of Approval).

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.

After these appeals were filed, staff facilitated a meeting between the Appellants and MCC to determine whether or not any of the issues raised by the appeals could be resolved through further discussion. During the meeting Appellants and MCC agreed on a number of revised conditions to be attached to the Conditional Use Permit, thereby resolving some, but not all, issues on appeal.

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 B, Town Council Resolution of Approval).

Item A Page 120 Town Council Meeting July 25, 2023
______________________________________________________________________________ PC Meeting November 9, 2022 2300 Woodside Road Page 2 Below is a list of the CUP Operational Conditions from the Town Council Resolution approving the project:

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.

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.

Item A Page 121 Town Council Meeting July 25, 2023
______________________________________________________________________________ PC Meeting November 9, 2022 2300 Woodside Road Page 3

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.

Condition of Approval II.8, requires Planning Commission review of the Operational Conditions one year after the project was completed. The fitness building was completed on May 5, 2021, before the completion of the overall project. The site work and new clubhouse were completed on October 28, 2021. The date the entire project was completed (October 28, 2021) is the date used to establish the start of the required one-year review period.

PLANNING COMMISSION CUP REVIEW
Pursuant to Conditions of Approval II.1, MCC notifies the property owners within 300 feet by mail at the beginning of the year citing their website link (https://menlocc.com), that includes a link to the scheduled events for the upcoming year.

Just prior to this one-year Planning Commission review of the CUP, MCC submitted responses to each of the CUP Operational Conditions while also explaining how MCC responded to concerns received from nearby neighbors (Attachment E).

Over the course of the past year and a half staff received five emails (Attachment F) from the neighbor located at 145 Sheridan Way, which is nearest to the MCC outdoor area adjacent to the pool (Attachment D, Aerial Photo). Four of the emails were received before the completion of the entire project expressing concerns related to permit approvals, construction noise, and activity at the fitness building (Attachments F.1 – F.4). On July 17, 2022, the neighbor emailed MCC expressing concerns related to activities at the pool area. Attachment F.5 includes the email from the neighbor and a response from MCC. The Town has not received any comments from other nearby neighbors since the completion of the project.

The Planning Commission shall determine if Menlo Country Club is in compliance with the CUP Operational Conditions. If determined to be in compliance with the Operational Conditions, the Planning Commission shall approve the Draft Resolution in Attachment A. ATTACHMENTS A. Draft Resolution
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 sowing 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
Item A Page 122 Town Council Meeting July 25, 2023

RESOLUTION NO. 2023 -

BEING A RESOLUTION OF THE PLANNING COMMISSION OF THE

TOWN OF WOODSIDE 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, on June 5, 2019, the Planning Commission approved a Conditional Use Permit (CUSE2019-0001), Grading Exception (GRAD2019-0002) and Formal Design Review (ASRB2019-0015) for a proposal to demolish the existing two-story clubhouse, golf shop, cart storage building, and one-story pool bathhouse; and construct a new two-story clubhouse, twostory fitness facility, pergola, new parking and access areas, retaining walls, and associated site improvements, at 2300 Woodside Road, a property owned by the Menlo Country Club; WHEREAS, on June 14, 2019, the Town received an appeal from David Burow, owner of 135 Sheridan Way, and on June 15, 2019, the Town received an appeal from Deborah Mendelson and Kevin Greenwood, owners of 145 Sheridan Way (Appellants) in response to the Planning Commission’s approval of Resolution No. 2019-005, Approving ASRB2019-0015; GRAD2019-0002; and CUSE2019-0001;
WHEREAS, on July 9, 2019, the Town Council continued a duly noticed public de novo hearing for the appeals (APPL2019-0003 and APPL2019-0004); WHEREAS, on August 6, 2019, the Town Council conducted a duly noticed public de novo hearing for the appeals (APPL2019-0003 and APPL2019-0004) 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. The Town Council upheld the approval of the CUP adding Operational Conditions that include required Planning Commission review of the CUP one year after completion of the project;
WHEREAS, on October 28, 2021, the project was completed and passed final inspections by the Town of Woodside Building Department; WHEREAS, on November 9, 2022, the Planning Commission reviewed the Operational Conditions of Approval from the CUP (CUSE2019-001) and the comments from the owner of 145 Sheridan Way, and continued the item to obtain additional information from Town staff and the applicant; and,
WHEREAS, on April 5, 2023, the Planning Commission reviewed the Operational Conditions of Approval from the CUP (CUSE2019-001), the comments from the owner of 145 Sheridan Way, and the additional information provided by Town staff and the applicant that was requested by the Commission.

NOW THEREFORE, BE IT RESOLVED, that the Planning Commission finds that the Menlo Country Club complies with the CUP Operational Conditionals of Approval for the first year after the completion of the project that occurred on October 28, 2021. The Planning Commission further finds that all Conditions of Approval outlined in Town Council Resolution Item A Page 123 Town Council Meeting July 25, 2023

No. 2019-7305, remain in effect.

PASSED AND ADOPTED, by the Town of Woodside Planning Commission, at a duly noticed public hearing held on April 5, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

APPROVED:

Marilyn Voelke, Chair
ATTEST:

Planning Secretary
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meet event (and bar b que?) that ran from 8:45 in the morning. Not expecting that (since it wasn’t on the calendar), we had planned an outdoor memorial service at our home for the fathers of our sons and daughter in law who had both died in the last year. Imagine trying to have a memorial with the screaming and yelling coming from the club. Noise in excess of 65db. How pleasant. Tonight? Another sit down, wait staff dinner with a hugh inflatable castle (bouncy house?) and screaming kids as we attempted a long planned outdoor dinner party. So, whatever noise was averted by moving the fire pit, has been increased exponentially by the new event destination center at the south end of the pool, permitted after the fact by the planning department. This is not about “it was in the construction footprint”. It’s the planning department not consulting with or the town taking care of, the interests of residents. We own homes here we are Woodside. MCC is just a private club that benefits from being part of Woodside.

We did discuss tree removal in general terms, and especially about tree screening of the back of of the pool building. We did not ever discuss tree removal to expand the lawn area to an event center or destination location.

I understand that the CUP requires the MCC to send out a calendar of all planned events. The safety net the town provided MCC was that occasional changes could be posted on their website. MCC has already abused that stipulation. I have gotten calendars for many years by calling Laurel Lint. My point is that eleven non calendared events have taken place since Memorial Day, on the calendar they sent out shortly before Memorial Day. These were large and involved not last minute additions. They should reasonably have been on the initial calendar. Realize that we suffer the inconvenience of having to plan if and when we can have parties or guests to our home during the summer; planning around the MCC s scheduled events and cacophony, because when they have events, we and nearby neighbors often can’t even hear our guests talk.

And it’s ridiculous that they send out such an incomplete calendar and that we residents are expected to constantly check MCC’s website (which may or may not be accurate) when trying to plan get togethers at our own homes. A month and a half in and there have been a eleven non calendared events. And even tonight it’s dining under the sunshade with waiters, a giant castle/bouncy house, and the associated dissonance. It should be incumbent on MCC to provide an accurate calendar prior to Memorial Day, good for at least three months, and to provide at least a month’s notice to residents of subsequent changes to the initial calendar for any new events after those first three months. If any neighbors on our street were having a large event that might impact neighbors, they let everyone on the street know. It’s common courtesy among people who are actually good neighbors. MCC certainly plans far in advance whether it’s a swim meet, wedding, or outdoor dinner event, that we shouldn’t have to monitor MCC s website in order to know if we can have a quite dinner party on our deck or by our pool, a calendar which they might change at any time. Their behavior belies their lie that they are good neighbors . That issue seems to be resolved.

Unless behind the fence” is what you mean by approved storage area , be aware that instead of the previous eyesore of piled pool items, furniture and the hazard of 15 propane tanks, they have now put what appears to be a freezer, two golf carts, tables, chairs, planks, buckets, and more behind their fence for us to look at. It continues to be a public eyesore not to their members and guests, but for us and our guests.

Can’t they store their excess goods and garbage somewhere that residents don’t have to see them? Not yet addressed:

We still have no indication of when the project should be completed so we know when the one year monitoring period will begin. Do you have a tentative date? There was no attachment.

Debbie Mendelson
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TOWN OF WOODSIDE
Report to Town Council Agenda Item: B
Prepared by: Kevin Bryant, Town Manager July 25, 2023
SUBJECT: DIRECTION TO STAFF REGARDING AN ORDINANCE TO AMEND THE TOWN MUNICIPAL CODE CHAPTER 32, ARTICLE I, REGARDING THE

COMPOSITION OF THE PLANNING COMMISSION

BACKGROUND
California Government Code 65111 grants the Town Council authority to specify the membership of the Planning Commission which must be comprised of “at least five members, all of whom shall act in the public interest.”
Section 32.01 of the Woodside Municipal Code states:

Pursuant to the provisions of Cal. Gov’t Code § 65100, a Planning Commission, consisting of seven members, is hereby created.

Section 32.04 of the Woodside Municipal Code states:

No more than one member of the Planning Commission shall have his/her place of legal residence in, and be appointed from, each district of the Town; provided, however, the Council, by two-thirds vote of the full membership thereof, may appoint two or more members having their places of legal residence in the same district. If two or more members from the same district are so appointed, the Council shall designate which such members shall be appointed to which term or terms of office. If a member, during his/her term of office, removes his/her place of legal residence from one district to another, he/she may nevertheless complete the term of his/her office. If a member removes his/her place of legal residence from the Town, his/her office shall become vacant and shall be filled as for any other vacancy.

On April 12, 2022, by ordinance, the Town began the transition to a by-district form of Council member elections. As part of that action, the Town formally reduced its number of districts from seven to five. As a result, Chapter 32, Article I of the Woodside Municipal Code must now be amended to either retain a seven-member Planning Commission and to specify the residence requirements, if any, for those seats, or to reduce the size of the Planning Commission to five members to retain the one-member-per-district model.

On February 23, 2021, the Town Council conducted a study session to discuss the composition of the Planning Commission (see Attachments 2-4). The Council received written and/or verbal testimony from 57 people who commented on the size of the Planning Commission and/or district representation. All 57 of the commenters requested that Planning Commissioners continue to be appointed by district. Less than half of the commenters, 22 or 39%, urged the Council to keep a seven-member Planning Commission.

Item B Page 1

REQUESTED DIRECTION
The purpose of this meeting is to receive public input and to allow the Council to discuss and provide staff direction on whether to draft either:
1) an ordinance amendment that would continue to provide for a seven-member Planning Commission with members appointed at-large;
2) an ordinance amendment that would provide for a seven-member Planning Commission with five members residing in a unique Council district and two members appointed at-large;
3) an ordinance amendment that would reduce the size of the Planning Commission to five members, with each residing in a unique Council district; or 4) an ordinance amendment that would reduce the size of the Planning Commission to five members appointed at-large.

NEXT STEPS
Upon receiving the Council’s direction, staff will prepare an ordinance amendment to be introduced by the Council at a subsequent meeting. Unless otherwise specified by the Council, implementation of the new ordinance would occur over time with the expiration of current Planning Commission terms. The current membership of the Planning Commission is included as Attachment 1.

ATTACHMENTS

1. Current Planning Commission

2. February 23, 2021 Town Council Staff Report

3. February 23, 2021 Town Council Desk Items

4. February 23, 2021 Town Council Minutes
Item B Page 2
ITEM B ATTACHMENT 1

CURRENT PLANNING COMMISSION
Below are the incumbent Commissioners, the new Council districts in which they reside, and when their terms expire.

MEMBER Council District Term Expiration
Batchelder 1 2024
Garr 1 2026
Weaver 2 2027
Voelke1 2 2027
Kutay 4 2024
Tauber 5 2024
VACANT2 2026
Note 1: Commissioner Voelke was appointed in 2023 to serve as an out-of-district Commissioner for Council District 3. Her term expires in 2027.

Note 2: The vacant seat was created July 1st when Commissioner London resigned his seat. He had been appointed in 2022 to serve as the Planning Commissioner for then-Council District 3.

The Council action to adopt a new five-member Council District map resulted in Commissioner London’s residence being in District 5. He was completing his four-year term when he resigned.

Commissioners Batchelder, Garr, Kutay, and Tauber are serving terms which began prior to the change in Council districts.

Item B Page 3
ATTACHMENT 1

TOWN OF WOODSIDE
Report to Town Council Agenda Item A
From: Kevin Bryant, Town Manager February 23, 2021
SUBJECT: STUDY SESSION: REVIEW AND DIRECTION TO STAFF ABOUT

REDUCING THE NUMBER OF PLANNING COMMISSIONERS AND

REMOVING THE REQUIREMENT THAT COMMISSIONERS BE APPOINTED

BY DISTRICT

RECOMMENDATION
It is recommended that the Town Council review this staff report, take public testimony, and provide direction to staff.

BACKGROUND
At its meeting on February 9th, the Town Council requested that staff prepare information for a study session regarding the Town’s current ordinance establishing the Planning Commission. In particular, the Council indicated an interest in discussing the size of the Planning Commission and the requirement that each of the Council districts be represented on the Planning Commission.

Staff has provided the following information to facilitate the study session.

California Government Code
The Town Council has broad authority to establish the criteria for appointment to its committees and commissions and in assignment of duties to these committees and commissions. (California Government Code 54957)
The provisions in state law which address the establishment of a planning commission are found in California Government Code 65100, Planning agencies; assignment of functions, which provides:

There is in each city and county a planning agency with the powers necessary to carry out the purposes of this title. The legislative body of each city or county shall by ordinance assign the functions of the planning agency to a planning department, one or more planning commissions, administrative bodies or hearing officers, the legislative body itself, or any combination thereof, as it deems appropriate and
necessary. In the absence of an assignment, the legislative body shall carry out all the functions of the planning agency.

Pursuant to Government Code 65111, Planning commissions; creation; membership; designation of jurisdiction; joint area planning agencies or commissions or advisory agencies; powers and duties, if the Council appoints a Planning Commission, that Commission is required to report directly to the Council.

Item B Page 4
ATTACHMENT 2
The Woodside Municipal Code provides for the appointment of a Planning Commission with the following powers and duties as specified in Woodside Municipal Code Section 32.06, Powers and duties:

The Planning Commission shall have the powers and duties set forth in Cal. Gov’t Code and the general laws of the state and as set forth in this Code, which shall include, but not be limited to, the following:
(A) To prepare a general plan and development policy for the Town for recommendation to the Council;
(B) To recommend such ordinances and resolutions to the Council as are necessary to implement the general plan
and development policy adopted by the Council;
(C) To participate in the administration of the laws and policies of the Town by conducting the necessary public hearings and acting upon applications for zoning
amendments, conditional use permits, variances,
subdivisions, and other functions as may be assigned by the Council;
(D) To recommend to the Council changes, when necessary, in the general plan, the development policy, and pertinent laws;
(E) To prepare and recommend to the Council such specific plans as it deems necessary to supplement the general
plan; and
(F) To periodically review the capital improvements program of the Town.

Woodside Municipal Code
California Government Code 65111 also grants the Council authority to specify the membership which must be comprised of “at least five members, all of whom shall act in the public interest.” Woodside Municipal Code Chapter 32, Commissions, Article I, Planning Commission, currently provides for appointment of seven Planning Commissioners. (Woodside Municipal Code 32.01, Creation) The members are appointed by a majority vote of the Council.

Appointments are made at the first regular meeting in February for any terms expiring. (Woodside Municipal Code 32.02(A),
Appointments)
Interested candidates are required to file a written application, but the Council may also make its own recommendations for appointment. (Woodside Municipal Code 32.02(B), Appointments) Planning Commissioners are appointed to 4-year terms and serve until their successors are appointed. (Woodside Municipal Code

32.03, Terms of office)
Item B Page 5
Section 32.04 provides that Planning Commissioners must reside and be appointed from each district, but by a 2/3 vote of the full Council, it may appoint “two or more members having their places of legal residence in the same district.” (Woodside Municipal Code

32.04, Residence)
If Planning Commissioners move from one district to another, they are allowed to complete their terms in office, but if they establish residence outside Woodside, they vacate their appointment. (Woodside Municipal Code 32.04, Residence) Vacancies occurring midterm are filled by appointment of a new commissioner to serve for the remainder of the term. Planning Commissioners may be removed from office by a vote of 5 Councilmembers. (Woodside Municipal Code 32.05, Vacancies; removal from office)
Planning Commission Appointment History
From February 2012 to February 2021, the Town Council has interviewed candidates for 19 district appointments, including those to fill mid-term vacancies. In 15 instances (79 percent), there was only one candidate for appointment. In the other 4 instances (21 percent), there were two or more candidates for a seat.

For the recent appointment, the Town received one application for the vacant District 1 seat and no applications for the desired vacancy for District 4. Over the ten-year period from 2012, the Town made one out-of-district appointment for one term. The Town Council considered two applications for that out-of-district appointment in late 2013.

Planning Commission Meeting Attendance
Table 1 shows the number of Planning Commissioners present at meetings for the ten-year period from 2011 to 2020.

TABLE 1: Number of Planning Commissioners Present at Meetings by Year 7 Members
6 Members
5 Members
4 Members
er of
Meeti
2011 0 5 2 3
2012 5 1 4 9
Item B Page 6
2013 0 1 10 3
2014 6 5 2 1
2015 6 4 7 1
2016 1 6 8 2
2017 1 7 4 3
2018 1 4 5 5
2019 2 5 4 5
2020 2 4 6 2
2011-20 24 42 52 34
16% 28% 34% 22%
At only 16 percent of the meetings held during that period were there a full seven Commissioners present. Over the last five years, the trend has been more pronounced as only 9 percent of the meetings between 2016 and 2020 had seven Commissioners present.

Over the ten-year period from 2011-2020, the Planning Commission had only four or five members present over half (56%) of the time.

The figure is similar (57%) for the five-year period between 2016 and 2020.

This attendance information does not distinguish between Commissioner absences from meetings and those periods where there were vacant seats on the Planning Commission. Over the ten year period, there were 28 meetings held with at least one vacant seat on the Planning Commission, including all 14 meetings in 2013.

San Mateo Cities and Towns
Table 2 is a survey of the twenty cities and towns in San Mateo County listed in order of the number of citizens per Planning Commissioner.

TABLE 2: San Mateo County Cities and Towns Ranked by Citizens per Planning Commissioner
Population
1/1/20
Council
Members
Citizens
per
Council
Member
Planning
Commissioners
Citizens per
Planning
Commissioner
Daly City 109,142 5 At-large

21,828.40 5
Atlarge 21,828.40
San Mateo 103,087 5 At-large

20,617.40 5
Atlarge 20,617.40
Item B Page 7
Redwood City

86,754 7 District

12,393.43 7
Atlarge 12,393.43
South San Francisco

67,879 5 District

13,575.80 7
Atlarge 9,697.00
Foster City

33,033 5 At-large

6,606.60 5
Atlarge 6,606.60
San Bruno

45,454 5 At-large

9,090.80 7
Atlarge 6,493.43
San Carlos

30,145 5 At-large

6,029.00 5
Atlarge 6,029.00
Pacifica

38,331 5 District

7,666.20 7
Atlarge 5,475.86
Menlo Park

35,254 5 District

7,050.80 7
Atlarge 5,036.29
Millbrae

22,832 5 At-large

4,566.40 5
Atlarge 4,566.40
East Palo Alto

30,794 5 At-large

6,158.80 7
Atlarge 4,399.14
Burlingame

30,118 5 At-large

6,023.60 7
Atlarge 4,302.57
Belmont

26,813 5 At-large

5,362.60 5 - 7
Atlarge 3,830.43
Half Moon Bay

12,431 5 At-large

2,486.20 5
Atlarge 2,486.20
Atherton

7,031 5 At-large

1,406.20 5
Atlarge 1,406.20
Brisbane

4,633 5 At-large

926.60 5
Atlarge 926.60
Portola Valley

4,607 5 At-large

921.40 5
Atlarge 921.40
Woodside

5,676 7 District

810.86 7 District 810.86
Hillsborough

11,418 5 At-large

2,283.60 Council
Colma

1,729 5 At-large

345.80 Council

AVERAGE

6,807.52 AVG 6,545.96
MEDIAN

6,026.30 MED 4,801.34
Eighteen of the twenty cities and towns in San Mateo County have independent Planning Commissions. In the two towns that do not have Planning Commissions (Hillsborough and Colma), the Town Council serves the functions required by the Government Code.

Nine cities and towns have five Planning Commissioners. Eight cities and towns, including Woodside, have seven Planning Commissioners. One city, Belmont, has the latitude to appoint between five and seven members.

Of the eighteen cities and towns that have Planning Commissions, the Town of Woodside has the fewest citizens per Commissioner at Item B Page 8
811. The Town of Woodside is also unique in having Commissioners appointed by Council district. All other cities and towns appoint Commissioners at-large.

DISCUSSION
As discussed in this report, the Town Council has broad authority to determine the criteria to be considered in making appointments to its committees and commissions. The controlling legal framework resides in Chapter 32 of the Woodside Municipal Code, which the Town Council may amend by ordinance.

Staff observes that there are two significant and distinct questions that the Town Council may want to discuss. These questions are independent of each other.

The first question is: Does the Town Council believe that Planning Commission representation by district is important to the governance of the Town? The information in Table 1 confirms that district representation on the Planning Commission is unique to the Town of Woodside.

If the Town Council provides direction to remove the requirement that Commissioners be appointed to represent Council districts, all members could be declared at-large appointees when a new ordinance takes effect.

The Council can consider geographic concentration when making appointments to the Planning Commission without requiring a specified relationship between districts and appointees.

The second question is: Is seven members the correct number of Planning Commissioners for the Town of Woodside? There is a nearly even split within San Mateo County between seven- and five-member Planning Commissions. The information in Table 1 does indicate that the Town has the lowest ratio of citizens per Planning Commissioner in San Mateo County.

If the Town Council elects to pursue the reduction in the number of Planning Commissioners, the Council should also provide direction on how to implement this change. The Council could make the change effective with the implementation of an ordinance amendment making the change to fewer members or could adopt a transition plan that would take effect as current terms end. Making the change effective upon adoption of an ordinance amendment would necessitate a process where all currently appointed members are dismissed.

This would require a vote of 5 Town Council members. Current Planning Commissioners and others would then be invited to apply for appointment to the newly configured Planning Commission.

ANALYSIS
Item B Page 9
A previously elected Town Council established the size of the Planning Commission and the requirement that members represent Council districts. Staff believes the question about the appropriate size and nature of the Planning Commission to be a question of governance and one appropriately determined by the Town Council, the Town’s elected representatives.

From a Town administration perspective, there would not be a substantial difference between seven or fewer members of the Planning Commission. Likewise, moving from district to at-large appointments would not have a substantial effect on the administration of the Town.

CONCLUSION
The Planning Commission fulfills a requirement of the California Government Code. The selection of the residency requirements and number of commissioners is appropriately best determined by the Town Council.

ATTACHMENT

1. Correspondence from Maggie Mah, February 17, 2021
Item B Page 10
From: MAGGIE MAH
To: Council Members
Cc: Kevin Bryant; Jennifer Li
Subject: Changes to the Planning Commission
Date: Wednesday, February 17, 2021 2:07:35 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

To: Mayor Domkowsky, Council members Brown, Carvell, Fluet, Scott, Shaw and WallI am writing to express my concerns over ideas introduced at last week’s Town Council meeting that, if carried forward, would make significant changes to the Planning Commission. I understand that the Council has taken not taken formal action and will be studying the matter further.

Mayor Domkowsky suggested that the number of commissioners be reduced from 7 to 5 and that appointments could be made on an “at large” basis rather than by district.

As stated, these changes would--

1.) Improve the efficiency of Planning Commission deliberations, presumably by having fewer opinions and taking less time,

2.) Allow the Council to appoint candidates on an at large basis rather than by district which would also permit the Council to appoint more than one candidate should there be multiple qualified applicants and multiple open seats.

Comparisons were made to the ASRB, which was reduced in size from 7 to 5 several years ago and which several members of the Council remarked as having been improved by doing so. (Criteria for measuring improvement was not discussed.) While I am all for improved efficiency at all levels of government, here are my reasons for concern:

1.) The Planning Commission makes legal decisions that can affect the entire community and should not be compared to the ASRB.

The ASRB can only make recommendations to the Planning Director on individual projects that come to them for review. Apart from the Council, the Planning Commission is the only other Town body with legal authority. Reducing the number of commissioners from 7 to 5 and eliminating district appointments means that residents have significantly less representation in legal matters that may have a direct impact on them.. Fewer commissioners means that legal decisions are deliberated with fewer opinions as well as making each commissioner’s vote more important. Further, without specific district appointments, residents lose any sense of representation, accountability or advocacy that they would otherwise have.

If smaller and unrepresentative is better for the Planning Commission then why not do the same to the Town’s other legal decision making body. How about 5 council seats? How would it be if California representatives to Congress or the State Assembly were reduced in number and elected at large?

2.) Appointing commissioners to the Planning Commission on an at-large basis creates the potential for a disproportionate number of commissioners from one area of the community to have a disproportionate impact on issues affecting residents in other areas. Just as certain districts have Specific Plans (Emerald Hills, The Glens), each district in Town is different. We have districts for a reason and the residents of each district should have a right to representation.

3.) As to the issue of the Council being constrained by district only appointments, the Municipal Code allows for this:

Sec. 32.04 - Residence.

No more than one member of the Planning Commission shall have his/her place of legal residence in, and be appointed from, each district of the Town; provided, however, the Council, by two-thirds vote of the full membership thereof, may appoint two or more members having their places of legal residence in the same district. If two or more members from the same district are so appointed, the Council shall designate which such members shall be appointed to which term or terms of office. If a member, during his/her term of office, removes his/her place of legal residence from one district to another, he/she may nevertheless complete the term of his/her office. If a member removes his/her place of legal residence from the Town, his/her office shall become vacant and shall be filled as for any other vacancy.

Item B Page 11

TOWN OF WOODSIDE

MEMORANDUM
TO: TOWN COUNCIL
FROM: KEVIN BRYANT, TOWN MANAGER
DATE: FEBRUARY 23, 2021
RE: ITEM A – Study Session: Review and Direction to Staff About Reducing the Number of Planning Commissioners and Removing the Requirement that Commissioners Be Appointed by District
____________________________________________________________________________ In response to a question about the evolution of the membership of the Planning Commission, following is a history of the composition of the Commission.

The Planning Commission was created when the Town Council adopted Ordinance 1957-20 on February 14, 1957. The Ordinance consisted of one sentence, “pursuant to the provisions of Sec. 65300 of the Government Code of the State of California, a planning commission consisting of five members is hereby created.” Therefore, the Town’s original Planning Commission consisted of five members appointed at-large.

The current configuration of seven commissioners appointed by Council district was established by Council adoption of Ordinance 1968-200 on September 10, 1968. A review of the Town Council and Planning Commission minutes of meetings leading up to the adoption of Ordinance 1968-200 indicate the following reasons were considered for increasing membership at that time:
 An increase of membership from five to seven members may provide a continuity of service.
 An increase of membership would alleviate the time demands made by the expectation of Commissioners to serve on subcommittees appointed by the Mayor.  An increase would serve to secure greater participation in government by the residents.

There is no discussion in the minutes about the reasons for moving from at-large to district appointment.

The Town Attorney at the time also recommended updating the 1957 ordinance because State law had changed and required that ordinances establishing planning commissions include the organization thereof, the number of members, their terms of office, method of appointment and removal.

Item B Page 12
ATTACHMENT 3
In 1970, the Town Council considered a proposal to remove the requirement that commissioners be appointed from each of the seven Council districts. The proposal to do so did not pass.

Ordinance 1970-220, which did pass, established the term of office for each of the district seats, with no more than two seats expiring in any one year.

In 1976, the Town Council adopted Ordinance 1976-265, which reduced the threshold for an outof-district appointment by the Council from a unanimous vote to a 2/3 vote. The requirement for a unanimous vote had been in effect since the establishment of district representation on the Planning Commission in 1968.

The composition of the Planning Commission and the method for appointing commissioner has remained unchanged since 1976.

Item B Page 13
From: Kevin Bryant
To: Council Members
Subject: Item A - PC Attendance by District
Date: Monday, February 22, 2021 3:57:11 PM
I’ve been asked to provide the Planning Commission attendance by District. Here it is from 2011-20.

Kevin
Dist 1 Dist 2 Dist 3 Dist 4 Dist 5 Dist 6 Dist 7
2011 8 8 6 8 8 8 6
2012 12 15 10 18 13 16 14
2013 6 10 4 12 11 12 13
2014 12 12 14 14 12 9 13
2015 14 13 17 14 14 15 11
2016 11 13 16 16 13 10 12
2017 8 13 15 14 10 11 10
2018 13 15 12 14 10 7 11
2019 10 12 13 9 13 9 13
2020 11 14 11 6 12 11 10
TOTAL 105 125 118 125 116 108 113
Pct of Mtgs. 69% 82% 78% 82% 76% 71% 74%
Item B Page 14
From: Jennifer Li
To: Council Members
Subject: Fwd: Item A
Date: Monday, February 22, 2021 7:20:07 AM
From: Ned Fluet <[email protected]>
Sent: Sunday, February 21, 2021 3:05:16 PM
To: Jennifer Li <[email protected]>
Subject: Fw: COVID-19 & Town Update
Jennifer,
I received this email from a resident and he said it could be added to the record for Tuesday' meeting.

Thanks,
Ned
On Sat, Feb 20, 2021, 11:47 PM Simon L Klemperer < > wrote:

Ned, I appreciate your timely updates.

My strong reaction to the planning commission question is that yes, representation by district is very important. (Not that I’ve ever gone before them … simply on the basis of accessible, equitable, representative governance.)
I have no views on the correct number of representatives, but would suggest that using the same districts that send representatives to the Town Council would be simplest to administer, and simplest to understand.

In the case where no candidate steps forward from a single district, the highest vote-getter amongst losing candidates of other districts could be appointed to the open seat.

Thanks,
Simon Klemperer
Item B Page 15
From: Jennifer Li
To: Council Members
Subject: Fwd: Agenda Item A - It’s essential to maintain representation BY DISTRICT Date: Monday, February 22, 2021 7:18:36 AM
From: Corinne Moesta
Sent: Sunday, February 21, 2021 3:59:44 PM
To: Town Hall email <[email protected]>
Subject: Agenda Item A - It’s essential to maintain representation BY DISTRICT [CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Town Council Members & Town of Woodside,
Thank you for considering ways to make government smaller and more efficient. While we agree that 5 Planning Commissioners is probably sufficient, our concern is the unintended consequences of moving to “at-large” election of members. Representation by district is essential to maintaining fair, effective government in Woodside.

The Planning Comission should be elected by district
A move to “at-large” elections is not necessary, nor in the interest of our community. If given the opportunity, well intentioned volunteers of the Planning Commission and Town Council will naturally tend to encourage & appoint candidates from their own social circles, thereby inadvertently excluding some areas of Woodside. We believe that members would do their best to understand what’s in the interest of the entire town, but there are challenges that are unique to certain areas of which they might not be aware.

Our hill, District 7, is a prime example with specific challenges. The necessity of home generators is a fact of life for Woodside residents in the hills. We also have the challenges of non-conforming lots despite large properties. We don’t have access to adequate internet connections to conduct school/business from home while doing our part to slow the spread of Covid-19. Many might not realize we’re in a separate school district and have different traffic patterns than central Woodside. We live with the near-constant danger of wildfire. Etc.

Recognizing these differences, we need a Planning Commissioner that understands the implications and takes these into consideration when helping to revise & craft the General Plan, Town ordinances & resolutions as well as when advising about zoning, permits, variances and subdivisions.

Having representatives from our district on Planning Commission and Town Council is very important so that those bodies can consider different points of view when making decisions that affect the entire town or parts of it. Yes, even with district representation, it’s possible decisions are still made that adversely affect one part of town, but at least there’s the opportunity to have the needs of other districts considered in the process. The Glens certainly has its own challenges. Other areas of Town, such as the neighborhoods near the Horse Park, Wunderlich, or east of 280, undoubtedly have unique concerns too. Each area of Town deserves government representatives that understand the subtle differences in priorities and needs of that district.

Finally, in the past 5 years, towns, cities, and districts all over California (including Menlo Item B Page 16
Park & Redwood City) have been successfully sued and forced to move from “at-large” elections to “district” elections on the basis that it is a violation of the California Voting Rights Act to discriminate against certain populations. Clearly we should maintain our district-based elections.
7 vs 5 members of the Planning Commission
As noted in the Town staff report, some local towns have only 5 Planning Commissioners, although almost half of the represented sample have 7 members. We generally support the concept of smaller government and can see an argument for moving in that direction.

Woodside has at least 4 distinct areas, each with it’s own challenges: The hills, central Woodside, the Glens, and the areas east of 280 (or others?) So, it might make sense to move toward a 5 member Planning Commission and Town Council: move to 5 districts, or 4 members by district and 1 at-large member, as some other CA towns have done. However, reducing the number of members would require re-districting the town from its current 7 districts to 5 — an expensive, time-consuming process. Certainly during these challenging times of Covid-19, wildfires, power shut offs, and the need for capital improvements, there are many better ways the Town can spend our tax dollars.

Thank you again for your consideration and service to our town. We applaud your interest in enhancing the efficiency of our town government, however, representation by district is essential for residents and should not be changed. We hope that you will look for other ways to streamline and improve town government.

Sincerely,
Cori & Achim
Cori & Achim Moesta
Woodside, CA 94062
Item B Page 17

From: Kevin Bryant
To: Council Members
Subject: FW: Planning Commission
Date: Monday, February 22, 2021 10:02:51 AM
From: Rosekrans & Associates Inc
Sent: Monday, February 22, 2021 9:59 AM
To: Kevin Bryant <[email protected]>
Subject: Planning Commission
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Kevin,
Please pass this on to the Town Council.

Mayor Domkowsky and Council Members.

Having served two terms (2014-2018)on the Town of Woodside Planning Commission I am strongly in favor of maintaining the current composition of the Commission-seven members representing the seven geographic districts.

Considering the powers and duties of the Planning Commission as outlined in the staff report, it is important that the citizens of Woodside,because of it's widespread geography be fully represented.Many of the other San Mateo County cities are much more homogeneous than Woodside.

While I'm somewhat surprised by the attendance figures in the staff report, there is no evidence that a smaller number of Commissioners would mean a higher percentage of attendance.There are no comparative numbers for other public bodies.

I enjoyed my term on the Commission.I thought we were respectful of the applicants,staff and fellow members and collectively made good decisions.

Please leave things as the are.

Adolph Rosekrans
Adolph S. Rosekrans, Inc. Architects Woodside, CA 94062 Item B Page 19

From: Kevin Bryant
To: Council Members
Subject: FW: Study Session in Regard to Changes to Planning Commission Date: Monday, February 22, 2021 10:31:29 AM
From: Nancy Atkinson
Sent: Monday, February 22, 2021 10:26 AM
To: Town Hall email <[email protected]>
Subject: Study Session in Regard to Changes to Planning Commission [CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

To:  MEMBERS OF TOWN OF WOODSIDE TOWN COUNCIL
I have become aware of your upcoming discussion in regard not only to the size but also the eligible candidates for the Planning Commission.

I am writing to let you know I feel strongly PC members should be from their own districts and I am vehemently opposed to PC members being appointed at large.

I understand this is proposed change is motivated by the perception there are not enough applicants for Plannning Commission.

I personally am seldom even aware of an opening on committees, other than LEHC of which I am a member.  If there could be more exposure to openings, there might be more interest.

I strongly believe this is not the time to be discussing such an important subject.  I am not able to do video zoom from home and could not even connect to phone zoom for the last LEHC meeting.

Therefore I am not able to participate in this subject at this time, although I would very much like to.

Town residents should be aware of this important subject.  Other than a phone call from a neighbor, I have heard nothing.  Please postpone any decision on this item until live meetings with public input is available.

Nancy Atkinson
Item B Page 21
From: Kevin Bryant
To: Council Members
Subject: FW: Planning Directors
Date: Monday, February 22, 2021 11:50:06 AM
From: Rick DeBenedetti
Sent: Monday, February 22, 2021 11:49 AM
To: Kevin Bryant <[email protected]>
Subject: Planning Directors
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Good morning Kevin. I received the Town Council agenda for the upcoming meeting tomorrow evening. Of particular interest was the item regarding the possible changes to the Planning Commission. I have some concerns after reading what is being considered. To begin with I do not believe that a change is actually needed. The planning commission works. So why is there a need to make a change on something that works. I do not always agree with what some of the commissioners bring to the table or the final outcome but I do feel it is important to have a representative who lives in each district of the town who understands the nuances of that district. A person who talks to their immediate neighbors and knows their concerns. I am not sure if I would know the full impact of an issue in Woodside Hills or the Glens since I do not know those areas as well as I do the Old La Honda Road and Kings Mountain or other areas of Woodside. I would think a commissioner would find it very helpful hearing from their fellow commissioner before making a decision.

I also feel something like this is difficult to really follow on a Zoom Meeting. With the Covid restrictions starting to open up, this matter may be best to be tabled until a true open meeting can be held. With the seating/tables open again in the parking lot of Bucks could a meeting be held there or in the school parking lot. These areas would allow plenty of distance for those who decide to attend a discussion on this matter.

Again I do not see the need for a planning commission change. Please pass this on to the council members.--Rick
Item B Page 22
From: Pamela J Hinds
To: Town Hall email
Subject: Item A: Representation by District
Date: Monday, February 22, 2021 1:12:22 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Town Council Members & Town of Woodside,
We are writing to express deep concern about the possibility of moving from district representation to “at-large” election of members. Areas within Woodside are unique with different types of terrain, concerns, and issues, so at large representation would have a negative effect on fair, inclusive government in Woodside. We urge you to continue with district representation.

Sincerely
Pamela J. Hinds & Mark Diel
Item B Page 23

From: melinda stoker
To: Ned Fluet; Richard Brown; J.Carvell; Sean P. Scott; Chris Shaw; Jennifer Wall Cc: Jennifer Li; Melinda Stoker
Subject: Concerns regarding changing representation on the planning commission Date: Monday, February 22, 2021 3:05:23 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

To: Mayor Domkowsky, Council members Brown, Carvell, Fluet, Scott, Shaw, and Wall, I’m writing to raise concerns about suggestions to make significant changes to the Planning Commission that were brought up at the last town council meeting. My understanding is that Mayor Domkowsky posed that the number of commissioners be reduced from 7 to 5 and that appointments could be made on an “at large” basis rather than by district. I am aware that this concept or action has not been finalized and that town residents have not been made apprised of this discussion point with advanced notification of this topic prior to tomorrow's town council meeting at 7pm.

Reducing / eliminating district representation and allowing the Council to appoint candidates on an at large basis would mean that more than one candidate in a single district can be appointed. And, if the Planning Commission was reduced from 7 to 5 members, each commissioner’s vote would be more powerful and representation for a single district could become disproportionate, which is not equitable for all town residents.

The Emerald Hills side of Woodside and The Glens have unique issues and the Whiskey Hill Road / Mountain Home / Kings Mountain / Canada Rd. areas have different needs when it comes to planning / development / improvements, etc. Therefore, residents of each district should have equal representation and advocacy on the planning commission.

Holding a discussion that could potentially have a detrimental impact for district representation within our community is deserving of an appropriate forum. I respectfully request that this idea be tabled until appropriate notification, commentary, and study can take place.

Sincerely,
Melinda M. Stoker
Item B Page 25
From: Steve Patrick
To: Kevin Bryant; Town Hall email
Subject: Agenda item A, 2-23-21
Date: Monday, February 22, 2021 3:20:44 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Kevin Bryant, Town Manager.

Woodside Council Members.

Addressing agenda Item A, on the February 23,2021 council agenda to considered reduction of Planning Commission members and district representation, I make these observations and comments.

I was honored to have served on the Planning Commission for over 16 years. In those years I listened to the input from Commissioners, from the districts they represented, and were able to bring insight into the uniqued needs and considerations in their areas.

Woodside is not homogeneous in make up, Glens, Emerald Lake Hills, Old LaHonda, Woodside Hills and the others areas are very different and if all commissioners are from only one area the insights of commissioners living in the other districts will be lost.

Your report analyzing the attendance of commissioners does not seem to offer compelling reasoning to reduce the number of commissioners or eliminate the desire to foster unique district representation as desired in the original General Plan as envisioned by our founding fathers. Commissioners are volunteers and serve to review citizens requests for planning approvals in a timely manner, should the number of commissioners be reduce I believe the number of meetings with less than a quorum will increase and cause potential delays to projects.

Tools exist in our ordinance allowing the Council to permit cross over representation when needed.

Please consider these insights as you deliberate on changing the make up and representation of the citizens of the Town.

As it has been said,
“If it ain't broke, don't fix it"
Thanks,
Steve Patrick
Item B Page 26

From: Bill Hindson
To: Town Hall email
Subject: Agenda Item A Please Maintain Our District Representation Date: Monday, February 22, 2021 4:33:48 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Submitted by William Hindson, resident of Woodside since 1978 (The Glens, Central Woodside, and since 1983 Old La Honda Road/Orchard Hill Rd.) Dear Mayor Dombkowski and Members of Council,
First allow me to thank you for your service.

Woodside is fortunate to enjoy a diversity in its several communities, based largely on location within our varied geography. This diversity is important for the development of mutually supportive neighborhood resilience based on common walkabout values and concerns. This is an important attribute much needed in the face of our two very real natural threats of wildfire and earthquake, as well as other issues which are nowadays challenging our families and social structures.

As has long been the case in Woodside, district representation has served the community well to help further these goals. Please do your utmost to maintain the representation on key elements of the town's organization on a district basis , while also continuing to strive for reductions in the costs and burdens of our town government.

Respectfully,
William Hindson
Item B Page 29
From: kerry debenedetti
To: Council Members
Cc: Kevin Bryant
Subject: Study Session re/ Planning Commission
Date: Monday, February 22, 2021 4:51:38 PM
Attachments: districts.pdf
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Woodside Town Councilmembers,
The neighborhoods of Woodside vary greatly, even within our seven districts. To take Planning Commission representation away from any of those districts would jeopardize the balance of priority-setting and decision-making in this unique and wonderful town. Just look at the map and imagine how the concerns and views of residents in one corner might differ from those in another. A seat at the table should be reserved and required for representatives from each of our districts. That, of course, also means the number of Planning Commissioners should stay at seven.

Please do not consider changing how we are represented on the Planning Commission.

Kerry DeBenedetti
Item B Page 30

RON ROMINES
Woodside, CA 94062
February 22, 2021
Town Council
Town of Woodside
Re: Restructuring the Planning Commission
Honorable Councilmembers:

As an almost 50 year resident of the Town and former
Councilmember, I would like to offer my perspective on the pending issue of restructuring the Planning Commission: the proposal to reduce the size from seven to five Commissioners and to abandon District-specific representation.

It may be tempting to consider the numerical analysis and comparison to other San Mateo County towns in the staff report and conclude that it makes sense for Woodside to conform "to the norm." I suggest that this is a hasty conclusion which ignores important attributes of a Planning Commission scheme that serves Woodside's unique environment.

Obviously, the historic and current size of the Commission is inseparable from District-specific representation on the Commission. I believe that this arrangement has served the Town and its residents well for many years and there is no compelling reason to change it other than convenience in filling seats on the Commission. I think appointment of Commissioners by District is quite consistent with and supports an important goal inherent in the General Plan, which is the recognition of Woodside's unique and varied landscape. The Town is now required to maintain a planning body with representatives distributed Town-wide.

Woodside is one of the smallest municipalities in San Mateo County in terms of population, but it is also one of the most diverse in terms of geography and topography, lot size, residents' income, infrastructure, and residential development issues. Given the significant and unending desire for property development in Woodside, land-use issues are by far the biggest chunk of "government business" handled by the Town. And virtually all of this "business" falls under the perview of the Planning Commission, whose decisions have in the aggregate the most significant long-term impact on Woodside property owners.

Even though deliberations may be somewhat lengthier with a seven member body, Item B Page 31
it is more important to have a fuller airing of issues with a greater variety of perspectives than it is to "streamline" in the interest of efficiency.

A clear and significant advantage to having a Commissioner for each District is that at least one representative is much more likely to have first-hand familiarity with the development issues and appreciation of the potential impact of a given project. Likewise, having a "local representative" on the Planning Commission provides project applicants and affected neighbors someone to whom they have access and who have a stake in the same neighborhood.

It is as important to have District-specific representation on the Planning Commission as it is on the Town Council. The matters regularly considered and decisions made by the Planning Commission have a much more personal and long-term impact on residents in terms of the built environment of the various neighborhoods in Town. Abandoning the requirement of appointment by District risks concentrating representation within discreet areas. It serves no compelling need and is not good policy.

Sincerely,
Ron Romines
RR:hs
cc: Kevin Bryant
Jackie Young
Jennifer Li
Item B Page 32
From: Barbara Wood
To: Town Hall email
Subject: Changes to Planning Commission
Date: Monday, February 22, 2021 6:56:22 PM
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Honorable Council members and Town Manager -
I would like to strongly urge you to retain the current system of having Woodside's Planning Commission members represent the town's council districts.

As I am sure all of you are well aware, Woodside is a unique place with vastly different neighborhoods. That is why, I surmise, that the town's founders divided the town into districts to be represented both by council members and planning commissioners.

The Woodside Hills neighborhood could not be more different from the Woodside Glens' neighborhood. Skywood Acres bears no resemblance to Mountain Home Road. My little neighborhood off Woodside Road and Albion (one of the town's first subdivisions!) is vastly different from Emerald Hills.

Expecting townwide decisions to be made by officials who do not intimately know the town's diverse neighborhoods, as a resident of those neighborhoods does, would be an injustice to all its residents.

Please retain the current system of appointing a planning commissioner from each neighborhood in the town so we continue to have a representative democracy in our town.

If you have trouble getting candidates for these positions, the solution is not to trash the system, but instead to better publicize the positions and better communicate with the residents.

Perhaps a better use of your study session time would be a discussion of how to install a robust electronic communication system to allow the town's residents to be better informed of the town's important business.

Sincerely yours,
Barbara Wood
Item B Page 33
From: David McMullin
To: Town Hall email
Subject: Planning Commission
Date: Monday, February 22, 2021 7:42:40 PM
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To: Members of the Town of Woodside Town Council
I would like to express my opinion that Planning Commission Members should be chosen from their respective districts. I am against appointing Planning Commissioners from an at large pool.

Woodside is a very diverse community: geographically, topographically, and culturally. All neighborhoods should be represented on the Commission.

This issue should be tabled until we can have in person town meetings. Too many of my neighbors are not connected digitally and should have the right to weigh in on this important policy change.

David McMullin
Greer Road
Item B Page 34
From: Deborah Fitz
To: Town Hall email
Subject: Planning Commission Study Session Comments
Date: Monday, February 22, 2021 8:43:42 PM
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To: Mayor Domkowsky, Council members Brown, Carvell, Fluet, Scott, Shaw and WallWe are writing to express our concern regarding commissioners being appointed “at large” rather than by district and the reduction of planning commissioners from 7 to 5.

Before describing our concerns, we first want to express our appreciation for the excellent work the current planning commissioners are providing to our community. We have come before the commission twice, most recently in December to request a variance to install a generator on our property. The process was efficient, and all commissioners were well informed, thoroughly prepared and reasonable in considering and granting our request. We are grateful for their support.

The principal reason for our concern is that “at large” commissioners may not reflect the various districts’ diverse geography and varying conditions which give rise to specialized and unique concerns.

Representation on the planning commission from each district ensures appropriate knowledge of the particular needs associated with that district. Historically, “at-large” representation has not always been sensitive to those unique needs.

Two examples come to mind:

1. The Old La Honda Road community was excluded from the Comcast contract with the rest of the town, leaving residents without adequate broadband internet. Inability to access high speed broadband has become more than an inconvenience during the pandemic with so many residents working and attending school remotely; and

2. The increasing incidence of wildfires and storms resulting in power shut offs has created the need for generators to provide back up power in emergency along the Old La Honda Road corridor. This is another urgent safety need that would be best understood by a commissioner with direct experience.

Both of these serious concerns are more pressing in the hills and in districts west of 280. However, in the event that no candidate to represent a district is identified, the Municipal Code provides the following remedy:

Sec. 32.04 - Residence.

No more than one member of the Planning Commission shall have his/her place of legal residence in, and be appointed from, each district of the Town; provided, however, the Council, by two-thirds vote of the full membership thereof, may appoint two or more members having their places of legal residence in the same district. If two or more members from the same district are so appointed, the Council shall designate which such members shall be appointed to which term or terms of office. If a member, during his/her term of office, removes his/her place of legal residence from one district to another, he/she may nevertheless complete the term of his/her office. If a member removes his/her place of legal residence from the Town, his/her office shall become vacant and shall be filled as for any other vacancy.

Given the benefits as cited for each district to have a commissioner, maintaining seven planning commissioner seems to make the most sense. We value efficient government, but it’s not clear that reducing the number of commissioners would result in greater efficiency. Our direct experience with the commission Item B Page 35
was responsive and professional. For these reasons, we ask that you maintain the status quo of seven commissioners with representation from each district.

Thank you for your consideration,
Deborah & Alex Fitz
Item B Page 36
From: Tracy Cox
To: Town Hall email
Subject: Proposal to reduce Planning Commission representation Date: Monday, February 22, 2021 8:54:31 PM
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To: Mayor Domkowsky, Council members Brown, Carvell, Fluet, Scott, Shaw and WallThe proposal to reduce the number of Planning Commissioners is not to be taken lightly. As a twenty year resident of district 7, I have come to know just how different our needs and issues are from most of the town. Throughout the years, I have come to know our various district 7 representatives, who were neighbors and in some cases friends. I felt that I had someone to talk to not only about about grievances and issues, but also someone to praise and support during good times.

They were people who knew what it was like to live on the far side of Woodside, people that knew if we didn’t have a representative to speak up for us, we would be passed by. Should I even mention the years long "battle" to improve Old La Honda's roadway? I feel we NEED representatives from each unique district of this town, not only for a fair and even governing council, but for a spokesperson who will be heard. How do you propose to regulate our very different districts in a fair and unbiased way if we have no specific representative to whom we can turn to? I am very concerned that an “at large” appointee will not have the same attention and impact on issues that affect one district but not the others. Does the council member from District 1 have any experience with the 800 - 1200 cyclists that use Old La Honda road on a typical Saturday? Probably not, and therefore may not think having a charity bike ride up OLH road is a bad idea.

I would also like to comment on the reduction of members from 7 to 5 people.

After reading over the Councils attendance charts from the past ten years, it seems that the average attendance is around five or six per meeting. What the chart does not make clear is that it is not always the same representative not attending. In the past year of Zoom meetings, has there been an increase in attendance? Reducing the quorum to three is NOT in the best interest of the town. I feel that it would change the council to a homogenous and ineffectual "good old boys club”. How can three votes represent the varied and different districts of the town of Woodside? Redistricting the town would be a costly and time consuming job, thus reducing the council to five volunteer members wouldn’t save money either.

Item B Page 37
Sincerely,
Tracy Cox
Item B Page 38
From: Patricia Nelson
To: Town Hall email
Subject: District versus At Large Representation
Date: Monday, February 22, 2021 9:25:17 PM
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Dear Town Council,
We have lived in Woodside for seven years after moving from Palo Alto. We are very fortunate to live on Martinez Rd off of Old La Honda Road among a very special community. We strongly support having a district planning commissioner on the Council, rather than taking our chances that a representative-atlarge would have the knowledge and inclination to speak for our families and unique properties "on the Hill". There are many ways that we are different from other parts of Woodside, including our fire susceptibility, potential flooding risks, narrow roads and traffic issues, absolute necessity of generators, poor internet service, etc. A person from our District 7 should represent us.

Thank you,
Patricia Nelson and Scott Zamvil
Woodide, CA
Item B Page 39
From: Fiona Bensen
To: Town Hall email
Subject: Proposed changes to The Woodside Planning Commission Date: Monday, February 22, 2021 9:40:11 PM
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Hello there,
I am unable to participate in the Town Council Zoom meeting tomorrow evening at 7pm, but would like to convey my opinion about the proposal to reduce the number of Woodside Planning Commissioners, and move to an “at large” rather than the current “by district” representation.

I believe this is not in the interests of the individual districts which make up Woodside, each having unique needs.

The needs of those living in say the district that represents Old La Honda Rd are distinctly different from the needs of those living in the district that represents say Canada Rd residents. We need to maintain representation by district to ensure fair, effective government for all in Woodside.

Accordingly, please note my desire for the status quo to remain.

Fiona Bensen
Woodside
formerly of
Woodside
Item B Page 40
From: Susie Q
To: John Dean
Cc: Town Hall email
Subject: Re: Maintaining Representation By District
Date: Monday, February 22, 2021 9:43:42 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Woodside Town Council Members,
I support representation by district over "at large" elections. Even though we have lived on this very special hill for only 27 years, my family can attest to the fact that we have unique and specific concerns/problems to be communicated.

Thank you for providing this discussion,
Susan Dean
Woodside, CA 94062
On Mon, Feb 22, 2021 at 9:05 PM John Dean <[email protected]> wrote:

Dear Sir/Madam,
If the town of Woodside wants to maintain fair representation within its community, I believe that it is critical that we continue with representation by district.

Sincerely,
John Dean
Woodside, CA
Item B Page 41
From: Vandana Mathur
To: Town Hall email
Subject: Opposed to Election of "at large" Planning Commission Date: Monday, February 22, 2021 10:33:04 PM
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Dear Town Council,
We are strongly opposed to the proposed election of Woodside Planning Commission members "at large" rather than by district. Our district (7) is topographically unique and faces specific issues including access by only a single road, lack of reliable internet or cell service, reliance on propane, and extreme wildfire threats. Our properties have unusual shape and terrain that differs considerably from those in other districts. We require representation by someone elected by our district who is deeply knowledgeable about these issues so that they may be in the forefront of their thinking when considering Planning Commission rules and regulations. The Voting Rights Act requires that our votes not be marginalized and that we are given proper representation.

We will attend tomorrow's meeting to further voice our concerns.

Thank you for your consideration.

Vandana Mathur
David Reichling
Item B Page 42
From: Carol Rose
To: Town Hall email
Subject: Representation by district
Date: Monday, February 22, 2021 11:07:10 PM
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District Representation for Town Council is the only way our diverse districts can be fairly represented. 60 years
resident home owner, Old LaHonda Rd.

Carol Rose
Item B Page 43

From: Jennifer Jones
To: Town Hall email
Subject: Opinion/ Planning Commission Members
Date: Tuesday, February 23, 2021 8:34:59 AM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.
> To: Members of the Town of Woodside Town Council
>
> I would like to express my opinion that Planning Commission Members should be chosen from their respective districts. I am against appointing Planning Commissioners from an at large pool. >
> Woodside is a very diverse community: geographically, topographically, and culturally. All neighborhoods should be represented on the Commission.
>
> This issue should be tabled until we can have in person town meetings. Too many of my neighbors are not connected digitally and should have the right to weigh in on this important policy change. >
> Jennifer Jones Greer Road
Item B Page 45
From: Bob Garcia
To: Town Hall email
Subject: Planning commission representation
Date: Tuesday, February 23, 2021 8:56:36 AM
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The recent discussion of planning commission at large representation flies in the face of fair and equitable political representation. It assumes a homogeneous town population where all needs and requirements are equal. This could not be further from the truth. Each subsection of Woodside is unique, with special considerations for fire safety and quality of life. The current system of neighborhood representation works to maintain a unique voice from each of the neighborhoods
We oppose the change to "at large" planning commission representation.

Bob and Diane Garcia
Woodside
Item B Page 46
From: Kevin Bryant
To: Council Members
Subject: FW: Agenda Item A, 2.23.21 Meeting
Date: Tuesday, February 23, 2021 9:38:13 AM
-----Original Message-----
From: MBS
Sent: Monday, February 22, 2021 8:28 PM
To: Kevin Bryant <[email protected]>
Subject: Agenda Item A, 2.23.21 Meeting
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Town Manager Kevin Bryant, Mayor Dombkowsky & Council Members, I’m writing to state my objection to reducing the number of Planning Commission members from seven to five and replacing district-based representation with at-large appointments. The study assessment doesn’t posit a good reason for the proposed changes (no obvious benefits were indicated), so why is this being considered? The commission would lose the representation and voice from each district under the proposed changes. Given the varied needs, interests and characters of the different districts, I believe it is important to continue to provide for Planning Commission representation from each district.

Sincerely,
Marian Sprague
Item B Page 47
From: Jeffrey Lea
To: Town Hall email
Subject: proposed change to Planning Commission makeup
Date: Tuesday, February 23, 2021 9:42:21 AM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

To the Council:

I am writing in opposition to the proposed change away from district representation on the Commission. I have lived in Woodside for more than 25 years, and worked on many projects here for 50 years. Woodside is one of the most varied communities in the area in terms of housing stock and population. Together with very luxurious and expensive residences are a great many of more modest scale, and the mix of those as well as the neighborhood breakdown in Town lends itself to divergent needs and interests. All those differences are valid and worthy of consideration. I feel that is best ensured by requiring that candidates be scattered among the various natural Town communities with a District residence requirement.

Thank you.

Jeff Lea
Jeffrey C. Lea, Chairman Emeritus
Lea & Braze Engineering, Inc.

Civil Engineers | Land Surveyors
HAYWARD • ROSEVILLE • DUBLIN • SAN JOSE
WWW.LEABRAZE.COM
Item B Page 48
From: Kevin Bryant
To: Council Members
Subject: FW: Planning Commission
Date: Tuesday, February 23, 2021 9:43:23 AM
-----Original Message-----
From: Mario Musto
Sent: Tuesday, February 23, 2021 8:57 AM
To: Kevin Bryant <[email protected]>
Subject: Planning Commission
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Mr. Bryant- I do not want a change made in Planning Commissioner number or District requirement at this time. The Council should review public comment and address issue at a more appropriate date.

Yours TrulyMario Musto
Sent from my iPhone
Item B Page 49
From: Diane Toby
To: Town Hall email
Subject: Planning Commission - Proposed Changes
Date: Tuesday, February 23, 2021 10:04:40 AM
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To the Woodside Town Council,
With this letter I am registering my opposition to the proposed change from district to general representation on the Commission. Among the many positives of living in Woodside is the mix of residents. Covering the needs of those in greatly varied neighborhoods as well as economic differences is surely a difficult proposition. I have lived in Woodside for twenty five years and have been witness to the benefits of community representation. Losing the voices of differing neighborhoods strikes me as a recipe for conflict.

I respectfully request that the Planning Commission retain its current neighborhood-based representation.

Thank you,
Diane Toby
Item B Page 50
From: Lexi
To: Council Members; [email protected]
Subject: Town Council Agenda Item A
Date: Tuesday, February 23, 2021 3:13:23 PM
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Hello All,
I’m writing regarding Agenda Item 'A', addressing the Planning Commission membership representatives.

I very recently resigned after 20 years on the LEHC, and am a 40+ year Woodside resident, so am stating my opinion as a private citizen.

I am very strongly opposed to the proposed changes to the current ordinance being studied in tonight's Agenda Item 'A' under New Business.

Due to Woodside's unique nature, topography, and zones of the Town, I find it interesting but irrelevant to compare it to other San Mateo County cities and towns as a contributing factor in making this proposed ordinance change to Planning Commission membership.

What I think is most relevant, and most important, is that each zone is entitled to informed, fair representation based on lived experience in each zone.

Additionally, reducing the number of members has the real potential to make the body more insular in it's decision-making, instead of having to consider the sometimes vast diversity of the seven zones through the perspective and knowledge of the representative who actually lives there.

I personally have lived in three different zones with very different characteristics. Starting on seven acres of level land in central Woodside, where I was fortunate enough to build my home, then buying into the Whiskey Hill Road area on three totally flat acres with a running creek, to my present downsizing in the north end of Canada Road on a bit over 1/2 acre on a hillside. All very different in topography, land characteristics, neighborhoods, and land use regulations.

My point being that the zone variations are pretty significant and deserve representation by a resident of each individual zone. Eliminating that PC requirement, creating an 'at-large' representative, (which doesn't even sound good on paper, in my opinion), and eliminating two zone-based positions, does not serve the residents nearly as well as the current ordinance sets out, and may result in a disservice to residents.

If the issue is about time and/or attendance, those can readily be addressed under the existing PC zonebased membership makeup.

Thank you for your time and efforts on TC, and I hope you consider my thoughts in your study session.

Best regards,
Alexis (Lexi) Bartlo
Item B Page 51
From: Susan Lang
To: Town Hall email
Subject: Town Council Meeting February 23, 2021
Date: Tuesday, February 23, 2021 4:13:04 PM
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Dear Council Members - Just a comment about the agenda of tonight’s meeting. It seems that there are several important items to be considered (including on the consent calendar), but especially considering the change in the Planning Commission re the number of commissioners on the commission as well as the district requirement. This represents a potential sea change in the structure and function of the commission. At this time, with covid restrictions already forcing communication by zoom, it seems an odd time to be considering this item. Hopefully, this could be postponed until in person meetings/comments are once again allowed. Thank you very much for your consideration.

Susan Lang, Woodside
Sent from my iPad
Item B Page 52
From: Sandi Thompson
To: Town Hall email
Cc: Sandra Thompson
Subject: Proposed changes to structure of the Town Plannning Commission Date: Tuesday, February 23, 2021 4:35:57 PM
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Town Council:

I understand you are preparing to review the
representative structure of the Planning Commission
from district representation to at-large representation.

Having served as chair of the Commission as well as a
member, I do have some insight, for better or worse.

I would strongly recommend you not do this without
careful study and after virtual-only opportunities to have in-person public meetings.

Woodside is diverse in many ways.

1. Our zoning creates very different uses from one
section of town to another. There are large parcel
requirements and then there are less than an acre lots.

How these are used (as well as those in between) are
very very different.

It was always notable to me how neighborhood patterns
widely vary from parcels east of 280 to those on Old La Honda Road, those in "Central" Woodside to those in the Glens. Representatives of those Districts would be able to give voice to those zoning quirks better than at large reps, IMHO.

Item B Page 53

2. The price points of various parcels throughout the
Town have existed for decades. There are families who
have kept homes within the family for a century or more as well as those who have mortgaged themselves
heavily to raise families and live in our beautiful haven.

Representation is key to making sure all voices are
heard equally. And the Town may need to provide
services diverse to each community. Some property
owners will hire a battery of consultants and architects to do their bidding and others will design jointly with a
contractor. Both are important to the vibracy of our
Town.

3. And then our geography. Building envelopes, cut and
fill requirements, horse/hiking trails, riparian areas, etc are really restrictive to the development of our lands.

District representatives better understand those nuances and can provide comfort to district residence that there is an understanding of local geographic realities.

Having spent 6 - 7 years on the Commission, one might
think that I understood Woodside like the back of my
hand. But then I would go on a site inspection over 5
miles from my residence, but all within Woodside, to
discover a part of Town of which I had little to no
awareness. I always tried to seek out the opinion of the Commissioner who represented the District for insight
and perpective after a tour of the site. I always learned more and felt as if I better represented everyone's
interests more appropriately.

I am happy to provide more details about my opinion.

Item B Page 54

From:

To: Council Members
Subject: proposed change to merge council positions
Date: Tuesday, February 23, 2021 4:51:03 PM
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Dear Town Council members,
I am aware of the proposal to "streamline" possibly make things more efficient- however... in the case of merging all districts into one, very few ,representations I think this is a VERY bad idea.

Woodside is full of little "micro neighborhoods" with different needs. The topography, house sizes and prices, horses vs the Glenns/no horses, road traffic, makeup of young families vs. older residents, the weather... there are countless items that affect each area differently.

For example: someone from the Glenns with young school age children has completely different issues than someone on Whiskey Hill with several horses and a large land parcel, and those needs are again different from someone in the Kings Mountain area.

This town is not "vanilla", it is full of little nuances and specialized characteristics.

I do not see merging all of us 5,000+ residents into representation from one, or a very few, as being efficient, positive or constructive. I only see future problems with this plan and many unhappy people who feel their needs and concerns are not being heard.

Thank you for your consideration,
Kathi Dancer
Item B Page 56
From: Sarah Rivers
To: Town Hall email
Subject: changes to Planning Commission without notice
Date: Tuesday, February 23, 2021 5:24:10 PM
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Woodside Town Council Members,
With all due respect, I am writing to express my extreme concern and disappointment after learning that the Town Council is proceeding with a discussion of reducing our Planning Commission from 7 district members to 5 at large members. This is way too significant a change with not enough time allotted for either the council or the public to adequately review.

The council should act responsibly and set a date for a study session at a special meeting devoted to this issue. This special meeting should be planned for a date in the future ( a matter of weeks) get well publicized and encourage participation from the residents of Woodside.

Sarah Rivers
Family Farm Road
Woodside
Sarah Rivers
Item B Page 57
From: Kevin
To: Town Hall email
Subject: Planning Commission discussion
Date: Tuesday, February 23, 2021 5:29:37 PM
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To: Woodside Town Council
I understand you will be discussing reducing the Planning Commission from 7 district members to 5 at large members.

This is too significant of a change with not enough time for either the council or the public to review. The council should set a date for a study session at a special meeting. You need to hear from people in every neighborhood and every district.

Bottom line, this needs to be weeks out, well noticed, and allow for full participation from the public.

If the issue is difficulty in finding enough volunteers, the answer is not reducing the commission size or a members at large arrangement. That will only create multiple future problems. It's like kicking the can down the road.

Kevin Greenwood
Item B Page 58
From: Fawni Hill
To: Town Hall email
Subject: Planning Commission Agenda Item
Date: Tuesday, February 23, 2021 5:29:53 PM
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Dear Mayor, Town Council Members, Town Manager, et al,
Woodside is a very unique TOWN - Rural in nature with coveted open space, trails, parks and a wonderful quality of life for not only the residents and their pets/animals, but visitors from neighboring communities that journey to Woodside to breathe the fresh air and take in the splendor of the region and experience a rural community right in the heart of Silicon Valley.

People want to move here to have that Woodside experience; however, many who come have instead brought suburban and even urban views with them regarding how the community should look and function. Woodside is the last Town in Central San Mateo County that is trying to hold on to the heritage that makes this community so desirable.

Yes, change will always occur, but by eliminating distinct neighborhoods from having a say in local government through their neighborhood representative, is not a community value and akin to discrimination. Every neighborhood should be represented, from the smallest single family home or cottage to the 100 million dollar plus estates. All voices matter, not just those who can buy or manipulate votes and favors.

The proposal on the table is being pushed without the benefit of community involvement though it will affect every resident of Woodside.

Please consider taking a breath, spending some time asking the people what they want for THEIR Town, for today and into the future.

Thank you for your time and consideration.

Fawni L. Hill
Item B Page 59

From: David Gluss
To: Town Hall email
Subject: Changing representation method for town council Date: Tuesday, February 23, 2021 6:33:32 PM
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I find it alarming that you'd consider moving to an at-large system for choosing representation for the town council.

It makes it easy for a populous part of the town to freeze out smaller parts. As Old La Honda Road contains a lower number of people but a high proportion of the town's road and connectivity, it would be easy to just cut off money for maintenance.

Some examples:

Consider the school bond. It was voted down because most of the population doesn't have children. This did not affect me personally but I was disgusted that people would be their selfishness ahead of the children. That, however is what many people are like.

Consider the internet/cable deal: 10% of the population is not only excluded from the deal (us) but because of Comcast's exclusive deal with the town, no other cable company can serve the ones you left out, and we are left out permanently.

To conclude:

If you change to a non-district plan, I'm afraid that the densely populated town center will call all of the shots in their own favor, and that wouldn't be right.

David Gluss + Patti Pop
Item B Page 61
From: Karen Offen PhD
To: Town Hall email
Subject: Districts or not
Date: Tuesday, February 23, 2021 8:14:54 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

I am very concerned that changing from district representation for the planning commission is a potentially dangerous proposal Woodside is an unusual community - with different areas with different acreages, animals, etc.

It is not like the neighboring communities that are more homogenous. I think there is a back story behind this proposal that might threaten Woodside’s very character and rural residential, horsey, outdoors existence. We should become aware of what this back story is. I urge the Town Council to investigate thoroughly where this idea is coming from - and why - before drawing any conclusions.

Thank you, Karen Offen
( a Woodside resident since 1968)
Sent from my iPhone
Item B Page 62

4. The Town Council already has the ability to appoint Planning Commissioners at large if no qualified applicants apply for an opening in a particular district.

Representation by district is critical for all the reasons Ms. Mah so eloquently stated in her letter, and for the reasons I have noted above. I respectfully request that you retain the current Planning Commission structure and, by so doing, protect the integrity of land use planning in the Town of Woodside.

Respectfully yours,
Terry Freeman
CC: Kevin Bryant ([email protected] )
Jackie Young ([email protected])
Jennifer Li ([email protected] )

Item B Page 64
From: Ann Nolan
To: Town Hall email
Subject: New Business - Study Session, 2/23/21 Meeting
Date: Wednesday, February 24, 2021 3:18:14 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Honorable Mayor and Council Members,
I am opposed to reducing the number of Planning Commissioners and removing the requirement they be appointed by district.

Woodsiders in each of our seven districts deserve representation by people who know their neighborhood and who can act for them effectively and knowledgeably. Woodside has defined districts for a reason: they differ from one another. Each district has its own specific requirements and needs and even geography. If you reduce the number of Commissioners and then appoint them, you may get 5 commissioners at every meeting, but you may not be giving your constituents proper representation.

Finally I think a decision of this scope and importance should be discussed when it's appropriate to hold an in-person, "live" meeting, not a virtual one. I hope that can happen relatively soon. This is an important issue.

Sincerely,
Ann P. Nolan
Item B Page 65
Item B Page 66
ATTACHMENT 4
Item B Page 67
Item B Page 68

TOWN OF WOODSIDE
Report to Town Council Agenda Item: C
Prepared by: Kevin Bryant, Town Manager July 25, 2023
SUBJECT: STUDY SESSION: ARCHITECUTRAL AND SITE REVIEW BOARD

MEMBERSHIP

BACKGROUND
The Town of Woodside has had an Architectural and Site Review Board since the adoption of its first Zoning Ordinance in October 1959. Section 36.1 of Ordinance 1959-80 stated that:

An Architectural-Site Plan Committee is hereby created to carry out the duties hereinafter specified. The committee shall include a Planning Commissioner and two residents of the Town of Woodside, one of whom shall be a registered architect. Committee members shall be appointed by the Town Council for a one-year term renewable at the pleasure of the Council.

The present day makeup of the Architectural and Site Review Board is established by Section

32.15 of the Woodside Municipal Code, which states:

There is created an Architectural and Site Review Board (ASRB) which shall be advisory to the Planning Director. The Board shall consist of five members, one of which shall be a licensed architect if one is available for appointment and another one of which shall be a licensed landscape architect if one is available for appointment. The Board’s members shall be appointed by the Town Council. The Planning Director shall serve as the executive officer of the Board and shall be responsible for calling meetings of the Board, maintaining records, including minutes, referring applications, and transmitting in writing the reports and recommendations of the Board to the Planning Commission for action.

The regular meetings of the ASRB are held on the first and third Mondays of each month at 4:30 p.m. in Independence Hall.

In February 2023, the terms of three of the five members of the ASRB expired. The Town received no new applications in response to its normal recruitment efforts and the Council was not able to make new appointments. To allow the ASRB to reach quorum, one of the three ASRB members whose term was scheduled to end in February 2023 agreed to continue on the Board for a short, but undefined period of time. To address the issue that all three members were required to be present to make quorum, on March 14, 2023, the Town Council adopted Resolution 2023-7571 which had the effect of reducing quorum to be a majority of appointed members instead of potential members. In adopting the resolution, the Council asked that the issue of the ASRB vacancies return to the Council for discussion if it continues.

Pursuant to Resolution 2023-7571, the ASRB functioned with a quorum of two from March 14th through May 9th, when the Council appointed a fourth member to the ASRB.

The ASRB still has one vacant seat and the one member whose term ended in February 2023 who Item C Page 1 Town Council Meeting July 25, 2023

would like to step down. The Town has continued to recruit for two new members through frequent posts to Nextdoor and emails to subscribers of Town announcements and agendas. No additional applications for appointment to the ASRB have been received.

DISCUSSION
Staff is unaware of any other time in the Town’s history when there were not sufficient applicants to serve on the ASRB. When asked to comment on the difficulty of recruiting for members, one ASRB member commented during his reappointment interview in February that it was “dumb luck.”
Staff acknowledges that the termination of the California State of Emergency Declaration for COVID-19 and the end of hybrid meetings which allowed Board member participation by Zoom has likely had an impact on both recruitment and retention for the ASRB. However, the Town must comply with state law regarding Brown Act meetings and cannot return to Board member participation by Zoom beyond what is allowed by law.

To facilitate Council discussion, Staff has provided the following potential modifications to the operation and structure of the ASRB (A-D). These modifications are not mutually exclusive, and the Council could decide and direct that more than one of the changes be implemented. In the absence of any changes, Staff will continue recruitment efforts for the ASRB.

Operational Modifications
A. The ASRB meets twice a month at 4:30 on Monday afternoons. The time and frequency of ASRB meetings could be modified by either starting meeting times later (6:00 or 7:00, for example) and/or holding regular meetings once a month instead of twice a month.

Pros: Scheduling meetings in the evening may attract applicants who cannot participate in meetings that start during the workday. Holding regular meetings once a month may attract applicants for whom every two weeks is too great a time commitment.

Cons: Holding meetings once a month instead of every two weeks would result in longer agendas and longer meetings. Additionally, applicants that require ASRB review may have to wait longer to have their project reviewed by the ASRB if there only one meeting per month.

Structural Modifications
B. ASRB membership could be permanently reduced to three members.

Pros: Fewer applicants would be needed to fill the ASRB. For the current ASRB, the member who seeks to step down would be able to do so and the Board would have full membership.

Cons: ASRB recommendations would be made by between two and three appointees instead of by between three and five appointees, reducing the number of different perspectives reviewing applications.

Item C Page 2 Town Council Meeting July 25, 2023

C. Allow non-residents to serve on the ASRB. This could include professional architects or landscape architects that do not live in Woodside or college or graduate students in the field of architecture that do not live in Woodside.

Pros: Allowing non-residents who have professional and/or education qualifications would ensure that the ASRB has architectural expertise and would increase the pool of potential applicants.

Cons: Allowing non-residents to serve on the ASRB is contradictory to the resident volunteer model that has sustained the Town since its incorporation.

D. Disband the ASRB. Taking this action would require a modification to the Zoning Ordinance to re-assign applications to either the Planning Commission, the Architectural and Site Review Administrator, or Staff.

Pros: Disbanding would negate the need to recruit for the ASRB.

Cons: Disbanding the ASRB would end nearly 65 years of citizen participation in the architectural and site review process.

CONCLUSION
Recruitment to the ASRB has proved difficult in 2023. Discussion of potential changes the operation and structure of the ASRB is appropriate to determine if changes are needed to the Architectural and Site Review process.

Item C Page 3 Town Council Meeting July 25, 2023

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
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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.

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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.

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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.

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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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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
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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
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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
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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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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
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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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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
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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
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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
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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
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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.

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APPENDIX C
ADUs: An American Tradition
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APPENDIX D
Housing Elements Are an Iterative Process
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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
a new design on urban planning
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
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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
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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
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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
a new design on urban planning
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
a new design on urban planning
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
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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.

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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
m-group.us
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
m-group.us

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
m-group.us
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
m-group.us

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
m-group.us

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.

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 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.

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 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

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.

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 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
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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.

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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
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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.

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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.

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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.

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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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civicplus.com 11
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
From: Marilyn Voelke
To: Town Hall Email
Subject: Regarding the crosswalks at Woodside Rd and Kings Mountain Rd Date: Tuesday, July 25, 2023 5:11:28 PM
[CAUTION]: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Mayor and Councilmembers,
I support the installation of these crosswalks. I use this intersection daily as my route from my home to the Town Center.

I have a couple of observations. I believe the sign in the center of the road on Woodside Rd is unnecessary (we all know that we have to stop for pedestrians in the crosswalk) and I believe it will be a hazard for vehicles turing left from Kings Mountain onto Woodside Rd. We already have cars, bicycles, and horses turning left at this intersection with visibility impaired by a power pole, utility boxes and the people servicing those utility boxes. In addition, unexpected fast moving cars coming around the turn from the right sometimes cause a need for speed in completing a left turn there. Please don’t install the sign.

In addition, please consider as a part of this project, removing the oleander bushes on the north side of Woodside Rd. just west of the intersection. I don’t know who planted those bushes, but they create a visual hazard to cars turning left from Kings Mountain onto Woodside Rd. They unnecessarily obscure the view of the right right lane and anything, or anybody, in it. I called Town Hall and spoke to someone when they were first planted because I could see a problem coming. I was told the Town didn’t do it. I asked whoever I spoke to to check with Cal Trans to see it they planted them and ask them to remove them. He did make a call, but I’m not sure of the response. The bushes were planted right next to the horse trail, so was it one of our equestrian organizations or committees….or the adjacent homeowner looking for screening. I really can’t imagine that it was Cal Trans and the bushes need frequent severe trimming to be safe (which they do not get).

Respectfully,
Marilyn Voelke

TOWN COUNCIL MEETING
07/25/2023
DESK ITEM: ITEM 13
__________________________________________________________________ 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