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TOWN of PORTOLA VALLEY 7:30 PM – Regular Meeting of the Town Council Wednesday, June 10, 2015 Historic Schoolhouse 765 Portola Road, Portola Valley, CA 94028

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TOWN of PORTOLA VALLEY 7:30 PM – Regular Meeting of the Town Council Wednesday, June 10, 2015 Historic Schoolhouse 765 Portola Road, Portola Valley, CA 94028 Page 1 TOWN OF PORTOLA VALLEY 7:30 PM – Regular Meeting of the Town Council Wednesday, June 10, 2015 Historic Schoolhouse 765 Portola Road, Portola Valley, CA 94028 _____________________________________________________________________________ REGULAR MEETING AGENDA I. CALL TO ORDER AND ROLL CALL – 7:30 PM Councilmember Wengert, Councilmember Richards, Councilmember Hughes, Vice Mayor Derwin and Mayor Aalfs II. ORAL COMMUNICATIONS Persons wishing to address the Town Council on any subject may do so now. Please note however, that the Council is not able to undertake extended discussion or action tonight on items not on the agenda. III. CONSENT AGENDA The following items listed on the Consent Agenda are considered routine and approved by one roll call motion. The Mayor or any member of the Town Council or of the public may request that any item listed under the Consent Agenda be removed and action taken separately. 1. Approval of Minutes – May 27, 2015 (3) 2. Approval of Warrant List – June 10, 2015 (15) IV. REGULAR AGENDA A. PRESENTATIONS – None B. COMMITTEE REPORTS & REQUESTS 1. Conservation Committee – Proposal regarding Garden Area in front of the Historic (28) Schoolhouse 2. Update on Retaining a Consultant to Assist with Aircraft Noise Impact Analyses (34) 3. Update on Drought Emergency – There are no written materials for this agenda item 4. Council Liaison Reports - There are no written materials for this agenda item C. PUBLIC HEARINGS – 1. Recommendation by Town Attorney – Introduction of an Ordinance Amending Title 2 of (35) the Portola Valley Municipal Code (a) First Reading of Title, Waive Further Reading, and Introduce an Ordinance Amending Title 2 [Administration and Personnel] of the Portola Valley Municipal Code (Ord.__) 2. Recommendation by Town Planner – Introduction of an Ordinance Amending Section (45) 18.64.010 of Title 18 [Zoning] – Referral of Projects for Architectural and Site Plan Review of the Portola Valley Municipal Code (Ord__) (a) First Reading of Title, Waive Further Reading, and Introduce an Ordinance of the Town of Portola Valley Amending Section 18.64.010 [Applicability-Purpose] of the Portola Valley Municipal code (Ord. __) D. STAFF REPORTS AND RECOMMENDATIONS 1. Report from Town Planner – Annual Housing Element Progress Report for 2014 (61) 2. Presentation by Town Manager – 2015/2016 Proposed Budget Workshop (69) 3. Discussion and Council Direction – Agenda Format and Protocol for Comments from (117) the Audience Page 2 Agenda - Town Council Meeting June 10, 2015 Page 2 E. Council Liaison Reports on Regional Agencies and Organizations - There are no written materials for this agenda item V. WRITTEN COMMUNICATIONS 1. Town Council Digest – May 29, 2015 (123) 2. Town Council Digest – June 5, 2015 (293) VI. ADJOURNMENT ASSISTANCE FOR PEOPLE WITH DISABILITIES In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. AVAILABILITY OF INFORMATION Copies of all agenda reports and supporting data are available for viewing and inspection at Town Hall and at the Portola Valley Library located adjacent to Town Hall. In accordance with SB343, Town Council agenda materials, released less than 72 hours prior to the meeting, are available to the public at Town Hall, 765 Portola Road, Portola Valley, CA 94028. SUBMITTAL OF AGENDA ITEMS The deadline for submittal of agenda items is 12:00 Noon WEDNESDAY of the week prior to the meeting. By law no action can be taken on matters not listed on the printed agenda unless the Town Council determines that emergency action is required. Non-emergency matters brought up by the public under Communications may be referred to the administrative staff for appropriate action. PUBLIC HEARINGS Public Hearings provide the general public and interested parties an opportunity to provide testimony on these items. If you challenge any proposed action(s) in court, you may be limited to raising only issues you or someone else raised at the Public Hearing(s) described in this agenda, or in written correspondence delivered to the Town Council at, or prior to, the Public Hearing(s). Page 3 PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING NO.911, MAY 27, 2015 I CALL TO ORDER AND ROLL CALL Mayor Aalfs called the Town Council’s regular meeting to order at 7:30 p.m. and led the Pledge of Allegiance. Ms. Hanlon called the roll. Present: Councilmembers Craig Hughes, John Richards, Ann Wengert; Vice Mayor Maryann Moise Derwin, Mayor Jeff Aalfs Absent: None Others: Nick Pegueros, Town Manager Leigh Prince, Town Attorney Sharon Hanlon, Town Clerk Brandi de Garmeaux, Sustainability and Special Projects Manager Howard Young, Public Works Director II ORAL COMMUNICATIONS – None III CONSENT AGENDA [7:31 p.m.] (1) Approval of Minutes: Special Town Council Meeting of April 29, 2015. (2) Approval of Minutes: Regular Town Council Meeting of May 13, 2015 (3) Approval of Warrant List: May 27, 2015, in the amount of $120,257.86 (4) Recommendation by Public Works Director – Adoption of a Resolution for the Alpine Road at Arastradero Road Shoulder Widening Project No. 2015-PW02. (a) Adoption of a Resolution Approving Plans and Specifications and Calling for Bids for the Alpine Road Shoulder Widening Project No. 2015-PW02 (Resolution No. 2659-2015) (5) Recommendation by Sustainability and Special Projects Manager – Adoption of a Resolution Waiving Inspection Fees and Geotechnical Consultant Pass-Through Charges for the Decommissioning of Swimming Pools (a) Adoption of a Resolution Waiving Inspection Fees and Geotechnical Consultant Pass- Through Charges for the Decommissioning of Swimming Pools to Promote Water Conservation in Response to the Drought Emergency of 2015-16 (Resolution No. 2660- 2015) Councilmember Wengert moved to approve the Consent Agenda. Seconded by Councilmember Richards, the motion carried 5-0. IV REGULAR AGENDA [7:32 p.m.] (A) Presentations (1) Chindi Peavey, District Manager for San Mateo Mosquito & Vector Control District – with “West Nile Virus and other Vector-borne Diseases” Ray Williams introduced District Manager Chindi Peavey, who presented the San Mateo Mosquito & Vector Control District’s Update 2015 report and slide show regarding vector 1 Page 4 management and the West Nile Virus. She reported that 2014 was a busy year for West Nile Virus in California, seeing more activity than past years. She said a new species of mosquito, aedes aegypti, has been introduced to San Mateo County and the District is continuing its efforts to eradicate it. (B) Committee Reports and Requests [7:45 p.m.] (1) Report by the Trails & Paths Committee – Committee Annual Report to the Town Council Trails & Paths Committee Chair Terry Lee presented the Committee Charter and Annual Report. He reported that the Committee continues to work on its priorities for the upcoming year and beyond, exploring trail use and improved communications. Councilmember Wengert asked Mr. Lee if the Council was providing the committee with the resources and support they needed. Mr. Lee said it has been a very collaborative process between the Committee and the Town Council, with Councilmember Wengert’s and Mr. Young’s guidance. He said the Committee added a small allocation to the proposed budget this year for community outreach activities to make it easier for citizens to learn about and engage with the Trails & Paths Committee. Mayor Aalfs asked if Mr. Lee envisioned any separate interaction with MidPen regarding the Hawthornes. Mr. Lee said the Committee is aware that when they’re interacting with larger partners, such as the Mid Peninsula Regional Open Space District, the Council has the best perspective on the relationships that have historic and future precedence. He said that the Committee does not want to be in a position of representing their personal feelings about anything in particular and they are only there to assist and do not lead until asked. He said the Committee’s greatest concern is that the community at large not try to represent the Council, despite their well-intended interests, without coordinating through the Council or the Committee, which is at the Council’s service. Councilmember Wengert said that some of their issues bridge across multiple committees and the Council is trying to manage a process where all committees are involved as early as possible. She asked if this had been an issue for the Trails & Paths Committee. Mr. Lee said in his experience, and through consultation with fellow Committee members, he thinks the communication coordination has been strong as it relates to the Trails & Paths Committee and invitations they have received to participate and be included are appreciated. (2) Council Liaison Reports • Councilmember Wengert – Attended Finance Committee budget meeting where they reviewed the Town’s unfunded pension liability and first draft of the 2015-16 fiscal year budget. • Councilmember Richards – Attended Conservation Committee meeting where they discussed their continued work on the Backyard Habitat Program, invasive plants on Shady Trail, Monarch Waystation, Historic Schoolhouse landscaping, and a joint letter with the Town of Woodside, and possibly Los Altos Hills, requesting local nurseries not sell invasive plants. • Councilmember Hughes – Attended Cable and Undergrounding meeting, which did not achieve a quorum as committee member Bob Bondy has passed away. • Vice Mayor Derwin -- None • Mayor Aalfs – Attended ASCC meeting and a water meeting at the Priory. 2 Page 5 (C) Public Hearings: None (D) Staff Reports and Recommendations [8:04 p.m.] (1) Request by Public Works Director – Request for Additional Funds in the amount of $100,000 to Expand the 2014/2015 Capital Improvement Program Budget for Street Resurfacing and Trail Improvements. Howard Young presented the report with a recommendation to the Town Council to: 1. Authorize a $100,000 allocation of General Fund unassigned fund balance to increase the 2014-15 Capital Improvement (CIP) Budget for street resurfacing and trail improvements; and, 2.
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