Town Council
September 12, 2023

Investigators initially believed that the cause of the fire that originated near the Murrundindi Mill and swept through
Narbethong and Marysville was arson, with several suspects investigated.[60] On 1 April 2009, Victoria Police reaffirmed their view that the cause was arson.[61] However, in June 2011, Victoria Police announced that they now believed the cause of the fire was not arson.[62]
Class action
In February 2014 a class action trial against electricity company SP AusNet was due to begin in the Victorian Supreme Court. It was alleged that the fire was caused by a "break in an electrical conductor on a power pole near the Murrindindi Saw Mill". A $300 million settlement was announced before the trial began.[63][64]
In Beechworth, a fire burnt over 30,000 hectares (74,000 acres) and threatened the towns of Yackandandah, Stanley, Bruarong, Dederang, Kancoona, Kancoona South, Coralbank, Glen Creek, and Running Creek.
[65] The fire ignited from a felled power line at around 6:00 pm[30] on 7 February, 3 km Beechworth fire
Fire threatening houses near Dean
Street in Long Gully, west of
Bendigo at 5:52 pm
(1.9 mi) south of Beechworth, before being driven south through pine plantations by hot northerly winds.
[66]
The fire destroyed an unknown number of buildings at Mudgegonga, southeast of Beechworth, with two residents confirmed dead.[67] Dense smoke and cloud cover had hindered assessment of the Beechworth fire, but as conditions cleared late on 8 February, aerial crews were able to commence surveys of the situation.[68]
Strong winds fuelled the fire on the night of 8 February, and lightning ignited a new fire near Kergunyah around midday on 9 February.
[69] More than 440 personnel worked to contain a separate front that threatened Gundowring and Eskdale, having jumped the Kiewa River. Late on the night of 9 February the greatest threat was to Eskdale, and fires also burnt in pine plantations 8 kilometres (5.0 mi) from the large town of Myrtleford, at the western end of the fire area. [69] While smaller towns to the east, including
Gundowring and Kergunyah, remained under threat, the CFA said that there was no immediate danger to the larger towns of Beechworth and Yackandandah on the northern fringe of the fire area. [70]
By 10 February, firefighters had completed a 115 km (71 mi) containment line around the Beechworth fire, and sought to construct 15 km (9.3 mi) more, though the fire continued to burn out of control. [71] By that
afternoon, threat messages for the area had been downgraded, though firefighters were tackling a separate fire near Koetong, to the east of the main Beechworth fire, of between 50 and 80 ha (120 and 200 acres).
[72] Residents of Beechworth and surrounding towns were advised on the evening of 10 February to expect increased smoke cover as 250 firefighters would be undertaking backburning to eliminate fuel within the control lines.
[73]
The Beechworth Correctional Centre minimum-security prison offered up to thirty of its inmates to provide assistance to firefighters; a local DSE manager said that though untrained personnel would not be allowed at the fire front, the prisoners would be welcome in support roles. [71]
A fire to the west of the city of Bendigo burned out 500 hectares (1,200 acres).
[74] The fire broke out at about 4:30 pm on the
afternoon of 7 February, and burned through Long Gully and Eaglehawk, coming within 2 km (1.2 mi) of central Bendigo, before it was brought under control late on 7 February. [74] It
destroyed around 61 houses
[75] in Bendigo's western suburbs, and
damaged an electricity distribution line, resulting in blackouts to substantial parts of the city.
[76] One Long Gully resident, ill and
confined to his house, was killed in the fire despite the efforts of his neighbours to rescue him.
[76] The fire changed direction late on 7
February with the cool change, and headed back towards
Eaglehawk; it was contained at 9:52 pm, though it was still burning within containment lines well into the next day.
[77]
A relief centre was set up at Kangaroo Flat Senior Citizens Centre. [78] During the fire, residents from Long
Gully, Eaglehawk, Maiden Gully, California Gully, and West Bendigo were evacuated and advised to assemble at the centre.
[79] A town meeting was held for the affected residents on 8 February.[74] On the same day, Victoria Police indicated that they were investigating whether arson was the cause of the fire. [74]
Bendigo fire
The CFA initially suspected that the most likely cause was a cigarette butt discarded from a car or truck along Bracewell Street in Maiden Gully.
[80] However, the arson squad and local Bendigo detectives spent 9 February investigating the fire scene, and while they could not determine exactly what had caused the fire as of 10 February, they suspected arson.[81] On 10 June 2009, Victoria Police announced that they were 'completely satisfied' that the fire had been deliberately lit. [82]
On 2 February 2010, police announced that the taskforce investigating the arson had arrested two youths in relation to the Bendigo fires. The youths, aged 14 and 15, were each charged with arson causing death, deliberately lighting a bushfire, lighting of a fire on a day of total fire ban and lighting of a fire in a country area during extreme weather conditions. They were also charged with multiple counts of using telecommunications systems to menace, harass and offend as well as 135 counts each of arson.[83] On 7 November 2011, the Victorian Supreme Court Justice, Paul Coghlan, on advice from the prosecutor, Steven Milesi, found that the two youths were unfit to stand trial before a jury due to their intellectual disabilities.
[84]
In Redesdale, southeast of Bendigo, a fire starting 9 km (5.6 mi) west of the town burnt 10,000 ha (25,000 acres) and destroyed twelve houses and various outbuildings. The fire threatened the towns of Baynton[85] and Glenhope.
[86] Glenhope was threatened again on 9 February from a smaller fire that broke away from the main front, resulting in extra fire crews being brought in from Bendigo and Kyneton. [81] The fire was
contained by 10 February.
[81]
A fire started at Bunyip Ridge in the Bunyip State Park on 4 February, originating near walking tracks; it was thought to have been deliberately lit.
[22] By 6 February, the fire had burned out 123 hectares (300 acres), and emergency services personnel engaged in fighting the fire feared, despite efforts to establish containment lines in the park, that once the extreme weather conditions of 7 February arrived the fire would escape the confines of the park and threaten surrounding towns. [87]
By the morning of 7 February, the fire had broken through containment lines. [88] According to the DSE
incident controller for the fire, the weather conditions deteriorated much more quickly than predicted, stating that "conditions overnight and in the early hours are usually mild, but our firefighters are reporting strong winds and flame heights of five to 10 metres".
[89] Ground-based fire crews had to retreat from the
fire front as the escalating conditions made firefighting in the bushland terrain impossible. [90]
The fire broke
out of the park around 4:00 pm, and by 6:00 pm had burnt out 2,400 hectares (5,900 acres) of forest and farmland, threatening the towns of Labertouche, Tonimbuk, Jindivick, Drouin, Warragul and Longwarry, and embers were starting spot fires up to 20 km (12 mi) to the south.[91] The fire destroyed approximately a dozen houses at Labertouche, Tonimbuk, and Drouin West, [92] in
addition to various outbuildings and a factory.
[93] The progress of the fire had been stopped by the
afternoon of 9 February, though it had burned through 24,500 hectares (61,000 acres). [94] DSE crews
conducted backburning operations to ensure containment of the fire on 9 February, warning residents of areas between Pakenham and Warragul about smoke from those fires. [93]
Redesdale fire
Bunyip State Park fire
The fire was controlled and co-ordinated at the Pakenham ICC in the Combined Emergency Services building, with CFA and DSE personnel running the operation depending on where the fire was at the time.

Pakenham VICSES, who shared the building, also provided assistance during the fire operation.

The Central Gippsland bushfires began in a pine plantation 1 km (0.62 mi) southeast of Churchill at about 1:30 pm on the afternoon of 7 February.
[95][96][97] Within 30 minutes it had spread to the southeast, threatening Hazelwood South, Jeeralang, and Budgeree East, and by late afternoon the fire was approaching Yarram and Woodside on the south Gippsland coast. [97][95]
The cool change came through the
area about 6:00 pm, but the southwesterly winds it brought pushed the fire northeast through Callignee, destroying 57 of its 61 homes.
[98] The fire continued on to Koornalla and Traralgon South,[96][97] and towards Gormandale and Willung South on the Hyland Highway. [95] About 500 evacuees from the area
sheltered at an emergency centre established in a theatre in Traralgon. [95]
The fire threatened the Loy Yang Power Station, particularly the station's open-cut coal mine. [99][97] On the
night of 7 February, the fire approached the mine's overburden dump, but did not damage any infrastructure, nor did it affect the station's operations. [100][97] Several small fires broke out in the bunker
storing raw coal from the mine, but were contained with no damage. [100] The threat eased by the evening
of 8 February as temperatures cooled and some light rain fell. One small spot fire broke out to the south of the power station, but it was contained by water bombing aircraft. [99]
By 9 February, the Churchill fire complex was still burning out of control, with fronts through the Latrobe Valley and the Strzelecki Ranges.
[101] By late that afternoon, the complex had burnt out 32,860 hectares (81,200 acres) and had killed eleven people.
[102] Wind changes that evening exacerbated parts of the Churchill complex, causing the CFA to issue further warnings to residents at Won Wron and surrounding areas.
[103]
Investigators revealed that they strongly believed arson was the most likely cause of the Churchill fire. [60]
A man from Churchill was arrested by police in relation to the Churchill fires at 4:00 pm on 12 February and was questioned at the Morwell police station; the following day he was charged with one count each of arson causing death, intentionally lighting a bushfire, and possession of child pornography. [104] On 16
February, a suppression order was lifted and the accused arsonist was named in the media as Churchill resident Brendan Sokaluk, 42.[105] Sokaluk was convicted of 10 counts of arson causing death and sentenced to 17 years 9 months' imprisonment in April 2012.[106] Author Chloe Hooper has written a book which details the Police investigation, victim accounts of Black Saturday in the Morwell area, the arrest and the trial of Sokaluk, and an analysis of his mind.[107][108] In Upper Ferntree Gully a fire damaged the rail track and caused the closure of the Belgrave railway line, as well as all major roads.
[109] The fire, which was contained by CFA crews within three hours, burned at least 2 ha (4.9 acres) along the railway.
[110]
In the southern Dandenong Ranges, bushfires ignited around Narre Warren, one of which was caused by sparks from a power tool.
[111] Six homes were destroyed in Narre Warren South and three in Narre Warren North.
[112]
Central Gippsland fires
Dandenong Ranges fire
Fire damaged bushland surrounds
the Ringwood - Belgrave Rail Trail in
Upper Ferntree Gully
A car burnt as a result of the Upper
Ferntree Gully fires
Part of the Maroondah/Yarra
complex, east of Yarra Glen, on 10
February
In the weeks following Black Saturday, fires were started in bushland along Terrys Avenue in Belgrave (which was quickly contained and extinguished by the CFA), and Lysterfield State Forest in Upwey. Amongst the damage was the almost new Upper Ferntree Gully CFA Tanker 1.

On 8 February lightning sparked a fire in Wilsons Promontory which burned more than 11,000 ha (27,000 acres).
[113] This fire
posed no immediate threat to campers, but due to excessive fuel and inaccessibility authorities chose to evacuate the park, with some campers being evacuated by boat.
[114]
At a community meeting on 11 February, DSE and Parks Victoria authorities revealed a plan to back-burn across the entrance to the promontory, in order to prevent any possibility of the fire burning out of the park and into farmland and towards the towns of Yanakie and Sandy Point.
[115] Crikey reported that locals were divided on
the merits of the plan, some concerned as to why the back-burning had not been carried out earlier, and some worried at the large scale of the proposed burns, which were reported to be larger than both the existing fire as well as the April 2005 fires that affected the park[116] Strong easterly winds on 12 February forced authorities to postpone the proposed burns lest they themselves pose a danger to surrounding communities, though they did proceed with
preparatory work.[117]
The Maroondah/Yarra complex was a combination of several fires that had earlier been burning to the east of Healesville and Toolangi on 10 February, as part of the greater Kilmore East – Murrindindi complex south.[118] By late that morning, the complex had burned out 505 hectares (1,250 acres), with 184 personnel and 56 tankers responding to the fires.
[118] A CFA spokesperson said that while
temperatures had cooled, strong winds were proving problematic, with towns in the area being threatened by embers blown from the fires.
[118] Around midday, the immediate threat to property in the areas around Healesville was downgraded, though a DSE
spokesperson said that residents should be mindful of localised changes in the weather.
[119]
The Horsham fire burnt 5,700 ha (14,000 acres), including the golf club and eight homes. [44] Two
firefighters from the Dimboola brigade narrowly escaped when their ute was engulfed by fire. [120]
Wilsons Promontory fire
Maroondah/Yarra fires
Horsham fire
The fire was ignited at 12:30 pm on 7 February when strong winds initiated the failure of a 40-year-old tie wire, felling a power line at Remlaw, west of the city. [121] The fire spread southwest and then southeast,
across the Wimmera Highway and Wimmera River, to the Horsham Golf Course, and then to Haven, south of the city.
[122] Firefighters managed to save the general store, town hall and school at Haven, though flames came within metres of those buildings.
[123] Winds of up to 90 km/h (56 mph) changed direction three times throughout the day, producing conditions described by the local CFA incident controller as the worst he had ever seen.[121] To the southwest of Horsham an 82-year-old woman in a wheelchair and her daughter were collected from her house by a taxi when the fire was no more than 100 m (110 yd) away; the house was alight as the taxi drove off, and burned down within minutes. [124]
At 3:00 pm more than 400 personnel were engaged in fighting the fire, [122] as well as two water-bombing
aircraft, 54 CFA tankers, and 35 DSE units.
[123] By 6:00 pm the front had moved east, and a wind change then pushed it northeast across the Western Highway to Drung, east of Horsham. [122]
Shortly before 12:30 pm on 7 February 2009 a fire started on farmland, 5 km (3.1 mi) northwest of Coleraine in western Victoria.
[125] In gusting winds, a corroded tie wire holding a 48-year-old single wire earth return (SWER) conductor to an insulator failed due to metal fatigue. [125] The insulator was atop Pole
3 37°34′51.7″S 141°38′28.8″E on the 12,700-volt Colfitz North spur line. The galvanised steel conductor swung free in the wind, suspended by poles 2 and 4, a span of 540 m (1,770 ft). It is not believed to have touched the ground, but was pushed into a nearby eucalyptus tree by the strong prevailing wind.

Burning gumleaves fell to the ground and ignited grass, from which the fire grew extremely rapidly in the hot, dry and windy conditions.
[125] Over 230 firefighters, with 43 appliances and two water bombing aircraft, worked to contain the fire which burnt 770 ha (1,900 acres). [126] The fire destroyed one house,
two haysheds, three tractors, the Coleraine Avenue of Honour, and 200 km (120 mi) of fences, [125] as well
as injuring livestock, but firefighters were able to save six other homes, including that of the parents of Victorian Premier John Brumby.
[126]
The fire threatened to burn through the township, but a wind change around 2:00 pm pushed the fire to the northeast instead.[127] The regional CFA operations officer said of the wind change that "[a]ll that happened within about an hour and we were lucky; we thought it would go through Coleraine, but it headed off at the last minute."[127] At about 6:00 pm the fire was controlled.[127] A local man was badly burned while helping a farmer move livestock out of harm's way; the man was caught when the same wind change that saved the town pushed the fire in his direction, and he suffered burns to 50% of his body,
[126]
but recovered.[128]
At Weerite, east of Camperdown, a fire burnt 1,300 ha (3,200 acres), and damaged the rail line between Geelong and Warrnambool.
[129] Approximately 3,000 sleepers were burnt across a 4 km (2.5 mi) section of track.[130] The rail line was re-opened by 16 February. [131]
Coleraine fire
Weerite fire
Property destroyed by fire at
Kinglake after the Black Saturday
bushfires
Remains of a destroyed property at
Kinglake after the Black Saturday
bushfires
The fire caused unquantified losses of stock, and destroyed several outbuildings, but all houses under threat were saved by CFA firefighters.
[132] The fire is thought to have been started by sparking from felled power lines along the Princes Highway, which carried restricted speeds for a short time due to the heavy smoke in the area.
[133]
Investigations began almost immediately following the fires to determine a wide variety of things, including identification of victims, cause of ignition sources, and assessments of authority responses. A Royal Commission into the Black Saturday bushfires was conducted, a process that was intended to determine the true nature of the background causes, preparation of responsible agencies, circumstances on the day, chronology, and impacts of the events in question.

Chief Commissioner of Victoria Police, Christine Nixon, formed a taskforce to assist in identifying victims, coordinated by Inspector Greg Hough.[134][135] Around forty police from interstate and overseas assisted with Disaster Victim Identification (DVI). The police were sourced from the Australian Federal Police, Tasmania, New South Wales, South Australia, Queensland, Northern
Territory, Western Australia, New Zealand, and Indonesia. New Zealand police also provided four victim identification dogs and handlers.
[136][137]
Some of the fires were suspected to have been deliberately lit by arsonists. Chief Commissioner Nixon stated on 9 February 2009 that all fire sites would be treated as crime scenes.
[138]
On 9 February a man was arrested in connection with the fires at Narre Warren; it was alleged by police that he had been operating a power tool, sparks from which ignited a grass fire, destroying two houses.
[138] On 12 February, two people were arrested in
connection with the fires, having been observed by members of the public acting suspiciously in areas between Yea and Seymour; however, they were subsequently released without charges being laid.[139] A man from Churchill, Brendan Sokaluk, was arrested by police on 12 February, in relation to the Churchill fires, and was questioned at the Morwell police station, before being charged on 13 February with one count each of arson causing death, intentionally lighting a bushfire, and possession of child pornography.
[104] At a file hearing in the Magistrates' Court in Melbourne on 16 February the man was remanded in custody ahead of a committal hearing scheduled for 26 May. [140] Following the hearing, a
suppression order on the 42-year-old man's identity was lifted, though the order remained in force with Investigations
Forensic
Criminal
Arson
A burnt out car at Kinglake after the
Black Saturday bushfires
Destroyed property at Kinglake after
the Black Saturday bushfires
Bushfire damage to property just
north of Yarra Glen, with just the
Hills Hoist left standing
respect to publishing his address or any images of him. [140] Despite
the order, several members of the public obtained his photograph from his MySpace profile and published it on the social networking website Facebook along with his home address, and others made threats of violence against him.
[141] The man's lawyer said that, as a
consequence of that information being published, threats were made against the man's family.
[142] The man's ex-girlfriend and her
family were also harassed after the Herald Sun newspaper published a photograph and a story about her.
[143] On 17 February,
after requests from Victoria Police, the man's MySpace profile was removed; Facebook commenced deleting postings containing threats, and deleted a photo from one group.[142]
By the morning of 11 February 2009, reports of looting had been posted. Witnesses reported seeing acts of looting occurring at a property at Heathcote Junction, shortly after the removal of the body of a victim from the property.
[144] That evening, via a report
on ABC Local Radio, a number of residents of Kinglake who had been allowed back into the area to inspect the damage, revealed that a "Looters Will Be Shot" sign had been posted in the town, after a number of suspicious people and vehicles were seen moving through the town. On 12 February, a small number of arrests were made, and charges laid against people in relation to "looting offences", as announced by the Victoria Police chief commissioner, Christine Nixon.
[145]
The Premier of Victoria, John Brumby, announced in April 2009 that a royal commission into the fires would be held which would examine "all aspects of the government's bushfire strategy". [146][147]
A total of 173 people were confirmed to have died as a result of the fires. The figure was originally estimated at 14 on the night of 7 February, and steadily increased over the following two weeks to 210.[46] It was feared that it could rise as high as 240–280,[148] but these figures were later revised down to 173 after further forensic examinations of remains, and after several missing people were located.[149]
A temporary morgue was established at the Coronial Services Centre at Southbank, capable of holding up to three hundred bodies. The Victorian Coroner compared this to a similar facility established after the July 2005 London bombings.
[150] By the
morning of 10 February 101 bodies had been transported to the temporary morgue.
[150] The Victorian Institute of Forensic
Medicine stated that it could be impossible to positively identify many of the remains. [151]
Looting
Royal commission
Casualties
Bushfire damage to property just
north of Yarra Glen
Map of affected areas and number of casualties in each area On 11 February, fire authorities estimated that as many as 100 of Marysville's 519 residents could have perished.[57] By 16 February, over 150 forensic investigators were engaged in searching the ruins of Marysville.
[152] A senior lecturer in fire ecology from the
University of Melbourne estimated that the fires may have been burning at temperatures of 1,200 °C (2,190 °F), and concluded that, as a result, the remains of some people caught in the fires may have been obliterated.[152] The final death toll for Marysville was later downgraded to 34 after a large group of residents who remained unaccounted for were officially located.

Among the dead in the Kinglake West area were former Seven Network and Nine Network television personality Brian Naylor, and his wife Moiree.
[153][154] Actor Reg Evans and his partner, artist Angela Brunton, residing on a small farm in the St Andrews area, also died in the Kinglake area fire. [155] Ornithologist Richard Zann perished
in the Kinglake fire, together with his wife Eileen and daughter Eva. [156]
General statistics
164 people died in the
fires themselves, 12
died later in hospital,
and 4 died from other
causes including car
crashes
Out of the 173 deaths,
100 were male, 73 were
female.

There were 164
Australians, 9 foreign
nationals,[157] killed in
the bushfires. The
foreign nationals
comprised citizens of:

Greece (2)
[158]
Indonesia (2)
[159]
Philippines (2)
[160]
Chile (1)
[161]
New Zealand (1)
[162]
United Kingdom (1)
[163]
7 of the deaths occurred in bunkers of both fire-specific and non-fire-specific design. 1 firefighter, David Balfour, 47, from Gilmore,ACT, was killed near Cambarville on the night of 17 February, when a burnt-out tree fell on him as he attached a hose to a fire tanker. [164]
Location of deaths:
[165]
Inside houses (113)
Fatalities
Outside houses (27)
In vehicles (11)
In garages (6)
Near vehicles (5)
On roadways (5)
Attributed to or associated with the fire but not within fire location (4) On reserves (1)
In sheds (1)
Locality of deaths:

Kinglake/Whittlesea Area (120)
Kinglake (38)
Strathewen (27)
StAndrews (12)
Steels Creek (10)
Hazeldene (10)
Humevale (6)
Kinglake West (4)
Flowerdale (2)
Whittlesea (2)
Toolangi (2)
Arthurs Creek (2)
Clonbinane (1)
Heathcote Junction (1)
Strath Creek (1)
Upper Plenty (1)
Yarra Glen (1)
Marysville Area (39)
Marysville
(34)
Narbethong
(4)
Cambarville (ACT firefighter)
(1)
Central Gippsland (11)
Callignee (4) Koornalla (4) Churchill (2) Jeerralang Junction (1) Beechworth (2)
Mudgegonga (2)
Bendigo (1)
Eaglehawk (1)
Total
173
A total of 414 people were injured during the Black Saturday bushfires. Due to the intensity and speed of the fires, most casualties of the bushfires either died, or survived with minor injuries. There were significantly fewer major burns than in previous bushfires, such as Ash Wednesday. Of the people who presented to medical treatment centres and hospitals, there were 22 with serious burns and 390 with minor burns and other bushfire-related injuries.
[9]
Injuries
Bushfire damage to property in
Steels Creek
The Kinglake National Park after the
Black Saturday bushfires
The St. Andrews-Kinglake Road, one
of the few roads out of the fire area,
two months after the bushfires
Forest regrowing along Acheron Way
in April 2009
National and statewide burns disaster plans were activated. Twentytwo patients with major burns presented to the state's burns referral centres, of which eighteen were adults. One patient admitted to the Royal Children's Hospital and two at The Alfred Hospital died from their injuries. Adult burns patients at The Alfred spent 48.7 hours in theatre in the first 72 hours. There were a further 390 bushfirerelated presentations across the state in the first 72 hours. Most patients with serious burns were triaged to, and managed at, burns referral centres. Throughout the disaster, burns referral centres continued to have substantial surge capacity.
[9]
It was estimated that the amount of energy released during the firestorm in the Kinglake-Marysville area was equivalent to the amount of energy that would be released by 1,500 Hiroshima-sized atomic bombs.
[166][167]
Beyond the casualty list detailed above, physical damage caused by the bushfires included:
450,000 ha (1,100,000 acres) burnt
7,562 people displaced
Over 3,500 structures destroyed, including:
2,029+ houses
59 commercial properties (shops, pubs, service
stations, golf clubs, etc.)
12 community buildings (including 2 police stations,
3 schools, 3 churches, 1 fire station)
399 machinery sheds, 363 hay sheds, 19 dairies, 26
woolsheds, 729 other farm buildings
Agricultural and horticultural losses:

Over 11,800 head of livestock,[168] consisting of
2,150 sheep, 1,207 cattle, and an unknown number
of horses, goats, alpacas, poultry, and pigs[169]
25,600 tonnes (25,200 long tons; 28,200 short tons)
of stored fodder and grain
32,000 tonnes (31,000 long tons; 35,000 short tons)
of hay and silage[168]
190 ha (470 acres) of standing crops
62,000 ha (150,000 acres) of pasture[168]
735 ha (1,820 acres) of fruit trees, olives and vines
Over 10,000 kilometres (6,200 mi) of boundary and
internal fencing destroyed or damaged[170]
7,000 ha (17,000 acres) of plantation timber
98,932 ha (244,470 acres) of parks damaged, 90 per
cent of which was national park.[168] It was claimed that Overall statistics
950 local parks, 70 national parks and reserves, and over 600 cultural sites and historic places were impacted or destroyed[170]
3,921 ha (9,690 acres) of private bushland
Over 55 businesses destroyed[171]
Electricity supply was disrupted to 60,000 residents[171] Several mobile phone base stations and telephone exchanges damaged or destroyed[172] Summary of damage by locality [173]
Area
Area
(ha) Fatalities
Buildings
destroyed Ignition source Fire name/origin
Kinglake Area 180,000+ 120
1,244 houses, many
commercial
buildings
Power lines Kilmore East fire
Marysville Area 150,000+ 39
590 houses, many
commercial
buildings
Unknown Murrindindi Mill fire
Central Gippsland 32,860+ 11 247 houses Arson
Churchill-Jeeralang
fire
Beechworth 30,000+ 2 29 houses Power lines Mudgegonga fire Bunyip State Park 24,500 0 24 houses, several
other buildings
Arson/lightning
suspected
Bunyip State Park
fire
Wilsons
Promontory 11,000+ 0 None Lightning –
Redesdale 10,000 0 12 houses, several
outbuildings
Unknown –
Horsham 5,700 0 8 houses, several
other buildings Power lines Remlaw fire
Weerite 1,300 0 Several outbuildings Power lines –
Coleraine 770 0 1 house, several
outbuildings
Power lines –
Maroondah/Upper
Yarra 505 0 None Spotting
Maroondah/Yarra
complex
Bendigo 384 1
61 houses, 125
sheds and
outbuildings
Arson
Maiden
Gully/Bracewell
Street fire
Dandenong
Ranges
5+ 0 Unknown,
machinery
Upper Ferntree Gully
fire
Totals 450,000+ 173 3,500+ (2,029+
houses)
Responses to the Black Saturday bushfires included immediate community response, donations, and international aid efforts. Later responses included Government inquiries including a Royal Commission, and recommendations and discussions from a wide variety of bodies, organisations, authorities and Damage by locality
Responses
Aerial view of the Kinglake area
looking north, nine months after
bushfires (burnt area top third of
image)
communities.

In September 2009 it was announced that Australia's most prominent fire ecologist, Kevin Tolhurst, was developing a new course for the University of Melbourne on fire behaviour. [174] Later that month the City
of Manningham announced it was developing the state's first integrated fire management plan in conjunction with the interim findings of the Royal Commission.[175] It is expected that eventually all Victorian councils responsible for both urban and rural land will need to develop such plans, which define fire risks in open space areas, along major roads, and in parkland.

In September/October 2009, it was announced that a new fire hazard system would replace the previous one. The new system involves a six-tier scale to indicating such things as the level of risk and activity of the fire. This standardised Fire Danger Rating (FDR) was subsequently adopted by all Australian states in late 2009. Every day during the fire season the Bureau of Meteorology (BOM) forecasts an outlook of the Fire Danger Index (FDI) by considering the predicted weather including temperature, relative humidity, wind speed, and dryness of vegetation.[176] On the highest risk days, residents are advised to leave the potentially affected areas.

The RSPCA estimated that over a million animals perished in the bushfires. [168] Additionally, many of the
surviving wildlife suffered from severe burns. For example, large numbers of kangaroos were afflicted with burned feet due to territorial instincts that drew them back to their recently burned and smouldering home ranges.
[177] The affected area, particularly around Marysville, contains the only known habitat of Leadbeater's possum, Victoria's faunal emblem,
[178]
putting this species under further threat.

Forested catchment areas supplying five of Melbourne's nine major dams were affected by the fires, with the worst affected being the Maroondah Reservoir and O'Shannassy Reservoir. [179] As of 17 February
2009, over ten billion litres of water had been shifted out of affected dams into others. [179] A Melbourne
Water spokesperson said that affected dams may need to be decommissioned if the contamination from ash and other material were serious enough, and also said that forest regrowth in the burnt-out catchment areas could reduce runoff yields by up to 30% over the next three decades. [179][180]
In early March 2009, smoke from the fires was discovered in the atmosphere over Antarctica at record altitudes.
[181]
The Bushfires Royal Commission gave a "conservative" estimate of the total cost of the Black Saturday bushfires of A$4.4 billion. This figure included a value of $645 million placed on the 173 lives lost using an accepted method the government uses to value lives, however did not include any assessment of the cost of the injuries received.[168]
The largest contributor to the total cost was insurance claims, which the Insurance Council of Australia reported as $1.2 billion as of August 2010. This figure was composed of 84 per cent for property or contents, and 16 per cent for vehicles. However, the report also estimated that up to 13 per cent of residential properties destroyed may have had no insurance, with many more under-insured, thus suggesting that the actual cost of asset damage in the bushfires was Economic impact
Yarra Glen three days after the fires
showing differential property survival
considerably higher than that recorded. The report from the commission said that: "... the level of insurance claims is likely to underestimate the true extent of property losses, but it is unable to calculate the extent of this underestimation".
[168]
Also omitted from the $4.4 billion figure were the agricultural losses sustained in the fires, and the ongoing impacts on agriculture in following seasons. The Victorian Department of Primary Industries estimated losses shortly after the fires as 11,800 head of livestock, 62,000 hectares (150,000 acres) of grazing pasture, and 32,000 tonnes (31,000 long tons; 35,000 short tons) of hay and silage. [168]
As of February 2011, two years after the fires, the Victorian Bushfire Reconstruction and Recovery Authority stated that based on figures from the end of 2010, permits had been issued for the rebuilding of only 731 of the 1,795, or 41 per cent of the principal places of residence destroyed in the fires. [182]
A class action lawsuit was initiated in the Supreme Court of Victoria on 13 February 2009 by Slidders Lawyers against electricity distribution company SP AusNet, in relation to the Kilmore East fire that became part of the Kinglake complex, and the Beechworth fires. [183] A partner at the firm indicated that the
claim would centre on alleged negligence by SP AusNet in its management of electricity infrastructure. [183]
On 12 February police had taken away a section of power line as well as a power pole from near Kilmore East, part of a two-kilometre section of line that fell on the morning of 7 February and was believed to have started the fire there.
[183]
The class action was ultimately run by law firm Maurice Blackburn. The action alleged the power company failed to fit a $10 protective device on the power line, which contributed to it breaking and starting the devastating Kilmore East/Kinglake fire.
[184] The case settled in 2014 for almost A$500m (US$470m), the country's largest class action settlement.
[185]
A separate class action claim had been expected to be commenced by Gadens some time after 16 February, and Slater & Gordon indicated that they were awaiting the report of the Royal Commission into the bushfires, which concluded in late July 2010, before initiating any claims. [183]
Also on 13 February, five law firms from Victoria's Western Districts held a meeting to discuss a potential class action in relation to the Horsham fire, which was also thought to have been started by fallen power lines.
[183]
In the wake of the fires and the mounting casualty toll, there was debate about policies for dealing with bushfires and the management practices that may have contributed to them. Naomi Brown, chief executive of the Australasian Fire and Emergency Services Authorities Council, argued that the high number of fatalities in these fires, as opposed to earlier fires such as the Ash Wednesday fires, was partly attributable to increased population densities on Melbourne's fringes.
[186] David Packham, bushfire
expert and research fellow at Monash University, argued that high fuel loads in bushland led to the destructive intensity of the fires, saying that "There has been total mismanagement of the Australian forest environment."[186]
Lawsuits
Fire policy
In announcing that the fires would be investigated by a Royal Commission, the Premier of Victoria, John Brumby, suggested that the long-standing "stay-and-defend-or-leave-early" policy would be reviewed, saying that while it had proven reliable during normal conditions, the conditions on 7 February had been exceptional.
[187] Brumby said that "There were many people who had done all of the preparations, had the best fire plans in the world and tragically it didn't save them."[186] Commissioner Nixon, however, defended the policy, saying that it was "well thought of and well based and has stood the test of time and we support it".
[188] Similarly, Commissioner of the New South Wales Rural Fire Service, Shane Fitzsimmons, said that "Decades of science, practice and history show that a wellprepared home provides the best refuge in the event of fire". [187] Nixon also dismissed potential policies
involving forced evacuations, saying "There used to be policies where you could make people leave but we're talking about adults."[188] A former Victorian police minister, Pat McNamara, argued that forced evacuations could have worsened the death toll, as many of the dead appeared to have been killed while attempting to evacuate the fire areas by car.
[186]
In response to the Black Saturday bushfires new building regulations for Victorian bushfire-prone areas were fast tracked by Standards Australia.
[189][190] Through the Department of Planning and Community Development the Victorian government has published a range of new guidelines and standards for bushfire planning and building.[191]
Based on this information, the Building Commission Victoria has released a range of publications to assist with people returning to properties, moving into temporary dwellings, retrofitting existing dwellings, and building new dwellings in bushfire areas.
[192] The new standard states that all properties (not just those in bushfire areas) will now require a "bushfire attack assessment", and will be given a Bushfire Attack Level (BAL) rating that outlines the type of construction required. The BAL takes into consideration such factors as the Fire Danger Index, the slope, and surrounding vegetation. BALs range from "BAL-LOW", for properties with no specific construction requirements such as suburban buildings, to "BAL-FZ" for properties in the fire zone likely to experience direct exposure to the fire front, as well as high heat flux and ember attacks.
[193]
While a draft national building code for bushfire-prone areas proposed using 1,000 K (730 °C; 1,340 °F) as the standard for the assumed temperature to which houses are subject when hit by bushfire, fire engineers argued that standards should be based on a 1,090 K (820 °C; 1,500 °F) temperature. This was in line with existing New South Wales building laws for bushfire-prone areas, although the temperature of fires can actually peak at approximately 1,600 K (1,330 °C; 2,420 °F). [194] The Australian Building Codes Board
incorporated the 1,090 K (820 °C; 1,500 °F) temperature in the standard, with the support of the CFA and Australasian Fire Authorities Council.
[193]
As part of the building codes debate, an expert panel recommended in 2010 that the state government ban housing in the highest fire risk areas, which are some of the most dangerous in the world.[195] Michael Buxton, a professor at RMIT University, said that after the 1983 Ash Wednesday fires the government bought back tens of thousands of lots across the Dandenong Ranges because they were in extremely high fire risk areas; he backed another similar large-scale buyback scheme to move people away from unacceptably high risk areas.
[195]
Building codes
Banning housing in highest risk areas
Another member of the panel, international planning expert Roz Hansen, said that she was "disappointed and alarmed" about the decision to rebuild Marysville, stating that it was unlikely that a new development would have been permitted in the area. She went on to say that in parts of Asia, people had been forcibly moved out of unacceptably high risk cyclone and flooding areas in the public interest despite the difficulties this involved.[196]
Hooper, Chloe (2018). The Arsonist:A Mind on Fire (https://books.google.com/books?id=4Y FlDwAAQBAJ). Penguin Random House Australia. ISBN 978-1-74348-552-1.

Hyland,Adrian (2015). Kinglake-350 (https://books.google.com/books?id=KZApBgAAQBA J). Melbourne: Text Publishing. ISBN 9781922182920.

Stewart, Kath; Hawkins, Deidre (2018). Living with Fire:A Brief History of Fires in the Kinglake Ranges (https://books.google.com/books?id=ms0KwQEACAAJ). Kinglake Historical Society. ISBN 978-0-9871217-8-3.

Ash Wednesday bushfires
Black Friday (1939)
Black Saturday firestorm (Wildfire case study)
Electric utility
List of disasters in Australia by death toll
List of major bushfires in Australia
List of wildfires
Recloser
Sam the Koala
1967 Tasmanian fires
2008–09 Australian bushfire season
2019–20 Australian bushfire season

1. Collins, Pádraig (12 February 2009). "Rudd criticised over bush fire compensation" (http://w ww.irishtimes.com/newspaper/world/2009/0212/1233867933059.html). Irish Times. Ireland.

Archived (https://web.archive.org/web/20121009125342/http://www.irishtimes.com/newspap er/world/2009/0212/1233867933059.html) from the original on 9 October 2012. Retrieved 19 February 2009.

2. Teague, Bernard; McLeod, Ronald; Pascoe, Susan (July 2010). "Chap.5" (https://web.archiv e.org/web/20201112015122/http://royalcommission.vic.gov.au/Finaldocuments/volume-1/P F/VBRC_Vol1_Chapter05_PF.pdf) (PDF). THE KILMORE EAST FIRE. p. 75. ISBN 978-0- 9807408-2-0.Archived from the original (http://www.royalcommission.vic.gov.au/Finaldocum ents/volume-1/PF/VBRC_Vol1_Chapter05_PF.pdf) (PDF - 1,478 KB) on 12 November 2020.

Retrieved 6 February 2015. "The fire started after the conductor between poles 38 and 39 failed and the live conductor came into contact with a cable stay supporting pole 38. This contact caused arcing that ignited vegetation near the base of pole 38.An electrical fault was recorded at 11:45. ..." {{cite book}}: |work= ignored (help) Books on Black Saturday Bushfires
See also
References

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36. CFAAwareness Message – Bunyip Ridge Track Fire 7.00pm, 27 February 2009

37. CFA Downgrade Message – Alert to Awareness-Kilmore East Murrindindi Complex North Fire, 27 February 2009

38. CFAAwareness Message – Kilmore East – Murrindindi Complex South Fire 7.20 pm, 27 February 2009

39. CFAAwareness Message – Wilsons Prom Cathedral Fire 6.00pm, 27 February 2009

40. Awareness Message – French Island Fire 6.50pm, 27 February 2009

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Archived (https://web.archive.org/web/20150216082200/http://www.bbc.com/news/world-asi a-28305127) from the original on 16 February 2015. Retrieved 6 February 2015. "A 2009 Royal Commission found that the fire began when an electricity line failed between two poles. Contact between the live conductor and a cable stay supporting the pole caused arcing that ignited vegetation."
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Archived (https://web.archive.org/web/20090214024137/http://www.theage.com.au/national/f orest-strategies-questioned-20090209-82d7.html?page=-1) from the original on 14 February 2009. Retrieved 10 February 2009.
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Australian Broadcasting Corporation. 9 February 2009.Archived (https://web.archive.org/we b/20090210123639/http://www.abc.net.au/news/stories/2009/02/09/2486729.htm) from the original on 10 February 2009. Retrieved 10 February 2009. 189. "Victoria looks at changes to building standards" (http://www.smh.com.au/national/victoria-lo oks-at-changes-to-building-standards-20090215-887t.html?skin=text-only). The Sydney Morning Herald. 16 February 2009.Archived (https://web.archive.org/web/20121104014652/ http://www.smh.com.au/national/victoria-looks-at-changes-to-building-standards-20090215- 887t.html?skin=text-only) from the original on 4 November 2012. Retrieved 15 February 2009.
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194. Jopson, Debra (12 February 2009). " 'Foolhardy' to set building code that underestimates heat of fires" (http://www.smh.com.au/national/foolhardy-to-set-building-code-that-underesti mates-heat-of-fires-20090211-84r4.html?page=-1). The Sydney Morning Herald.Archived (h ttps://web.archive.org/web/20090221034418/http://www.smh.com.au/national/foolhardy-to-s et-building-code-that-underestimates-heat-of-fires-20090211-84r4.html?page=-1) from the original on 21 February 2009. Retrieved 14 February 2009. 195. Rintoul, Stuart (15 February 2010). "Ban development in fire-prone areas, experts tell royal commission" (http://www.theaustralian.com.au/news/nation/ban-development-in-fire-prone-a reas-experts-tell-royal-commission/story-e6frg6nf-1225830521084). The Australian. News Limited.Archived (https://web.archive.org/web/20110504034232/http://www.theaustralian.co m.au/news/nation/ban-development-in-fire-prone-areas-experts-tell-royal-commission/storye6frg6nf-1225830521084) from the original on 4 May 2011. Retrieved 19 February 2011. 196. Cowan, Jane (15 February 2010). "Marysville should never have been rebuilt, commission told" (http://www.abc.net.au/news/stories/2010/02/15/2819672.htm). ABC News.Australian Broadcasting Corporation.Archived (https://web.archive.org/web/20110121124559/http://ww w.abc.net.au/news/stories/2010/02/15/2819672.htm) from the original on 21 January 2011.

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9.html)
The Herald Sun's interactive fire map (http://mp3.news.com.au/hwt/Victoria_fire/index.html) External links
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State Library of Victoria's Bushfires in Victoria Research Guide (http://guides.slv.vic.gov.au/c ontent.php?pid=36394&sid=267991) Guide to locating books, government reports, websites, statistics, newspaper reports and images about the Black Saturday fires.

Engel, Chermelle B.; Lane, Todd P.; Reeder, Michael J.; Rezny, Michael (2013), "The meteorology of Black Saturday", Quarterly Journal of the Royal Meteorological Society, 139 (672): 585–599, Bibcode:2013QJRMS.139..585E (https://ui.adsabs.harvard.edu/abs/2013QJ RMS.139..585E), doi:10.1002/qj.1986 (https://doi.org/10.1002%2Fqj.1986), S2CID 123623810 (https://api.semanticscholar.org/CorpusID:123623810) Retrieved from "https://en.wikipedia.org/w/index.php?title=Black_Saturday_bushfires&oldid=1172578976" Community Alert Sirens
Policy and Guidelines
FINAL AUGUST 2019
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Contents
Background.......................................................................................................................................3

1. Policy .......................................................................................................................................4 Policy objective .................................................................................................................................4 Scope................................................................................................................................................4 Use of Sirens for Community Alerting................................................................................................4 Existing CFA sirens and other existing sirens....................................................................................5 Establishing a new community alerting siren.....................................................................................6 Activation ..........................................................................................................................................6 Community engagement and education............................................................................................6 Related documents ...........................................................................................................................8 Policy Owner.....................................................................................................................................8 Review..............................................................................................................................................8 Definitions .........................................................................................................................................8

2. Guidelines for establishing a new community alert siren ..........................................................9 Document information .....................................................................................................................15 Attachments
Attachment 1 Guidance questions to assist in determining community need....................13 Attachment 2 Guidance questions to assist in determining community support ................14 Community Alert Sirens TRIM ID:CD/16/33850
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Background
The Victorian Government endorses the use of a range of measures to alert communities to emergencies. It achieves this through a varied approach to alerting. This includes the use of telephony, mobile applications, emergency broadcasts on radio and television, web-based messaging, social networks and individual notification by the emergency services.

Sirens have been used in many circumstances and over many years to warn of danger. The 2009 Victorian Bushfires Royal Commission made recommendations in relation to the use of sirens as a form of community alerting. The public is broadly familiar with the sirens as a warning of emergencies. However, sirens have limitations in terms of audibility, coverage and meaning.

The sole meaning of sounding a siren for community alerting is “seek further information.” A siren signal alone must never be construed as a signal to evacuate or take any other action.

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1. Policy
Policy objective
The document provides the policy framework and articulates responsibilities for the use, testing, maintenance and education of the community about the use of sirens to alert Victorian communities to emergencies, in particular bushfires, floods, hazardous material incidents, along with other natural and non-natural disasters.

The policy provides consistency in the application of sirens used for alerting in Victoria of an impending or actual emergency. Sirens may be used as a signal to those in the immediate vicinity of an emergency to seek further information.

Scope
This policy relates to the use of community alert sirens in Victoria in relation to any type of emergency.

The policy, guidelines and the implementation and assessment processes refer to both existing sirens (e.g. CFA, Life Saving Victoria sirens) and to other sirens or similar technology used or intended for use as community alert systems.

The policy is also aimed at maximising the use of the network of existing CFA sirens, which are currently under-utilised assets in many at risk communities, for the purpose of community alerting.

Privately-owned and operated sirens and systems not used for public alerting (e.g. industry sirens) fall outside the scope of this policy.

Use of Sirens for Community Alerting

1. Community alert sirens are any fixed sirens used to alert a community of an emergency that may directly affect that community.

2. When a community alert siren is used, the “message” is by its nature non-specific. Upon hearing a prolonged siren signal, it is the responsibility of individual community members to seek further information regarding the emergency. This information can be sourced from emergency websites (such as VicEmergency App), emergency broadcasters, emergency information lines, or local information from other credible sources including local VICSES, CFA and Victoria Police.

3. A community alert siren, where installed, is one of a range of community warning systems, devices and activities that may be used in an emergency. Other systems include mobile applications, Emergency Alert (the national telephony-based warning system), community-based alerting systems (e.g. telephone trees), emergency broadcasts, door knocking, etc.

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4. Community alerting sirens in Victoria, including standards for maintenance and testing, will be managed by CFA on behalf of the State (regardless of whether or not they are CFA assets). CFA should be accorded appropriate access to sites not under its control in order to carry out necessary works and maintenance.

Existing CFA sirens and other existing sirens

5. CFA sirens have traditionally been used to summon volunteers to attend to emergency calls. A secondary function has been to alert local communities of brigade activity.

These sirens are becoming an integral part of an all hazards network of community alert sirens across Victoria.

6. All existing fixed CFA sirens may have two purposes:
• alerting fire brigade members to attend emergency callouts • alerting the broader community that they should seek information about an impending or actual threat.

7. Life Saving Victoria has fixed sirens that are traditionally used to warn beachgoers and swimmers of a potential risk, such as a shark. Their message is “leave the water now”.

They have not previously had a broader community alerting function.

8. In order to differentiate these uses and to accommodate the variety of sirens types currently in use across Victoria, the length of time for which a siren is sounded indicates the intent of the signal.

9. The signal for community alerting shall entail sounding the siren for a prolonged period of not less than 5 minutes. CFA Sirens used to alert fire brigade members to an emergency turnout shall sound for no longer than 90 seconds.

10.All CFA and Life Saving Victoria sirens shall be available for use for community alerting for all types of emergency. Where a fixed siren is installed but no longer used by a CFA brigade for alerting members to callouts, this siren shall also be made available for use for community alerting.

11.Determination of the use of an existing siren as a community alert siren will be based on consultation between the emergency services and EMV. Once commissioned as a community alert siren, its existence must be inserted in the Municipal Emergency Management Plan.

12.Before commissioning a CFA siren for community alert siren for use, the CFA district operations manager must first satisfy themselves, the relevant brigade has been trained in its operation and testing and the community has been engaged and educated on the purpose and limitations of the community alert siren.

13.The State Control Centre is responsible for remotely monitoring, testing and reporting faults to CFA for rectification.

14.CFA will be responsible for the review and updating of community alert siren operational guidelines, including their publication and maintenance to ensure state wide consistency.

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Establishing a new community alerting siren

15.Where no siren exists and a need is identified with support from the community, assessed and approved, a siren may be installed for the purpose of alerting the community.

16.Communities that wish to establish new or additional community alert sirens will need to follow the procedures set out in the attached guidelines.

17.The establishment of community alert sirens must be approved by the respective Municipal Emergency Management Planning Committee (MEMPC). Following consideration of local community need and expectations, available infrastructure and other relevant factors, the MEMPC may make a recommendation to CFA and EMV regarding the need for a community alerting siren.

18.Where a community alert siren is deemed necessary and there is no existing infrastructure associated with, for example, a CFA brigade, then other appropriate State infrastructure may be used to install a siren.

19.Sirens should be of a type approved by CFA that can be incorporated into the broader system of emergency warnings.

Activation

20.Activation of a community alert siren must be authorised by an incident controller. This may occur as part of the incident strategy and incident community warning protocol.

21.Community alert sirens must be integrated with the State’s broader warnings system.

This will ensure that the sirens are activated together with other forms of alerting, providing consistent warning information to the community.

22.A contingent option in exceptional circumstances is manual activation of a community alert siren. This will require the authorisation of the incident controller to ensure the use of a community alert siren is consistent with the incident strategy. An authorised member of the emergency services will carry out the manual operation of a community alert siren (where this is safe and feasible).

Community engagement and education

23.Ongoing engagement activities will be undertaken as part of the State’s engagement campaigns in partnership with CFA, VICSES, Life Saving Victoria and other appropriate organisations to educate and inform the Victorian community broadly of:
• the role to be played by community alert sirens;
• the meanings attached to the use of CFA or other fixed sirens; • how to respond to a siren sound anywhere in Victoria.

24.An internal engagement campaign will be required for emergency agency and organisation members.

25.Specific messaging that embraces interstate and overseas visitors should be considered.

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26.Communities will be actively advised of the existence of a community alert siren through notification in the Municipal Emergency Management Plan, Community Information Guides and other local emergency information circulated to the community by CFA, local government and other agencies.

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Related documents
The policy and guidelines should be read in conjunction with the Integrated Fire Management Planning Framework, the National Emergency Warning System (NEWS) policies and protocols and the Victorian Warning Protocol, Municipal Emergency Management Plans, emergency services policy and procedures.

Policy Owner
Emergency Management Victoria
Review
EMV will review this policy and guidelines every two years. The policy will also be subject to review as part of the annual review of the Bushfire Safety Policy Framework.

Definitions
CFA siren
A fixed CFA-owned and operated siren, previously only used to alert brigade members to respond to the fire station.

Community alert siren
Any fixed siren used to alert the community to possible danger and to seek further information.

Industry Siren, privately owned
A fixed siren, operating as part of a local system on an industrial site, to alert employees or others on site to an imminent threat.

Other Fixed Emergency Siren
A fixed siren, operating as part of a local system, to provide warning about a threat or emergency (e.g. shark warning siren).

Prolonged siren signal
A continuous signal sounded by a fixed rotary siren or other similar device for five minutes or more.

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2. Guidelines for establishing a new community alert siren Purpose
The purpose of these Guidelines is to provide advice to a community on how to facilitate Community Alert Sirens where no CFA siren or other appropriate infrastructure already exists and where a siren may be an appropriate and necessary warning tool.

The guidelines deal with a range of factors to consider when establishing the need and assessing the requirements. It also covers the governance arrangements and planning processes.

Background
A Community Alert Siren is an additional means of alerting a community to an actual or impending emergency.

A Community Alert Siren is intended to alert the community to seek detailed information about the emergency from any reliable source, such as the emergency services’ websites, television, radio, and other forms of social media.

People must make their own informed decisions on protecting their own lives and not rely on receiving a warning by way or siren or other means.

These Guidelines relate to the introduction of new or additional community alert sirens that are not part of the existing network. They provide a three-step process to assist communities in establishing a community alert siren, as follows:

1. Assessment of community need and support,

2. Approvals, and

3. Installation and operation.

Constraints
Sirens will not be effective or appropriate in some communities.

There are a number of environmental factors that limit whether everyone in the community will hear a siren. These include their distance from the siren, topography, vegetation and any adverse weather conditions at the time. There are human factors too that will limit effectiveness, which include precise knowledge of what the siren means, whether it is loud enough to wake people asleep, and any hearing impairments.

As a result, a Community Alert Siren cannot be considered as a stand-alone means of alerting the community; other systems are needed. These can include local interventions such as telephone trees and door knocking, through to the national “Emergency Alert” telephone alerting messaging system.

Criteria
The introduction of a community alert siren must meet the following criteria:
• Acceptance within a broader community-based planning framework. • Demonstrated support in the community for the introduction of a Community Alert Siren.
• Endorsement by the Municipal Emergency Management Planning Committee (MEMPC).
• Operation within the overall community alerting process.

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• Be referenced in the Municipal Emergency Management Plan (MEMP), and where implemented, the Community Information Guide or Local Incident Management Plan. • Comply with and be installed in accordance with siren specifications agreed by the emergency services.

Assessment
The following process will assist the community with the introduction of a community alert siren.

Step 1: Establish need
Determine the need for a community alert siren within a broader community based planning framework.

The introduction of a community alert siren must be supported by a genuine need. This includes identification of hazards such as being within a high-risk bushfire area or those included in the local government planning scheme (such as landslip or floodplain areas). A set of guidance questions (Attachment 1) has been developed to assist the process of determining the need for a community siren.

Step 2: Gauge community support
The community members/group seeking to introduce a community alert siren will need to gauge the level of community support for it. A formal community working group, comprising broad representation from the community and local emergency services, is recommended.

Before proceeding to the next step, the community working group will need to provide evidence that there is reasonable initial community support. This could be from local emergency services organisations and police, and letters from community members.

The broader community will require details of the proposal to inform their decision to support (or object to) a community alert siren. Information should include:
• The need for a community alert siren;
• Existing emergency alert systems in the community;
• Known issues or problems with other emergency alerting systems; • Identification of the community or geographic area being considered as the target area for alerting and
• Suggestions for location of the siren (this will require further analysis should the proposal progress).

A set of guidance questions (Attachment 2) has been developed to assist the process of determining community support for a community alerting siren.

Step 3. Consensus and approvals
Once there is evidence of community support for a community alert siren, a written proposal must be submitted to the Municipal Emergency Management Planning (MEMP) Committee for consideration. The MEMP Committee is appointed by the municipal council under the Emergency Management Act 1986 and comprises representatives from (but not limited to) the municipal council, CFA, DELWP, Police and Victoria State Emergency Service. Its role is to prepare a MEMP and consider emergency management issues.

The written proposal should include details such as:
• The Community Working Group, and the community they represent; Community Alert Sirens TRIM ID:CD/16/33850
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• A detailed description of the proposal including:
o Assessment of need
o Assessment of community support
o Evidence of initial community support
o Details of any community issues or objections.

The MEMP Committee will acknowledge receipt of the submission and indicate a timeframe for their assessment.

If the MEMP committee believe the proposal has merit, a MEMP working group comprising relevant representatives from the MEMP committee and community representatives will assess the proposal. This recommended approach is modelled on the municipal council planning permit process.

This process will involve comprehensive consultation with the community to validate the level of community support and manage objections to the proposal including:
• written advice to all property owners (including absentee) and those living and working in the identified area of siren range described in the proposal • public notices posted at the proposed location of the siren and in the local media • a process for members of the community to formally register objections to the proposal.

Objections must be in writing and state why they object and how the Community Alert Siren will affect the individual or community.

Funding of Community Alert Sirens
There is limited State funding available for the provision of community alert sirens.

Where a community wishes to itself fund the provision of a community alert siren, it will be necessary for that community to establish a committee of management and an appropriate structure for managing fundraising.

If a community committee of management is established to install a community alert siren, they must apply to be an ‘Incorporated Association’ and abide by relevant legislation. ‘Incorporation’ is a system of registration in Victoria that gives a community group certain legal rights in return for accepting certain legal responsibilities. An incorporated association receives recognition as a legal entity separate from its members and offers some protection for office holders from any debts or liabilities incurred by the group as long as the association does not return a profit to its members.

Information must be obtained from Consumer Affairs Victoria to progress an application to incorporate a committee (http://www.consumer.vic.gov.au).

At the conclusion of the establishment process, ownership of the siren infrastructure must be assigned to the State of Victoria, which will also assume responsibility for ongoing maintenance of the siren. The local working group will have no further role in the management of the community alerting siren.

A municipal council is under no obligation to fund or manage a Community Alert Siren.

However, as the most relevant local authority with legislated responsibilities for emergency management, it should consider providing support in relation to its responsibilities under the Emergency Management Act. Support from a municipal council may include funding, the provision of infrastructure, assistance with community engagement or any other assistance appropriate in the establishment of a Community Alert Siren.

The MEMPC must consider the following factors in assessing a proposal for a community alert siren:

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• planning requirements/permits
• building and construction standards
• funding arrangements
• acquisition and installation of the system to agreed siren specifications • community communication and awareness program
Management arrangements for a Community Alert Siren
CFA, on behalf of the State, is responsible for managing the network of sirens used for community alerting state-wide, even though these sirens may not be located on CFA-owned infrastructure.

These guidelines require the MEMP committee to consider any proposal for a new Community Alert Siren and endorse those assessed as having merit. This does not imply any commitment to a future management role.

Changing and improved technology may also influence the continued need for a Community Alert Siren.

Definitions
CFA siren
A fixed CFA-owned and operated siren, generally used to alert brigade members to respond to the fire station.

Community
For the purpose of these guidelines, ‘community’ means all the people who live, work, visit or own property in the particular locality for which the Community Alert Siren proposal is intended.

Community Alert Siren
Any fixed siren used to alert the community to possible danger and to seek further information.

Municipal Emergency Management Planning Committee
A committee is formed pursuant to Section 20(3) & (4) of the Emergency Management Act 1986, to formulate and review a MEMP in relation to the prevention of, response to and the recovery from emergencies within the municipal area. It comprises members of council and emergency management agencies/organisation.

Municipal Emergency Management Plan (MEMP)
A plan developed by the Municipal Emergency Management Planning Committee in accordance with Part 4 of the Emergency Management Act 1986, which details the agreed arrangements for the prevention of, the response to, and the recovery from, emergencies that could occur in the municipality.

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Attachment 1 Guidance questions to assist in determining community need

1. What hazards (e.g. fire, flood) could impact your community Designated high risk bushfire area
Coastal inundation or erosion
Bushfire overlay
Erosion or landslip
Floodplain / land subject to inundation / floodway
Other (please describe)

2. What community alert systems operate in this community? Television or radio
CFA brigade siren
Existing community alert siren
Emergency alert system
Agency warning messages
Telephone trees
Door knocking
Mobile phones
Word of mouth
Other (please describe)

3. Can the existing community alert systems be improved without the introduction of a siren? Yes
No

4. What percentage of the community lives within 2 kilometres (general coverage range) of the proposed siren location?

5. How will an alert siren help this community?
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Attachment 2 Guidance questions to assist in determining community support

1. Have the following communication activities or consultations been carried out? Distribution of alert system information
Broad identification of community support
Detailed (MEMP) assessment consultation

2. Is there indicative support for Community Alert Siren? No
Yes ( describe)

3. Are there community objections to a Community Alert Siren? No
Yes ( describe)

4. Did the MEMP Committee approve the submission?
No
Yes
Community Alert Sirens TRIM ID:CD/16/33850
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Document information
Document details
Criteria Details
TRIM ID: CD/16/33850
Document title: Community Alert Sirens
Document owner: Andrew Crisp
Version control
Version Date Description
1 07.09.2015 Draft
2 25.01.2016 Final
3 25.08.2019 Final Updated
Document approval
This document requires the following approval:

Name Title Organisation
Andrew Crisp Emergency Management
Commissioner
EMV
2016 Great Smoky Mountains
Wildfires
Part of the Southeastern U.S. wildfires
Smoke from the Chimney Tops 2 Fire
Location Great Smoky
Mountains National
Park, Sevier
County, Tennessee,
United States
Coordinates 35.6289763°N

83.478327°W
Statistics[1][2][3][4]
Cost US$2 billion in
damages
Date(s) November 23, 2016
–
December 22, 2016
(EDT)
Burned area 17,900 acres
(72 km2)
Cause Arson
Buildings destroyed 2,460 destroyed
Deaths 14
Non-fatal injuries Unknown
Perpetrator(s) Two juveniles
charged with
aggravated arson.

Motive Negligence
2016 Great Smoky Mountains wildfires
The 2016 Great Smoky Mountains wildfires, also known
as the Gatlinburg wildfires,
[1] were a complex of
wildfires which began in late November 2016. Some of the towns most impacted were Pigeon Forge and Gatlinburg,
both near Great Smoky Mountains National Park. The fires claimed at least 14 lives,
[5][6] injured 190,[7] and is one of
the largest natural disasters in the history of
Tennessee.
[8][9][10][11][12][13]
By December 12, the fires had burned more than 10,000
acres (15 square miles) inside the national park, and 6,000 acres in other parts of the area. At least 14,000 area
residents and tourists were forced to evacuate, while over 2,000 buildings were damaged and/or destroyed.[7]
One of the largest wildfires was the Chimney Tops 2 Fire, which burned more than 10,000 acres, and closed the
Chimney Tops Trail.
[14]
The Great Smoky Mountains wildfires were the deadliest
wildfires in Tennessee,
[15] as well as the deadliest wildfires
in the eastern U.S. since the Great Fires of 1947, which killed 16 people in Maine.
[16][17] In addition, the fires were
also the most deadly and destructive of the 2016
Southeastern United States wildfires.

American country singer and notable figure of the area
Dolly Parton were among many notable figures to pitch in to help the cause.
[18]
The Chimney Tops 2 Fire was originally reported on
November 23, 2016. No suppression activities were
initiated and on November 24, 2016, park fire officials delineated containment boundary made of natural features which were hoped to contain the fire. On November 27,
while the fire was still inside the containment boundary, three Chinook helicopters dumped water on the fire in an effort to mitigate its spread. Humidity values for this day dropped to as low as 17 percent during a period of
"Exceptional" drought. A National Weather Service report issued on Sunday predicted wind gusts up to 40 mph the following day.

Coordinates: 35.6289763°N 83.478327°W
Progression
United States Drought Monitor image
from November 22, 2016, showing
exceptional drought across the
Smoky Mountains of east
Tennessee and southwest North
Carolina.

Chimney Tops, seen about 6 months
after the fires with visible burn scars.

On November 28, park employees observed that the fire had spread to the Chimneys Picnic Area north of and outside the containment boundary. Shortly thereafter fire was reported some distance further to the North in the park behind a residential area known as Mynatt Park. Throughout the afternoon and evening of November 28, numerous fires developed in the Gatlinburg and Pigeon Forge areas as a result of wind-driven sparks or downed power lines. Strong southerly winds (with wind gusts up to 87 mph) created by mountain waves[19][20] blew sparks into the Gatlinburg and Pigeon Forge areas and knocked down trees (which in turn started fires when they hit power lines). A separate named fire destroyed much of the Cobbly Nob subdivision east of Gatlinburg.[21]
Because of power outages to some pumping stations on November 28 and because other pumping stations burned, hydrants quickly went dry on November 28, and Gatlinburg Fire Chief Greg Miller first asked for help from all of Sevier County and later from the entire state.
[22] Damage from the fires also prevented firefighters
from communicating with each other through cell phones as the radio system became overloaded. Gatlinburg's emergency
operations center phone system went down when it lost power.

Even the 911 system could not handle all the calls it received, and calls intended for Sevier County went to Putnam County
instead.[23]
Two unnamed juveniles were initially charged with aggravated arson in connection to the fires; however, charges were later dropped due to lack of evidence as well as language in an agreement between the State of Tennessee and the Department of the Interior which excluded state jurisdiction from prosecuting criminal activities that occurred entirely within the park.[4][24][25] Throughout the course of the investigation which revealed that many of the area fires were likely caused by embers wind-blown from the existing larger fire, local officials declined to release any information about the fires or response, citing an erroneous interpretation of a gag order. [26]
President Barack Obama ordered federal disaster relief funds to go to the hard hit area of Sevier County in response to the vast devastation.

President-elect Donald Trump tweeted: "My thoughts and prayers are with the great people of Tennessee during these terrible wildfires. Stay safe!"[27][28]
Governor Bill Haslam viewed the fires from above, and said it was "a little numbing" to see the extent of the damage. Noting that the region is a "special place" in Tennessee, he said "millions of families have come here and will continue to come here."[29]
Investigation and arrests
Reactions
Commenting on the devastation, country music star Dolly Parton (originally from Sevierville) said she was "heartbroken". Her theme park, Dollywood (in Pigeon Forge), was largely spared from damage. [30]
A telethon, benefiting fire victims, was held December 9, in Nashville. The event featured country music artists such as Kenny Chesney, Brad Paisley, John Rich, John Oates, and Kristian Bush, and Dolly Parton.[31] $9 million were raised.[32]
Parton hosted another telethon Tuesday, December 13, also in Nashville. All of the proceeds raised went to help those who lost their homes in the wildfires.
[33] Her fund, the "My People Fund", provided $1,000 a
month for six months to over 900 families affected by the wildfires, finally culminating with $5,000 to each home in the final month due to increased fundraising, for a total of $10,000 per family. [34][35][36]
Soon after the fires were contained, Gatlinburg Mayor Mike Warner implored vacationers "If you really want to do something for Gatlinburg, come back and visit us."[37] Stefanie Benjamin, Associate Professor of Hospitality and Tourism at the University of Tennessee noted that despite negative press from the fire, the region "was able to recuperate fairly quickly."[38] The impact of the "My People Fund"'s financial relief, as well as the overall impacts of the disaster on residents, was studied by University of Tennessee College of Social Work professor Stacia West, who examined the impact of cash transfers in poverty alleviation.[39] West surveyed 100 recipients of the emergency relief funds in April 2017 on topics including questions on housing, financial impact, physical and emotional health, and sources of support, with a follow-up survey conducted in December 2017. West found that the "My People Fund," in tandem with traditional disaster response, gave families the ability to make decisions that were most beneficial to them, and concluded that unconditional cash support may be more beneficial for disaster relief than conditional financial support. [40] The report cited the impact of the
monthly financial disbursements from the "My People Fund" on residents' emergency savings: "Following the monthly disbursements of unconditional cash assistance, participants were able to return to baseline financial stability reported prior to the wildfire, and improve their ability to set aside savings for hypothetical future emergencies."[41]
On May 24, 2018, a federal lawsuit was filed against the Great Smoky Mountains National Park on behalf of victims seeking damages for the failure to stop the Chimney Tops 2 fire before it left the park.[42] U.S.

District Judge Ronnie Greer ruled September 8, 2020 that the National Park Service failed in its efforts to warn people in the area about the fires, meaning the park service can be held financially responsible and making a jury trial possible.
[43] Greer dismissed the suit in 2022 over "a paperwork error" but was overruled by an appellate panel in August 2023. The discovery process comes next and both sides have the opportunity for summary judgment.
[44]
2016 Southeastern United States wildfires
Appalachian-Blue Ridge forests
Burned area emergency response
English Mountain, also in the Great Smoky Mountains and scene of significant wildfires in Telethons
Aftermath
See also
April 2016
November 2016 Israel fires
Southern Appalachian spruce-fir forest

1. Satterfield, Jamie (September 9, 2020). "National Park Service failed to warn residents in deadly Gatlinburg wildfires, judge rules" (https://www.knoxnews.com/story/news/crime/2020/ 09/09/national-park-service-failed-warn-gatlinburg-wildfires-judge-rules/5752222002/).

Knoxville News Sentinel. Retrieved September 9, 2020.

2. Lakin, Matt (November 19, 2017). "1 year ago, a 'whole mountain on fire' forever changed Gatlinburg" (https://www.knoxnews.com/story/news/2017/11/19/gatlinburg-wildfire-one-yearlater-smoky-mountains-horror-heroism/859695001/). Knoxville News Sentinel. Retrieved September 9, 2020.

3. "Chimney Tops 2 Fire" (https://www.nps.gov/grsm/learn/chimney-tops-2-fire.htm). Great Smoky Mountains National Park. National Park Service. December 22, 2016. Retrieved September 9, 2020.

4. "Two juveniles charged with arson in deadly Tennessee fire" (http://www.wlwt.com/article/tw o-juveniles-charged-with-arson-in-tennessee-fires/8475295). wlwt.com. WLWT 5. Retrieved 7 December 2016.

5. Carr,Ada (December 4, 2016). "Gatlinburg Residents Get First Look at Destruction Left Behind By Wildfire | The Weather Channel" (https://weather.com/news/news/tennessee-gatli nburg-sevier-fires). weather.com. Retrieved December 5, 2016.

6. "The Latest: Death toll from wildfires increases to 14" (https://web.archive.org/web/20161205 132407/http://www.bigstory.ap.org/article/064a54f6e66043a2aaff3f6bf9994e04/5-more-victi ms-names-released-gatlinburg-wildfires). ap.org. December 4, 2016.Archived from the original (http://bigstory.ap.org/article/064a54f6e66043a2aaff3f6bf9994e04/5-more-victims-na mes-released-gatlinburg-wildfires) on December 5, 2016. Retrieved December 5, 2016.

7. Rolando Zenteno; Jason Hanna; Madison Park (5 December 2016). "Death toll in Sevier County still rising" (http://www.cnn.com/2016/12/05/us/tennessee-gatlinburg-wildfires/index. html). CNN.

8. Laila Kearney and Dan Whitcomb (29 November 2016). "Great Smoky Mountains fires leave three dead, 'scene of destruction' | Reuters" (https://www.reuters.com/article/us-usa-fires-ten nessee-idUSKBN13O2E3). reuters.com. Retrieved December 4, 2016.

9. "Fires Near Smoky Mountains Prompt Mandatory Evacuations in Tennessee | NBC New York" (http://www.nbcnewyork.com/news/national-international/Great-Smoky-Mountains-Gatl inburg-Wildfires-403498386.html). nbcnewyork.com. 29 November 2016. Retrieved December 4, 2016.

10. Bracken, Matt (November 29, 2016). "Gatlinburg evacuated after Great Smoky Mountains National Park fire" (http://darkroom.baltimoresun.com/2016/11/gatlinburg-evacuated-after-gr eat-smoky-mountains-national-park-fire/). BaltimoreSun.com. Retrieved December 5, 2016.

11. "Slideshow: Great Smoky Mountain Wildfires | Fox News" (http://www.foxnews.com/us/slide show/2016/11/29/slideshow-great-smoky-mountain-wildfires.html#/slide/fires-raged-in-tenne ssee.). foxnews.com. 29 November 2016. Retrieved December 4, 2016.

12. "Death toll rises to seven in Tennessee's Great Smoky Mountains fires | The Gazette" (http s://web.archive.org/web/20161202114558/http://www.thegazette.com/subject/news/nation-a nd-world/death-toll-rises-to-seven-in-tennessees-great-smoky-mountains-fires-20161201).

Archived from the original (http://www.thegazette.com/subject/news/nation-and-world/death-t oll-rises-to-seven-in-tennessees-great-smoky-mountains-fires-20161201) on December 2, 2016. Retrieved December 4, 2016.

References

13. "Gatlinburg wildfires: Thousands evacuated from Smoky Mountains resort" (http://www.merc urynews.com/2016/11/29/gatlinburg-wildfires-thousands-evacuated-from-smoky-mountains-r esort/). 29 November 2016.

14. Chavez, K (November 28, 2016). "US 441 in Smokies, trails close for 500-acre fire" (http://w ww.citizen-times.com/story/sports/outdoors/girls-gone-outdoors/2016/11/28/us-441-smokiestrails-close-2nd-fire/94542396/). citizen-times.com. Retrieved December 4, 2016.

15. Tuesday marks 1-year anniversary of deadliest wildfire in Tennessee history (https://wlos.co m/news/local/tuesday-marks-1-year-anniversary-of-deadliest-wildfire-in-tennessee-history), WLOS, November 28, 2017

16. "Worst U.S. Forest Fires" (http://www.infoplease.com/ipa/A0778688.html). Infoplease.com.

Retrieved 6 December 2016.

17. Butler, Joyce; Parent, Tom. "When Maine Burned: Remembering 50 Years Ago" (http://www.f irehouse.com/article/10544832/when-maine-burned-remembering-50-years-ago).

Firehouse. Retrieved 6 December 2016.

18. "Dolly Parton Provides Fire Victims 'Shoulder To Lean On' " (https://www.npr.org/sections/the record/2017/05/08/520140609/dolly-parton-issues-final-checks-to-those-displaced-by-smok y-mountain-wildfire).

19. Ryan Shadbolt; Joseph Charney; Hannah Fromm (2019). "A mesoscale simulation of a mountain wave wind event associated with the Chimney Tops 2 fire (2016)" (https://ams.conf ex.com/ams/2019Annual/meetingapp.cgi/Paper/353193) (Special Symposium on Mesoscale Meteorological Extremes: Understanding, Prediction, and Projection).American Meteorological Society: 5 pp.

20. David M. Gaffin (2009). "On High Winds and Foehn Warming Associated with MountainWave Events in the Western Foothills of the Southern Appalachian Mountains" (https://doi.or g/10.1175%2F2008WAF2007096.1). Weather and Forecasting. 24 (1): 53–75.

Bibcode:2009WtFor..24...53G (https://ui.adsabs.harvard.edu/abs/2009WtFor..24...53G). doi:10.1175/2008WAF2007096.1 (https://doi.org/10.1175%2F2008WAF2007096.1).

21. "Analyzing the fire that burned into Gatlinburg" (http://wildfiretoday.com/2016/12/05/analyzin g-the-fire-that-burned-into-gatlinburg/). wildfiretoday.com. 5 December 2016. Retrieved December 23, 2016.

22. Jacobs, Don (February 19, 2017). "Firefighters raced to Gatlinburg, only to find some hydrants were running dry" (http://www.citizen-times.com/story/news/local/2017/02/19/firefig hters-raced-gatlinburg-only-find-some-hydrants-were-running-dry/98041968/). Asheville Citizen-Times. Retrieved March 23, 2017.

23. Lakin, Matt; Jacobs, Don (August 9, 2017). "Gatlinburg wildfire records tell story of chaos, confusion" (http://www.citizen-times.com/story/news/2017/08/09/gatlinburg-wildfire-records-t ell-story-chaos-confusion/548412001/). Asheville Citizen-Times. Retrieved August 10, 2017.

24. "Two juveniles charged with arson in Tennessee wildfires that left 14 people dead" (https://w ww.washingtonpost.com/news/post-nation/wp/2016/12/07/two-juveniles-charged-with-arson -in-deadly-east-tennessee-wildfires/). The Washington Post.

25. "Attorney:Arson charges against teens in fatal Gatlinburg wildfire dropped" (http://www.knox news.com/story/news/local/tennessee/gatlinburg/2017/06/30/attorney-arson-charges-agains t-teens-fatal-gatlinburg-wildfire-dropped/442706001/). The Knoxville News Sentinel. June 30, 2017. Retrieved June 30, 2017.

26. "Judge issues order allowing release of some records in Gatlinburg wildfires" (http://wate.co m/2017/06/27/judge-issues-order-allowing-release-of-some-records-in-gatlinburg-wildfires/).

Nexstar Broadcasting, Inc. June 27, 2017. Retrieved June 27, 2017.

27. "Donald Trump Tweets About Tennessee Wildfires" (https://web.archive.org/web/201611301 60632/http://www.lex18.com/story/33818397/donald-trump-tweets-about-tennessee-wildfire s).Archived from the original (https://www.lex18.com/story/33818397/donald-trump-tweets-a bout-tennessee-wildfires) on 2016-11-30. Retrieved 2016-12-06.

28. Searles, Kaylin (29 November 2016). "President-elect Donald Trump's 'thoughts and prayers' with TN amid wildfires" (http://fox17.com/news/local/president-elect-donald-trump-t weets-about-tn-wildfires-sends-thoughts-and-prayers).

29. Jason Hanna;Artemis Moshtaghian; Madison Park; Darran Simon (29 November 2016). "Gatlinburg, TN residents escape 'firestorm' " (http://www.cnn.com/2016/11/29/us/gatlinburg-f ires/index.html). CNN.

30. Buncombe,Andrew (November 29, 2016). "Gatlinburg fires: Dolly Parton's resort under threat as hundreds flee Tennessee wildfires | The Independent" (https://www.independent.c o.uk/news/people/gatlinburg-fires-latest-tennessee-dolly-parton-resort-threat-a7445711.htm l). independent.co.uk.Archived (https://ghostarchive.org/archive/20220501/https://www.inde pendent.co.uk/news/people/gatlinburg-fires-latest-tennessee-dolly-parton-resort-threat-a744 5711.html) from the original on 2022-05-01. Retrieved December 4, 2016.

31. "Nashville TV station airing live star-filled telethon for Gatlinburg victims" (http://www.tennes sean.com/story/news/2016/12/02/nashville-tv-station-host-star-filled-telethon-gatlinburg-victi ms/94807506/). The Tennessean.

32. Ahillen, Steve (May 26, 2017). "6 months after wildfire, Gatlinburg area getting back on its feet" (http://www.citizen-times.com/story/news/local/tennessee/gatlinburg/2017/05/26/6-mont hs-after-fire-gatlinburg-area-getting-back-its-feet/335776001/). Asheville Citizen-Times.

Retrieved May 29, 2017.

33. "Dolly Parton Is Hosting a Telethon to Help Tennessee Wildfire Victims" (http://www.countryli ving.com/life/entertainment/a40773/dolly-parton-telethon-tennessee-wildfires/). December 5, 2016.

34. Knoepp, Lilly (December 24, 2019). " 'How Dolly Parton Gave $12.5 Million And Unprecedented Research To Sevier County' " (https://www.bpr.org/news/2018-12-24/how-do lly-parton-gave-12-5-million-and-unprecedented-research-to-sevier-county/). Blue Ridge Public Radio. Retrieved May 4, 2022.

35. Cole, Devan (May 6, 2019). " 'FBI honors Dolly Parton for work following Great Smoky Mountain wildfires' " (https://www.cnn.com/2019/05/06/politics/fbi-dolly-parton-great-smokymountain-wildfires/index.html). CNN. Retrieved May 4, 2022.

36. Flanagan,Andrew (May 8, 2017). "Dolly Parton Provides Fire Victims 'Shoulder To Lean On' " (https://www.npr.org/sections/therecord/2017/05/08/520140609/dolly-parton-issues-fina l-checks-to-those-displaced-by-smoky-mountain-wildfire). NPR. Retrieved May 4, 2022.

37. "Sevier Co. officials encouraging visitors: "If you want to help, come visit us" " (http://www.wb ir.com/article/news/local/wildfire/sevier-co-officials-encouraging-visitors-if-you-want-to-help-c ome-visit-us/361154244). wbir.com. Retrieved 2017-12-19.

38. "Looking Back | 1 Year After the Gatlinburg Wildfires" (https://www.cabinsusa.com/smoky-mo untains-blog/post/287/one-year-after-the-2016-wildfires.php). Cabins USA Pigeon Forge Cabins in the Smoky Mountains. Retrieved 2017-12-19.

39. Trieu, Cat (February 21, 2019). " 'Social worker, faculty member looks to alleviate poverty through studies, community work' " (https://www.utdailybeacon.com/campus_news/campus_ life/social-worker-faculty-member-looks-to-alleviate-poverty-through-studies-community-wor k/article_fbda20d4-361d-11e9-8abb-cfb6ac6a09c6.html). The UT Beacon. Retrieved May 4, 2022.

40. WBIR (November 27, 2017). "UT professor studying financial, emotional impact of 'My People Fund' " (https://www.wbir.com/article/news/local/wildfire/ut-professor-studying-financi al-emotional-impact-of-my-people-fund/51-492408908). WBIR. Retrieved May 4, 2022.

41. Nelson, Kristi L (April 19, 2018). " 'Gatlinburg wildfire survivors found cash most helpful for recovery, says UT report' " (https://www.knoxnews.com/story/news/2018/04/19/ut-report-gatli nburg-wildfire-survivors-dolly-parton-my-people-fund/532618002/). Knox News. Retrieved May 4, 2022.

42. Lakin, Matt (2018-05-24). "Lawsuit seeks millions in damages for Michael Reed, other Gatlinburg fire victims" (https://www.knoxnews.com/story/news/local/tennessee/gatlinburg/2 018/05/24/lawsuit-filed-gatlinburg-fire-victims-seeks-class-action-relief/634903002/).

Knoxville News Sentinel. Retrieved 2018-06-14.

43. Satterfield, Jamie (2020-09-09). "National Park Service failed to warn residents in deadly Gatlinburg wildfires, judge rules" (https://www.knoxnews.com/story/news/crime/2020/09/09/n ational-park-service-failed-warn-gatlinburg-wildfires-judge-rules/5752222002/). Knoxville News Sentinel. Retrieved 2020-09-11.

44. Whetstone, Tyler (2023-08-17). "Victims of 2016 Gatlinburg wildfire score major victory in lawsuit against Park Service" (https://www.knoxnews.com/story/news/local/2023/08/17/victi ms-of-2016-gatlinburg-wildfire-score-big-win-in-park-service-lawsuit/69857884007/). Knox News. Retrieved 2023-08-18.

Retrieved from "https://en.wikipedia.org/w/index.php?
title=2016_Great_Smoky_Mountains_wildfires&oldid=1171730550" Recent events indicate the need to provide citizens with timely notifications of pending or immediate disaster. Outdoor alerting systems are one part of a multi-faceted solution, used to alert citizens. Events such as fast-moving wildfires occur with little to no notification. Informing your citizens quickly and efficiently is critical to directing people to safe areas. Using an effective outdoor alerting systems can save valuable time and effort for municipal, county or state employees.

Parks, large open areas, and remote facilities without cell-phone coverage can leave citizens without an early warning system. Recent wildfires indicate the need to pro-actively warn citizens of pending disasters. Instead of using local police to alert citizens with door-to-door announcements, outdoor warning systems with effective long range communications can be used.

Our system can offer the following features and benefits:
• Our systems can be independent from the power grid by utilizing solar and/or wind based power. • Communications can be provided using digital secure radio communications to the alerting devices. • Indoor communications to public buildings, schools, and business can be easily incorporated into an alerting system. • Activations can be performed from mobile devices or with remote desktop applications. • A cloud based control platform can be used to extend the reach and activation of local municipal systems to county or state authorities. Local emergency managers have many tasks to perform, effective use of local and remote resources can be an efficient method of alerting local communities.
• Outdoor mechanical sirens can offer a combination of voice and tone based alerts to provide enhanced communications.

Outdoor Wide Area Alerting
California Fires - Hazard Mitigation
For more information, contact us:
2645 Federal Signal Dr., University Park, IL 60484 Tel: +1 708.534.4756 Email: [email protected] www.fedsig.com INFORMER 100
Voice Announcer

FEATURES
• 100W High Powered Outdoor Speaker
• IP Connected
• Ideal for High Density Metropolitan
Areas, Stadiums, Parks
Radio SS2000+
CommanderOneTM
MOD3012
Voice Announcer

FEATURES
• 1200W High Powered Outdoor
Speaker
• Radio or IP connected
• Ideal for Large Metropolitan
Areas, Campus Environment and
Neighborhoods
2001-130
Tone Alert

FEATURES
• 130 dB Mechanical Siren
• Radio Connected
• Ideal for Broad Coverage and
Rural Neighborhoods
CommanderOne

FEATURES
• Cloud based control system
• Desktop Freedom
• Mobile Application
• Polygon Enabled
• Ideal for City/County/State Control
Fully Integrated Federal Signal Solution
We offer may products that can be integrated to provide one complete solution to meet your community’s needs.

For more information, contact us:
2645 Federal Signal Dr., University Park, IL 60484 Tel: +1 708.534.4756 Email: [email protected] www.fedsig.com Case Study:

Increasing Safety at one of the Top Vacations Destinations in the United States
Situation:

The 2016 Great Smokey Mountains wildfires in Tennessee started on Nov. 23rd and became an inferno by Nov. 28th. Gatlinburg evacuated 14,000 people from the affected areas. The fires spread quickly through drought-affected areas because of high winds. Sevier County TN., including Gatlinburg and Pigeon Forge, were affected along with the National Parks. 2,400 structures were damaged or destroyed, 17,000 acres burned, 191 people were treated for injuries and 14 fatalities occured. Damages were estimated at $500,000,000. Gatlinburg lost 5 outdoor warning sirens in the fire that protected the downtown area from fires, flooding and weather events. In Jan. 2017, Gatlinburg’s Fire Chief Greg Miller initiated a project to replace the 5 damaged sirens and add additional sirens and technology to increase/improve mass notification throughout the City of Gatlinburg, surrounding residential areas in the mountains, and the National Park areas.

Solution:

Federal Signal presented a Phase 1 solution that included five (5) Modulator® Sirens (model MOD5020) mounted on concrete poles, using dual redundant Kenwood NEXEDGE radios and a KNOX-BOX key over ride switch at each pole. This was requested due to the fires knocking out the radio system on one of the mountains and burning the wood poles that held to old sirens. Gatlinburg runs 2 radio repeaters on 2 separate mountains. If one system goes down – they will have the second system as a backup. Phase 1 (5 sirens and 1 control point) was installed in the 3rd /4th week of April 2017. The Chief wanted the 5 sirens up and ready for river flooding season near the downtown area.

Phase 2 was ordered in March of 2017, the bill of materials included five (5) Modulator Sirens in different sizes and four (4) 2001 sirens that would be used in the mountainous areas surrounding Gatlinburg. These are mounted on steel poles. One of the Modulator Sirens is installed in the National Park by the welcome center. Phase 2 included a second control point, a mobile activation case (model MAC-01), CommanderOne® mass notification software and IPAWS integration. One of our partners is supplying a AM radio station for emergency notification.

Phase 2 became a collaborative initiative and shared cost between Sevier County and the National Parks Service, and implementation began in January 2018.

Outcome:

Federal Signal was able to provide a fully integrated and improved solution in a timely manner.

They are currently working with other Sevier County entities, such as Pigeon Forge, Sevierville and Dollywood, to provide a similar solution. Integrating compatible solutions to each entity will allow Sevier County EMA to efficiently and effective control all sirens on the system.

TOWN OF WOODSIDE
Report to Town Council Agenda Item 1
From: Lucy Oropeza, Accounts Payable Specialist September 12, 2023 Kevin Bryant, Town Manager
SUBJECT: REGISTER OF DEMANDS AGAINST THE TOWN OF WOODSIDE FROM JULY 16 THROUGH AUGUST 31, 2023
Per Town of Woodside Municipal Code Title III, Administration, Chapter 31.03.F the attached register of demands for July 16 through August 31, 2023, have been prepared, audited, and certified, by the Administrative Services Manager.

Attachment

1. Register of Demands July 16 through August 31, 2023
Item 1 Page 1 Town Council Meeting September 12, 2023
Accounts Payable
User:

Printed:
lucy.oropeza
9/5/2023 9:18 AM
Checks by Date - Detail by Check Date
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42331 2873 Alexis Bartlo 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY23Defensible Space Matching Fund Program - FY23 2,225.00 Total for Check Number 42331: 2,225.00
42332 2913 Bruce Bastl 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY23, 2nd Submittal Defensible Space Matching Fund Program - FY23 750.00 Total for Check Number 42332: 750.00
42333 1707 Karen Flores 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY23Defensible Space Matching Fund Program - FY23 500.00 Total for Check Number 42333: 500.00
42334 3066 Bob & Yvette Phillips 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY23Defensible Space Matching Fund Program - FY23 2,225.00 Total for Check Number 42334: 2,225.00
42335 3065 William C. Smith 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY23Defensible Space Matching Fund Program - FY23 3,000.00 Total for Check Number 42335: 3,000.00
42336 2407 Advanced Tree Care 07/28/2023
16957 Arborist Report: 1200 Mountain Home Road Arborist Report: 1200 Mountain Home Road 225.00 17049 Arborist Letter: 1990 Portola Road Arborist Letter: 1990 Portola Road 225.00 17199 Arborist Letter: 118 Hillside Drive Arborist Letter: 118 Hillside Drive 225.00 Total for Check Number 42336: 675.00
42337 1896 Bay Area Traffic Solutions Inc. 07/28/2023
133185 Storm Related: Kings Mountain Road Detour June 2023 Storm Related: Kings Mountain Road Detour June 2023 2,842.00 Total for Check Number 42337: 2,842.00
42338 1061 California Dept. of Transportation 07/28/2023 SL231098 Signals & Lighting April-June 2023 Signals & Lighting April-June 2023 336.48 Total for Check Number 42338: 336.48
42339 3057 Consor PMCM, Inc. 07/28/2023
TOW.23-070-01 Storm Related:Old La Honda Road Paving Inspection Services June Storm Related:Old La Honda Road Paving Inspection Services June 7,395.00 Total for Check Number 42339: 7,395.00
42340 3062 Corodata Shredding, Inc. 07/28/2023
DN 1421136 Shredding Service: June 2023 Shredding Service: June 2023 64.00 Total for Check Number 42340: 64.00
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 1 Item 1 Page 2
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42341 1112 Cotton Shires & Associate 07/28/2023
623348 145 Old La Honda, BLDG2023-0267 145 Old La Honda, BLDG2023-0267 1,759.58 623349 635 Patrol Road, SITE2023-0015 635 Patrol Road, SITE2023-0015 430.00 623350 148 Hillside Drive, REV2023-0064 148 Hillside Drive, REV2023-0064 1,052.00 623351 310 Family Farm Drive, BLDG2023-0255 310 Family Farm Drive, BLDG2023-0255 1,677.75 623352 Cal Water Summit Springs, BLDG2021-0344 Cal Water Summit Springs, BLDG2021-0344 1,058.00 623353 18 Stadler Drive, BLDG2022-0439 18 Stadler Drive, BLDG2022-0439 1,075.00 Total for Check Number 42341: 7,052.33
42342 1121 CSG Consultants, Inc. 07/28/2023
52000 Engineering Staff Services June 2023 Engineering Staff Services June 2023 19,065.00 52133 Code Enforcement June 2023 Code Enforcement June 2023 9,891.00 52241 In House Plan Review June 2023 Building Services June 2023 6,877.50 52241 Building Official June 2023 Building Services June 2023 3,124.00 52241 Building Inspection June 2023 Building Services June 2023 9,984.00 B231091 Building Plan Review Services June 2023 Building Plan Review Services June 2023 28,939.55 Total for Check Number 42342: 77,881.05
42343 1126 Department of Conservation 07/28/2023
QApr-Jun2023 Strong Motion Instrum. & SHz Map Fee Report April-June 2023 Strong Motion Instrum. & SHz Map Fee Report April-June 2023 4,629.73 Total for Check Number 42343: 4,629.73
42344 1159 H.T. Harvey & Assoc. Eco. Consult. 07/28/2023 62898 Canada Corners Parking Lot, ASRB2022-0022 Bio Report Canada Corners Parking Lot, ASRB2022-0022 Bio Report 3,540.50 Total for Check Number 42344: 3,540.50
42345 1653 Harrison Engineering, Inc. 07/28/2023
21-016-12 Glens Pathway Phase 2 & 3: Design June-July 2023Glens Pathway Phase 2 & 3: Design June-July 2023 13,654.00 23-003-04 Storm Damage Engineering Assistance: June 2023Storm Damage Engineering Assistance: June 2023 1,172.00 Total for Check Number 42345: 14,826.00
42346 1145 Jennifer Li 07/28/2023
Dentdeduc072623 Reimbursement-2023 Dental Deductible for Service on 06.23.23 Reimbursement-2023 Dental Deductible for Service on 06.23.23 75.00 Total for Check Number 42346: 75.00
42347 2556 Maze and Associates 07/28/2023
50222 Audit Services FY2023 Audit Services FY2023 12,078.00 Total for Check Number 42347: 12,078.00
42348 2926 Ninyo & Moore Geotechnical & Environmental Science 07/28/2023 276350 16 Preston Road, BLDG2023-0037 16 Preston Road, BLDG2023-0037 1,625.00 Total for Check Number 42348: 1,625.00
42349 1245 ODP Business Solutions, LLC 07/28/2023
318882046001 Supplies: Coffee Supplies: Coffee 95.92
Total for Check Number 42349: 95.92
42350 1276 Roberts Market 07/28/2023

07.01.23 Grocery & Hardware Supplies June 2023 Grocery & Hardware Supplies June 2023 1,040.07 Total for Check Number 42350: 1,040.07
42351 1334 West Bay Sanitary District 07/28/2023
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 2 Item 1 Page 3
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
2022/23-088 Quarterly Sewer Maintenance: April-June 2023 Quarterly Sewer Maintenance: April-June 2023 14,565.64 Total for Check Number 42351: 14,565.64
42352 1033 AT&T - 939-103-5060 07/28/2023
000020235963 6508511294 06.13.23 - 07.12.23 Phone (Museum) 06.13.23 - 07.12.23 25.34 Total for Check Number 42352: 25.34
42353 1035 AT&T - 939-103-5062 07/28/2023
000020235964 6508515591 TC/Woodside Pump Station 06.13.23 - 07.12.23 Phone (Town Center/Woodside Pump Station) 06.13.23 - 07.12.23 26.88 Total for Check Number 42353: 26.88
42354 1062 California Water Service 07/28/2023
W1367 07.13.23 1367116666 WHHA 24 Median Meters+1 Town Median M 6.10.23-7.12.23 WHHA 24 Median Meters+1 Town Median Meter 06.10.23 - 07.12.23 1,557.94 Total for Check Number 42354: 1,557.94
42355 1063 California Water Service 07/28/2023
W2367 07.12.23 2367116666 Mt Home & Woodside 06.09.23 - 07.11.23 2367116666 Mt Home & Woodside 06.09.23 - 07.11.23 31.64 Total for Check Number 42355: 31.64
42356 1065 California Water Service 07/28/2023
W4562 07.17.23 4562104183 5001 Farmhill Blvd, Barkley Fields 06.10.23 - 7.12.23 4562104183 5001 Farmhill Blvd, Barkley Fields 06.10.23 - 7.12.23 12,727.07 Total for Check Number 42356: 12,727.07
42357 1066 California Water Service 07/28/2023
W5527 07.07.23 5527147592 BG Construction Mtr 62261013 06.06.23 - 07.06.23 5527147592 BG Construction Mtr 62261013, 06.06.23 - 07.06.23 82.98 Total for Check Number 42357: 82.98
42358 1067 California Water Service 07/28/2023
W6167 07.12.23 6167116666 2955 Woodside Rd.. 06.09.23 - 07.11.23 6167116666 2955 Woodside Rd. 06.09.23 - 07.11.23 646.25 Total for Check Number 42358: 646.25
42359 1068 California Water Service 07/28/2023
W6408 07.12.23 6408116666 3140 Woodside Road 06.09.23 - 07.11.23 6408116666 3140 Woodside Road 06.09.23 - 07.11.23 1,234.17 Total for Check Number 42359: 1,234.17
42360 1069 California Water Service 07/28/2023
W8508 07.12.23 8508116666 Woodside & Canada Ln, 06.09.23 - 07.11.23 8508116666 Woodside & Canada Ln. 06.09.23 - 07.11.23 82.98 Total for Check Number 42360: 82.98
42361 1248 Pacific Gas & Electric 07/28/2023
P0537 07.19.23 Canada College/Farm Hill 0537900773-4 06.11.23 - 07.12.23 Canada College Traffic Signals 0537900773-4 06.11.23 - 07.12.23 82.75 Total for Check Number 42361: 82.75
42362 1249 Pacific Gas & Electric 07/28/2023
P0961 07.18.23 5001 Farm Hill/Barkely 0961067232-2 06.10.23 - 07.11.23 5001 Farm Hill/Barkley PGE 0961067232-2 06.10.23 - 07.11.23 522.58 Total for Check Number 42362: 522.58
42363 1251 Pacific Gas & Electric 07/28/2023
P3590 07.13.23 TH #2 3590823804-7 Gas 06.11.23 - 07.12.23 Town Hall -Gas 3590823804-7 06.11.23 - 07.12.23 60.76 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 3 Item 1 Page 4
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42363: 60.76
42364 1252 Pacific Gas & Electric 07/28/2023
P3663 07.14.23 Library 1 Gas 3663254289-4 06.13.23 - 07.13.23 Library 1 Gas PGE 3663254289-4 06.13.23 - 07.13.23 17.94 Total for Check Number 42364: 17.94
42365 1253 Pacific Gas & Electric 07/28/2023
P3674 07.18.23 TH 3; 3674157132-1 06.10.23 - 07.11.23 Town Hall 3; 3674157132-1 06.10.23 - 07.11.23 775.99 Total for Check Number 42365: 775.99
42366 1254 Pacific Gas & Electric 07/28/2023
P3704 07.19.23 Library 2- PGE3704920953-1 06.12.23 - 07.12.23Library 2- PGE3704920953-1 06.12.23 - 07.12.23 1,091.98 Total for Check Number 42366: 1,091.98
42367 1255 Pacific Gas & Electric 07/28/2023
P5632 07.18.23 Town Hall 4 PGE 5632637403-2 06.10.23 - 07.11.23Town Hall 4 PGE 5632637403-2 06.10.23 - 07.11.23 2,099.89 Total for Check Number 42367: 2,099.89
42368 1256 Pacific Gas & Electric 07/28/2023
P5827 07.11.23 Entrance Canada Coll. 5827359418-2 06.06.23 - 07.05.23 Traffic Canada College 5827359418-2 06.06.23 - 07.05.23 44.62 Total for Check Number 42368: 44.62
42369 1257 Pacific Gas & Electric 07/28/2023
P9226 07.18.23 TC Pump 9226135810-2 06.10.23 - 07.11.23 TC Pump 9226135810-2 06.10.23 - 07.11.23 595.33 Total for Check Number 42369: 595.33
42370 1258 Pacific Gas & Electric 07/28/2023
P9809 07.18.23 TC Questa Pump 9809469106-4 06.10.23 - 07.11.23TC Questa Pump 9809469106-4 06.10.23 - 07.11.23 34.77 Total for Check Number 42370: 34.77
42371 2218 Wex Bank 07/28/2023
90358574 Chevron Gas Card for Fleet 06.07.23 - 07.06.23 Chevron Gas Card for Fleet 06.07.23 - 07.06.23 1,084.83 Total for Check Number 42371: 1,084.83
42372 1250 Pacific Gas & Electric 07/28/2023
P1399 07.21.23 1399341562-2 Street Lamp 06.15.23 - 07.17.23 1399341562-2 TH Street Lamp 06.15.23 - 07.17.23 18.88 Total for Check Number 42372: 18.88
42373 1322 United Site Services 07/28/2023
INV-01853443 Portable Restroom Services 07.12.23 - 08.08.23 Portable Restroom Services 07.12.23 - 08.08.23 231.57 Total for Check Number 42373: 231.57
42374 3007 Walter Aldana 07/28/2023
DefSpac07.25.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42374: 3,000.00
42375 2913 Bruce Bastl 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 320.00 Total for Check Number 42375: 320.00
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 4 Item 1 Page 5
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42376 2539 Joan Donath 07/28/2023
DefSpac07.13.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42376: 3,000.00
42377 2733 Michael Feldman 07/28/2023
DefSpac07.26.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42377: 3,000.00
42378 1707 Karen Flores 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 2,750.00 Total for Check Number 42378: 2,750.00
42379 2676 Steve Gray 07/28/2023
DefSpac07.13.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42379: 3,000.00
42380 2975 Heeral Kota 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 2,500.00 Total for Check Number 42380: 2,500.00
42381 2622 Keith Lucas 07/28/2023
DefSpac07.25.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42381: 3,000.00
42382 2929 Lawrence Schreiber 07/28/2023
DefSpac07.25.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42382: 3,000.00
42383 2835 Hao Zhong 07/28/2023
DefSpac07.24.23 Defensible Space Matching Fund Program - FY24Defensible Space Matching Fund Program - FY24 3,000.00 Total for Check Number 42383: 3,000.00
42384 3059 Gordon Construction 07/28/2023
Refund07.20.23 112 Highland Terrace, BLDG2022-0496, Weight Tickets Submitted 112 Highland Terrace, BLDG2022-0496, Weight Tickets Submitted 1,000.00 Total for Check Number 42384: 1,000.00
42385 2153 Michael Fellman Siding and Roofing 07/28/2023 Refund07.26.23 190 Roberta Drive BLDG2023-0251-0252, Weight Tickets Submitted 190 Roberta Drive BLDG2023-0251-0252, Weight Tickets Submitted 1,000.00 Total for Check Number 42385: 1,000.00
42386 1451 Shelton Roofing Company 07/28/2023
Refund07.13.23 71 Tum Suden Way, BLDG2023-0051. Permit Finaled. 71 Tum Suden Way, BLDG2023-0051. Permit Finaled. 1,000.00 Total for Check Number 42386: 1,000.00
42387 3063 Top Tier Roofing 07/28/2023
Refund07.24.23 170 Olive Hill Lane BLDG2023-0239 Weight Tickets Submitted 170 Olive Hill Lane BLDG2023-0239 Weight Tickets Submitted 1,000.00 Total for Check Number 42387: 1,000.00
42388 3020 Tusca, LLC 07/28/2023
Refund07.17.23 568 Mountain Home Road, BLDG2018-0276, Weight Tickets Submitted 568 Mountain Home Road, BLDG2018-0276, Weight Tickets Submitted 1,144.00 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 5 Item 1 Page 6
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42388: 1,144.00
42389 3060 Andreini Brothers, Inc. 07/28/2023
5862 Glens Pathway Phase 2 & 3: Construction 06.20.23-07.15.23 Glens Pathway Phase 2 & 3: Construction 06.20.23-07.15.23 115,188.92 Total for Check Number 42389: 115,188.92
42390 1028 Arranged 4 Comfort 07/28/2023
23-8780-SH Chairs for Town Council & Committee Meetings (14) Chairs for Town Council & Committee Meetings (14) 12,254.20 Total for Check Number 42390: 12,254.20
42391 1030 Associated Business Machines 07/28/2023
20211190 Postage Meter Supplies:Ink,Sealing Solution,LabelsPostage Meter Supplies:Ink,Sealing Solution,Labels 479.13 Total for Check Number 42391: 479.13
42392 2120 Bay Area Paving Company, Inc. 07/28/2023
C59-251 Pothole Repairs: Olive Hill Lane @ Bridge & Lanning @ Canada Pothole Repairs: Olive Hill Lane @ Bridge & Lanning @ Canada 2,987.00 Total for Check Number 42392: 2,987.00
42393 2310 CALBO 07/28/2023
16507 Training:Ed Week-4 Days Training:Ed Week-4 Days 650.00 16534 Training:Ed Week-3 Days Training:Ed Week-3 Days 435.00 Total for Check Number 42393: 1,085.00
42394 1738 City of East Palo Alto 07/28/2023
TC 07.25.23 Council of Cities Dinner/Meeting 07.28.23 Council of Cities Dinner/Meeting 07.28.23 65.00 Total for Check Number 42394: 65.00
42395 2559 Sarah Filipe 07/28/2023
Reimb. 07.25.23 APA California 2023 Conference APA California 2023 Conference 761.00 Total for Check Number 42395: 761.00
42396 2801 Green Halo Systems Inc 07/28/2023
4382 Waste Tracking System Month Fee: July 2023 Waste Tracking System Month Fee: July 2023 117.00 Total for Check Number 42396: 117.00
42397 3061 Greg's Trucking Service, Inc. 07/28/2023
202307-32 Storm Related:Transport Storm Debris to ZankerRecycle Storm Related:Transport Storm Debris to ZankerRecycle 5,520.00 Total for Check Number 42397: 5,520.00
42398 2992 Jessica Hatfield 07/28/2023
AC 07.17.23 Videographer Services: WACC 1st Friday Event-July 2023 Videographer Services: WACC 1st Friday Event-July 2023 382.50 Total for Check Number 42398: 382.50
42399 2225 Mission Uniform 07/28/2023
519558270Adjust Weekly Public Works Uniform Rental 06.27.23 Credit Adjust FY2024 Weekly Public Works Uniform Rental 06.27.23 Credit Adjust FY2024 -1.78 519608996 Weekly Public Works Uniform Rental Service 07.04.23 Weekly Public Works Uniform Rental Service 07.04.23 35.00 519640135 Weekly Public Works Uniform Rental Service 07.11.23 Weekly Public Works Uniform Rental Service 07.11.23 35.00 519682812 Weekly Public Works Uniform Rental Service 07.18.23 Weekly Public Works Uniform Rental Service 07.18.23 35.00 519727175 Weekly Public Works Uniform Rental Service 07.25.23 Weekly Public Works Uniform Rental Service 07.25.23 35.00 Total for Check Number 42399: 138.22
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 6 Item 1 Page 7
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42400 1245 ODP Business Solutions, LLC 07/28/2023
320592663001 Supplies: Pens, Post-it Notes Supplies: Pens, Post-it Notes 23.37 321777445001 Supplies: Lunchroom Dinner Forks Supplies: Lunchroom Dinner Forks 10.92 321777446001 Supplies: Kleenex Supplies: Kleenex 30.93
321777447001 Supplies: Lunchroom Serving Tongs Supplies: Lunchroom Serving Tongs 6.55 321777448001 Supplies: Cornstarch Utensils Supplies: Cornstarch Utensils 10.97 Total for Check Number 42400: 82.74
42401 1626 Peninsula Sports Officials Assoc., Inc. 07/28/2023 100514 Co-Ed Softball Summer 2023 League Umpire Fees-July Co-Ed Softball Summer 2023 League Umpire Fees-July 504.00 Total for Check Number 42401: 504.00
42402 1291 Sage Schaan 07/28/2023
Reimb. 07.25.23 APA California 2023 Conference APA California 2023 Conference 706.00 Total for Check Number 42402: 706.00
42403 1512 Superion, LLC 07/28/2023
385971 Community Development Cloud Upgrade:Set Up Fee (formerly TrakiT) Community Development Cloud Upgrade:Set Up Fee (formerly TrakiT) 5,000.00 Total for Check Number 42403: 5,000.00
42404 1333 Wells Fargo Financial Leasing, Inc. 07/28/2023 5025959070 Postage Meter Rental 08.13.23-09.12.23 Postage Meter Rental 08.13.23-09.12.23 185.93 Total for Check Number 42404: 185.93
Total for 7/28/2023: 357,669.50
42405 2967 Dyett & Bhatia 08/04/2023
22-589-06 Housing Element/HE CEQA Consultant: May 2023Housing Element/HE CEQA Consultant: May 2023 7,367.50 Total for Check Number 42405: 7,367.50
42406 3064 Regional Government Services 08/04/2023
15163 1101 Canada Road, CEQA2022-0001-May 2023 1101 Canada Road, CEQA2022-0001-May 2023 1,000.00 15318 1101 Canada Road, CEQA2022-0001-June 2023 1101 Canada Road, CEQA2022-0001-June 2023 770.00 15359 1101 Canada Road, CEQA2022-0001-June 2023 1101 Canada Road, CEQA2022-0001-June 2023 302.50 Total for Check Number 42406: 2,072.50
42407 2547 David Connolly 08/04/2023
DefSpac7.28.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 2,900.00 Total for Check Number 42407: 2,900.00
42408 2473 Van Jepson 08/04/2023
DefSpac7.31.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,250.00 Total for Check Number 42408: 1,250.00
42409 1241 Nicolay Consulting Group 08/04/2023
448-2023-06 Actuarial & Consulting Services Post employment Healthcare FY23 Actuarial & Consulting Services Post employment Healthcare FY23 3,500.00 Total for Check Number 42409: 3,500.00
42410 2547 David Connolly 08/04/2023
DefSpac07.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 150.00 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 7 Item 1 Page 8
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42410: 150.00
42411 2892 Jeremy Franklin 08/04/2023
DefSpac07.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 390.00 Total for Check Number 42411: 390.00
42412 2031 Weihai He 08/04/2023
DefSpac08.02.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 1,300.00 Total for Check Number 42412: 1,300.00
42413 2473 Van Jepson 08/04/2023
DefSpac07.31.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 1,250.00 Total for Check Number 42413: 1,250.00
42414 3068 Eileen Wagner 08/04/2023
DefSpac07.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42414: 3,000.00
42415 2834 CivicPlus LLC 08/04/2023
268703 Redesign & Annual Hosting of Town Website(30%)Redesign & Annual Hosting of Town Website(30%) 9,862.52 Total for Check Number 42415: 9,862.52
42416 1640 Epic 08/04/2023
Contrib2024 Epic(Formerly CERPP) Contribution for FY2024 Epic(Formerly CERPP) Contribution for FY2024 15,000.00 Total for Check Number 42416: 15,000.00
42417 1385 Stepford 08/04/2023
2301431 HP ZBook Fury Laptops (4) HP ZBook Fury Laptops (4) 12,955.26 Total for Check Number 42417: 12,955.26
42418 1318 U.S. Bank 08/04/2023
PCard07.17.23 Tkt Leap APWA: Chapter Lunch/Meeting Employee Procurement Card Statement 07.17.23 50.00 PCard07.17.23 Zoom: Video Conferencing Subscription (Month) Arts & Culture Employee Procurement Card Statement 07.17.23 15.99 PCard07.17.23 Microsoft: Microsoft 365 Subscription Employee Procurement Card Statement 07.17.23 69.99 PCard07.17.23 Amazon: Kitchen Supplies Employee Procurement Card Statement 07.17.23 20.87 PCard07.17.23 Accessories Ford: Floor Liners-2023 Ford Escape Employee Procurement Card Statement 07.17.23 212.29 PCard07.17.23 Costco: TC and Committee Meeting RefreshmentsEmployee Procurement Card Statement 07.17.23 88.03 PCard07.17.23 Lowes: Patio Chairs Employee Procurement Card Statement 07.17.23 219.64 PCard07.17.23 Zoom: Video Conferencing Subscription(Month) Employee Procurement Card Statement 07.17.23 15.99 PCard07.17.23 Home Depot: Clean Up Day Sharps Container Employee Procurement Card Statement 07.17.23 42.62 PCard07.17.23 Auto Pride Car Wash: Car Wash-2 Town Cars Employee Procurement Card Statement 07.17.23 67.98 PCard07.17.23 Outdoor Supply: Backhoe Supplies Employee Procurement Card Statement 07.17.23 53.70 PCard07.17.23 Dog Waste Depot: Dog Waste Bags Employee Procurement Card Statement 07.17.23 712.73 Total for Check Number 42418: 1,569.83
42419 3042 Andruschuk Borislav 08/04/2023
Refund07.31.23 Andruschuk Borislav 4130 Jeferson Ave BLDG2022-0308 Andruschuk Borislav 4130 Jeferson Ave BLDG2022-0308 1,000.00 Total for Check Number 42419: 1,000.00
42420 3067 Ground Up Construction 08/04/2023
Refund07.28.23 Ground Up Construction-813 Glencrag Way BLDG2023-0330 Ground Up Construction-813 Glencrag Way BLDG2023-0330 1,000.00 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 8 Item 1 Page 9
Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42420: 1,000.00
42421 1819 Association of Bay Area Governments 08/04/2023 AR032579 ABAG Membership Fees FY23/24 ABAG Membership Fees FY23/24 2,496.00 Total for Check Number 42421: 2,496.00
42422 1031 AT&T - 939-103-5058 08/04/2023
000020282194 6505291639&6505291647 (Additional Lines-Museum) 6.25.23-7.24.23 Phone (Additional Lines at Museum) 06.25.23-07.24.23 52.28 Total for Check Number 42422: 52.28
42423 1032 AT&T - 939-103-5059 08/04/2023
000020282195 6505291708(Automated Notification System/DSL) 06.25.23-07.24.23 Phone(Automated Notification System/DSL) 06.25.23-07.24.23 26.91 Total for Check Number 42423: 26.91
42424 1034 AT&T - 939-103-5061 08/04/2023
000020282198 6508512195Phone(Fax) 06.25.23-07.24.23 6508512195Phone (Fax) 06.25.23-07.24.23 52.28 Total for Check Number 42424: 52.28
42425 1036 AT&T - 939-103-5063 08/04/2023
000020282199 6508516795 Phone (Extra Office Number) 06.25.23-07.24.23 Phone (Extra Office Number) 06.25.23-07.24.23 23.99 Total for Check Number 42425: 23.99
42426 1037 AT&T - 939-103-5064 08/04/2023
000020282200 6508517741 La Quest Sewer Pump Station 6.25.23-7.24.23 Phone (Public Works) La Quest Sewer Pump Station 6.25.23-7.24.23 26.94 Total for Check Number 42426: 26.94
42427 1407 City of Brisbane 08/04/2023
INV00494 San Mateo CountyTraining Consortium FY24 Membership Dues San Mateo CountyTraining Consortium FY24 Membership Dues 480.00 Total for Check Number 42427: 480.00
42428 1308 Embarcadero Media 08/04/2023
79172 Legal Advertising Planning July 2023 Legal Advertising Planning July 2023 910.00 Total for Check Number 42428: 910.00
42429 1167 Herc Rentals, Inc. 08/04/2023
32398710-025 Storage Container Rental 07.05.23-08.02.23 Storage Container Rental 07.05.23-08.02.23 127.30 Total for Check Number 42429: 127.30
42430 1168 Hillyard 08/04/2023
605184087 Janitorial Supplies: TH & IH Liners,Soap,Toilet&Paper Towels Janitorial Supplies: TH & IH Liners,Soap,Toilet&Paper Towels 951.11 605184088 Library Janitorial Supplies:Bath&Towels Paper,Seat Covers Liquid Library Janitorial Supplies:Bath&Towels Paper,Seat Covers Liquid 305.29 Total for Check Number 42430: 1,256.40
42431 1148 Gerardo Mendoza 08/04/2023
189 Barkley Fields Janitorial + Disinfecting July 2023 Barkley Fields Janitorial + Disinfecting July 2023 940.00 235 Museum Janitorial + Disinfecting July 2023 Museum Janitorial + Disinfecting July 2023 240.00 245 Independence Hall Janitorial July 2023 Independence Hall Janitorial July 2023 135.00 288 Branch Library Janitorial + Disinfecting July 2023Branch Library Janitorial + Disinfecting July 2023 1,285.00 299 Town Hall Janitorial + Disinfecting July 2023 Town Hall Janitorial + Disinfecting July 2023 1,095.00 Total for Check Number 42431: 3,695.00
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 9 Item 1 Page 10 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42432 1245 ODP Business Solutions, LLC 08/04/2023
321570766001 Supplies:Notepads,Pens,Tape Supplies:Notepads,Pens,Tape 100.43 321643336001 Supplies: Folders Supplies:Folders 82.80
321641494001 Supplies:Napkins, Kleenex Supplies:Napkins, Kleenex 29.16 321643288001 Supplies:Pressboard Expanding Folders Supplies:Pressboard Expanding Folders 88.99 323184100001 Supplies:Toner Supplies:Toner 152.98
Total for Check Number 42432: 454.36
42433 1095 Sweeping Corporation of America 08/04/2023
106635CS Monthly Sweep Fee July 2023 Monthly Sweep Fee July 2023 1,513.68 Total for Check Number 42433: 1,513.68
42434 1355 The Reveg Edge 08/04/2023
2332 Kite Hill Mowing DNA soil studies Kite Hill Mowing DNA soil studies 2,000.00 Total for Check Number 42434: 2,000.00
42435 1338 Woodside & Portola Private Patrol 08/04/2023 190896 Monthly Commercial Patrol Service Town August 2023 Monthly Commercial Patrol Service Town August 2023 3,100.00 Total for Check Number 42435: 3,100.00
Total for 8/4/2023: 80,782.75
42436 zzzz Void 08/18/2023
VOID#42436 VOID Check # 42436 Due to Printing Error 08.18.23VOID Check # 42436 Due to Printing Error 08.18.23 1.00 VOID#42436 VOID Check # 42436 Due to Printing Error 08.18.23VOID Check # 42436 Due to Printing Error 08.18.23 -1.00 42437 2879 Lisa Goel 08/18/2023
DefSpac08.09.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42437: 3,000.00
42438 2678 John Lowney 08/18/2023
DefSpac08.09.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 2,877.00 Total for Check Number 42438: 2,877.00
42439 1853 Courtney MacNeill 08/18/2023
DefSpac08.14.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42439: 3,000.00
42440 2188 Suzan Miller 08/18/2023
DefSpac08.14.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,750.00 Total for Check Number 42440: 1,750.00
42441 1465 Oliver Yu 08/18/2023
DefSpac08.14.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 150.00 Total for Check Number 42441: 150.00
42442 3014 Parametrix, Inc. 08/18/2023
47215 On-Call Plan. Traffic Eng.-June 2023 On-Call Plan. Traffic Eng.-June 2023 737.50 Total for Check Number 42442: 737.50
42443 1006 Aaronson, Dickerson, Cohn & Lanzone 08/18/2023 1887 Legal Services July 2023 Legal Services July 2023 31,130.75 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 10 Item 1 Page 11 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42443: 31,130.75
42444 2407 Advanced Tree Care 08/18/2023
17518 Arborist Letter: 231 Glenwood Avenue Arborist Letter: 231 Glenwood Avenue 300.00 Total for Check Number 42444: 300.00
42445 1038 AT&T - 939-105-1744 08/18/2023
000020351990 BAN9391051744 (Internet) 07.10.23-08.09.23 Phone (Internet) 07.10.23-08.09.23 838.74 Total for Check Number 42445: 838.74
42446 1039 AT&T Mobility 08/18/2023
873236230X08062023 Cell phones 873236320 06.29.23-07.28.23 Cell phones 873236320 06.29.23-07.28.23 187.00 Total for Check Number 42446: 187.00
42447 2963 Baker Tilly US, LLP 08/18/2023
BT2500889 Housing Element Consulting Service: July 2023 Housing Element Consulting Service: July 2023 1,260.00 Total for Check Number 42447: 1,260.00
42448 1043 Bay Area News Group 08/18/2023
0001386276 Legal Classified Advertising-Planning July 2023 Legal Classified Advertising Planning & Admin July 2023 1,078.27 0001386276 Legal Classified Advertising July 2023 Legal Classified Advertising Planning & Admin July 2023 103.83 Total for Check Number 42448: 1,182.10
42449 3016 Bay Area Tree Specialists 08/18/2023
687719 5001 Farm Hill Removal 2 Ecualyptus trees, miscellaneous 5001 Farm Hill Removal 2 Ecualyptus trees, miscellaneous 59,900.00 Total for Check Number 42449: 59,900.00
42450 1060 California Water Service 08/18/2023
W4321 08.01.23 4321116666 2955 Woodside Rd 6" Fire Service, 08.01.23-08.31.23 4321116666 2955 Woodside Rd 6" Fire Service, 08.01.23-08.31.23 55.34 Total for Check Number 42450: 55.34
42451 1066 California Water Service 08/18/2023
W5527 08.04.23 5527147592 BG Construction Mtr 62261013 07.07.23-08.04.23 5527147592 BG Construction Mtr 62261013, 07.07.23-08.04.23 93.97 Total for Check Number 42451: 93.97
42452 1110 Corodata 08/18/2023
RS3522811 Records Management July 2023 Records Management July 2023 744.06 Total for Check Number 42452: 744.06
42453 2553 Farallon Company Engineering 08/18/2023
2302-5 Storm Related:Temporary Traffic Signal System-Skyline&OLHR July Storm Related:Temporary Traffic Signal System-Skyline&OLHR July 15,481.68 2308-1 Kings Mountain Road Equestrian and Pedestrian Bridge Repair PR#1 Kings Mountain Road Equestrian and Pedestrian Bridge Repair PR#1 37,259.00 Total for Check Number 42453: 52,740.68
42454 3069 Patrick Gilson 08/18/2023
DefSpac08.07.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42454: 3,000.00
42455 2879 Lisa Goel 08/18/2023
DefSpac08.07.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 11 Item 1 Page 12 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42455: 3,000.00
42456 2881 Steven Gurvitz 08/18/2023
DefSpac08.07.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42456: 3,000.00
42457 2992 Jessica Hatfield 08/18/2023
AC 08.15.23 Videographer Services: WACC 1st Friday Event - September 2023 Videographer Services: WACC 1st Friday Event - September 2023 85.00 Total for Check Number 42457: 85.00
42458 1168 Hillyard 08/18/2023
605196578 Library Janitorial Supplies: Hand Soap Library Janitorial Supplies; Hand Soap 76.78 Total for Check Number 42458: 76.78
42459 1712 Ann Hogle 08/18/2023
DefSpac08.15.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 2,100.00 Total for Check Number 42459: 2,100.00
42460 3025 NVWS Properties, LLC 08/18/2023
DefSpac08.09.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42460: 3,000.00
42461 1245 ODP Business Solutions, LLC 08/18/2023
A321643336001 Supplies:Folders Paid $84.80 08.04.23 Paying tax $7.76 Supplies:Folders Paid $84.80 08.04.23 Paying tax $7.76 7.76 A323184100001 Supplies: Toner Paid $152.98 08.04.23 Paying tax $14.43 Supplies: Toner Paid $152.98 08.04.23 Paying tax $14.43 14.43 Total for Check Number 42461: 22.19
42462 1592 OpenGov, Inc. 08/18/2023
INV00012339 Annual Fee: Reporting & Analysis & Transparenc 07.01.23-06.30.24 Annual Fee: Reporting & Analysis & Transparenc 07.01.23-06.30.24 6,240.00 Total for Check Number 42462: 6,240.00
42463 1440 Pineda Tree Service, Inc. 08/18/2023
INV0737 Tree Work: Remove 1 Acacia tree leaning over KMR for safety Tree Work: Remove 1 Acacia tree leaning over KMR for safety 1,600.00 Total for Check Number 42463: 1,600.00
42464 1581 PLAN JPA 08/18/2023
PLAN-2024-0025 General Liability Claims: July 2023 General Liability Claims: July 2023 540.50 Total for Check Number 42464: 540.50
42465 1556 Quality Landscape & Concrete, Inc. 08/18/2023 BARKLEY07.31.23 Barkley Fields Monthly Landscape Maintenance July 2023 Barkley Fields Monthly Landscape Maintenance July 2023 10,280.00 Canada08.01.23 Runnymede/Canada Transformer Work for July 2023Runnymede/Canada Transformer Work for July 2023 572.00 LIBRARY07.31.23 Library Landscape Maintenance July 2023 Library Landscape Maintenance July 2023 1,080.00 OLHBridge080123 Old La Honda Bridge Work for July 2023 Old La Honda Bridge Work for July 2023 572.00 TOWN07.31.23 Town Monthly Landscape Maintenance July 2023 Town Monthly Landscape Maintenance July 2023 1,480.00 Woodside8.1.23 Contract Work Complete: Churchhill/Woodside HighContract Work Complete: Churchhill/Woodside High 35,160.00 Total for Check Number 42465: 49,144.00
42466 2226 Quench USA, Inc. 08/18/2023
INV06063301 2 Water Units for TH/Public Works 07.20.23-08.19.23 2 Water Units for TH/Public Works 07.20.23-08.19.23 158.60 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 12 Item 1 Page 13 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42466: 158.60
42467 2812 Robert P. Sawyer 08/18/2023
DefSpac08.03.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 1,225.00 Total for Check Number 42467: 1,225.00
42468 3071 Denise Seymour 08/18/2023
DefSpac08.07.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 750.00 Total for Check Number 42468: 750.00
42469 1513 St. Francis Electric, LLC 08/18/2023
23166701 TS & SL Maintenance- July 2023 TS & SL Maintenance- July 2023 290.00 Total for Check Number 42469: 290.00
42470 1385 Stepford 08/18/2023
2301480 HP G4 Docking Stations (4) HP G5 Docking Station (1) HP G4 Docking Stations (4) HP G5 Docking Station (1) 1,859.55 2306398 IT Service Overage/After Hours 07.25.23-07.26.23IT Service Overage/After Hours 07.25.23 -07.26.23 165.00 2306406 IT Service Overage/After Hours 06.26-.23 - 07.31.23 IT Service Overage/After Hours 06.26-.23 - 07.31.23 825.00 Total for Check Number 42470: 2,849.55
42471 1355 The Reveg Edge 08/18/2023
2331 Kite Hill Mowing 07.19.23 Kite Hill Mowing 07.19.23 360.00 2333 Kite Hill Mowing: 08.04.23 & 08.05.23 & Soil testing Kite Hill Mowing: 08.04.23 & 08.05.23 & Soil testing 1,314.00 Total for Check Number 42471: 1,674.00
42472 1324 U.S. BANK St. Paul 08/18/2023
2367971 Impv Bonds-Parking Lot Principal+Interest 03.02.2023-09.01.23 Impv Bonds-Parking Lot Principal+Interest 03.02.2023-09.01.23 42,640.00 Total for Check Number 42472: 42,640.00
42473 2218 Wex Bank 08/18/2023
90998823 Chevron Gas Card for Fleet 07.07.23-08.06.23 Chevron Gas Card for Fleet 07.07.23-08.06.23 915.92 Total for Check Number 42473: 915.92
42474 1465 Oliver Yu 08/18/2023
DefSpac08.14.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 1,231.66 Total for Check Number 42474: 1,231.66
42475 2133 Degnan Printers, Inc. 08/18/2023
30244 Envelopes (2000) Envelopes (2000) 516.44
30246 Business Cards (2750) Business Cards (2750) 810.37 30259 Business Cards (250) Business Cards (250) 137.90
Total for Check Number 42475: 1,464.71
42476 1245 ODP Business Solutions, LLC 08/18/2023
319185167001 Supplies: HP Toner Supplies: HP Toner 309.40 320347281001 Supplies: Ziplock, Wood Stir Sticks, Dishwashing Soapuplies: Ziplock, Wood Stir Sticks, Dishwashing Soap 83.88 320347281002 Supplies: Hand Soap Supplies: Hand Soap 13.80 320761319001 Supplies: Coffee Filters Supplies: Coffee Filters 9.78 321024699001 Supplies: Honeysticks Supplies: Honeysticks 35.99 321027702001 Supplies: Post-it Notes, Sweetner Supplies: Post-it Notes, Sweetner 48.28 321027703001 Supplies: First Aid Supplies: First Aid 56.85 321194274001 Supplies: Stapler, Staples, Post-its, Desk OrganizerSupplies: Stapler, Staples, Post-its, Desk Organizer 93.52 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 13 Item 1 Page 14 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
321570766002 Supplies: Paper Towels Supplies: Paper Towels 87.49 321641496001 Supplies: First Aid Kit Supplies: First Aid Kit 30.50 322190781001 Supplies: HP Ink Supplies: HP Ink 87.49
323183910001 Supplies: Lunchroom Mugs Supplies: Lunchroom Mugs 27.33 323390602001 Supplies: Staples, Folders Supplies: Staples, Folders 26.71 323391176001 Supplies: Folders Supplies: Folders 32.80
323705265001 Supplies: Mouse,Copy Paper, Copyholder Supplies: Mouse,Copy Paper, Copyholder 145.98 324189629001 Supplies: Binders Supplies: Binders 17.61
324299794001 Supplies: Batteries Supplies: Batteries 60.09 324303044001 Supplies: Honeysticks Supplies: Honeysticks 35.99 324674670001 Supplies: Binders Supplies: Binders 50.07
Total for Check Number 42476: 1,253.56
42477 1276 Roberts Market 08/18/2023

08.01.23 Grocery & Hardware Supplies July 2023 Grocery & Hardware Supplies July 2023 921.92 Total for Check Number 42477: 921.92
Total for 8/18/2023: 287,130.53
42478 2709 Micah Kalsen 08/25/2023
DefSpac08.23.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,055.00 Total for Check Number 42478: 1,055.00
42479 2678 John Lowney 08/25/2023
DefSpac08.09.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 123.00 Total for Check Number 42479: 123.00
42480 2758 Erik Mack 08/25/2023
DefSpac08.21.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42480: 3,000.00
42481 3080 Heide Poppenberg 08/25/2023
DefSpac08.21.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42481: 3,000.00
42482 2294 Kevin and Nan Daley 08/25/2023
DefSpac08.23.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42482: 3,000.00
42483 2702 Thomas Low 08/25/2023
DefSpac08.17.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42483: 3,000.00
42484 2691 Kelly Murphy 08/25/2023
DefSpac08.22.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42484: 3,000.00
42485 3079 Howard Nickel 08/25/2023
DefSpac08.17.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 1,000.00 Total for Check Number 42485: 1,000.00
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 14 Item 1 Page 15 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42486 2731 Perry Palmer 08/25/2023
DefSpac08.21.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42486: 3,000.00
42487 1412 Kathie Roberts 08/25/2023
DefSpac08.21.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42487: 3,000.00
42488 2869 Knut Skarpaas 08/25/2023
DefSpac08.21.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42488: 3,000.00
42489 2988 Greg Welch 08/25/2023
DefSpac030223R Defensible Space Matching Fund Program FY23 Reissue Defensible Space Matching Fund Program FY23 Reissue 3,000.00 Total for Check Number 42489: 3,000.00
42490 1005 AAA Rentals 08/25/2023
802482 Equipment Rental: 11" Jumping Jack Tamper/Rammer Equipment Rental: 11" Jumping Jack Tamper/Rammer 275.00 802685 Equipment Rental: 11" Jumping Jack Tamper/Rammer Equipment Rental: 11" Jumping Jack Tamper/Rammer 286.00 Total for Check Number 42490: 561.00
42491 3060 Andreini Brothers, Inc. 08/25/2023
5918 Glens Pathway Phase 2 & 3: Construction 07.15.23-08.15.23 Glens Pathway Phase 2 & 3: Construction 07.15.23-08.15.23 251,290.86 Total for Check Number 42491: 251,290.86
42492 2894 ClientFirst Consulting Group, LLC 08/25/2023 15356 CentralSquare Migration Contract Negotiation-July 2023 CentralSquare Migration Contract Negotiation-July 2023 1,012.50 Total for Check Number 42492: 1,012.50
42493 1121 CSG Consultants, Inc. 08/25/2023
B231269 Building Plan Review Services July 2023 Building Plan Review Services July 2023 20,221.28 Total for Check Number 42493: 20,221.28
42494 2801 Green Halo Systems Inc 08/25/2023
4440 Waste Tracking System Monthly Fee: August 2023Waste Tracking System Monthly Fee: August 2023 117.00 Total for Check Number 42494: 117.00
42495 1178 Interstate Traffic Control Products, Inc. 08/25/2023 258313 Custom Signs: Round Reflector-3.25" Center MT, red Custom Signs: Round Reflector-3.25" Center MT, red 24.61 Total for Check Number 42495: 24.61
42496 1893 JMEC Engineering Inc 08/25/2023
315701-02 Storm Related: Kings Mt. Rd. Equest/Ped Bridge Repair-July 2023 Storm Related: Kings Mt. Rd. Equest/Ped Bridge Repair-July 2023 19,438.67 Total for Check Number 42496: 19,438.67
42497 2782 Kikuchi & Kankel Design Group 08/25/2023
Design08.16.23 Woodside Rd. Medians Construction Administration June-August Woodside Rd. Medians Construction Administration June-August 565.00 Total for Check Number 42497: 565.00
42498 3013 Marina Landscape, Inc. 08/25/2023
452301-05 Woodside Rd. Median Island Beaut. Construction July 2023 Woodside Rd. Median Island Beaut. Construction July 2023 1,900.00 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 15 Item 1 Page 16 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42498: 1,900.00
42499 1251 Pacific Gas & Electric 08/25/2023
P3590 08.11.23 TH #2 3590823804-7 Gas 07.13.23-08.10.23 Town Hall -Gas 3590823804-7 07.13.23-08.10.23 36.18 Total for Check Number 42499: 36.18
42500 1252 Pacific Gas & Electric 08/25/2023
P3663 08.13.23 Library 1 Gas 3663254289-4 07.14.23-08.11.23 Library 1 Gas PGE 3663254289-4 7.85 Total for Check Number 42500: 7.85
42501 1256 Pacific Gas & Electric 08/25/2023
P5827 08.09.23 Entrance Canada Coll. 5827359418-2 07.06.23-08.03.23 Traffic Canada College 5827359418-2 07.06.23-08.03.23 45.85 Total for Check Number 42501: 45.85
42502 1556 Quality Landscape & Concrete, Inc. 08/25/2023 HWY8407.31.23 HWY 84 Medians Landscape Maintenance July 2023 HWY 84 Medians Landscape Maintenance July 2023 860.00 Total for Check Number 42502: 860.00
42503 1291 Sage Schaan 08/25/2023
Dentdeduc081523 Reimbursement-2023 Dental Deductible for Service on 04.18.23 Reimbursement-2023 Dental Deductible for Service on 04.18.23 75.00 Total for Check Number 42503: 75.00
42504 1355 The Reveg Edge 08/25/2023
2336 Kite Hill Mowing 08.11.23 Kite Hill Mowing 08.11.23 660.00 Total for Check Number 42504: 660.00
42505 1322 United Site Services 08/25/2023
INV-01930753 Portable Restroom Services 08.09.23-09.05.23 Portable Restroom Services 08.09.23-09.05.23 231.57 Total for Check Number 42505: 231.57
42506 2104 Zanker Road Resource Management, LLC 08/25/2023 202307368 Storm Related:Recycle Storm Debris Fill Dirt 07.10.23-07.11.23 Storm Related:Recycle Storm Debris Fill Dirt 07.10.23-07.11.23 19,418.27 Total for Check Number 42506: 19,418.27
42507 3078 Campi Development Co 08/25/2023
Refund08.16.23 BLDG2021-0580, 155 Kings Mountain Rd, RefundBLDG2021-0580, 155 Kings Mountain Rd, Refund 1,000.00 Total for Check Number 42507: 1,000.00
42508 3074 Legacy Roofing and Waterproofing 08/25/2023
Refund08.18.23 BLDG2023-0345, 198 Romero Road, Refund BLDG2023-0345, 198 Romero Road, Refund 1,000.00 Total for Check Number 42508: 1,000.00
42509 3076 Loyas Landscaping LLC 08/25/2023
Refund08.16.23 BLDG2023-0156, 655 Glencraig Way, Refund BLDG2023-0156, 655 Glencraig Way, Refund 1,000.00 Total for Check Number 42509: 1,000.00
42510 3077 McManis and Associates, Inc. 08/25/2023
Refund08.16.23 BLDG2023-0019-0020, 3525 Partition Street, Refund BLDG2023-0019-0020, 3525 Partition Street, Refund 1,000.00 Total for Check Number 42510: 1,000.00
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 16 Item 1 Page 17 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
42511 3072 Pacific Peninsula Group 08/25/2023
Refund08.09.23 BLDG2023-0266 485 Whiskey Hill Road Refund BLDG2023-0266 485 Whiskey Hill Road Refund 3,030.00 Total for Check Number 42511: 3,030.00
42512 3075 Salveson Electric 08/25/2023
Refun08.18.23 BLDG2023-0229, 20 Corto Lane, Refund permit fees BLDG2023-0229, 20 Corto Lane, Refund permit fees 360.00 Total for Check Number 42512: 360.00
42513 3073 Thomas Werbe 08/25/2023
Refund08.18.23 BLDG2023-0022, 222 Albion Ave, Refund permit fees only BLDG2023-0022, 222 Albion Ave, Refund permit fees only 240.00 Total for Check Number 42513: 240.00
Total for 8/25/2023: 353,273.64
42514 1121 CSG Consultants, Inc. 08/29/2023
51988 152 Alta Mesa MERG2023-0001 06.30.23 152 Alta Mesa MERG2023-0001 06.30.23 240.00 Total for Check Number 42514: 240.00
42515 2926 Ninyo & Moore Geotechnical & Environmental Science 08/29/2023 276437 145 Northridge Ln BLDG2023-0182-0191 FENC2023-0010 ST2023-0014 145 Northridge Ln BLDG2023-0182-0191 FENC2023-0010 ST2023-0014 4,925.00 276438 15 Mission Trail Road BLDG2023-0232/SITE2023-0016 15 Mission Trail Road BLDG2023-0232/SITE2023-0016 3,017.50 Total for Check Number 42515: 7,942.50
42516 1355 The Reveg Edge 08/29/2023
2334 Kite Hill Mowing: 05/13/23 Kite Hill Mowing: 05/13/23 372.00 Total for Check Number 42516: 372.00
42517 1753 Sean Scott 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 1,571.50 Total for Check Number 42517: 1,571.50
42518 1951 Jan Sullivan 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY23 Defensible Space Matching Fund Program FY23 3,000.00 Total for Check Number 42518: 3,000.00
42519 1100 Vicki Coe 08/29/2023
DefSpac08.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42519: 3,000.00
42520 2052 Huck Holz 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 2,065.00 Total for Check Number 42520: 2,065.00
42521 2709 Micah Kalsen 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 800.00 Total for Check Number 42521: 800.00
42522 2688 Sally Anne Kramer 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 17 Item 1 Page 18 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42522: 3,000.00
42523 3083 Harriet Nakano 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 2,250.00 Total for Check Number 42523: 2,250.00
42524 3085 Robert A. Page 08/29/2023
DefSpac08.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42524: 3,000.00
42525 1643 Cirous Samia 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 1,200.00 Total for Check Number 42525: 1,200.00
42526 3082 Kathleen Scutchfield 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42526: 3,000.00
42527 1577 Gregory Smith 08/29/2023
DefSpac08.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 50.00 DefSpac08.28.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 2,100.00 Total for Check Number 42527: 2,150.00
42528 1951 Jan Sullivan 08/29/2023
DefSpac08.24.23 Defensible Space Matching Fund Program FY24 Defensible Space Matching Fund Program FY24 3,000.00 Total for Check Number 42528: 3,000.00
42529 1033 AT&T - 939-103-5060 08/29/2023
000020385741 6508511294 (Museum) 07.13.23-08.12.23 Phone (Museum) 07.13.23-08.12.23 26.97 Total for Check Number 42529: 26.97
42530 1035 AT&T - 939-103-5062 08/29/2023
00020385742 6508515591 TC/Woodside Pump Station 07.13.23-08.12.23 Phone (Town Center/Woodside Pump Station) 07.13.23-08.12.23 28.47 Total for Check Number 42530: 28.47
42531 1896 Bay Area Traffic Solutions Inc. 08/29/2023
134256 Kings Mountain Road Detour Sign & Tool Rentals 07.23.23 2,842.00 Total for Check Number 42531: 2,842.00
42532 1062 California Water Service 08/29/2023
W1367 08.11.23 1367116666 WHHA 24 Median Meters+1 Town Median M 07.13.23-08.09 WHHA 24 Median Meters+1 Town Median Meter 07.13.23-08.09.23 1,659.03 Total for Check Number 42532: 1,659.03
42533 1063 California Water Service 08/29/2023
W2367 08.09.23 2367116666 Mt Home & Woodside 07.12.23-08.08.23 2367116666 Mt Home & Woodside 07.12.23-08.08.23 31.17 Total for Check Number 42533: 31.17
42534 1067 California Water Service 08/29/2023
W6167 08.09.23 6167116666 2955 Woodside Rd.07.12.23-08.08.236167116666 2955 Woodside Rd.07.12.23-08.08.23 623.83 AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 18 Item 1 Page 19 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
Total for Check Number 42534: 623.83
42535 1068 California Water Service 08/29/2023
W6408 08.09.23 6408116666 3140 Woodside Road 07.12.23-08.08.23 6408116666 3140 Woodside Road 07.12.23-08.08.23 1,135.38 Total for Check Number 42535: 1,135.38
42536 1069 California Water Service 08/29/2023
W8508 08.08.23 8508116666 Woodside & Canada Ln, 07.12.23-08.08.23 8508116666 Woodside & Canada Ln.07.12.23-08.08.23 83.28 Total for Check Number 42536: 83.28
42537 1112 Cotton Shires & Associate 08/29/2023
723106 635 Patrol Rd, BLDG2023-0340 635 Patrol Rd, BLDG2023-0340 967.50 723107 111 Hillside Dr BLDG2023-0295-0299 111 Hillside Dr BLDG2023-0295-0299 1,574.65 723108 12 Montecito Rd BLDG2023-0305 12 Montecito Rd BLDG2023-0305 1,322.75 Total for Check Number 42537: 3,864.90
42538 1121 CSG Consultants, Inc. 08/29/2023
52658 Lot Merger Review: 2 Medway Rd. 07.10.23-07.28.23 Lot Merger Review: 2 Medway Rd MERG2021-0001 07.06.23-07.14.23 2,480.00 Total for Check Number 42538: 2,480.00
42539 1653 Harrison Engineering, Inc. 08/29/2023
21-016-13 Glens Path Phase 2 & 3 Engineering Design 07.16-23-08.14.23 Glens Path Phase 2 & 3 Engineering Design 07.16-23-08.14.23 7,025.50 Total for Check Number 42539: 7,025.50
42540 1178 Interstate Traffic Control Products, Inc. 08/29/2023 258314 Custom Sign 48x36 Glens Path Phase 3 Project Rush Job Custom Sign 48x36 Glens Path Phase 3 Project Rush Job 482.81 Total for Check Number 42540: 482.81
42541 2206 Joint Venture Silicon Valley 08/29/2023
1174CTIwoodside Strategic & Tactical Support for Boradband Expansion Strategic & Tactical Support for Boradband Expansion 3,250.00 Total for Check Number 42541: 3,250.00
42542 3087 Kathy Korbholz 08/29/2023
AC 08.21.23 Honorarium: 1st Friday Presentation Arts& Culture August 2023 Honorarium: 1st Friday Presentation Arts& Culture August 2023 350.00 Total for Check Number 42542: 350.00
42543 2225 Mission Uniform 08/29/2023
519768778 Weekly Public Works Uniform Rental Service 08.01.23 Weekly Public Works Uniform Rental Service 08.01.23 35.00 519811424 Weekly Public Works Uniform Rental Service 08.08.23 Weekly Public Works Uniform Rental Service 08.08.23 35.00 519853274 Weekly Public Works Uniform Rental Service 08.15.23 Weekly Public Works Uniform Rental Service 08.15.23 35.00 Total for Check Number 42543: 105.00
42544 1245 ODP Business Solutions, LLC 08/29/2023
323333765001 Supplies: Coffee & VIA Instant Coffee Supplies: Coffee & VIA Instant Coffee 97.94 324562940001 Supplies: Desktop Keyboard Supplies: Desktop Keyboard 24.80 324563657001 Supplies: Tea Supplies: Tea 15.98
324563659001 Supplies: Green & Lemon Tea Supplies: Green & Lemon Tea 19.69 325293196001 Supplies: Pens, Notepad, Aspirin, Dry Erase Pens, Paper Holder Supplies: Pens, Notepad, Aspirin, Dry Erase Pens, Paper Holder 71.41 326066389001 Supplies: First Aid Kit, Labels Supplies: First Aid Kit, Labels 95.32 Total for Check Number 42544: 325.14
42545 1248 Pacific Gas & Electric 08/29/2023
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 19 Item 1 Page 20 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
P0537 08.17.23 Canada College/Farm Hill 0537900773-4 07.13.23-08.10.23 Canada College Traffic Signals 0537900773-4 07.13.23-08.10.23 77.71 Total for Check Number 42545: 77.71
42546 1249 Pacific Gas & Electric 08/29/2023
P0961 08.16.23 5001 Farm Hill/Barkely 0961067232-2 07.12.23-08.09.23 5001 Farm Hill/Barkley PGE 0961067232-2 07.12.23-08.09.23 477.86 Total for Check Number 42546: 477.86
42547 1250 Pacific Gas & Electric 08/29/2023
P1399 08.21.23 1399341562-2 Street Lamp 07.18.23-08.15.23 1399341562-2 TH Street Lamp 07.18.23-08.15.23 19.36 Total for Check Number 42547: 19.36
42548 1253 Pacific Gas & Electric 08/29/2023
P3674 08.16.23 TH 3; 3674157132-1 07.12.23-08.09.23 Town Hall 3; 3674157132-1 07.12.23-08.09.23 683.79 Total for Check Number 42548: 683.79
42549 1254 Pacific Gas & Electric 08/29/2023
P3704 08.17.23 Library 2- PGE3704920953-1 07.13.23-08.10.23 Library 2- PGE3704920953-1 07.13.23-08.10.23 1,311.92 Total for Check Number 42549: 1,311.92
42550 1255 Pacific Gas & Electric 08/29/2023
P5632 08.16.23 Town Hall 4 PGE 5632637403-2 07.12.23-08.09.23Town Hall 4 PGE 5632637403-2 07.12.23-08.09.23 2,286.31 Total for Check Number 42550: 2,286.31
42551 1257 Pacific Gas & Electric 08/29/2023
P9226 08.16.23 TC Pump 9226135810-2 07.12.23-08.09.23 TC Pump 9226135810-2 07.12.23-08.09.23 528.89 Total for Check Number 42551: 528.89
42552 1258 Pacific Gas & Electric 08/29/2023
P9809 08.16.23 TC Questa Pump 9809469106-4 07.12.23-08.09.23TC Questa Pump 9809469106-4 07.12.23-08.09.23 31.86 Total for Check Number 42552: 31.86
42553 3084 RA Thompson Roofing 08/29/2023
Refund08.24.23 57 W California Ave BLDG BLDG2023-0172 57 W California Ave BLDG BLDG2023-0172 1,000.00 Total for Check Number 42553: 1,000.00
42554 1897 San Mateo County Planning & Building Department 08/29/2023 Rountable Fund SFO Community Rountable CCAG 2023-2024 SFO Community Rountable CCAG 2023-2024 1,500.00 Total for Check Number 42554: 1,500.00
42555 1300 Springbrook Holding Company LLC 08/29/2023
TM INV-006711 Standard Professional Services: July 2023 Acct Receivable Module Standard Professional Services: July 2023 Acct Receivable Module 1,870.00 Total for Check Number 42555: 1,870.00
42556 1385 Stepford 08/29/2023
2301491 Supplies: HP Computer, HP Care pack Supplies: HP Computer, HP Care pack 1,996.38 2301521 IT Server Monthly Service October 2023 IT Server Monthly Service October 2023 1,870.20 2301522 IT Monthly Off-site Disaster Recovery Octobber 2023 IT Monthly Off-site Disaster Recovery Octobber 2023 680.00 2301523 IT Monthly Service+MS Office License Octobber 2023 IT Monthly Service+MS Office License October 2023 3,133.00 Total for Check Number 42556: 7,679.58
42557 3081 Wilsey Ham 08/29/2023
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 20 Item 1 Page 21 Town Council Meeting September 12, 2023
Check No Vendor No Vendor Name Check Date Check Amount
Invoice No Description Reference
25606 Professional Srvcs July 2023 Site Visit&Partial Boundary Survey Professional Srvcs July 2023 Site Visit&Partial Boundary Survey 845.50 Total for Check Number 42557: 845.50
Total for 8/29/2023: 79,217.26
Report Total (227 checks): 1,158,073.68
AP Checks by Date - Detail by Check Date (9/5/2023 9:18 AM) Page 21 Item 1 Page 22 Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 2
From: Jennifer Li, Town Clerk September 12, 2023
Reviewed By: Kevin Bryant, Town Manager
SUBJECT: MINUTES FOR APPROVAL
The draft Town Council minutes of the regular meetings of June 13 and 27, 2023, are attached for review and approval.

Item 2 Page 1 Town Council Meeting September 12, 2023
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Town Council Meeting Minutes June 13, 2023 Page 1
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TOWN OF WOODSIDE

TOWN COUNCIL MEETING MINUTES June 13, 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 Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw

Absent: Councilmember Brown
Staff Present:

Kevin Bryant, Town Manager
Jean Savaree, Town Attorney
Sage Schaan, Planning Director
Cindy Safe, Administrative Services Manager
Patty Higashioka, Senior Management Analyst
Melissa Cardinale, Assistant to the Town Manager
Jennifer Li, Town Clerk

PLEDGE OF ALLEGIANCE
Councilmember Goeld led the Pledge of Allegiance.

COMMUNICATIONS
Don Pugh, Glenwood Ave, stated: parking issues are detrimental to citizens and taxpayers; restaurant parking needs were studied and decided upon in 2016; the COVID-19 emergency declaration is over, and things must go back to normal; it is possible to keep outdoor dining and have better parking management; there is not enough room to support a massive increase in seating; the proposal to bulldoze open space for parking is outrageous.

PRESENTATION
Margaret MacNiven, Midpeninsula Regional Open Space District, introduced Zoe Kristen-Tucker and Joshua Hugg. She spoke of the District’s boundaries.

Ms. Kristen-Tucker spoke of the Wildland Fire Resiliency Program, regional trail connections (Bay-to-theSea Trail, Purisima-to-the-Sea Trail), and the Mountain Lion Human Interaction Study.

Council comments and questions included: appreciation for all the District does for conservation, beauty, and recreation for the community; what are the fire risk mitigation efforts; are controlled burns part of their tactics; rotational grazing practices.

In response to Council’s questions, Ms. Kristen-Tucker stated: the first 30 years of the District’s focus was acquiring land; now, they have paused and are working more on connecting people, creating public access, and management of the land; they have a lot of work to do on Teague Hill and they look forward to working cooperatively with the Town in the years to come; they have not considered the introduction of Tule elk, however, they use cattle for vegetation management.

In response to Council’s questions, Mr. Hugg stated: they need to increase staffing for field treatment, which is a scarce resource, particularly during fire season when people are called away to help with fire Item 2 Page 2
Town Council Meeting September 12, 2023
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Town Council Meeting Minutes June 13, 2023 Page 2
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suppression; they are promoting coexisting with wildlife (i.e., ecological sensitive management); controlled burns are an important tool for maintaining fuel loads and enhancing biodiversity, and they work closely with CalFire on those efforts.

APPOINTMENTS
Report and Recommendation from the Town Council Committees Appointments Subcommittee:
a. Climate & Sustainability Committee
b. Environment & Conservation Committee
c. Recreation Committee
Ms. Cardinale stated: the Environment Committee has split into two Committees, and there are applicants for both.

Councilmember Wall stated: Councilmember Goeld and herself reviewed the applications and recommended appointment.

Councilmember Wall moved to appoint all the applicants.

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

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

CONSENT CALENDAR

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

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

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

4. Resolution Authorizing the Town Manager to Execute an Agreement with Springbrook to Add the Accounts Receivable Module.

Resolution No. 2023 - 7597

5. Resolution Authorizing the Town Manager to Enter Into an Agreement with Superion, LLC, a CentralSquare Technologies Company for Migration of TrakIt.Net to CentralSquare’s Community Development Cloud Hosted Environment.

Resolution No. 2023 - 7598

6. Resolution Authorizing the Town Manager to Execute a Contract Renewal with Urban Programmers for Architectural and Site Historical Evaluations on Projects Submitted to the Town Requiring Historical Review.

Resolution No. 2023 - 7599

7. Resolution Authorizing the Town Manager to Enter Into an Agreement with Cities Digital, Inc., D.B.A. “CDI” for Migration of Laserfiche to Laserfiche Cloud.

Resolution No. 2023 – 7600
Councilmember Fluet moved approval of the Consent Calendar Items 1-7.

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

Item 2 Page 3
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Town Council Meeting Minutes June 13, 2023 Page 3
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AYES: Councilmembers Dombkowski, Fluet, Goeld, Wall, and Mayor Shaw NOES: None
ABSENT: Councilmember Brown

NEW BUSINESS
Mayor Shaw requested to switch Items A and B due to the number of people in the audience for Item B.

B. Discussion and Direction Regarding Reinstituting the Bicycle Committee as a Citizen Advisory Committee.

Mr. Bryant presented the staff report.

In response to Council’s question about the administrative burden of staff managing committees, Mr.

Bryant stated: the weekly burden consists of creating agendas with the Committee Chairs, posting the agenda around Town and online, and tracking attendance; for the Circulation and Trails Committees, projects are produced that need to be acted upon; the Town Engineer is the primary staff liaison for those two Committees and turns those ideas into executable actions; if formed, this Bicycle Committee would be the third meeting for Mr. Rose to attend monthly.

The Public Comment Period opened at 7:43 p.m.

Steve Lubin, Palm Circle Road, expressed support for the creation of the Bicycle Committee and modifying the charter of Circulation Committee to include at least two experienced cyclists in the Committee membership.

Ehsan Farkhondeh, Alta Vista Road, stated: the Circulation Committee does not exclude cyclists; the Committee balances the shared public resource; a bicyclist is undefinable; a Bicycle Committee is unnecessary; limited resources need town-wide input and be measured on a town-wide metric.

Kim Hansen, resident, expressed opposition for the creation of the Bicycle Committee.

The Public Comment Period closed at 7:50 p.m.

In response to Council’s question for clarification on Mr. Lubin’s comment about the Committee charter, Mr. Bryant stated: it states that the Town Council should appoint two concurrent members of the Trails Committee to the Circulation Committee.

Council comments included: support for keeping the Circulation Committee as is; users are well-served by the holistic approach to traffic; Circulation Committee meetings are well-attended and get direct contact with the Sheriff’s Department and the Town Engineer; a question for a later date is the purpose of concurrent membership when the Town should have a variety of volunteers; the winter storms have made roads challenging for bicyclists, however, it is not a good reason to change things; a suggestion to evaluate how volunteers are appointed so that the outcome is diverse membership; not seeing a reason to recreate a Bicycle Committee; 13 emails were received from bicyclists expressing support for a separate Committee; encouraging the Circulation Committee to proactively obtain opinions from bicyclists; encouraging anyone interested to attend the public Committee meetings and provide input; inevitably, a spot will open up for them to join; compliments on how well the Circulation Committee is run; Woodside is not against cyclists.

A. Presentation of the 2023-25 Proposed Budget
a. Overview of the 2023-25 Proposed Budget
b. Department Budgets
c. 2024-28 Proposed Capital Improvement Program
d. Wrap-up Discussion and Town Council Direction
Item 2 Page 4
Town Council Meeting September 12, 2023
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Town Council Meeting Minutes June 13, 2023 Page 4
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Mr. Bryant presented the staff report.

Council and staff discussion included: PARS is separate; a suggestion to continue allocating funds for the Woodside Road Median Beautification Project to improve traffic, safety, calmness, and natural beauty; some projects were moved out of the Capital Improvement Program (CIP) for better allocation of resources; how stable the 10-year forecast looks because there is not much variation for a small municipality; the budget is designed to be conservative; whether investing for inevitable emergency costs is needed; the General Fund and Road Fund supported the emergency work to repair damage caused by the winter storms; 20% of the budget is the Sheriff’s contract with a 7% cap in the annual increase; Town Hall personnel changes in the Administration & Finance Department and the Public Works Department; compliance requirements for the Housing Element regarding monitoring ADUs; attracting talent to the ASRB; starting review of the Western Hills Development Standards and the Town Center Area Plan after approval of the Housing Element; having enough budgeted for the Planning Department to meet the demands of advanced planning; Safety Services is where funding a part-time grant writer could enhance the Town’s Defensible Space and Home Hardening Matching Fund Program; regarding Automated License Plate Readers, Flock has applied for permits; upgrades to the permit software and Town website; emergency response funds; something new in the CIP is emergency access improvements; working with internet service providers to connect the Runnymede and Greer neighborhoods; settling on a permanent solution for the top of Old La Honda Road after Highway 84 reopens; the inefficiency of a $10,000 spending limit, which has not changed since 1996.

The Public Comment Period opened at 9:06 p.m.

Chip Swan, resident, thanked Council for a great job.

Mr. Bryant introduced Brandon Miyake, a summer intern.

The Public Comment Period closed at 9:07 p.m.

Additional Council and staff discussion included: Mr. Bryant will discuss with the Library Director how to utilize the library funds to benefit the community; allocating funds for emergency expenditures; raising the spending limit for the Town Manager to $35,000; support for Planning staff to deal with advanced planning complexities; continuing the momentum for further beautification of the Woodside Road median.

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

Mr. Bryant stated: emergency paving work on Old La Honda Road finished this morning, three to four days ahead of schedule; two lanes are open except for the top; the Town needs to think about a long-term solution for the traffic light operation.

D. Mayor and Councilmember Communications.

Councilmember Dombkowski thanked all for attending Volunteer Fair, which was sparsely attended by the public.

Councilmember Wall spoke of the Council of Cities dinner hosted by the Town of Atherton, which included an overview of their new Town Center.

Councilmember Fluet spoke of: the Arts & Culture Committee meeting where a suggestion was made that the Town have Facebook and Instagram accounts to advertise events on; a C/CAG meeting where affordable housing funding and opposition to SB 450 was discussed; encouraging all to spread the news Item 2 Page 5
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about Assemblyman Berman’s survey about fire insurance.

Mayor Shaw spoke of: hopes of having a panel discussion on homeowners insurance; a roundtable meeting that occurred with the Chairs of the volunteer committees, where they discussed communication, attendance, engagement, difficulties running meetings post-pandemic, handling disruptive volunteers, and other challenges they face.

Councilmember Goeld spoke of: updates to the Volunteer Handbook; encouraging the Chairs of Committees to report to Council later in the year before the reappointment meeting; a suggestion to rotate Chairs attending Council meetings to provide a short report on what they are working on and whether there are any issues.

Mayor Shaw likes the idea of having a roundtable with the Chairs three times a year.

COMMUNICATIONS

ADJOURNMENT
Mayor Shaw adjourned the meeting at 9:46 p.m.
________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
Item 2 Page 6
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TOWN OF WOODSIDE

TOWN COUNCIL MEETING MINUTES June 27, 2023
Independence Hall, 2955 Woodside Road, Woodside 7:00 p.m.

COUNCILMEMBER NED FLUET’S TELECONFERENCE LOCATION: 515 Maple Ave, Wilmette, IL 60091.

CALL TO ORDER
Mayor Shaw called the meeting to order at 7:05 p.m.

ROLL CALL

Present: Councilmembers Brown, Dombkowski, Fluet (via teleconference location in Wilmette, IL), Goeld, and Mayor Shaw

Absent: Councilmember Wall
Staff Present:

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

PLEDGE OF ALLEGIANCE
Five Girl Scouts led the Pledge of Allegiance.

COMMUNICATIONS
Ray Mueller, County Supervisor, acknowledged the large number of people who came out tonight, and spoke of: the storms that made a section of Highway 84 inaccessible, which led to increased traffic and challenges on other roads; Huddart Park is a County Park, and he wants to ensure access for all; posting a phone number at the road for folks to call for a park ranger/Sheriff’s Deputy escort up the mountain for safety.

George Burkhardt, Kings Mountain Road, spoke of: his accident on Kings Mountain Road that occurred a few weeks ago when the center of the bus was in his travelling lane; the ongoing danger of long vehicles trying to navigate blind curves; appreciating the need for everyone to get access to parks; encouraging the Girl Scouts to explore other options that preserve safety for everyone; support for the escort idea.

Nancy Ridgway, Board Member of Friends of Huddart and Wunderlich Parks, spoke of: the negative impacts on the most marginalized communities caused by the ordinance prohibiting long vehicles on Kings Mountain Road; there have been no bus accidents for over 20 years; imploring the Council to find a solution that would allow them to continue serving the schools.

Michelle Myhre Murphy, San Mateo County resident, spoke of: the long history of the Girl Scout day camp operating out of Huddart Park since 1948; the negative impacts the ordinance has on youth organizations and the potential for increased traffic if buses are not used; the Town’s obligation to engage conversation with stakeholders before similar ordinances are adopted; encouraging amending the ordinance to allow for equitable access of the Park.

Rob Waring, cyclist, spoke of: his opposition to allowing large buses on Kings Mountain Road.

Jeff Klusky, San Mateo County resident, spoke of: safety being the priority; buses on narrow windy roads Item 2 Page 7
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adds complexity to an emergency situation.

Millo Fenzi, resident, spoke of: an incident that occurred 10 years ago where a large bus almost hit him; the only thing the Town can do to manage the situation is to control the length of buses.

Jonathan Miller, Kings Mountain Road, spoke of: the dangerous conditions of Kings Mountain Road; safety concerns override affordability concerns.

Michele Beasley, Executive Director of SMC Parks Foundation, spoke of: the importance of time spent in nature; her disappointment in the Town creating more barriers; needing to reroute park events; urging the Council to reconsider the impacts of the ordinance.

David Mittelman, Grandview Drive, spoke of: the ordinance going through the proper public process; the unsafe conditions on Highway 84; taking the long way around with his kid to avoid driving on dangerous narrow roads.

Mayor Shaw explained that the Town’s responsibility of Kings Mountain Road is between Highway 84 to the park entrance, and the County is responsible for the section from the Park to State Route 35.

Alex Little, Kings Mountain Road, spoke of: his experiences driving on Kings Mountain Road; echoing comments that safety is the priority.

Steve Lubin, Palm Circle Road, spoke of: riding a bicycle up Kings Mountain Road since 1961; support for the ordinance to prohibit long vehicles; a suggestion to open the service entrance near Greer Road as an alternative access for kids.

Eli, Girl Scout aide, spoke of: bus drivers being well-trained to handle Kings Mountain Road; increasing vehicular traffic will further endanger cyclists; accessibility challenges for kids in wheelchairs.

Ehsan Farkhondeh, Alta Vista Road, spoke of: long buses that do not fit on Kings Mountain Road is a geometry issue; appreciation for the escort service; support for the ordinance; disagreement that this issue is about equity.

Megan Maxwell-Bey, Redwood City resident, spoke of: an equitable solution is important; not knowing about the ordinance because she is not a Woodside resident; seeking a solution that would allow all access to the Park.

Patty New, Menlo Park resident, quoted the Girl Scout motto and urged the Council to keep the ordinance.

Bob Sawyer, resident, encouraged cyclists to go through the Park to bypass lower Kings Mountain Road.

Mike Lampell, Kings Mountain Road, spoke of: witnessing too many close calls on Kings Mountain Road.

A member of the audience, Portola Valley resident, spoke of: discouragement for increasing traffic on Kings Mountain Road by not allowing long buses; a suggestion to reduce the speed limits.

Max Richardson expressed support for allowing buses on Kings Mountain Road.

Julie Baker, Kings Mountain Road, spoke of the dangers buses bring to Kings Mountain Road.

Priscilla McCloskey, San Mateo County resident, spoke of cyclists who are dangerous.

Leslie Peters expressed support for allowing buses on Kings Mountain Road.

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Cari Welter, Site Manager of the Little Store Museum, spoke of: her observations of the various users of Kings Mountain Road, and that bus drivers are extremely careful; urging the Council to repeal the section prohibiting long vehicles on Kings Mountain Road, and providing a more inclusive, safe, and long-lasting solution for all users for the years to come.

Rob Bullet, retired Deputy Sheriff in San Mateo County, spoke of: the biggest problem and primary collision factor on any road is driver attitude and speed; the State law that prohibits passing a bicyclist unless there is at least three feet of space.

A member of the audience, a mother of seven children, expressed support for allowing buses on Kings Mountain Road.

Christin New, Grandview Drive, expressed support to keep the ordinance in place.

Amy Iftekhar, Portola Valley resident, expressed support for allowing buses on Kings Mountain Road.

Mayor Shaw expressed appreciation for all speakers tonight.

There was a break from 8:28 p.m. – 8:40 p.m.

CONSENT CALENDAR

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

2. Approval of Minutes: Regular Meetings of March 28 and April 11, 2023.

3. Resolution Authorizing the Town Manager to Execute a Contract with ClearSource Financial Consulting for a Planning Fee Study, in an Amount Not to Exceed $16,200.

Resolution No. 2023 - 7601

4. Resolution Adopting the List of Projects that Plan to Utilize Senate Bill SB1 Funding in Fiscal Year 2023-24. Consulting for a Planning Fee Study, in an Amount Not to Exceed $16,200.

Resolution No. 2023 - 7602

5. Resolution Requesting the San Mateo County Tax Collector to Collect the 2023-24 Sewer Service Fees for the Town Center Sewer Assessment District.

Resolution No. 2023 - 7603

6. 2022-23 May Monthly Investment Activity Report.

7. Monthly Financial Report for May of 2023 and Resolution Amending the Adopted Budget for Fiscal Year 2022-23.

Resolution No. 2023 - 7604

8. Two Resolutions Continuing the On-Going Declarations of Local Emergency.

Resolution No. 2023 - 7605 and No. 2023 - 7606

9. Resolution Reaffirming the Town’s Investment Policy.

Resolution No. 2023 - 7607
Councilmember Brown moved approval of the Consent Calendar Items 1-9.

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

AYES: Councilmembers Brown, Dombkowski, Fluet, Goeld, and Mayor Shaw Item 2 Page 9
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NOES: None
ABSENT: Councilmember Wall

NEW BUSINESS
A. Resolutions: (1) Adopting the Town Budget for Fiscal Year 2023-24 and Approving a Preliminary Budget for Fiscal Year 2024-25; (2) Determining the Appropriation Limit for Fiscal Year 2023-24; and (3) Adopting the Salary Schedule and Classification Plan For 2023-24.

Resolution No. 2023 - 7608, No. 2023 - 7609 , and No. 2023 - 7610 Council and staff discussion included: the long-term forecast is conservative and does not consider the projected 15% increase in population due to State housing mandates; the largest cost is public safety; revenues and expenses will creep up nominally; appreciation of the allocations for the Woodside Road Median Beautification Project, yet, unfortunately, is projected for 2025-2026; staff time is a limited resource in managing capital improvement projects; grant funds for pedestrian/bicycle safety cannot be used for the Median Beautification Project; the Capital Improvements Program is reviewed every three to six months; the required work to improve upper Old La Honda Road, which will be reevaluated after Highway 84 reopens; options to widen the road and installing a new permanent traffic light on upper Old La Honda Road.

The Public Comment Period opened at 9:01 p.m.

David Mittelman, Grandview Drive, echoed Councilmember Fluet’s comments, and supports a permanent traffic signal on Old La Honda Roda.

The Public Comment Period closed at 9:02 p.m.

The Council’s comments included: commending Mr. Bryant for incorporating the Council’s comments from the previous meeting; direction to staff to move the Median Beautification Project up a year; appreciation for the Council to work together and direct funds in various districts as needed; understanding there is a lot of prioritization and wanting to avoid overwhelming staff; nice to see the budget is solid and strong; appreciation of an emergency fund which could help future residents.

Mr. Bryant stated: the Capital Improvement Program is a planning document, and the Median Beautification Project can be moved up a year.

Councilmember Goeld moved approval of the Resolutions.

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

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

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

Mr. Rose stated: construction on the Kings Mountain Road bridge has commenced and will not need a road closure; the road can reopen at the end of next week.

Mr. Bryant stated that the FEMA reimbursement process continues.

C. Mayor and Councilmember Communications.

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Councilmember Goeld applauded: Mr. Bryant, who was reasonable and succinct in the news; Mayor Shaw for a great job conducting the meeting with an overflowing room; County Supervisor Ray Mueller for speaking tonight; Councilmember Fluet and Mayor Shaw for lobbying local officials to get help to open roads; Mr. Mittelman for the constant updates regarding work to reopen Highway 84.

Councilmember Fluet spoke of great news from the Caltrans update meetings regarding Highway 84.

COMMUNICATIONS
The Public Comment period opened at 9:13 p.m.

David Mittelman, Grandview Drive, requested Council to include the road between Highway 35 and Highway 1 in the discussions.

The Public Comment period closed at 9:14 p.m.

Councilmember Fluet said that Supervisor Mueller’s office is working on a solution for that road.

ADJOURNMENT
Mayor Shaw adjourned the meeting at 9:15 p.m.
________________________________
Clerk of the Town of Woodside
APPROVED:
________________________________
Mayor of the Town of Woodside
Item 2 Page 11 Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 3
Prepared by: Kevin Bryant, Town Manager September 12, 2023 SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE AN

AGREEMENT WITH TERI BLACK & COMPANY, LLC FOR RECRUITMENT

SERVICES FOR THE TOWN ENGINEER/DIRECTOR OF PUBLIC WORKS

POSITION

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution which will authorize the Town Manager to execute an agreement with Teri Black & Company, LLC for the recruitment of a Town Engineer/ Director of Public Works.

BACKGROUND AND DISCUSSION
The incumbent Town Engineer will be retiring from the Town on September 12, 2023. To ensure that the Town finds the best qualified and best matched candidate for its next Town Engineer, staff recommends the services of a professional recruitment firm.

The Town utilized the services of Teri Black & Company for its most recent Department Head recruitment, Planning Director, in the fall of 2022 and for the Public Works Director/Town Engineer recruitment conducted in the fall of 2015. Based on those successful recruitments, and the firm’s successful placements at other local governments, staff recommends retaining the firm to conduct the search for a new Town Engineer/Director of Public Works.

CONCLUSION
To ensure the best qualified and best matched candidate for the Town Engineer/Director of Public Works position, the recruitment firm of Teri Black & Company, LLC is recommended.

ATTACHMENTS

1. Draft Resolution

2. Teri Black & Company, LLC Proposal
Item 3 Page 1 Town Council Meeting September 12, 2023
RESOLUTION No. 2023 - _____

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH TERI BLACK &

COMPANY, LLC FOR RECRUITMENT SERVICES FOR THE TOWN ENGINEER/DIRECTOR

OF PUBLIC WORKS POSITION
WHEREAS, the incumbent Planning Director will be retiring on September 12, 2023; and
WHEREAS, to recruit and hire the best qualified, best matched Town Engineer/Director of Public Works for the Town of Woodside requires the services of a professional recruiter with a track record of placements in municipal agencies; and
WHEREAS, Teri Black & Company, LLC has conducted several successful recruitments, including for the Town of Woodside’s incumbent Public Works Director/Town Engineer and Planning Director.

NOW, THEREFORE, IT IS HEREBY RESOLVED that the Town Council of the Town Woodside does hereby authorize the Town Manager to execute an agreement with Teri Black & Company, LLC in a not to exceed amount of $34,100 to conduct the recruitment for Town Engineer/Director of Public Works.
* * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting held on the 12th day of September, 2023, by the following vote of the members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

_____________________________
Mayor of the Town of Woodside
ATTEST:
_____________________________
Clerk of the Town of Woodside
Item 3 Page 2
Town Council Meeting September 12, 2023
Town of Woodside
Recruitment Price Quote
Public Works Director/Town Engineer
August 2023

CREDENTIALS, QUALIFICATIONS & COMMITMENT
Teri Black & Company, LLC (TBC) has a solid reputation for providing exemplary service to its clients and has enjoyed great success in recruiting impressive local government professionals for our clients throughout the Western United States. In addition to serving the Town of Woodside in the past, our Northern California/Bay Area municipal client base is extensive and includes the Cities of Mountain View, San Mateo, Palo Alto, Redwood City, Walnut Creek, Santa Clara, Menlo Park, San Leandro, Burlingame, Emeryville, Fremont, Pleasanton, South San Francisco, Berkeley, Napa, Pacifica, San Jose, Sunnyvale, Brisbane, as well as the Towns of Los Gatos and Hillsborough, among others. As evidence of our clients’ high satisfaction levels, nearly 90% of our projects are generated through repeat business and client referrals.

Because we are driven by a concern for quality results rather than volume, we limit the number of recruitments the firm handles at any given time. In addition, we are careful to only partner with clients that appreciate the value of highly personalized services and the importance of finding qualified candidates who would be a good fit rather than simply attracting individuals who meet minimum qualification criteria.

As the longest established female-founded firm in the industry, TBC has an excellent track record for recruiting exceptional candidates and has been successful in consistently attracting diverse candidate pools. For the last four years, more than 40 percent of our placements were from underrepresented populations. In 2022 alone, 59 percent of our successful candidates were of minority representation and nearly 60 percent of our total placements were females. Our results in 2023 promise to be similar.

Woodside will find that our commitment to candidate care is incomparable. From initial conversations during the active recruiting period, personalized coaching as they prepare for final interviews, all the way to professional development debriefings at the end of a process – no other firm invests the amount of time and level of attention in candidates than we do. Our treatment of applicants is a direct reflection of our customers’ values, and we consistently receive feedback that our service is simply unmatched.

Item 3 Page 3
Town Council Meeting September 12, 2023
Town of Woodside
Recruitment Quote – August 2023

SCOPE OF WORK
The scope of work presented represents a comprehensive Public Works Director/Town Engineer recruitment that includes the following services:

Phase I
 Develop ideal candidate profile in partnership with the Client  Design and execute advertising, marketing, and social media campaigns Phase II
 Produce and distribute recruitment brochure (traditional & electronic mail)  Conduct extensive personal outreach activities
Phase III
 Conduct screening interviews
 Develop and deliver written report to client (highlighting the results of the recruitment and subsequent screening interviews)
Phase IV1
 Design and facilitate candidate interviews with the Client (in-person or via Zoom)  Offer interview coaching sessions and debriefing opportunities to Finalists  Assist Client with final selection deliberations
 Perform background and reference check (top candidate)  Facilitate negotiations and transition details

PROPOSED RECRUITMENT MILESTONES
Activities Completed by
Initial Zoom meeting with Client; develop Ideal Candidate Profile Aug./September Launch recruitment, advertising, marketing, and social media campaigns September Recruitment open; proactive candidate outreach September Screening interviews & report results back to client (via Video) October Finalist interviews in-person or via video October
Negotiations complete; background & reference check Oct./November 1 TBC may make recommendations regarding redesigning Phase IV of process based on depth of candidate pool.

Item 3 Page 4
Town Council Meeting September 12, 2023
Town of Woodside
Recruitment Quote –August 2023

PROFESSIONAL FEES
The professional fee for this director level assignment is $21,500. This includes all work outlined in Phases I – IV in the proposal’s scope of work. Because of our results-oriented philosophy, the professional fee covers the entire scope of work. Services include conference calls/video meetings/on-site visit for the purposes of gathering stakeholder feedback on candidate profile, briefing client on results of the recruitment, facilitating panel interview2, assisting the client with selection deliberations, and conducting background and reference check.

REIMBURSABLE EXPENSES3 (NOT TO EXCEED)
Advertising $4,500
Recruitment Brochure & mailing $1,500

Administrative & project support $4,200
Shipping & FedEx $ 600
Background & records checks $ 600
Consultant Travel (airfare, ground transportation, $1,200 & 1-night hotel) _______________
Project expenses (NTE) $12,600
Professional fees and expenses are billed in phases as work progresses and expenses are incurred.

Expenses are billed at their actual level and are never marked-up or inflated with special fees.

Placement Guarantee
If a candidate selected and appointed by the Town of Woodside terminates employment for any reason before the completion of the first year of service as a result of a comprehensive TBC recruitment, the firm will provide Woodside with the necessary consulting services required to secure a replacement. Professional consulting services will be provided at a discounted rate of 25% - 50% of the original fee.4 Expenses will be covered by the Client.

Fee for Additional Placements & Discounts
Because of the challenging market for top talent, our clients are increasingly taking advantage of selecting more than one outstanding candidate from a single recruitment that will benefit the organization in a different capacity. In these instances, a $4,500 placement fee per additional candidate placed will apply and will include completion of background check records review as well as reference checking.
2 Our professional fee includes one day of facilitated panel interviews either by video or in-person. 3 Reimbursable Expenses by Category are an estimation. Invoices may reflect actual expense amounts in any given category that are above or below the estimated amount, however, total expenses billed during the project shall not exceed the total “Project Expenses (NTE)” amount as stated.
4 To be negotiated at the time of re-engagement and will be dependent on scope of work needed to refill the position.

Item 3 Page 5
Town Council Meeting September 12, 2023
Town of Woodside
Recruitment Quote –August 2023

LEAD CONSULTANT/PRIMARY CONTACT
Tina White (Senior Recruiter) will be the lead recruiter and main point of contact on this project. Teri Black and other members of the TBC support team will also be intimately engaged in the successful completion of this assignment.

Respectfully submitted:

Teri Black
President

Teri Black & Co., LLC
Date: August 21, 2023 25500 Hawthorne Blvd., Suite 1158 Torrance, CA 90505
Tel 424.296.3111
EIN #13-4346458
Item 3 Page 6
Town Council Meeting September 12, 2023

TBC RECRUITERS & STAFF PROFILES
Tina White, Senior Recruiter
Tina White retired as City Manager of Poway, California in May 2019 and joined the firm in early 2020. She has a long-term passion for recruiting the best talent possible and has been a powerful addition to the TBC team assisting our clients in both Southern and Northern California. Tina attributes her success in recruitments to ensuring that she understands the needs of the position and the organization, looking beyond the job description. Consistent with our recipe for success, she ensures the selected candidates not only have the necessary skills and abilities, but that they are the right “match” for our clients.

Under Tina’s leadership, the City of Poway consistently ranked as one of California’s safest cities and among the best California cities in which to raise a family. As City Manager, she oversaw an operating budget of $90 million, a workforce of more than 200 full-time employees, and capital improvement projects totaling $34 million in fiscal year 2017-18. Prior to being appointed City Manager, she served as Poway’s Assistant City Manager for more than six years.

Tina’s career in local government spans nearly 30 years, working for the cities of El Cajon and Poway and for Helix Water District. Moving up through the ranks, she was responsible for human resources, finance, information technology, customer services and a water conservation team. She also worked for five years as a municipal law paralegal and legal administrator for a law firm that represented several cities and special districts. Tina holds a Bachelor’s degree in Public Administration from San Diego State University.

Tina will be the lead recruiter on this assignment.

Item 3 Page 7
Town Council Meeting September 12, 2023
Teri Black, President
Following a distinguished career in local and federal government, Teri has been dedicated to executive search since 1999. Serving communities with populations in the millions to as small as 1,500 for over 20 years, she has built a substantial base of clients across the Western United States that continually rely on her personalized service and recruitment expertise. In addition to cities and counties, Teri’s clients also include special districts and utility agencies. She has managed hundreds of high profile and sensitive recruitments over the years. Prior to starting her own firm in 2006, Teri was affiliated with Shannon Executive Search/CPS Human Resource Services and The Oldani Group.

Before entering the executive search profession, Teri served as the first Chief of Staff in the U.S.

Department of Justice/Office of Community Oriented Policing Services (COPS) in the Clinton Administration where she helped to oversee an annual budget of $1.8 billion and more than 300 employees. Her local government experience includes management positions in the Cities of Santa Ana, Lakewood, and Oakland, California. As a consultant, clients find her prior government experience to be of tremendous value as they often comment, “She has walked in our shoes and understands our business.”
Teri earned her Master’s degree in Public Administration from the University of Southern California and holds a bachelor’s degree in Criminal Justice from California State University, Fullerton. She is a graduate of the UCLA Anderson School of Management’s invitational certificate program for entrepreneurs.

Item 3 Page 8
Town Council Meeting September 12, 2023
Tracey Carlson, Director of Client & Candidate Care
Tracey is responsible for managing the numerous administrative activities and logistical coordination associated with TBC recruitments and special projects. Her 15 years of project management experience benefits the company in many ways. From overseeing our massive database, ensuring contractual requirements are met and interacting with candidates to coordinating background checks, she is involved with all aspects of the search process.

Tracey is also charged with the most difficult responsibility in the practice – managing Teri’s calendar! In addition, she serves as an outstanding resource for candidates and sets a high bar for the firm’s commitment to five-star quality service. In a nutshell, she serves as Teri’s invaluable “right hand” in ensuring that all client and candidate needs are met.

Prior to joining the firm nearly 12 years ago, Tracey held a variety of finance, IT and project management related positions with Northrop Grumman and Toyota Motor Sales, USA.

Lucia Vo, Recruiting Assistant
Lucia interfaces extensively with our candidates and works alongside Tracey to help ensure our clients and candidates receive the proper care and support. A great deal of her time is spent handling incoming calls, researching candidates and new clients, monitoring our online application system, responding to e-mails, and assisting candidates with their submissions.

Lucia has worked in various administrative capacities in the private sector throughout Europe and the United States. She graduated from Technic University Kosice in Slovakia majoring in Business Administration.

Monica Irons, Hiring & Special Projects Manager
With over 36 years of private and public sector experience in human resources, Monica serves as technical and strategic support to the Senior Recruiters and conducts reference checks and additional due diligence on candidates. She served as the Director of Human Resources for the City of San Luis Obispo for nearly two decades and offers incredible experience in recruiting, hiring, and retaining talent as well as training and organizational development.

Monica has a Bachelor’s degree in Business Administration from Cal Poly San Luis Obispo and is a graduate of the Senior Executive Institute at the University of Virginia.

Cindi Maudlin, Special Projects Manager
Serving as Special Projects Manager & Assistant to the President and CEO, Cindi is charged with overseeing special projects for the firm such as implementing new software, designing our approach to social media, keeping our operations as green as possible - all things related to keeping us on our toes when it comes to efficiency and accountability. She also manages the firm’s community philanthropic efforts.

Cindi holds a Bachelor's degree in English from Loyola Marymount University and has been with the firm since 2007.

Item 3 Page 9
Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 4
From: Kevin Bryant, Town Manager September 12, 2023
SUBJECT: RESOLUTION CHANGING THE EMPLOYER CONTRIBUTION TO THE SECTION 125 PLAN

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution, which will increase the Town’s contribution to each employee’s Section 125 plan to $1,470 per month.

DISCUSSION
In 2013, the Town established an IRS qualified Section 125 health plan. At its inception, the Town contributed $950 per month to each employee’s Section 125 Plan, which was based on the health premiums that were in place then. In subsequent years, the Town has increased the Section 125 contribution based on the average increase in premiums. In 2024 health premiums for plans available to Town staff will increase by an average of 7.44%. Therefore, it is recommended that the Town contribution to the Section 125 plan be increased by $110 per month, or about 7.5%, to $1,580, effective for the January 1, 2024, insurance premiums, paid in December. With this money, employees can pay for health insurance premiums for themselves and their dependents. Any unused portion of this amount can be used for other qualifying expenses, converted to taxable income by the employee or contributed to a 457 deferred compensation plan.

It is also recommended that the opt-out contribution for employees who elect not to receive health insurance through the Town’s plans be increased from $530 per month to $570 per month. This will result in employees who have other health insurance options being more likely to take them, resulting in lower costs for the Town. This would provide a benefit for both employees and the Town.

CONCLUSION
The attached resolution will increase the Town’s contribution to each employee’s Section 125 plan from $1,470 per month to $1,580 per month, effective December 1st, 2023.

Attachment
Item 4 Page 1 Town Council Meeting September 12, 2023
1 RESOLUTION NO. 2023 -

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE CHANGING THE EMPLOYER CONTRIBUTION TO THE SECTION 125 PLAN WHEREAS, the Town of Woodside provides salaries and benefits to its employees as compensation for their work on behalf of the Town; and
WHEREAS, the Town has established an IRS qualified Section 125 health plan to provide health and welfare benefits to Town employees; and
WHEREAS, the Town makes contributions to the Section 125 plan to allow employees to pay for health insurance premiums for themselves and their dependents, as well as other qualifying benefits.

NOW, THEREFORE, BE IT RESOLVED, by the Council of the Town of Woodside, California, that the monthly contribution to each employee’s Section 125 plan shall be $1,580 per month and the “opt-out” payment for employees who do not elect health coverage through the Town shall be $570 per month, effective December 1, 2023.
* * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th day of September, 2023, by the following vote of the members thereof:

AYES, and in favor thereof, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:
_____________________________
Mayor of the Town of Woodside
ATTEST:
______________________________
Clerk of the Town of Woodside
Item 4 Page 2
Town Council Meeting September 12, 2023
1 TOWN OF WOODSIDE
Report to Town Council Agenda Item 5
From: Kevin Bryant, Town Manager September 12, 2023
SUBJECT: RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE REJECTING THE CLAIM SUBMITTED BY KEITH ATTARD ON JULY 19, 2023 IN THE AMOUNT OF $9,222.18

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution rejecting the claim submitted by Keith Attard on July 19, 2023 and authorizing the Town Clerk to issue a Notice of Rejection.

EXECUTIVE SUMMARY
Keith Attard submitted the attached claim (Attachment 2) in the amount of $9,222.18 for damages related to damages to his trailer and items stored on the trailer that were allegedly caused by a tree overhanging Kings Mountain Road. Town staff reviewed the claim with Sedgwick, the claims administrator for the PLAN insurance pool, through which the Town has liability insurance. Sedgwick recommends that the Town Council reject this claim and issue a Notice of Rejection. The attached resolution would formally reject the claim and direct the Town Clerk to issue a Notice of Rejection.

Attachments:

1. Proposed Resolution

2. Claim dated July 19, 2023 from Keith Attard
Item 5 Page 1 Town Council Meeting September 12, 2023
RESOLUTION NO. 2023- ______

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE REJECTING THE CLAIM SUBMITTED BY KEITH ATTARD ON JULY 19, 2023 IN THE AMOUNT OF $9,222.18.

WHEREAS, the Town of Woodside received a claim from Keith Attard on July 19, 2023, seeking a claimed amount of $9,222.18 in damages; and WHEREAS, the Town Council has reviewed the claim and determined that it should be rejected.

NOW THEREFORE BE IT RESOLVED that the Town Council rejects the claim submitted by Keith Attard on July 19, 2023 on behalf of the Town of Woodside and authorizes the Town Clerk to issue a Notice of Rejection to Mr. Attard at the address listed on the claim form.
* * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th day of September, 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 September 12, 2023
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1 TOWN OF WOODSIDE
Report to Town Council Agenda Item 6
From: Kevin Bryant, Town Manager September 12, 2023
SUBJECT: Two Resolutions Terminating the On-Going Declarations of Local Emergency

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

EXECUTIVE SUMMARY
Beginning on December 31, 2022, Northern California experienced several 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.

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 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 allowed 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.

Government Code Section 8630 requires that the Council proclaim the termination of the Local Emergency at the earliest possible date that conditions warrant. The Town has now addressed or initiated all necessary work to address damage caused by both the January 2023 and the March 2023 storms. For this reason, the Town Manager now recommends that the Council formally declare the termination of both declarations of emergency.

Item 6 Page 1 Town Council Meeting September 12, 2023
2 CONCLUSION

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

Attachments:

A. Resolution Proclaiming the Termination of Local Emergency (January storms) B. Resolution Proclaiming the Termination of Local Emergency (March storms) Item 6 Page 2
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 - _____

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

PROCLAIMING THE TERMINATION OF LOCAL EMERGENCY RELATED TO SEVERE WIND AND RAINSTORMS COMMENCING ON DECEMBER 31, 2022 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 arose 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 on 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, June 27, 2023, and July 25, 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 is now substantially completed; and WHEREAS, it is appropriate at this time to terminate the declared State of Emergency in Woodside since the conditions of extreme peril to the safety of persons or property and the need for emergency response personnel and assistance from other local, State and Federal jurisdictions and agencies no longer exist.

NOW, THEREFORE, the Town Council of the Town of Woodside hereby resolves to terminate the local emergency related to severe wind and rainstorms commencing on December 31, 2022.

Item 6 Page 3
Town Council Meeting September 12, 2023
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th day of September, 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 6 Page 4
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 - _____

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

PROCLAIMING THE TERMINATION OF LOCAL EMERGENCY RELATED TO SEVERE WIND AND RAINSTORMS COMMENCING AROUND MARCH 8, 2023, AND CONTINUING THROUGH AT LEAST MARCH 14, 2023
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 arose 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, June 27, 2023, and July 25, 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 is now substantially completed; and WHEREAS, it is appropriate at this time to terminate the declared State of Emergency in Woodside since the conditions of extreme peril to the safety of persons or property and the need for emergency response personnel and assistance from other local, State and Federal jurisdictions and agencies no longer exist.

Item 6 Page 5
Town Council Meeting September 12, 2023
NOW, THEREFORE, the Town Council of the Town of Woodside hereby resolves to terminate the local emergency related to severe wind and rainstorms commencing around March 8, 2023 and continuing through at least March 14, 2023.

Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th day of September, 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 6 Page 6
Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 7
Prepared by: Paula Wong, Management Analyst September 12, 2023 Reviewed by: Kevin Bryant, Town Manager
SUBJECT: 2023-24 July Monthly Investment Activity Report

RECOMMENDATION
It is recommended that the Town Council review and accept the 2023-24 July Investment Activity Report.

BACKGROUND
The Town of Woodside’s Investment Policy requires that there be “a monthly transaction report made to the Town Council that reports the transactions of all Investments” and California Government Code Section 53607 requires “the monthly report shall be so submitted within 30 days following the end of the month 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 July 31, 2023.

MONTHLY INVESTMENT ACTIVITY REPORT FOR JULY

PARS PARS

LAIF PENSION OPEB
Beginning Balance July 11,442,055.61 2,377,077.78 1,194,079.74 Transfer In- from Town's Wells Fargo Checking Account - - - Transfer Out- to Town's Wells Fargo Checking Account (1,500,000.00) - - Interest Income Q4 FY2023 90,161.77 - -
Net Investment Earnings - 63,251.73 31,769.87
Ending Balance July 10,032,217.38 2,440,329.51 1,225,849.61 LAIF
Local Agency Investment Fund (LAIF) is managed and administered by the State of California’s Treasurer, created by statue beginning in 1977 as an investment alternative for California’s local governments.

LAIF 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.

Item 7 Page 1 Town Council Meeting September 12, 2023
PARS (IRS Sec 115)
The Town has two IRS Section 115 accounts with PARS. The Pension account can be used for unfunded pension liabilities and is shown on the financial statements as restricted cash. The OPEB (other post-employment benefits) account is for retiree health premiums and is shown only in the notes of the statements (per Governmental Accounting Standards Board regulations).

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 and is in compliance with the Town Council’s financial management policy.

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

Item 7 Page 2
Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 8
From: Sean Rose, Town Engineer September 12, 2023
Approved By: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION CONSENTING TO THE ANNEXATION OF LAND TO THE FAIR OAKS SEWER MAINTENANCE DISTRICT FOR 540 MOORE ROAD (APN 073-132-090)

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution, consenting to the annexation of 540 Moore Road into the Fair Oaks Sewer Maintenance District (FOSMD).

BACKGROUND
The subject property, 540 Moore Road, lies within the Redwood Creek Main Trunk Sewer Assessment District, designated as Assessment #4 and comprised of Assessor's Parcel No. 073-132-090. The land is owned by Daniel Druker.

According to the process for connection within the Redwood Creek Assessment District, an applicant may apply to the Fair Oaks Sewer Maintenance District for annexation to the district only after consent is given by the Town of Woodside. The attached letter from the owners constitutes their request for the Town's consent to this annexation.

DISCUSSION
Requests for annexation to the Fair Oaks Sewer Maintenance District have been approved by the Town under a resolution which specifies that the property lies within the boundaries of the Redwood Creek Trunk Sewer Assessment District; that the property owner is responsible for construction of lateral lines; and that the property owner must pay a fee in lieu of construction of the sewer main for the in-tract system.

ATTACHMENTS
A. Resolution 2023 -
B. Letter received 8-3-23
C. Location Map
Item 8 Page 1 Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 - _____

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

CONSENTING TO THE ANNEXATION OF LAND TO THE FAIR OAKS SEWER MAINTENANCE DISTRICT FOR 540 MOORE ROAD (APN 073-132-090) WHEREAS, the Fair Oaks Sewer Maintenance District has requested that the Town of Woodside consent to the annexation of the hereinafter described property to the Fair Oaks Sewer Maintenance District; and WHEREAS, said property is within the boundaries of the Redwood Creek Trunk Sewer Assessment District; and
WHEREAS, this Council finds that such annexation would be in the best interest of the Town and of the Fair Oaks Sewer Maintenance District, according to the agreement between the two agencies, dated April 2, 1968.

NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF WOODSIDE that the Town of Woodside hereby consents to the annexation of all of that certain real property situated in the Town of Woodside, County of San Mateo, State of California, identified as Assessor's Parcel Number 073-132-090 to the Fair Oaks Sewer Maintenance District.
* * * * * * * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th day of September 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 8 Page 2 Town Council Meeting September 12, 2023

ATTACHMENT A
Item 8 Page 3 Town Council Meeting September 12, 2023

ATTACHMENT B
Item 8 Page 4
Town Council Meeting September 12, 2023
Item 8 Page 5 Town Council Meeting September 12, 2023

ATTACHMENT C

TOWN OF WOODSIDE
Report to Town Council Agenda Item 9
From: Sean Rose, Town Engineer September 12, 2023
Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION: (1) APPROVING A SEWER SERVICE ALLOCATION TO 1585 CANADA LANE, 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 1585 Cañada Lane, 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 1585 Cañada Lane 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 1585 Cañada Lane 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 adjacent to the north property line that currently serves the property Item 9 Page 1 Town Council Meeting September 12, 2023
adjacent to 1585 Cañada Lane. The property owners will design and install a sewer main per the Town’s standards.

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 in 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 1585 Cañada Lane, 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 9 Page 2
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 - _____
RESOLUTION OF THE TOWN COUNCIL OF TOWN OF WOODSIDE:
(1) APPROVING A SEWER SERVICE ALLOCATION FOR 1585 CANADA LANE, 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 1585 Cañada Lane 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” may connect to sewer; and
WHEREAS, the owners of the parcel at 1585 Cañada Lane 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 1585 Cañada Lane.

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

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 ATTACHMENT 1
Item 9 Page 3
Town Council Meeting September 12, 2023
revised to allow the property to be connected to the Town Center Sewer Assessment District system.
* * * * * *
PASSED AND ADOPTED by the Town Council of the Town of Woodside, September 12, 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 9 Page 4
Town Council Meeting September 12, 2023
ATTACHMENT 2
Item 9 Page 5
Town Council Meeting September 12, 2023
ATTACHMENT 3
Item 9 Page 6
Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 10
From: Sean Rose, Town Engineer September 12, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION ACCEPTING COMPLETION OF THE WOODSIDE ROAD

MEDIAN ISLAND BEAUTIFICATION PROJECT AND AUTHORIZING

THE TOWN CLERK TO RECORD A NOTICE OF COMPLETION

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution accepting completion of the Woodside Road Median Island Beautification Project and authorizing the Town Clerk to record a Notice of Completion.

BACKGROUND
The Woodside Road Median Island Beautification Project
landscaped the large medians on Woodside Road just west of I280. The medians which were previously weeds, dirt, and trash were landscaped under the guidance and vision of the Woodside Landscape Committee with majority funding from the Woodside Community Foundation (WCF). The landscaping consists of permeable pavers and native, drought tolerant plants
interspersed with natural boulders.

On June 14, 2022, the Town Council approved the plans and specifications, and authorized the Town Manager to advertise for bids and execute a construction contract in an amount not to exceed $80,000.

On January 17, 2023, Town Council authorized the Town Manager to execute a contract with Marina Landscape, in an amount not to exceed $115,500 for project construction.

On January 24, 2023, the Town Manager executed an agreement with Marina Landscape in an amount not to exceed $105,500.00.

On April 11, 2023, Town Council authorized the Town Manager to execute an amendment to the contract with Marina Landscape in an amount not to exceed $19,439.17 for night work to adhere to Caltrans’ encroachment permit requirements.

Item 10 Page 1 Town Council Meeting September 12, 2023

DISCUSSION
The project construction was completed from April 2023 through June 2023. The installation of landscaping, water meter, irrigation system, pavers, and all other design features has been inspected by Town staff and found to be satisfactory.

After construction was completed, Marina was responsible for maintenance of the installation for a period of 90 days.

Marina’s maintenance period recently expired and the Town has contracted with Quality Landscape and Concrete for the
maintenance of the landscaping and cleanliness of the two landscaped medians and the two triangular medians at the southbound on- and off-ramps immediately adjacent to the landscaped medians (see attached Location Map). The plants have been doing well and will continue to grow and be maintained, and pruned and replaced as needed over time, by Quality.

The final total project construction cost is $124,939.17.

Including design, the total project cost is $148,069.17. The WCF pledged and has paid to $92,892 towards the project cost.

Therefore, the Town’s contribution to the project is $55,177.17.

Subsequent to the Town Council accepting this project, the Town Clerk will record a Notice of Completion with the County Recorder’s Office. The project retention funds in the amount of $6,246.95 will be released to Marina Landscape, within 60 days from the filing of the Notice of Completion

CONCLUSION
It is recommended that the Town Council adopt the attached resolution accepting the completion of the Woodside Road Median Island Beautification Project and authorizing the Town Clerk to record a Notice of Completion.

ATTACHMENTS

1. Resolution 2023-

2. Notice of Completion

3. Location Map
Item 10 Page 2
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 - _____

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE ACCEPTING

COMPLETION OF THE WOODSIDE ROAD MEDIAN ISLAND BEAUTIFICATION PROJECT

AND AUTHORIZING THE TOWN CLERK TO RECORD A NOTICE OF COMPLETION WHEREAS, the Woodside Road Median Island Beautification Project installed decorative permeable pavers and native, drought tolerant plants interspersed with natural boulders; and
WHEREAS, in 2021, a project was adopted by the Town Council in the Town’s Capital Improvement Program to beautify the medians with significant funding from the Woodside Community Foundation (WCF), and some Town funding; and
WHEREAS, On November 16, 2021, the Town Council authorized the Town Manager to execute an agreement with Kikuchi and Kankel Design Group (KKDG) in the amount of $29,790 for design of the Woodside Road Median Island Beautification Project; and
WHEREAS, On January 17, 2023, Town Council authorized the Town Manager to execute a contract with Marina Landscape, in an amount not to exceed $115,500 for project construction; and
WHERAS, On April 11, 2023, Town Council authorized the Town Manager to execute an amendment to the contract with Marina Landscape in the amount not to exceed $19,439.17 for night work to adhere to Caltrans’ encroachment permit requirements; and WHEREAS, project construction commenced in April 2023 and was completed in June 2023; and
WHEREAS, the final project construction cost is $124,939.17, which is within the authorized contract amount; and
WHEREAS, the Town Engineer finds project construction to be as authorized and completed in a satisfactory manner in accordance with the project plans and specifications.

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

The Town Council accepts completion of the Woodside Road Median Island Beautification Project and authorizes the Town Clerk to record a Notice of Completion.
* * * * * * *
Item 10 Page 3 Town Council Meeting September 12, 2023
ATTACHMENT 1
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th of September, 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 10 Page 4 Town Council Meeting September 12, 2023

RECORDING REQUESTED BY
AND WHEN RECORDED RETURN TO:

Town Clerk
Town of Woodside
P.O. Box 620005
Woodside, CA 94062

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN by the undersigned Town Clerk of the Town of Woodside, San Mateo County, California, that the Woodside Road Median Island Beautification Project has been completed and was accepted by the Town Council of The Town of Woodside on September 12, 2023, said work being performed by Marina Landscape, of Orange, California. Labor on the project ceased on or about August 16, 2023, and the cessation has continued until the recordation of this notice.
______________________________________
Town Clerk of the Town of Woodside
Jennifer Li

CERTIFICATE
I, the undersigned hereby depose and say:

That I am the Town Clerk of the Town of Woodside, San Mateo County, California; that I have read said notice and know the contents thereof; that the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________________
_____________________________________
Town Clerk of the Town of Woodside
Jennifer Li
Item 10 Page 5 Town Council Meeting September 12, 2023
ATTACHMENT 2
Item 10 Page 6 Town Council Meeting September 12, 2023
ATTACHMENT 3

TOWN OF WOODSIDE
Report to Town Council Agenda Item 11_
From: Sean Rose, Town Engineer September 12, 2023
Approved by: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION AUTHORIZING THE TOWN MANAGER TO 1) EXECUTE AN

AMENDMENT TO THE CONSTRUCTION CONTRACT WITH ANDREINI BROTHERS INC. IN THE AMOUNT OF $75,000 FOR ADDITIONAL CONSTRUCTION CONTINGENCY FOR THE GLENS PATH PHASE 2/PHASE 3 PROJECT, BRINGING THE TOTAL NOT TO EXCEED AMOUNT FROM $1,115,303 TO $1,190,303, AND 2) EXECUTE A CONTRACT WITH CONSOR PMCM, INC.

IN THE AMOUNT OF $74,600 FOR PROJECT CONSTRUCTION INSPECTION

AND CONSTRUCTION MANAGEMENT

RECOMMENDATION
Adopt a resolution authorizing the Town Manager to 1) execute an amendment to the construction contract with Andreini Brothers Inc. in the amount of $75,000 for additional construction contingency for the Glens Path Phase 2/Phase 3 project, bringing the total contract amount from $1,115,303 to $1,190,303, and 2) execute a contract with Consor PMCM, Inc. in the amount of $74,600 for project construction inspection and construction management.

BACKGROUND
The Glens Path Phase 2/Phase 3 project is constructing a minimum 4’ wide path along Glenwood Avenue from Canada Road to 332 Glenwood Avenue.

Project construction work includes retaining walls, driveway and road repaving, utility relocations, fence relocations, driveway repaving and reconstruction, storm drain modifications, installation of screening vegetation, and many other items of work.

The completion of this Phase 2/Phase 3 project along with the Phase 1 project completed in summer 2019 along Hillside Drive from Alta Mesa Road to Glenwood Avenue, will complete a multi-year, multi-phase project to provide a continuous path along Glenwood Avenue/Hillside Drive, the main thoroughfare in the Glens neighborhood, all the way from Canada Road to Alta Mesa Road.

On February 28, 2023 the Town Council awarded the construction contract for the project to Andreini Brothers Construction in the amount of $1,115,303 which included $100,000 for construction contingency.

DISCUSSION
Construction of the project commenced in June 2023. Construction has been proceeding well thus far and significant progress has been made.

The following is a brief summary of the current status of the work by path segment:

Item 11 Page 1
Town Council Meeting September 12, 2023
• The path segments from Canada Road to Toyon Court, and from Otis Avenue to 332 Glenwood are substantially complete and have already been opened up for public use.
• The segment from 243 Glenwood to Otis Avenue (the narrow “S curve” section) is currently under construction, and should be completed by the end of September/early October.
• The segment from Toyon Court to 231 Glenwood is currently on hold until PG&E relocates its gas main within that segment that is in conflict with the Town’s trail construction.

Input received from residents to Town staff and the Town’s contractor regarding the already-completed trail segments has been overwhelmingly positive. There have been some concerns about temporary traffic impacts from construction which staff and the contractor have done their best to mitigate, though some impacts are unavoidable given the narrowness of the roadway and improvements being constructed.

Because the path is being installed along a narrow roadway where there was never a path envisioned during the development of the neighborhood, construction is fairly complex and requires significant attention to detail and flexibility. On a property-by-property basis there are encroachments, utility relocations, private infrastructure relocations, and other considerations that must be addressed in order to keep the construction on schedule and without undue delay or impact to the neighborhood.

Due to the nature of the work as described above, there have been a number of change orders necessary to complete the work, which staff have identified in the field and negotiated with Andreini. Change order work has included revisions to driveway surfacing in discussion with homeowners, additional curbing to protect pedestrians, unforeseen conditions, tree mitigation/preservation measures, opportunistic right of entry work, and others.

The total cost of all change orders to date is $87,401, leaving $12,599 remaining in the Council approved $100,000 contingency budget. Staff estimates an additional $75,000 will be needed to complete the project, of which approximately $29,000 will be for Andreini to remove PG&E’s abandoned gas main that will be reimbursed to the Town by PG&E under separate agreement. Should the entire additional contingency budget be spent and accounting for the portion paid by PG&E the total project contingency would be $146,000. That sum represents 14% of the construction bid price, which is a reasonable percentage for a project of this complexity and in line with the amount that would be expected for similar projects.

Item 11 Page 2
Town Council Meeting September 12, 2023
Construction inspection and management
In addition to increasing the project contingency budget, staff recommends executing a contract with Consor PMCM to provide construction inspection and management services through the completion of the construction. Thus far, construction inspection and management have been completed by Town staff. However, with the impending retirement of the Town Engineer, the Deputy Town Engineer will need field and office support that is essential to complete this project successfully.

Staff obtained two proposals for this work, including one by Consor PMCM that is attached to this report. After reviewing the two proposals and interviewing the proposed staff in the field, staff recommends awarding the work to Consor. As requested by staff, their proposed scope of work includes several hours per day in the field performing construction inspection for the Glens Path project and also a smaller number of hours on the ongoing reconstruction of the Kings Mountain Road Equestrian Bridge which is scheduled to be complete by the end of September.

Consor’s role during construction of the two projects will be to address the many issues that arise in the field, support Town staff with identifying and negotiating field changes with the contractor, and performing outreach and communication activities with residents along the Glens path project as the work progresses along their frontage.

The not to exceed amount of Consor’s contract is $74,600 at the hourly rates shown in the proposal. Staff feels the proposal is reasonable, that the proposed staff are well qualified and a good fit for these particular projects, and reflects the services that the Town has requested and feels are necessary to complete the project in a quality and thorough manner.

The combined cost of the above two recommended actions is $149,600.

Adequate funding exists in the Road program’s Measure A and Measure W funds to cover the cost.

If the recommended actions are approved, project construction will continue on the Glens Path project, which is currently anticipated to be completed sometime in November/December depending on the schedule for PG&E’s gas main relocation.

ATTACHMENTS

1. Resolution

2. Proposal by Consor PMCM
Item 11 Page 3
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 – _____
A RESOLUTION OF THE TOWN COUNCIL AUTHORIZING THE TOWN MANAGER TO 1)

EXECUTE AN AMENDMENT TO THE CONSTRUCTION CONTRACT WITH ANDREINI BROTHERS INC. IN THE AMOUNT OF $75,000 FOR ADDITIONAL CONSTRUCTION CONTINGENCY FOR THE GLENS PATH PHASE 2/PHASE 3 PROJECT, BRINGING THE TOTAL NOT TO EXCEED AMOUNT FROM $1,115,303 TO $1,190,303, AND 2) EXECUTE A CONTRACT WITH CONSOR PMCM, INC. IN THE AMOUNT OF $74,600 FOR

PROJECT CONSTRUCTION INSPECTION AND CONSTRUCTION MANAGEMENT WHEREAS, the Glens Path Phase 2/Phase 3 project is currently constructing a minimum 4’ wide path along Glenwood Avenue from Canada Road to 332 Glenwood Avenue; and
WHEREAS, the completion of the Phase 2/Phase 3 project will complete a multi-year, multi-phase project to provide a continuous path along Glenwood Avenue/Hillside Drive, the main thoroughfare in the Glens neighborhood, all the way from Canada Road to Alta Mesa Road; and WHEREAS, on February 28, 2023 the Town Council awarded the construction contract for the project to Andreini Brothers Construction in the amount of $1,115,303 which included $100,000 for construction contingency; and
WHEREAS, construction of the project commenced in June 2023 and has been proceeding well thus far and significant progress has been made; and
WHEREAS, because the path is being installed along a narrow roadway where there was never a path envisioned during the development of the neighborhood, construction is fairly complex and requires significant attention to detail and flexibility in order to keep the construction on schedule and without undue delay or impact to the neighborhood; and WHEREAS, due to the nature of the work as described above, there have been a number of change orders necessary to complete the work, which staff have identified in the field and negotiated with Andreini; and
WHEREAS, the total cost of all change orders to date is $87,401, leaving $12,599 remaining in the Council approved $100,000 contingency budget; and
WHEREAS, staff estimates an additional $75,000 will be needed to complete the project, of which approximately $29,000 will be for Andreini to remove PG&E’s abandoned gas main that will be reimbursed to the Town by PG&E under separate agreement; and
ATTACHMENT 1
Item 11 Page 4
Town Council Meeting September 12, 2023
WHEREAS, in order to continue to provide necessary construction inspection and management of the project, staff recommends executing a contract with Consor PMCM to provide construction inspection and management services through the completion of the construction for a not to exceed amount of $74,600; and
WHEREAS, the combined cost of the above two recommended actions is $149,600 and adequate funding exists in the Road program’s Measure A and Measure W funds to cover the cost.

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

The Town Council authorizes the Town Manager to 1) execute an amendment to the construction contract with Andreini Brothers Inc. in the amount of $75,000 for additional construction contingency for the Glens Path Phase 2/Phase 3 project, bringing the total contract amount from $1,115,303 to $1,190,303, and 2) execute a contract with Consor PMCM, Inc. in the amount of $74,600 for project construction inspection and construction management.
* * * * * * *
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th of September, 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 11 Page 5
Town Council Meeting September 12, 2023
1663 Mission Street, Suite #425
San Francisco, California 94103
415.543.6515
www.consorpmcm.com
September 5, 2023
Sean Rose
Public Works Director/Town Engineer
2955 Woodside Rd.

Woodside, CA 94062
RE: Proposal for Construction Management and Inspection Services Town of Woodside Glens Path Phases 2 & 3 Project
Town of Woodside KMR Equestrian Bridge Repair Project
Dear Sean Rose,
Consor PMCM, Inc. (Consor) is pleased to submit our proposal to provide Construction Management (CM) and inspection services for the Glens Path Phases 2 & 3 Project and the KMR Equestrian Bridge Repair Project. ttached ŝƐƚŚĞscope of services and staffing plans for both projects, which allocate resources for a part-time Inspector, Resident Engineer, Office Engineer, and Project Manager. Consor anticipates a project duration of 8 weeks of inspection support for Glens Path Phases 2 & 3 and 5 weeks of CM and inspection support for KMR Equestrian Bridge. Jim Ray will act as the Inspector and will work a minimum of 6 hours a day for one project and 8 hours to cover two projects, with support from the Resident Engineer, Office Engineer, and Project Manager. Resumes for proposed staff are attached herein.

Should you have any questions, please do not hesitate to contact Rodrigo Macaraeg.

Sincerely,
Consor PMCM, Inc.

Rodrigo Macaraeg, P.E., QSD/P, Senior Vice President
(408)476-8420 | @consorpmcm.com
Exhibits: A – Project Description & Scope of Services
B –Staffing Plan
ATTACHMENT 2
Item 11 Page 6
Town Council Meeting September 12, 2023
1663 Mission Street, Suite #425
San Francisco, California 94103
415.543.6515
www.consorpmcm.com
Exhibit A
Project Description & Scope of Services
Scope of Work

1. Consor will provide the following services for the Glens Paths Phases 2 & 3 Project and the KMR Equestrian Bridge Project:
a. Provide construction management and inspection services and serve as the City's Owner's Representative, b. Manage and facilitate weekly project meetings with the Owner, Architect, and General Contractor and generate minutes for the meeting,
c. Provide administrative assistance to manage the project filing system, d. Review and provide recommendations on change order requests from the General Contractor, e. Maintain a cost exposure log to keep track of the project change order costs, f. Maintain a submittal and RFI log to reflect the status of each document and to track responses with design team,
g. Review monthly progress payment requests for completeness and accuracy and make recommendation to Owner,
h. Monitor the construction schedule provided by the General Contractor and report any schedule deviances to the Owner,
i. Provide monthly progress reports reflecting the construction work completed for the month, j. Provide daily field inspection of work in progress to ensure compliance with plans and specifications, k. Provide daily inspector reports reflecting the work completed for each day, l. Provide digital photos of each construction phase throughout the duration of the project, m. Coordinate field activities and report to the Project Manager, n. Report instances of apparent non-compliance with contract plans and specifications, o. Monitor completion of punch-list,
p. Prepare a final close out report with recommendation of final payment and complete final closeout documentation.

Item 11 Page 7 Town Council Meeting September 12, 2023
1663 Mission Street, Suite #425
San Francisco, California 94103
415.543.6515
www.consorpmcm.com
Exhibit B
Staffing Plan
1 2 3 4 5 6 7 8
Inspector Jim Ray $ 160.00 10 10 10 10 10 0 0 0 50 8,000.00 $ Resident Engineer Ralph Arcena $ 5 5 5 5 5 0 0 0 160.00 25 4,000.00 $ 15 15 15 15 15 0 0 0 75 12,000.00 $
1 2 3 4 5 6 7 8
Inspector Jim Ray $ 160.00 30 30 30 30 30 30 30 30 240 38,400.00 $ Resident Engineer Ralph Arcena $ 160.00 10 10 10 10 10 10 10 10 80 12,800.00 $ Office Engineer Nicole Sanchez $ 160.00 10 10 10 10 5 5 5 5 60 9,600.00 $ Project Manager Rod Macaraeg $ 1 1 1 1 1 1 1 1 225.00 8 $ 1,800.00 51 51 51 51 46 46 46 46 388 62,600.00 $
$ 74,600.00
*Total cost is an estimate based on projected hours, and Consor reserves the right to request additional funds, if necessary.

Total Hours Total Cost*
Glens Path Phases 2 & 3 Staffing
KMR Equestrian Bridge Repair Staffing
Total Project Not to Exceed:

TOTAL STAFF HOURS
Position Name 2023 Hourly
Rate

TOTAL STAFF HOURS
Position Name 2023 Hourly
Rate
Anticipated Project Duration (Weeks)
Consor PMCM, Inc. Staffing Plan
for
Town of Woodside KMR Equestrian Bridge Repair Project & Glens Path Phases 2 & 3 Project Consor PMCM, Inc.

Construction Management and Inspection Services
Total Hours Total Cost*
Anticipated Project Duration (Weeks)
Item 11 Page 8
Town Council Meeting September 12, 2023
1 JAMES RAY | Construction Inspector
Jim Ray is an inspector with over 43 years of experience in the construction industry.

Jim is a proven and effective problem solver proficient in managing large-scale electrical construction budgets and with skills in safety management and man-loading, budget management, relationship building between diverse parties, and creating untied teams that are strength-based.

KEY PROJECT EXPERIENCE
AIRFIELD IMPROVEMENTS PROGRAM; San Francisco International Airport; Construction Inspector. This program is to improve the safety and operational efficiency of the taxiway and runway systems at SFO, and includes renovations and updates to meet the latest FAA standards for paving, markings, signage, and lighting. As Construction Inspector, Jim inspected the installation of new conduit and lights on the runway. His role included preparing daily reports and recording quantities and counts in Bluebeam.

YOUTUBE PHASE I DEVELOPMENT PROGRAM ($2.1M); City of San Bruno Department of Public Works; Construction Inspector. As an Inspector for the YouTube Development Program, Jim acts as an extension of the City of San Bruno inspection staff, providing oversight on the electrical component of work being performed. This project includes the construction of two new buildings with 440,000 square feet of additional office space; the construction of an off-street multi-modal transportation hub on an access way located between Grundy Lane and Bayhill Drive, on the west side of the parcel containing 950 Elm Street; the realignment of Grundy Lane from Cherry Avenue to Elm Avenue; and the abandonment of northern portion of Elm Avenue located directly to the north of the realigned Grundy Lane.

TERMINAL 1 CENTER RENOVATION PROJECT ($1.4B); San Francisco International Airport; Project Superintendent. Jim served as SFO site superintendent for the San Francisco Harvey Milk Airport Terminal. His responsibilities included management of 24-hour workdays and up to 200 electricians. He met critical deadlines during all project phases. Jim collaborated with the BIM team to ensure compliance with all SFO and NEC requirements, worked in tandem with airport operations and duty managers to minimize the disruption and impact on airlines, prioritized safety measures including COVID protocols, rebuilt existing and new high voltage substations, and oversaw the installation of the first CrisBag luggage conveyor system in the US.

BRAYER ELECTRIC; San Leandro, CA; General Superintendent. Jim served as a general superintendent to help with company expansion and growth. He was responsible for all day-to-day field operations as well as implementation of safety protocols. His duties included fire alarm and generator upgrade at Park Merced Apartments; fire alarm system for AT&T Headquarters in Pleasanton, and numerous high-density housing projects throughout the Bay Area.

SASCO; San Francisco, CA; Superintendent. Jim worked as one of four company superintendents in San Francisco, managing over 400 electricians at numerous projects during the dot-com boom.

ADDITIONAL FIELD EXPERIENCE
General Foreman, SF Evans Street PG&E Power Plant, Generator Retrofit; General Foreman, AMC Theatre, Van Ness Street, San Francisco; General Foreman, San Francisco International Airport Long-Term Parking Structure; General Foreman, North Beach Residence Project; General Foreman, 560 Mission Street Tower; General Foreman, Burlingame Library Retrofit; Foreman, Moscone Center, 1 Line Power Distribution

EXPERIENCE
43 years

CERTIFICATIONS
CA Certified General
Electrician
IBEW Apprenticeship Training
OSHA 30 Training
NFPA 70E Training

SOFTWARE
• Bluebeam
• MS Office

JOINED FIRM
2022
Item 11 Page 9
Town Council Meeting September 12, 2023
1 RALPH ARCENA | Office Engineer
Ralph Arcena has over five years of experience in the construction industry. He is an Engineer-in- Training (EIT) and graduate of an Accreditation Board for Engineering and Technology (ABET)-accredited master's in civil engineering program. He is a highly motivated and accomplished office engineer, committed to learning and possesses knowledge of engineering theories, principles, specifications and standards. Ralph is a proficient user of AutoCAD, ArcGIS, Bluebeam Revu and Microsoft Office suite of programs.

KEY PROJECT EXPERIENCE
SAN BRUNO RECREATION AND AQUATICS CENTER ($60.5M); City of San Bruno; Assistant Project Manager. This project replaces the existing Veterans Memorial Recreation Center located at 251 City Park Way in San Bruno, California. Once constructed, the Recreation and Aquatics Center will be a new two-story, 49,500 square feet facility and will operate as the City’s aquatic, recreation, and community center with maximum occupancy of 2,400 people. The new facility will be constructed with indoor and outdoor pools, gymnasium, indoor elevated track, community hall, conference rooms, multi- function rooms, classrooms, and staff offices. The scope also includes realigning a creek and a road that are adjacent to the building.

As an assistant project manager, Ralph assists the project manager in preparing written materials including correspondence and reports. He also reviews, estimate, negotiate, and process construction change orders and construction field orders. Ralph keeps the project manager informed concerning the progress of the project and any issues that might impact the schedule, budget, or status of the project. Ralph coordinates and monitors construction activities to ensure that all phases of a construction project are completed.

VALLEY MEDICAL CENTER BLDG. E ANALYZER ROOM AND TOXICOLOGY LAB ($10M); County of Santa Clara; Office Engineer. The project consists of demolition of an existing therapy pool room at the basement level of Building E to build a new Toxicology Lab at the Santa Clara Valley Medical Center as well as demolition of an existing office space on the first floor of building E to build a new analyzer validation room. The existing IDF room across the corridor from the proposed validation room is to be expanded to support the new MDF requirements.

Ralph provides administrative support to the Construction Manager and helps coordinate construction activities with contractors and end-users. He prepares meeting agendas and minutes and assists with preparing bid documents. He also provided comprehensive constructability review of pre-bid construction documents.

FIBER ENCROACHMENT PERMITS; City of San Bruno Department of Public Works; Permit Engineer. In this staff augmentation assignment, Ralph assists the city in processing permit applications related to all fiber work within the city limits. His responsibilities include reviewing the application, performing and coordinating design review, tracking and documentation and providing recommendations for approval. He documents all related items pertaining to fiber permits and maintains accurate up-todate records and files to ensure that all status information is available.

FIRE ALARM SYSTEM REPLACEMENT PHASE II ($4.65M); Bay Area Rapid Transit District; Office Engineer. This project replaced the existing fire alarm system, including sensors, notification devices, control panels, and conduit raceways and conductors at the BART passenger stations which have become obsolete and require replacement with

EXPERIENCE
6 years

EDUCATION
MS in Civil Engineering, San
Jose State University
BS in Civil Engineering, San
Jose State University

CERTIFICATIONS
CA Engineer-in-Training
#150071

SOFTWARE
• AutoCAD
• ArcGIS
• WongCMS
• Bluebeam
• BIM 360
• MS Office

JOINED FIRM
2020
Item 11 Page 10 Town Council Meeting September 12, 2023 2 RALPH ARCENA | Office Engineer (continued)
a new fire alarm system that meets the latest National
Fire Protection Association (NFPA) 72, California Building Code (CBC), National Electrical Code (NEC), local fire codes, and BART Facilities Standards. The new design provided
a complete replacement of the fire alarm system for the following BART passenger stations: 12th Street Station, 19th Street Station, and North Berkeley Station.

As office engineer, Ralph reviewed submittals, deliverables, RFIs, and other construction documents for completeness and accuracy and prepared meeting agendas and minutes.

He also assisted the resident engineer in all aspects of required office construction engineering work including writing contract change orders, processing required project documents and progress payments.

DUST COLLECTOR REPLACEMENT PROJECT ($1.65M);
Bay Area Rapid Transit District; Office Engineer. This
project furnished and installed new rooftop-mounted
dust collector equipment and new all-electric hot water pressure washers at the Service and Inspection Buildings at BART’s Richmond, Concord, and Hayward yards.

Additionally, at BART’s Concord and Hayward yards, a new water filtration system and storage equipment including reinforced concrete pad and curb with pre-engineered
canopy structure were furnished and installed, and the
Programmable Logic Controllers were upgraded.

As office engineer, Ralph reviewed submittals, deliverables, RFIs, and other construction documents for completeness and accuracy and prepared meeting agendas and minutes.

He also assisted the resident engineer in all aspects of required office construction engineering work, including writing contract change orders, processing required project documents, and progress payments.

SANTA CLARA VALLEY MEDICAL CENTER - CO 4 & 5
PROJECT; County of Santa Clara; Project Engineer. The
Santa Clara Valley Medical Center CO 4 & 5 projects’ scope of work included fire alarm improvements to Building B per demolition and construction work being performed.

Ralph was responsible for planning and overseeing
successful building fire alarm system commissioning,
including documentation of test completion, and
coordinating with contractors, IOR, SCVMD firetTechnicians, and FLSO for various fire alarm inspections throughout
the project. Ralph also processed and reviewed submittals and RFIs, and coordinated with designers using BIM 360
software. He gathered additional requested information
for designers (i.e. measurements, photos, etc.) as needed.

Ralph also worked on the Fire Alarm Fiber Optic Network Upgrade project, which involved replacing the existing
fire alarm copper network with a new fiber optic alarm
network system.

VARIOUS PROJECTS; Campbell, CA; Quality Control
Engineer. As a quality control engineer, Ralph ensured
quality control standards were met and coordinated
required inspections with local jurisdictions. He also
identified subcontractor non-compliance with safety,
health, and environmental quality standards and identified conflicts in the construction progress and communicated them to protect team resolution. Ralph also maintained
daily logs of activities in the jobsite.

VARIOUS PROJECTS; Hayward, CA; Project Engineer. As
a project engineer, Ralph assisted the project manager
and project engineer with material takeoffs and job
schedules. He also assisted the site superintendent with the implementation of QA/QC measures for auger cast, soil mix walls, and cased drilled shafts projects. Ralph gathered required documents and information to support the
successful completion of relevant construction activities.

Notable Projects:
• Oceanwide Center – San Francisco, CA ($1.60B)
• Google Bayview Campus – Mountain View, CA
Item 11 Page 11 Town Council Meeting September 12, 2023 1 NICOLE SANCHEZ | Office Engineer
Nicole’s background as an Industrial and Systems Engineer makes her a unique asset for a construction management team. With an eye towards efficiency and improved processes, she will apply her training to the construction world, implementing a seamless Quality Control/Quality Assurance process that works for the Owner, the Contractor, as well as the Inspectors. She is a self-start who works well with stakeholders and her technical expertise allows her to quickly learn new software programs.

EXPERIENCE
5 years

EDUCATION
BS, Industrial and Systems
Engineering, San Jose State
University
Phi Kappa Phi Honor Society
School of Engineering &
Architecture Honor Society

SOFTWARE
• Bluebeam
• Procore
• Minitab
• ProModel
• Solidworks
• AutoCAD
• Phython
• R Programming
• V+, PLC, and C Programming
• Microsoft Office

JOINED FIRM
2019

KEY PROJECT EXPERIENCE
MAYHEW WAY AND CHERRY LANE TRAIL IMPROVEMENT PROJECT ($0.15M); County of Contra Costa; Field Engineer. The project consists of removing the existing crosswalks at Mayhew Way and Cherry Lane and replacing it with new thermoplastic crosswalks, while installing rectangular rapid flashing beacon with push button, passive detector system, roadside signs, and detectable warning system to enhance pedestrian visibility.

Nicole’s role in the project is to intermittently inspect the contractor’s daily construction activities to ensure the work performed meets the project plans and specifications.

She also proactively coordinates daily field activities and potential issues to the County, contractor, and the RE. In addition, she generates daily inspector’s reports, weekly statement of working days, reviews monthly progress payments and change orders, and completes the Caltrans project requirements.

SAN BRUNO RECREATION AND AQUATIC CENTER PROJECT ($60.5M); City of San Bruno Department of Public Works; Office Engineer. This project entails the demolition of an existing recreation and aquatic center to make way for a new state of the art twostory 49,360 sf recreational facility with indoor and outdoor pools, lobby, gymnasium, indoor track, fitness room, classrooms, conference rooms, offices, and various community facilities designed for gathering. Complementing the new building are enhancements to the parking lot, realignment of City Park Way, site landscaping, and realignment of portions of El Zanjon Creek to increase flow capacity. Nicole’s role in the project is to assist the Project Manager in presenting the project budget, funding sources information, monthly expenses, and monthly construction progress to the City Manager, City Council, Advisory Committee, and San Bruno Community Foundation. She monitors, reviews, and updates the overall project budget including multiple progress payments from multiple contractors. She also manages the overall project documentation including contracts, billing, change orders, cost exposure, grant funding, correspondence, and preliminary notices.

CAPITAL IMPROVEMENT PROGRAM PROJECT MANAGEMENT; City of San Bruno Department of Public Works; Office Engineer. This project is to implement metered parking system in downtown San Bruno by replacing the existing timed parking in San Mateo Ave and adjacent streets with new pay stations, replacing 8 existing timed parking lots including City Hall Lot with new pay stations, and installing new pay stations in El Camino Real, Huntington Ave, and adjacent streets. The project also includes installation of bollards for pay station protection and installation of concrete foundations to accommodate the mounting of the pay stations. Nicole’s roles include providing the City with pre-construction documents, conducting design field verification, assist in providing an engineer’s estimate, and solicit informal bids from qualified contractors.

VMC BLDG. E ANALYZER ROOM AND TOX LAB ($10M); County of Santa Clara; Office Engineer. The project consists of demolition of existing therapy pool room at the basement level of Building E to build a new Toxicology Lab at the Santa Clara Valley Medical Center as well as demolition of an existing office space on the first floor of building E to build a new analyzer validation room. The existing IDF room across Item 11 Page 12 Town Council Meeting September 12, 2023 2 NICOLE SANCHEZ | Office Engineer (continued)
the corridor from the proposed validation room is to be expanded to support the new MDF requirements. Nicole’s
role in the project is to assist the Project Manager in completing and coordinating the front-end documents
(Div 00 & Div 01) prior to bid, gather all relevant project information to be included in the bid package, assist in reviewing construction documents, coordinate equipment
responsibility matrix between Contractor, Designer, and User, assist in conducting a pre-bid site walk, coordinate all bid RFIs to the responsible parties, and assist the Project Manager in all construction management project
deliverables.

PORTOLA ROAD BRIDGE REPLACEMENT PROJECT
($1.9M); Town of Woodside; Office Engineer. Work for
this project included replacing an existing two-lane
Portola Road Bridge (Bridge No. 35C-0055) by an 81.75
foot long by 30-foot wide two-span prestressed precast
concrete bridge support on 24” CIDH piles, including
roadway improvements and tree removal. Nicole’s role in the project was to assist the RE in completing pertinent project requirements such as: processing RFIs, submittals, monthly progress payments, field orders, change orders, backup calculations, monthly reports, weekly statement
of non-working days, meeting minutes, and meeting
agenda. She also assisted the RE in ensuring that the
Contractor provides all documents as per federal project requirements which included certified payroll, DBE
Requirements, trucking verification, and EEO. Nicole
managed overall project information in Procore and
completed tasks given by the RE daily.

VARIOUS PROJECTS; County of Santa Clara; Office
Engineer. As the Office Engineer for both the County
Health Services Staff Work Area Modification project
and the Elmwood Jail ADA Path of Travel project, Nicole assists the County Project Manager in processing monthly temporary security clearances and device clearances of all Contractors working on the project. She also assists the Project Manager in various tasks which includes generating and updating meeting agenda and minutes for the Weekly
OAC Meeting via Procore and maintaining an internal
Submittal Log which is used to keep project records upto-date and as a backup to Contractor’s Submittal Log.

She also supports the review and update of the Monthly
Progress Report containing performed construction
management services which is sent to the County monthly.

Lastly, she monitors and updates the project’s cost
exposure log to successfully complete the project within budget.

RICHMOND YARD FENCE PROJECT ($3M); Bay Area
Rapid Transit District; Office Engineer. This project
removed existing right-of-way fences and gates and
replaced them with high security fences and gates and
concrete masonry wall surrounding BART’s Richmond
Yard. Nicole’s role in the project was to manage overall project documentation daily, generate meeting agenda
and meeting minutes weekly, review RFIs, submittals, and change orders then route for signature to the appropriate parties daily. She also coordinated security clearances for all Contractors involved in the project and assisted the RE in all the construction management deliverables.

OLD LA HONDA ROAD BRIDGE PROJECT ($0.8M);
Town of Woodside; Office Engineer. As Office Engineer,
Nicole was the main point of contact for critical project documentation. This includes maintaining project records to satisfy Caltrans requirements according to the Local Assistance Project Manual (LAPM). Additionally, she
processed RFIs and submittals, maintained the applicable logs, and coordinated responses with the Contractor, Town of Woodside, Designer, and Geologist. Nicole organized
progress meetings and assists the Project Manager in the creation of meeting minutes and agendas. She updated
and managed the Assistant Resident Engineer’s and
Resident Engineer’s daily reports and verified the accuracy with the Weekly Statement of Working Days. Nicole
worked closely with the Project Manager in processing the monthly progress payments as well as coordinating field orders, change orders, and maintaining the cost exposure log.

TERMINAL 3 WEST MODERNIZATION PROGRAM;
San Francisco International Airport; Office Engineer. The Terminal 3 West program provided 50% construction
documents with a design to replace and add several
gates to Terminal 3 while modernizing the systems
and aesthetics. Nicole’s role was to support the
baggage handling team, including working with Airport
Stakeholders, the Design-Builder, and the baggage specific trade partners. Her ability to interface with different personalities allowed her to bring together a diverse group to program and agree about scope. Additionally, she was involved in reviewing scope and estimates at major design milestones.

Item 11 Page 13 Town Council Meeting September 12, 2023 1 RODRIGO MACARAEG, P.E., QSD/QSP | Construction Manager/ Resident Engineer
Rodrigo Macaraeg is a versatile civil engineer and construction project manager with over 35 years of experience overseeing public works, capital improvement, and development projects. He is a collaborative professional skilled at communicating with internal and community stakeholders, government officials, and private industry partners. Rodrigo has proven ability to deliver projects ahead of schedule and with significant contract savings.

He is a driven team mentor and coach highly effective at managing teams from diverse cultural backgrounds and functional areas. Rodrigo is skilled at leading strategic efforts to prevent obstacles and negotiating in a proactive manner to maximize success rates, resolve conflicts, and reduce and/or avoid claims.

EXPERIENCE
35 years

EDUCATION
BS, Civil Engineering, Far
Eastern University, Manila,
Philippines

LICENSES/

CERTIFICATIONS
CA Professional Engineer Lic.

C48418
Registered QSD/QSP by
CASQA (CA Stormwater
Quality Association)

SOFTWARE
• Procore
• Bluebeam
• Primavera P6
• MS Project
• MS Office

JOINED FIRM
2019

KEY PROJECT EXPERIENCE
2021-2024 ON-CALL CONSTRUCTION MANAGEMENT SERVICES; County of Contra Costa; Resident Engineer. Consor provides on-call professional services in support of various public works projects throughout Contra Costa County. These projects range from simple maintenance-related projects such as such as slurry sealing existing road pavements, to more complex capital road, airport, and flood control channel improvement projects. Rod and his team is currently managing the Mayhew Way and Cherry Lane Trail Improvement, a $.15M project that consists of removing the existing crosswalks at Mayhew Way and Cherry Lane and replacing with new thermoplastic crosswalks, while installing rectangular rapid flashing beacon with push button, passive detector system, roadside signs, and detectable warning system to enhance pedestrian visibility. Rod, as resident engineer, was responsible for contract administration and construction engineering.

ON-CALL CONSTRUCTION MANAGEMENT AND INSPECTION CONSULTING SERVICES; City of San Bruno Department of Public Works; Project Executive. This oncall project provides construction management and inspection services to the City of San Bruno Department of Public Works for a variety of capital improvement and land development projects. Some of the projects supported by Rod’s team include:

CRYSTAL SPRING ROAD/CITY PARK WAY TRAFFIC SIGNAL ($1M): The project involves reconstruction of Crystal Springs Road and City Park Way intersection and incorporates a new traffic signal system.

BECKNER SHELTER ROAD ($0.8M): The project incorporates the resurfacing of Beckner Shelter Road starting at the intersection with City Park Way and running to the parking lot at Beckner Shelter Picnic Area. The associated parking lot will also be resurfaced. These modifications will trigger ADA upgrades to all associated facilities.

CITY PARK WAY RECONSTRUCTION ($5.5M): This reconstruction project involves installation of water, sewer, and storm utilities as well as creek and road reconstruction and other construction activities related to the Recreation and Aquatic Center (RAC) project.

TCP4 ($0.65M): The project scope included installing roughly 50 linear feet of storm drain lines that ties into an existing storm main in the middle of Green Ave and San Bruno Ave intersection.

CONSTRUCTION MANAGEMENT SERVICES FOR VARIOUS PROJECTS; County of Santa Clara, Facilities and Fleet Department; Project Executive / Project Manager.

Rodrigo leads the Consor team in providing as-needed/on-call pre-construction and construction management services to the County of Santa Clara Facilities and Fleet Department’s Capital Programs Division. As Project Executive/Project Manager, Rodrigo coordinates projects with County stakeholders, designers, and contractor. He assists Item 11 Page 14 Town Council Meeting September 12, 2023 2 ROD MACARAEG, P.E., QSD/QSP | Construction Manager/Resident Engineer (continued) County project managers in managing ongoing and
upcoming projects from pre-construction to construction phase, including preparation of project overall schedule to coordinate all Main Jail North and Elmwood facility
project schedules and specific project delivery schedules.

He participates in the review of consultant’s scope
proposals and in communicating challenges, issues, and
resolutions to various stakeholders. Rodrigo negotiates and resolves potential disputes with the contractor
and designers, recommends resolutions to any plans
and specifications conflicts, and provides guidance to
field staff for maintaining safety, regular inspection, and proper documentation. He also conducts reviews and
provides comments to contractor’s proposed construction practices and methods, RFIs, and submittals, coordinates with designer and contractor, conducts weekly progress
meetings, analyzes and evaluates contract change orders, negotiates cost and time impact with the contractor in
accordance with the project's contract requirements,
prepares contract change orders and supporting
documents for County’s approval, and reviews and provide progress payment recommendation.

Some of the projects managed by Rod and his team
include:

MAIN JAIL NORTH 2ND FLOOR DENTAL SUITE ($1M):

This project constructed a new dental suite with the latest equipment and upgraded the second-floor restroom to
comply with the latest ADA requirements. The scope of
work includes interior demolition, installation of new
plumbing, electrical, and fire protection system; new
floor, ceiling, case work and architectural wall finishes; installation of new ADA approved plumbing fixtures;
installation, testing and inspection of medical gas piping; and coordination and testing of dental equipment for user’s group acceptance.

MAIN JAIL NORTH AND ELMWOOD ADA
IMPROVEMENTS AND SUICIDE WATCH CELLS ($16M):

This project involves the improvement of 20 existing jail housing pods to make them ADA compliant and upgraded
with suicide watch cells and fixtures. The coordination task included coordinating ADA inspection by County Building Official, County Building Operations, Correctional Facility Inspector, 3rd party CasP Inspector, Design Consultants, and Legal Team inspection in person and virtually.

MAIN JAIL NORTH AND ELMWOOD CUSTODY HEALTH
SERVICES ($610,000): This project includes tenant
improvement work on 27 staff offices, conference rooms, and restrooms.

IMPROVE ELMWOOD ADA PATH OF TRAVEL PROJECT
($3,000,000): Pre-Construction Services to prepare
Construction Phasing Plans, prepare Front-end Division 00 and 01 Specification Sections; assist in pre-qualification of bidders, assist bidders interest campaign, pre-bid
conference, and bid proposal review and recommendations

PROJECT SCHEDULING AND COORDINATION FOR ALL

MAIN JAIL NORTH AND ELMWOOD CORRECTIONAL
FACILITIES PROJECTS: Provide upper management
support in scheduling, construction impact cost estimating, and consultant coordination support.

CONSTRUCTION MANAGEMENT AND INSPECTION
SERVICES; City of Santa Clara; Project Executive. This oncall project is for construction management and inspection services, including quality assurance, safety oversight and project documentation. Projects supported are capital
improvements projects throughout the City of Santa Clara including paving, sidewalk replacement, curb and gutter, and traffic signal improvements.

As Project Executive, Rod interfaces with the City to
ensure adequate staffing levels for requested project
assignments, regularly reports back on performance and
quality, checks in with the client to remain aware of future projects and ongoing projects that may require additional resources. When needed, Rod provides recommendations
and resolutions for any project challenges that require additional expertise.

ON-CALL CONSTRUCTION MANAGEMENT AND
INSPECTION CONSULTING SERVICES; City of San Bruno
Department of Public Works; Project Executive. Rod is
the Project Executive for this on-call project to provide construction management and inspection services to the
City of San Bruno Department of Public Works for a variety of capital improvement and land development projects. He represents the City to the project team and stakeholders, including providing regular updates to public officials, permitting agencies, and key project stakeholders. Rod
and his team oversee construction activities to ensure
they are meeting expectations of schedule, budget, and
quality. They also confirm that projects meet permitting requirements and design intent. Through the facilitation of various meetings and communications, Rod and his team
confirm that consultants and contractors are meeting the goals set forth by the City for its projects. Lastly, Rod and his team provide monthly updates to advisory committees, city council and the community foundation.

Some of the projects supported by Rod’s team include:

SAN BRUNO RECREATION AND AQUATIC CENTER
Item 11 Page 15 Town Council Meeting September 12, 2023 3 ROD MACARAEG, P.E., QSD/QSP | Construction Manager/Resident Engineer (continued) PROJECT ($60.5M): This project entails the demolition
of an existing recreation and aquatic center to make way for a new state of the art recreational facility with three pools, sports courts, and various community facilities
designed for gathering. Complementing the new building
are enhancements to the parking lot and site landscaping a well as realignment of portions of El Zanjon Creek and City Park Way.

YOUTUBE, PHASE 1 PROJECT: This private development
project includes the construction of two new buildings
with 440,000 square feet of office space and multiple
improvements to city-maintained space, which include

1. construction of a multi-modal transportation hub, 2. realignment of local streets, and 3. demolition of three existing buildings. Consor provides project management
and construction inspection for this project.

CIP GENERAL PROJECT MANAGEMENT AND
DEVELOPMENT PERMIT SERVICES: This as-needed
contract assignment is to provide project management
and permitting services for a number of ongoing City
projects. Consor's team members coordinate, consult, and communicate with the Public Works Director and numerous other City leadership and staff to facilitate successful delivery of capital improvement projects throughout
the city. Consor staff report to the City on budget issues, constructability, adherence to schedule, and other
concerns. Additionally, Consor provides inspection services to assure compliance with project plans and specifications.

PORTOLA ROAD BRIDGE REPLACEMENT PROJECT; Town
of Woodside; Resident Engineer. The project replaced
the existing Portola Road Bridge with an 81.5-foot long by 30- feet wide two-span prestressed precast concrete
bridge on 24” CIDH piles support. Due to right-of-way
constraints, the bridge is configured with two 10-foot
lanes, a 5-foot-wide eastbound sidewalk, an approximately 2-foot-wide westbound shoulder, and concrete barriers on both sides. The project included, tree removal, installation OF new 24”/30”storm drain pipes and 60” manholes, and
accommodated and coordinated relocations/installation
of PG&E’s 4” gas and CalWater’s 14” water line under
the new bridge. As the bridge is being constructed over an active creek, the project was coordinated with US
Fish and Wildlife Services, California Department of
Fish and Wildlife, Caltrans NEPA / ECR and Mitigation
Monitoring and Reporting Program (MMRP) that covers
pre-construction, during and post construction monitoring compliance requirements. The project was federally funded and followed Caltrans’ Local Assistance Procedure Manual.

For his role, Rod was responsible for contract
administration and construction engineering. This includes constructability reviews and conducting pre-construction meeting, to construction inspection and coordination with various permitting agencies and public, leading document control to comply with Local Assistance Procedure Manual, identifying issues and resolution in advance, negotiating change orders, routine review of pay quantity for monthly progress payment, schedule review and tracking, and
project close out including required warranty and as-built.

AIRPORT SECURITY INFRASTRUCTURE PROGRAM (ASIP)
($150M); San Francisco International Airport ; Project
Manager. This project was airport-wide and consisted of the design and installation of a new fiber SLAN backbone, upgrading access control for over 700 doors and portals, installation of over 400 new CCTV cameras, and all
associated infrastructure.

Rodrigo oversaw a team that administers design
management, project controls, and construction
management on behalf of SFO. During the design phase,
Rodrigo chaired a wide range of project and stakeholder meetings, stakeholder outreach and coordination, scope
review and development, needs/priorities assessment,
developing commissioning plans, design deliverable review, budget review and verification, alternatives analysis,
schedule review, coordination with interdependent
projects, and reporting.

DEPARTMENT OF PUBLIC WORKS CONSTRUCTION
ENGINEERING SECTION; City of Mountain View, CA;
Principal Civil Engineer. As Principal Civil Engineer, Rodrigo guided construction projects through its lifecycle, including communicating with community members and government
officials to minimize effects on neighborhoods. He prepared engineering designs, specifications, and cost estimates for capital improvement projects and collaborated with
division on strategic planning, compliance initiatives, constructability reviews, and bid development. Rodrigo
assisted with design projects by providing insight and
value engineering perspective, including recommending
changes to Design Engineer. He reviewed plans to ensure adherence to building codes and permitting guidelines,
made recommendations for special permits as needed,
maintained relationships with Public Works Director, City Council, and City Manager, generated reports for City
Council, planned resource allocation and coordinated
related training of staff members.

His other noteworthy contributions included:
• Partnering on private and public development projects valued at $25+ million a year, ranging from small- and
large-scale housing and commercial projects to major
Item 11 Page 16 Town Council Meeting September 12, 2023 4 ROD MACARAEG, P.E., QSD/QSP | Construction Manager/Resident Engineer (continued) developments for Caltrans, VTA, Google, Intuit, and more. • Serving as Team Leader for Construction Division,
managing City’s capital improvement projects of between $20-$50 million annually, as well as administering various type of construction contracts and planned project scope. • Recruiting, hiring, scheduling, supervising, and
mentoring a team of 12 internal team members along
with selected contracted construction management
teams to oversee contractors during projects.
• Administering multi-funded construction contracts and ensuring alignment with all funding source requirements, including meeting regularly with stakeholders and
partners to review project plans and status updates.
• Analyzing pending and changing legislation to identify implications for City and partners, as well as interpreting codes and ordinances for projects and recommended
changes to policies to ensure compliance.

DEPARTMENT OF PUBLIC WORKS; City of Mountain View,
CA; Senior Civil Engineer/Construction Manager. As Senior Civil Engineer/Construction Manager, Rodrigo administered and managed capital improvement construction projects
for the City of Mountain View. He reviewed plans and
estimates for accuracy, completeness, and suitability, as well as made recommendations for changes when needed.

He evaluated constructability and maintainability of
construction plans and existing infrastructures; analyzed bids prior to submission and addressed bid inquiries,
rejections, and protests; collaborated with team on claims and disputes; provided value engineering feedback and
insight on design projects; supervised project teams,
including engineers, inspectors, and testing consultants; and, consulted with outside partners on construction
phasing and plan to ensure public safety and minimize
disruptions.

Rodrigo’s work also included:
• Representing the City of Mountain View during a
$65-million VTA Rte. 85/101 North Interchange
Reconstruction project in minimizing impact
on neighborhood and ensuring alignment with
approved construction and testing methods.
• Ensuring timely and on-budget delivery for
multiple projects annually, such as various
pedestrian bridges, roadway reconstruction
and improvement projects, sewer/water main
replacements, and playground improvements.
• Facilitating technical inspections for private development projects, including the coordination with neighborhood
leaders and design teams, contract administration,
and review of contract terms and changes.
• Leading publicly recognized projects that included
Shoreline Golf Links Pro Shop, Stevens Creek
Pedestrian and Bike Trail Bridges and Tunnels, Evelyn
Avenue Widening, and Sailing Lake Water Supply.
• Training staff on safety guidelines, regulatory
changes, and documentation procedures.

EAST BRANCH; CA Department of Transportation;
Construction Engineer/Resident Engineer. Rodrigo served as Resident Engineer and later as Construction Engineer for the East Branch of the California Department of
Transportation where he oversaw a team of more than
30 engineers and managed all construction engineering
projects for Northern Alameda County. He also reviewed
project plans, resolved conflicts and constructability issues, and collaborated with various engineering branches with the organization and state government such as Hydraulics, Traffic, Public Affairs, FHWA, and Fish & Wildlife. Rodrigo negotiated agreements with contractors, government
officials, and private partners, and built relationships with city officials and community members through
project updates. He justified project costs and timelines for leadership, including when requesting additional
funding, maintained compliance with regulations and
safety standards through ongoing inspections, and planned resource allocation, including labor and equipment, for future and ongoing projects.

Other highlights of his work included:
• Managing more than 10 simultaneous projects with
a total cost of approximately $80 million, including
leading completion of the $30 million San MateoHayward Bridge East Approach Widening Project. • Delivering San Mateo-Hayward Bridge East
Approach Widening Project 10 months ahead of
schedule with $1.8 million in savings, leading to
first partnering award received by Caltrans.
• Directing $150 million Rte 92/880 Interchange
Reconstruction project in Hayward, CA, including
providing constructability reviews and value
engineering for complex project plans.
• Representing organization at Association of General
Contractors (AGC) convention and during internal
Resident Engineers’ Annual Meeting, presenting
updates on projects and lessons learned.
• Reviewing all project plans to ensure adherence to
industry best practices, integrity of materials and
workmanship, and compliance with guidelines,
such as storm water pollution controls.
• Coaching and mentoring team members both
formally and informally, leveraging past project
Item 11 Page 17 Town Council Meeting September 12, 2023 5 successes and experiences to guide future planning
and minimize contract claims and disputes.
• Earning 2002 Marvin M. Black Excellence in Partnering Award, a national honor given by the AGC, for San
Mateo-Hayward Bridge East Approach Widening Project
as selection from thousands of internal projects.

Item 11 Page 18 Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item 12
From: Sean Rose, Town Engineer September 12, 2023
Approved: Kevin Bryant, Town Manager
SUBJECT: RESOLUTION ACCEPTING COMPLETION OF THE OLD LA HONDA ROAD

EMERGENCY PAVING PROJECT AND AUTHORIZING THE TOWN CLERK TO

RECORD A NOTICE OF COMPLETION

RECOMMENDATION
It is recommended that the Town Council adopt the attached resolution accepting completion of the Old La Honda Road Emergency Paving Project and authorizing the Town Clerk to record a Notice of Completion.

BACKGROUND
The Winter 2023 storm season, which resulted in a declaration of emergency by the Town and the State and Federal governments, caused significant damage to the road edge and shoulders of Old La Honda Road. The damage was exacerbated by a documented fivefold increase in traffic on Old La Honda Road caused by the closure of Highway 84 from March to late July 2023.

The damage to Old La Honda Road was of particular concern during the emergency on upper Old La Honda Road from Martinez Road to Skyline Boulevard as that area typically sees the least amount of traffic on the road and overall is the most narrow section.

Accordingly, on an emergency basis Town staff obtained two bids, from Bay Area Paving and Farallon Engineering.

On May 23, 2023 the Town Council authorized the Town Manager to execute an agreement with Farallon in an amount not to exceed $241,530 to complete the work.

DISCUSSION
Work commenced in early June and was completed on an emergency basis within two weeks. The work repaired eleven sections along 2,205 linear feet of shoulders and roadside swales on Old La Honda Road between Martinez Road and Skyline Boulevard with asphalt paving repair and installation.

Item 12 Page 1
Town Council Meeting September 12, 2023
The work raised the grade of the affected swales to avoid cars bottoming out and because the swales were constructed in a way that is drivable, effectively widened the driving surface in many locations. The work was well received by residents that contacted the Town and by the Old La Honda Road Committee. The Town Engineer finds the work was completed in a satisfactory manner.

The total project construction cost was $241,530. The Town has submitted a funding requests to FEMA and the State to offset the cost of this work. Staff is continuing discussions with FEMA and the State regarding the request.

Subsequent to the Town Council accepting this project, the Town Clerk will record a Notice of Completion with the County Recorder’s Office.

ATTACHMENTS

1. Resolution 2023-

2. Notice of Completion
Item 12 Page 2
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 -

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE ACCEPTING

COMPLETION OF THE OLD LA HONDA ROAD EMERGENCY PAVING PROJECT AND

AUTHORIZING THE TOWN CLERK TO RECORD A NOTICE OF COMPLETION WHEREAS, the Winter 2023 storm season, which resulted in a declaration of emergency by the Town and the State and Federal governments, caused significant damage to the road edge and shoulders of Old La Honda Road; and
WHEREAS, the damage was exacerbated by a documented fivefold increase in traffic on Old La Honda Road caused by the closure of Highway 84 from March to late July 2023; and WHEREAS, the damage to Old La Honda Road was of particular concern during the emergency on upper Old La Honda Road from Martinez Road to Skyline Boulevard as that area typically sees the least amount of traffic on the road and overall is the most narrow section; and
WHEREAS, on an emergency basis Town staff obtained two
bids, from Bay Area Paving and Farallon Engineering; and WHEREAS, on May 23, 2023 the Town Council authorized the Town Manager to execute an agreement with Farallon in an amount not to exceed $241,530 to complete the work; and WHEREAS, the work repaired eleven sections along 2,205
linear feet of shoulders and roadside swales on Old La Honda Road between Martinez Road and Skyline Boulevard with asphalt paving repair and installation; and
WHEREAS, the work raised the grade of the affected swales to avoid cars bottoming out and because the swales were constructed in a way that is drivable, effectively widened the driving surface in many locations; and
WHEREAS, the Town Engineer finds the work was completed in a satisfactory manner; and
WHEREAS, the total project construction cost was $241,530 and the Town has submitted funding requests to FEMA and the State to offset the cost of this work.

ATTACHMENT 1
Item 12 Page 3
Town Council Meeting September 12, 2023
NOW, THEREFORE, IT IS HEREBY RESOLVED, by the Town Council of the Town of Woodside that:

The Town Council accepts completion of the Old La Honda Road Emergency Paving Project and authorizing the Town Clerk to record a Notice of Completion.
* * * * * * *

Passed and adopted by the Town Council of the Town of
Woodside, California, at a meeting thereof held on the 12th of September, 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 September 12, 2023

RECORDING REQUESTED BY
AND WHEN RECORDED RETURN TO:

Town Clerk
Town of Woodside
P.O. Box 620005
Woodside, CA 94062

NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN by the undersigned Town Clerk of the Town of Woodside, San Mateo County, California, that the Old La Honda Road Emergency Paving Project has been completed and was accepted by the Town Council of The Town of Woodside on September 12, 2023, said work being performed by Farallon Engineering, of Half Moon Bay, California.

Labor on the project ceased on or about June 20, 2023, and the cessation has continued until the recordation of this notice. ______________________________________
Town Clerk of the Town of Woodside
Jennifer Li

CERTIFICATE
I, the undersigned hereby depose and say:

That I am the Town Clerk of the Town of Woodside, San Mateo County, California; that I have read said notice and know the contents thereof; that the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________________
_____________________________________
Town Clerk of the Town of Woodside
Jennifer Li
ATTACHMENT 2
Item 12 Page 5 Town Council Meeting September 12, 2023
1 TOWN OF WOODSIDE
Report to Town Council Agenda Item A
From: Kevin Bryant, Town Manager September 12, 2023

SUBJECT: RESOLUTION ACCEPTING THE GRANT OF A PUBLIC ACCESS EASEMENT ALONG THE FRONTAGE AT 324 GLENWOOD AVENUE TO BE IMPROVED AND USED AS A PUBLIC

PATHWAY

RECOMMENDATION
It is recommended that the Town Council adopt the attached Resolution accepting the offer to grant the Town a Public Access Easement along the frontage of 324 Glenwood Avenue to be improved as a pathway as part of the Glens Pathway Project.

EXECUTIVE SUMMARY
The Town is currently in construction on the Glens Pathway Project, which will provide safe pedestrian pathways through the Glens neighborhood. The planned pathway runs along a stretch of Glenwood Avenue passing along the frontage of 324 Glenwood Avenue. Currently there is street parking located in front of the property at 324 Glenwood Avenue and the remaining right of way is not wide enough to accommodate a pathway while retaining that street parking. Because parking in the Glens neighborhood is limited, the Town planned to retain the parking and to leave a gap in the pathway in front of 324 Glenwood Avenue so that the parking could be retained.

After discussing this issue with Terry Warford, the owners of 324 Glenwood Avenue, Mr. Warford and Michelle Warford, offered to grant the Town an easement along the frontage of the property so that the Town could continue the pathway while also retaining the street parking in front of the property. The Town Engineer worked with Mr. Warford to quickly draft the attached Grant of Public Access Easement so that, pending Town Council approval, the pathway can be improved in the Easement Area without delay to the Glens Pathway Project. The Town will continue to maintain the Easement Area as a pathway in perpetuity.

CONCLUSION
Staff recommends that the Council approve the attached Resolution, which will accept the offered Public Access Easement on behalf of the Town.

Attachments:

A. Resolution
B. Grant of Public Access Easement Agreement
C. Location Map
Item A Page 1
Town Council Meeting September 12, 2023
RESOLUTION NO. 2023 - _____

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF WOODSIDE

ACCEPTING THE GRANT OF A PUBLIC ACCESS EASEMENT ALONG THE FRONTAGE OF 324 GLENWOOD AVENUE TO BE IMPROVED AND USED AS A

PUBLIC PATHWAY
WHEREAS, the Town of Woodside is currently completing the Glens Pathway Project, which will provide a safe pedestrian pathway in the Glens neighborhood; and WHEREAS, a portion of the Glens Pathway will run along Glenwood Avenue and along the frontage of 324 Glenwood Avenue; and
WHEREAS, the public right of way along the frontage of 324 Glenwood Avenue is not wide enough to accommodate a pathway while retaining the existing roadway and parking area; and
WHEREAS, the owners of 324 Glenwood Avenue, Terrance Warford and Michelle Warford, have offered to grant the Town an easement along the frontage of the property to be used as a continuation of the Glens Pathway, so that there is no gap in the pathway and the parking area is retained; and
WHEREAS, the Town Engineer and Town Attorney have prepared the Grant of Public Access Easement Agreement and have obtained a plat and legal description to properly identify and define the easement offered to the Town to be used as a pathway; and
WHEREAS, Government Code section 65871 provides that the Town may accept an easement offered for the parking, ingress, egress, emergency access, light and air access, landscaping, or open-space purposes.

NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Woodside hereby accepts the offer to grant a public access easement as defined in the attached Grant of Public Access Easement Agreement and authorizes the Mayor to execute that Agreement. Once the Agreement is executed by both parties, the Town Clerk or her designee shall have the Agreement recorded with the San Mateo County Recorder.

ATTACHMENT A
Item A Page 2
Town Council Meeting September 12, 2023
Passed and adopted by the Town Council of the Town of Woodside, California, at a meeting thereof held on the 12th day of September, 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 A Page 3
Town Council Meeting September 12, 2023

RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:

Town of Woodside
2955 Woodside Road
Woodside, CA 94062
Attention: Town Clerk
Record for the benefit of the
The Town of Woodside pursuant to
Government Code Section 27383
______________________________________________________________________ Space above this line for recorder’s use

GRANT OF PUBLIC ACCESS EASEMENT AGREEMENT
This Grant of Public Access Easement Agreement (“Agreement”) is entered into as of __________________, 2023 (“Effective Date”), by and between Terrance and Michelle Warford (“Owner”), and the Town of Woodside, a California municipal corporation (“Town”). Town and Owner are referred to individually in this Agreement as a “Party” and collectively as the “Parties.”

RECITALS
A. Owner is the fee owner of that certain real property known as 324 Glenwood Avenue in the Town of Woodside and designated as APN 073-061-210 (the “Property”).

B. Owner desires to grant to the Town and the Town desires to accept a perpetual non-exclusive easement in, over, under, and across certain portions of the Property for the Town to construct and maintain a pathway for public use and public parking space.

AGREEMENT
NOW, THEREFORE, in consideration of the foregoing and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged and approved, Owner and Town hereby agree as follows:

1. Grant of Easement. Owner hereby grants and dedicates to Town a perpetual, non-exclusive, public easement (the “Easement”), in, on, over, under, and across those certain portions of the Property, as described on Exhibit A and depicted on Exhibit B attached hereto and incorporated herein by reference (“Easement Area”), together with the right of ingress to and egress from such Easement Area. The

ATTACHMENT B
Item A Page 4
Town Council Meeting September 12, 2023
- 2 -
Easement shall be for the purpose of allowing the Town to install and maintain a pathway for public use and public parking space in the Easement Area.

2. Improvements to Easement Area. Town shall improve and maintain the Easement Area as a pathway for public use and as public parking space. The Town may access areas of the Property necessary to complete those improvements or maintenance works within the Easement Area. Owner shall keep the Easement Area free and clear from any buildings or permanent structures of any kind. Owner may not install roadway or landscaping improvements within the Easement Area or otherwise interfere with Town’s ability to operate the Easement Area as a public pathway and public parking area. When undertaking any excavation, construction, maintenance, or repair work within the Easement Area, Town shall utilize diligent good faith efforts to ensure that the work is undertaken expeditiously and in a manner to reasonably minimize the interference with Owner’s use of the Property, and Town agrees to restore the areas of the Property not within the Easement Area to substantially its original condition as it existed prior to the excavation, construction, maintenance, or repair work.

3. Miscellaneous Provisions.
a. Entire Agreement. This Agreement contains the entire understanding and agreement of the parties hereto relating to the rights herein granted and the obligations set forth herein. Any prior, contemporaneous, or subsequent written or oral representations and modifications concerning this Agreement shall be of no force or effect. This Agreement may be amended only by a written instrument signed by Owner and Town.
b. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall, for all purposes, be deemed an original and all such counterparts, taken together, shall constitute one and the same instrument. c. Recitals; Exhibits. The recitals above and the exhibits attached hereto are incorporated herein by reference.
d. Binding on Successors and Assigns. Owner’s Property is to be burdened by, and Town is to be benefited by, the provisions of this Agreement, and such Property shall be held, conveyed, hypothecated, encumbered, leased, rented, used, occupied, and improved subject to the foregoing limitations, restrictions, obligations, and conditions imposed by the Easement. All provisions of this Agreement shall run with the land and be binding upon all parties having or acquiring any right, title, or interest in the Property, and shall be binding upon, and inure to the benefit of, the Town, and its successors and assigns.
e. Partial Invalidity. If any term or provision of this Agreement or the application of it to any person or circumstance shall to any extent be invalid or unenforceable, the remainder of this Agreement or the application of such term or provision to persons or circumstances, other than those as to which it is invalid or Item A Page 5
Town Council Meeting September 12, 2023
- 3 -
unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and shall be enforced to the extent permitted by law. f. Exhibits. The following exhibits are attached to this Agreement and are hereby incorporated herein by this reference for all purposes as if set forth herein in full:

Exhibit A Legal Description of the Easement Area
Exhibit B Plat of the Easement Area
Exhibit C Resolution of the Town Council Accepting the Easement IN WITNESS WHEREOF, Owner and Town have executed this Agreement as of the date first above written.

TOWN
Town of Woodside, a California municipal
corporation
By: ____________________________
Chris Shaw, Mayor
(Notary Acknowledgment Required)
ATTEST:

By: _____________________________
Jennifer Li, Town Clerk
APPROVED AS TO FORM:

By: _____________________________
Jean B. Savaree, Town Attorney
OWNER
By: ______________________________
Terrance Warford and Michelle Warford
(Notary Acknowledgment Required)
Item A Page 6
Town Council Meeting September 12, 2023
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Item A Page 8
Town Council Meeting September 12, 2023

ATTACHMENT C
Item A Page 9 Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item: B
Prepared by: Kevin Bryant, Town Manager September 12, 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
Town Council Meeting September 12, 2023

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

5. July 25, 2023 Town Council Desk Item
Item B Page 2
Town Council Meeting September 12, 2023
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.

ATTACHMENT 1
Item B Page 3
Town Council Meeting September 12, 2023

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.

ATTACHMENT 2
Item B Page 4
Town Council Meeting September 12, 2023
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
Town Council Meeting September 12, 2023
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
Town Council Meeting September 12, 2023
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
Town Council Meeting September 12, 2023
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
Town Council Meeting September 12, 2023
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
Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Council Meeting September 12, 2023

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.

ATTACHMENT 3
Item B Page 12 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
Item B Page 18 Town Council Meeting September 12, 2023
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 fax Item B Page 19 Town Council Meeting September 12, 2023
Item B Page 20 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
Item B Page 24 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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
Woodside, CA 94062
o
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Item B Page 26 Town Council Meeting September 12, 2023
Item B Page 27 Town Council Meeting September 12, 2023
From: Linda Rosen
To: Town Hall email
Cc: Corinne Moesta
Subject: District Representatives
Date: Monday, February 22, 2021 3:42:34 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’m writing in response to the proposal for at-large representatives vs district representatives for the town of Woodside. I live in the Old La Honda Road area and our interests are unique and different. Our needs must be represented by someone who is from the area and understands our specific needs, concerns and issues.

Historically, not having district representatives who are concerned and familiar with our specific needs has lead to many policies that did/do not serve our neighborhood well. Those include, among other things, no cable infrastructure and burdensome building and planning regulations specifically for the Hills.

Our United States government is laid out with distinct Senators and Representatives for unique geographic areas.

This works for the US government and the people, let’s use that proven model.

Please consider this request when making your decision and don’t let costs nor simplicity be the deciding factor in this very important decision.

Thank you for your attention to this matter.

Linda Rosen
Woodside, CA 94062
Item B Page 28 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023

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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
From: Barbara Wood
To: Town Hall email
Subject: Changes to Planning Commission
Date: Monday, February 22, 2021 6:56:22 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.

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 Town Council Meeting September 12, 2023
From: David McMullin
To: Town Hall email
Subject: Planning Commission
Date: Monday, February 22, 2021 7:42:40 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: 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 Town Council Meeting September 12, 2023
From: Deborah Fitz
To: Town Hall email
Subject: Planning Commission Study Session Comments
Date: Monday, February 22, 2021 8:43:42 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.

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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
From: Tracy Cox
To: Town Hall email
Subject: Proposal to reduce Planning Commission representation Date: Monday, February 22, 2021 8:54:31 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 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 Town Council Meeting September 12, 2023
Sincerely,
Tracy Cox
Item B Page 38 Town Council Meeting September 12, 2023
From: Patricia Nelson
To: Town Hall email
Subject: District versus At Large Representation
Date: Monday, February 22, 2021 9:25:17 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,
We have lived in Woodside for seven years after moving from Palo Alto. We are very fortunate to live on 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 Town Council Meeting September 12, 2023
From: Fiona Bensen
To: Town Hall email
Subject: Proposed changes to The Woodside Planning Commission Date: Monday, February 22, 2021 9:40:11 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.

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 Town Council Meeting September 12, 2023
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 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 Town Council Meeting September 12, 2023
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
[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,
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 Town Council Meeting September 12, 2023
From: Carol Rose
To: Town Hall email
Subject: Representation by district
Date: Monday, February 22, 2021 11:07:10 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.

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 Town Council Meeting September 12, 2023
Item B Page 44 Town Council Meeting September 12, 2023
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
Item B Page 45 Town Council Meeting September 12, 2023
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
Item B Page 46 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
From: Jeffrey Lea
To: Town Hall email
Subject: proposed change to Planning Commission makeup
Date: Tuesday, February 23, 2021 9:42:21 AM
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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
Phone:

Email: J
Item B Page 48 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023

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 Town Council Meeting September 12, 2023
Happy to answer any questions.

Sandi Thompson
Woodside, CA 94062
Item B Page 55 Town Council Meeting September 12, 2023
From: [email protected]
To: Council Members
Subject: proposed change to merge council positions
Date: Tuesday, February 23, 2021 4:51:03 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,
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
Woodside CA 94062
Item B Page 56 Town Council Meeting September 12, 2023
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
Woodside
Sarah Rivers
Item B Page 57 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
From: Fawni Hill
To: Town Hall email
Subject: Planning Commission Agenda Item
Date: Tuesday, February 23, 2021 5:29:53 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, 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 Town Council Meeting September 12, 2023
Item B Page 60 Town Council Meeting September 12, 2023
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 Pope
Item B Page 61 Town Council Meeting September 12, 2023
From: Karen Offen PhD
To: Town Hall email
Subject: Districts or not
Date: Tuesday, February 23, 2021 8:14:54 PM
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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 Town Council Meeting September 12, 2023
Terry Freeman
, Woodside, CA 94062
February 23, 2021
Town Council
Town of Woodside
2955 Woodside Road
Woodside, CA 94062
Sent Via Email ([email protected] )
RE: Planning Commission Restructure
February 23, 2021 Town Council Meeting, Study Session
Honorable Council Members:

I share Maggie Mah’s concerns about the restructure of the Planning Commission you plan to consider during this evening’s study session. I strongly agree with every point she raised in her February 17 letter to you. In addition, please consider the following:

1. The Planning Commission and the Town Council are the only two Town bodies that have authority to make decisions that affect the entire Town and its residents. However, Planning Commissioners are appointed by the Town Council, whereas the Council Members are elected by the residents. Reducing the number of Planning Commissioners reduces the number of Commissioners required for a majority vote on decisions. This, coupled with appointing Commissioners on at at-large basis rather than by district, creates the potential for the Town Council to appoint Commissioners who share the Council Members’ perspectives and hold a majority of the Planning Commission votes.

In the best case, all voices are not being heard and decisions are being made by Commissioners who may lack sufficient knowledge of the district impacted. In the worst case, the potential for abuse would be significant. Either way, it violates the basic principles of democracy.

2. Appointment of Planning Commissioners on an at-large basis rather than by district reduces, if not eliminates, accountability and responsiveness by the Commissioners to residents of districts other than the ones in which they reside.

3. While fewer Planning Commissioners may result in shorter meetings, the tradeoff is that fewer opinions may be heard. Robust, wide-ranging input and discussion with decisionmakers with first-hand knowledge of the district impacted will result in better decisions and great satisfaction by residents who, if not happy with the outcome, at least feel their concerns have been heard. Sacrificing these outcomes for the sake of shorter meetings would be a poor tradeoff and bad public policy.

Item B Page 63 Town Council Meeting September 12, 2023

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 Town Council Meeting September 12, 2023
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 Town Council Meeting September 12, 2023
Item B Page 66 Town Council Meeting September 12, 2023
In response to Council's question about redistricting, Ms. Savaree stated: the Town Council has latitude in determining the number of Planning Commissioners and how appointments are made; she needs more time to answer how to draw Planning Commission district lines different from the Council's district lines; there has been a push over the last decade to challenge cities that do not elect Councilmembers bydistrict (California Voting Rights Act).

In response to Council's clarifying question about the Council's and Commission's role, Mr. Bryant stated:
the oath speaks to upholding the Town's General Plan, which recognizes the differences in Town and are taken as a whole; people may feel the need to contact their representative in the district; Commissioners and Councilmembers evaluate the whole Town when making decisions and giving direction (e.g., increasing the maximum residence size originated from the Woodside Heights neighborhood and was applied Town-wide).

In response to Council's questions about district representation, Ms. Young spoke of: not seeing any instances where a specific district was slighted; how the Fair Political Practices Commission (FPPC) decided that the representatives from District 1 could not participate in the discussions regarding new development standards in the Glens due to potential financial gain; another issue regarding improvements benefiting the equestrian community; the composition of the ASRB when it was a sevenmember board and five-member board; recusal is a 500' radius, not the entire district.

In response to Council's questions, Mr. Bryant stated: no changes have been proposed for the four-year Planning Commission term; volunteer bodies do not have term limits; the evolution of state and federal regulations and environmental laws required local government roles to become more complex, specialized, and technical; volunteer bodies evolved to become reviewing bodies; as people became busier, the amount of time one can volunteer is more constrained; all 20 cities in the County have their own unique geographic issues to consider, and at-large versus by-district is not commonly discussed; the Town Council can change the policy that Commissioners cannot be on other committees.

The Public Comment Period opened at 8:11 p.m.

Melinda Stoker, Tum Suden Way, stated: communication about vacancies needs to improve and can easily be corrected; seven members is appropriate.

Corinne Moesta, Old La Honda Road, spoke of: having geographic diversity benefits the entire Town; District 7 recruitment efforts that happen behind the scene.

Peter Mason, Old La Honda Road, expressed support for district-representation, having as much diversity on the boards as possible, allow Commissioners to volunteer on other committees, and seven members.

Thalia Lubin, Palm Circle Road, urged the Council to direct review by the Volunteerism Committee and to postpone the discussion until there can be in-person meetings again.

Barbara Wood, Woodside Road, spoke of: the robust weekly email newsletter that the Town of Atherton sends to most residents; Councilmember Fluet's informative newsletters regarding COVID-19; the difficulty of finding information on the Town website; Woodside's unique needs; how females are discouraged from taking higher level volunteer positions.

Achim Moesta, Old La Honda Road, expressed support for maintaining district representation.

Ron Romines, Otis Avenue, spoke of: the lack of awareness of available volunteer opportunities, responsibilities, and benefits; encouraging existing volunteers to be available to share knowledge with non-volunteers in their own neighborhoods.

Carole Mone, volunteer for WPV-Ready, expressed support for maintaining district representation.

Ann Van der Staay, Old La Honda Road, urged the Council to utilize the Volunteerism Committee on Town Council Meeting Minutes February 23, 2021 Page 3
Item B Page 67 Town Council Meeting September 12, 2023
efforts to recruit and retain volunteers.

Virginia Dare, Old La Honda Road, urged the Council to utilize the Volunteerism Committee on efforts to recruit and retain volunteers.

Flo Anne Moles, Whiskey Hill Road, expressed support for maintaining district representation and suggested asking for space on the front page of "The Almanac" about volunteers needed.

Anne Kasten, Eleanor Drive, spoke of: appreciation for online meetings; commendation for Councilmember Fluet's regular emailed newsletters; communication and the Town website could be improved.

Anne Van Camp, Woodside Road, expressed support for maintaining seven members, district representation, and an exit interview idea.

Craig London, Vintage Court, expressed support for maintaining seven members and district representation.

Marilyn Voelke, Roan Place, spoke of: communication about vacancies and district representation could be improved; neighbors avoid competing with each other; support for lifting prohibition of Commissioners sitting on multiple Committees.

Vandana Mathur, District 7 resident, expressed support for district representation.

Deborah Gordon, Patrol Road, expressed the need for residents to become more engaged with the community.

Sandy Thompson typed in the chat box the need to delay the discussion until there can be in-person public meetings.

The Public Comment Period closed at 9:04 p.m.

The Council's comments included: appreciation for all the public input; the larger discussion is about improving communication to advertise vacancies, attract talent, and retain talent; direction to staff to set up joint meetings with the Planning Commission and another with the Volunteerism Committee to do further studies; soon, the Council will need to address the California Voting Rights Act and to examine what the Town will look like post-pandemic; providing ample public hearing notices; a suggestion to release more surveys incorporating elements brought up tonight; interest in including the ASRB in the discussions to distinguish their role with Planning Commission; the objective of making it easier to do business with Town; surveys show doing business in Town has improved; Zoom has provided the ability to attend more meetings; people are very busy and have difficulty gauging viability of a four-year commitment; term limits might help frame the horizon; interest in hearing ideas from the Volunteerism Committee on engaging the community; support for having more conversations on the topic; a suggestion to invite Portola Valley to talk about how they manage with five Councilmembers and five Commissioners being elected "at-large"; interest in tasking a demographer with evaluating how five districts would be drawn; competition for volunteer positions is healthy and valuable; appreciation for the pre-selection and politeness in the community.

REPORTS
A. Mayor and Councilmember Communications.

Councilmember Fluet spoke of: a recent C/CAG meeting regarding construction on Highway 101; a County Manager call regarding COVID-19 updates; the Council of Cities meeting on April 30, 2021, to be hosted by Woodside.

Town Council Meeting Minutes February 23, 2021 Page 4
Item B Page 68 Town Council Meeting September 12, 2023
From: Jennifer Li
To: Council Members
Subject: FW: Agenda item regarding Composition of the Planning Commission Date: Tuesday, July 25, 2023 4:51:54 PM
From: Marilyn Voelke
Sent: Tuesday, July 25, 2023 4:51 PM
To: Town Hall Email <[email protected]>
Subject: Agenda item regarding Composition of the 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 Mayor and Councilmembers,
You’ve heard from me before about this issue. I would like to reiterate my belief that the overwhelming number of residents you have heard from on this issue want the Planning Commission composition to remain as it is…7 members from 7 districts. I disagree with Kevin’s summary in that although it is true that a large number of residents attending the prior meetings specifically wanted 7 members from 7 districts, all of them wanted things to remain the same…certainly the clearest interpretation of that is 7 members from 7 districts. I have attached my prior emails to this one for clarity.

Respectfully,
Marilyn Voelke
Email dated 9-13-22
Dear Mayor and Council Members,
From February 23, 2021, when the Council had its first study session on the question of changing the composition of the Planning Commission and reducing its membership from 7-5, through all of the meetings on the redistricting and reduction of Council seats from 7-5, you have heard overwhelmingly from residents that they want the system to stay the same and that they want representatives to represent their district viewpoint at Commission and Council. The Council has been redistricted and membership reduced because the law seems to require it, not because the residents wanted it. That is not the case with the Planning Commission. There is no compelling reason for the Planning Commission districts and membership to change. The ordinance should simply be changed to reflect what now exists. The Planning Commission benefits from 7 voices and viewpoints coming from all over town. I have provided a copy below of my email of 2-28- 22 to the Council supporting a 7 District Council map and summarizing the public input at the 2-23-21 meeting referred to in the Staff Report for tonight’s meeting. I went through all of those emails and was present for the meeting. I think my interpretation is accurate. Residents want to continue the system that has been available to them since the Town was founded.

I also believe the ordinance should be strengthened to ensure that a qualified in-district applicant be appointed if available, over an out-ofdistrict applicant. In 16 years on the Planning Commission, I have worked with two out of district Commissioners. Each was appointed because there was no in-district applicant. This is the norm in Town and, again, the overwhelming desire of residents. The last time Commissioners were appointed, 5 of the 6 Council Members present, inexplicably to me, voted to appoint an out of district applicant instead of a qualified in-district candidate, denying that district its neighborhood representation. Two of those Council Members voted for the out of district candidate twice…instead of the qualified incumbent in District 3 and again instead of the qualified District 4 candidate. Those votes belying those Council Members frequent on the record statements that they firmly believe residents want, and deserve to have, their neighborhoods represented. The District 4 Council Member was absent.

This vote has resulted in one neighborhood with two voices on the Planning Commission, and one neighborhood, with none. This is not the district/neighborhood representation your constituents have repeatedly asked for.

Respectfully submitted,
Marilyn Voelke
Feb 28, 2022, 4:50 PM
Dear Mayor Brown and Council Members,
I would like to support the hand drawn map produced by the Moestas, attachment 10 to the Staff Report. It captures the neighborhoods well in a 7 district map. The Town has had 7 districts since its inception and the system has served it well. There is no public groundswell for changing the system and reducing districts to 5. Quite the opposite. That suggestion has come from a few members of the Council, not from the public.

TOWN COUNCIL MEETING
07/25/2023
DESK ITEM: ITEM B
ATTACHMENT 5
Item B Page 69 Town Council Meeting September 12, 2023
I went back to look at the Town Council meeting packet, desk items, and subsequent minutes for the meeting on February 23, 2021 which was a study session on reducing the number of Planning Commissioners to 5, and removing the requirement that they be appointed by district. This meeting is pertinent because it's the first time the public engaged on the suggestion that districts be reduced from 7 to 5. I have tried to provide some numbers for you. I have tried my best to make the count accurate. I don't know the full number of residents participating in the meeting because it was a Zoom meeting and participants are not shown to us.

At least 55 participated by writing an email. None said they wanted to change the appointment of Planning Commissioners by district.

DIstrict representation, neighborhood representation, was universally supported. None advocated for reducing the districts from 7 to 5. One did say that might work, but would need study. Thirty specifically said that the districts should remain at 7. Twenty one (19 emails) essentially wanted the status quo, district representation as it exists without going further in the email. Three just wanted a postponement, expressing what many others did, that the matter should be postponed until in person meetings could be held.

The minutes show that 18 residents spoke during the meeting. Nine had previously written. Nine were new to the conversation. The descriptions are brief and none of the descriptions note whether the speaker favored 7 or 5 districts, although I remember statements in support of 7 districts being made. Eight of those speakers, myself among them, have advocated for retention of the 7 districts. One speaker, I recall stated that 5 might make sense.

You have since received more letters in support of retaining 7 districts. I am aware of only two recent statements by residents advocating for a 5 district scheme, one during public comment at your last meeting and one email comment.

The community has really already let you know how it feels about retaining the district system as it is. Let's pick the best 7 district map and move on.

Repectfully,
Marilyn Voelke
Item B Page 70 Town Council Meeting September 12, 2023

TOWN OF WOODSIDE
Report to Town Council Agenda Item: C
Prepared by: Kevin Bryant, Town Manager September 12, 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 September 12, 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 September 12, 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.

ATTACHMENTS

1. Email from Don Lindsay, July 31, 2023

2. Email from Jean Savaree, July 31, 2023
Item C Page 3
Town Council Meeting September 12, 2023
1 Kevin Bryant
From: Don Lindsay
Sent: Monday, July 31, 2023 8:31 PM
To: Sage Schaan; Kevin Bryant
Cc: Don Lindsay; Don Lindsay; ASRB
Subject: Perspective on ASRB Modifications
CCing the ASRB list to solicit additional ideas.

Sage & Kevin,
After the ASRB Study Session item was continued to September in last week's marathon Town Council meeting, Kevin suggested I send my thoughts on the proposed modifications via email rather than wait until September. I remain hopeful that we can attract candidates to the committee without compromising the caliber of the committee's contribution.

A link to the Study Session and proposed modifications is here.

Here are my thoughts on each of these;
Regarding the proposed modification A of meeting times:
 Given our last two meetings have exceeded 2 hours, I'm worried that a single combined meeting that could exceed 3+ hours would not be attractive to potential candidates.  A later start time could create opportunities for more candidates to participate who are otherwise unavailable at 4:30pm however it is important to be sensitive to the demands on staff to participate later in the day and into the evening.
 Managing a meeting's agenda to consolidate some topics (i.e. Director Reports, meeting minutes) into alternating meetings may help manage some meeting durations, though admittedly these are typically short topics.

Regarding the proposed modification B for a permanently reduced ASRB size:
 Any project, particularly at the conceptual stage, benefits from "more eyes on the details", so operating with just three members risks comprising the quality of feedback applicants receive early in the development process.
 I'll add that it puts additional pressure on 100% attendance for the three members. A committee of five allows for more flexibility in this regard.

Regarding the proposed modification C for eligibility:
 Securing the participation of certified experts (i.e. architecture, landscape) is critical to the future success of the ASRB and the absence of these disciplines puts the credibility of the committee's recommendations at risk.

Given the majority of applicant's presentations are by licensed architects, our comments on proposed projects risk being dismissed as "uneducated".
 For architecture firms, this could be perceived as a growth opportunity for junior architects. Eligibility criteria could still include having developed a project in the town to ensure knowledge of our town's requirements.  Outreach to architecture firms in neighboring cities may prove fruitful in attracting potential candidates.

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Town Council Meeting September 12, 2023
2 Regarding the proposed modification D for disbanding the ASRB:
 I fear that eliminating this step in the review process would be a disservice to the town but would be supportive of a broader restructuring of the planning‐related processes towards a more efficient use of resources (i.e. staff, residents, time). Between the ASRA, ASRB and Planning Commission, there is a sizable investment in people's time and I assume, perhaps naïvely, some degree of overlap or redundancy.

Finally, in terms of outreach to candidates, I'll suggest that communicating with the majority of residents may be better served through a direct mailing campaign. Either a physical mailing or email. Perhaps a footnote on any town communications (i.e. cleanup day or other notices) reminded residents of committee needs would be more impactful.

Hope this is helpful.
-don.
[email protected]
Item C Page 5
Town Council Meeting September 12, 2023
1 Kevin Bryant
From: Jean Savaree <[email protected]>
Sent: Monday, July 31, 2023 10:51 AM
To: Jennifer Wall; Kevin Bryant
Subject: RE: ASRB Meeting Time Flexibility
[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, Jenn. Information regarding the ASRB is found in both the Municipal Code and the Town Handbook.

Woodside Municipal Code Chapter 32, Commissions, Article II Architectural Site and Review Board establishes the ASRB and outlines it duties but there is no mention of when meetings are to occur. In the Town Handbook the ASRB is discussed under the Town Government’s Structure at page 13. That provides for regular meetings of the ASRB on the first and third Monday of each month at 4:30 in Independence Hall. If the Council were to direct that a more flexible schedule was appropriate this section of the Town Handbook would need to be revised. Please let me know if you have any questions. Thanks.

From: Jennifer Wall <[email protected]>
Sent: Thursday, July 27, 2023 4:26 PM
To: Jean Savaree <[email protected]>; Kevin Bryant <[email protected]> Subject: ASRB Meeting Time Flexibility
Hi Jean and Kevin,
What are the requirements for ASRB meetings? I'm curious whether we could implement flexible scheduling to accommodate members schedules? For example, as long as notice requirements are met, could the meeting happen at different times, on different days, etc.  Let me know what's possible.

Thanks,
Jenn
Jenn Wall
Councilmember, District 1
Town of Woodside
2955 Woodside Road
Woodside, CA 94062
E-mail: [email protected]
Item C Page 6
Town Council Meeting September 12, 2023