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Town of Atherton

CITY COUNCIL 
AGENDA
July 20, 2016
6:00 P.M. – SPECIAL MEETING - CLOSED SESSION
Conference Room; Town Administrative Offices
7:00 PM - Regular Meeting
TOWN COUNCIL CHAMBERS
      
94 Ashfield Road
      
Atherton, California


6:00 PM CLOSED SESSION IN CONFERENCE ROOM

ROLL CALL Wiest, DeGolia, Widmer, Lewis, Lempres

PUBLIC COMMENTS

Public Announcement of Closed Session Items

CLOSED SESSION

A. CONFERENCE WITH LABOR NEGOTIATOR – Labor negotiations pursuant to Government Code Section 54957.6

Agency Negotiators: George Rodericks, City Manager
Employee Organization: Unrepresented Employees, Atherton Police Officers’ Association

B. PUBLIC EMPLOYEE PERFORMANCE EVALUATION - Pursuant to Government Code Section 54957(b)

City Manager

7:00 PM REGULAR SESSION

1. PLEDGE OF ALLEGIANCE

2. ROLL CALL Lewis, Lempres, Widmer, Wiest, DeGolia

3. PRESENTATIONS

Proclamation – Atherton Resident Nerissa Dexter
Atherton Employee Gordon Siebert
4. PUBLIC COMMENTS (This portion of the meeting is reserved for persons wishing to address the Council on any matter not on the Agenda that is within the subject matter jurisdiction of the City Council. State law prohibits the Council from acting on items not listed on the Agenda except by special action of the City Council under specified circumstances. Speakers’ time is limited to three minutes. Additionally, the public may address the Council on any subject listed on the Consent and Regular Agenda. Each speaker may address the Council once for a limit of three minutes.)

5. REPORT OUT OF CLOSED SESSION - Report out by City Attorney

6. CITY MANAGER’S REPORT

7. COMMUNITY ORGANIZATION ROUNDTABLE REPORT

CONSENT CALENDAR (Items 8-16)
(Consent Calendar items are routine in nature and are generally considered in one motion and adopted by a single vote of the City Council. If discussion regarding a Consent Calendar item is desired, the member(s) of the City Council, public, and/or staff wishing to pull the item should so indicate at the time the Mayor calls for consideration of the Consent Calendar.)

8. APPROVAL OF JULY 6 SPECIAL MEETING AND JUNE 15, 2016 REGULAR MEETING MINUTES

Report: City Clerk Theresa DellaSanta
Recommendation: Approve meeting minutes

9. APPROVAL OF BILLS AND CLAIMS FOR JUNE IN THE AMOUNT OF $989,386
Report: Finance Director Robert Barron III
Recommendation: Approve Bills and Claims in the amount of $989,386

10. ADOPT RESOLUTION APPROVING SALARIES AND BENEFITS FOR UNREPRESENTED EMPLOYEES AND ADOPT RESOLUTION APPROVING TOWN OF ATHERTON SALARIES FOR FY 2016/17
Report: City Manager George Rodericks
Recommendation: It is recommended that the Council adopt the attached Resolutions.
a. Resolution approving the salary and benefits for unrepresented employees
b. Resolution approving Town of Atherton Salaries for FY 21016/17

11. AWARD OF CONTRACT FOR THE BELBROOK CULVERT REPAIR PROJECT, PROJECT NUMBER 56075

Report: City Engineer Mary Grace Houlihan
Recommendation:
1. Authorize the award the construction contract for Belbrook Culvert Repair Project, Project Number 56075 to the lowest responsive bidder for an amount not to exceed $250,000 and authorize construction change orders for an amount not to exceed $30,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
2. Authorize the City Attorney to prepare a Right of Entry (ROE) for construction access and authorize the City Manager to execute the ROE on behalf of the Town.
3. Authorize the City Manager to execute an amendment to the consulting services agreement with Kimley Horn and Associates to provide construction support and environmental oversight during construction and for post construction reporting.

12. ITEM REMOVED FROM THE AGENDA

13. AWARD OF CONTRACT FOR THE 2016 OVERLAY PROJECT, PROJECT NUMBER 56069
Report: City Engineer Mary Grace Houlihan
Recommendation: Award the construction contract for 2016 Overlay Project, Project Number 56069 to the lowest responsive bidder, O’Grady Paving, Inc. of Mountain View for $287,340 and authorize change orders up to $50,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town

14. AUTHORIZATION TO CONTRACT WITH INTERWEST CONSULTING GROUP FOR INFORMATION TECHNOLOGY SERVICES TO THE TOWN OF ATHERTON
Report: City Manager George Rodericks
Recommendation: Authorize a contract with Interwest Consulting Group for Information Technology Services for the Town; direct the City Attorney to prepare a contract; and authorize the City Manager to execute the contract on behalf of the Town

15. AUTHORIZATION TO PURCHASE OF TWO NEW POLICE VEHICLES AS PART OF THE FY 2016/17 BUDGETED EQUIPMENT REPLACEMENT FUND
Report: Acting Chief Joe Wade
Recommendation: Authorize the purchase of two new police vehicles as part of the FY 2016/17 budgeted equipment replacement fund

16. SECOND READING AND APPROVAL TO AMEND ATHERTON MUNICIPAL CODE SECTION 12.24.085 TO ALLOW BICYCLES ACCESS TO A SECTION OF WALKING PATH AT HOLBROOK-PALMER PARK
Report: Community Services Director Mike Kashiwagi
Recommendation: Second Reading and approval of amendment to Atherton Municipal Code Section 12.24.085 to allow bicycles access to a section of the walking path at Holbrook-Palmer Park.

PUBLIC HEARING – (Item 17)

17. CONDITIONAL EXCEPTION TO THE SUBDIVISION ORDINANCE FOR A LOT LINE ADJUSTMENT – 279 PARK LANE AND 60 SANTIAGO AVENUE
Report: Town Planner Lisa Costa Sanders
Recommendation: The Planning Commission recommends that the City Council conduct the public hearing and approve the request for a conditional exception to the Subdivision Ordinance for a Lot Line Adjustment at 279 Park Lane and 60 Santiago Avenue in Atherton based on the findings listed below:
1. There are special circumstances or conditions affecting the property;
2. The exception is necessary for the preservation and enjoyment of a substantial property right of the applicant;
3. The granting of the exception will not be detrimental to the public welfare or injurious to other property in the territory in which the property is located;
4. The granting of the exception will not violate the requirements, goals, policies, or spirit of the law.

REGULAR AGENDA – (Items 18-22)

18. APPROVE THE RELEASE OF A REQUEST FOR PROPOSAL (RFP) TO PREPARE PLANS AND SPECIFICATIONS FOR PEDESTRIAN AND VEHICULAR CIRCULATION PLANS (PC1 & VC1) CONSISTENT WITH THE PARK AND LANDSCAPE MASTER PLANS
Report: Community Services Director Mike Kashiwagi
Recommendation: Approve the release of a Request for Proposal to prepare plans and specifications for pedestrian and vehicular circulation plans (PC1 and VC1) consistent with the Park and Landscape Master Plans

19. DIRECTION TO CITY ATTORNEY TO PREPARE AND AUTHORIZATION FOR CITY MANAGER TO EXECUTE A REIMBURSEMENT AGREEMENT FOR STAFF COSTS ASSOCIATED WITH THE REVIEW OF TECHNICAL STUDIES, LEGAL DOCUMENTS, AND DESIGN PLANS FOR THE HIGH SPEED RAIL PROJECT
Report: Community Services Director Mike Kashiwagi
Recommendation: If Council deems appropriate, direct the City Attorney to prepare and authorize the City Manager to execute a Reimbursement Agreement with the California High Speed Rail Authority for staff costs associated with the review of technical studies, legal documents, and design plans for the High Speed Rail Project

20. REVIEW, DISCUSS, AND CONSIDER ADOPTION OF THE NEIGHBORHOOD TRAFFIC MANAGEMENT PROGRAM
Report: Community Services Director Mike Kashiwagi
Recommendation: Review, discuss, and consider adoption of the Neighborhood Traffic Management Program, a new policy document to address neighborhood traffic concerns in the Town of Atherton

21. ACCEPT THE CIVIC CENTER PROJECT STATUS UPDATE; PROVIDE FEEDBACK ON THE GREEN BUILDING ALTERNATIVES MATRIX AND LIBRARY FLOOR PLAN; AUTHORIZE THE EXECUTION OF AN AMENDMENT TO AGREEMENT WITH WRNS; AND AUTHORIZE THE EXECUTION OF A SUBCONTRACTOR AGREEMENT WITH PAEC
Report: City Engineer Mary Grace Houlihan
Recommendation:
1. Authorize the City Manager to execute Amendment Number 4 with WRNS Studio in the amount of $40,000 for Architectural/Engineering support services to support the Peninsula Advanced Energy Community (PAEC) grant scope;
2. Authorize City Manager to execute a subcontractor agreement with PAEC;
3. Review Green Alternatives matrix and updated floor plans and elevations to date and provide any appropriate feedback; and
4. Review Library floor plan to date and provide any appropriate feedback.

22. PROVIDE DIRECTION TO STAFF AND ADOPT VARIOUS RESOLUTIONS RELATED TO THE SUBMISSION TO THE QUALIFIED ELECTORS OF THE TOWN A BALLOT MEASURE FOR THE NOVEMBER 8, 2016 ELECTION THAT AMENDS THE TOWN’S BUSINESS LICENSE TAX ORDINANCE

Report: Finance Director Robert Barron III
Recommendation: Provide direction to staff regarding the specific business license tax model, written arguments, and rebuttal arguments, and adopt the attached resolutions setting the same:
1) Resolution of the City Council of the Town of Atherton ordering the submission to the qualified electors of the Town a Measure relating to the Town’s Business License Tax Ordinance to be held on November 8, 2016; and
2) Resolution of the City Council of the Town of Atherton setting priorities for filing written arguments regarding the Measure relating to the Town’s Business License Tax Ordinance to be held on November 8, 2016; and
3) Resolution of the City Council of the Town of Atherton providing for the filing of rebuttal arguments regarding the Measure relating to the Town’s Business License Tax Ordinance to be held on November 8, 2016.

23. COUNCIL REPORTS/COMMENTS

24. FUTURE AGENDA ITEMS

25. PUBLIC COMMENTS

26. ADJOURN 



PLEASE NOTE THE FOLLOWING INFORMATION:
If you challenge a Town zoning, planning, or any other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this agenda, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Judicial review of any Town administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period.

Copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection by 5:00 p.m. the Friday before each regularly scheduled City Council meeting at the Atherton Library, 2 Dinklespiel, Station Lane, and the Town Administrative Offices, 91 Ashfield Road, Atherton, CA 94027. Additionally, agendas and staff reports may be accessed on the town website at: www.ci.atherton.ca.us
In compliance with SB 343, materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection in the Town Administrative Offices,
91 Ashfield Road, during normal business hours.

The order of items appearing on this agenda is not a guarantee of the order the items may be heard by the City Council.
Items on this Agenda may be reordered at the discretion of the City Council at the meeting.

Pursuant to the Americans with Disabilities Act, if you need special assistance in this meeting, please contact the City Clerk’s Office at (650) 752-0500. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (29 CRF 35.104 ADA Title II)