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Town of Atherton

CITY COUNCIL 
AGENDA
October 19, 2016
TOWN COUNCIL CHAMBERS
      
94 Ashfield Road
      
Atherton, California





This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action.

6:00 PM CLOSED SESSION IN CONFERENCE ROOM

ROLL CALL Lewis, Lempres, Widmer, Wiest, DeGolia

PUBLIC COMMENTS

Public Announcement of Closed Session Items

CLOSED SESSION

CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION (Significant exposure to litigation pursuant to subsection (b) of Government Code Section 54956.9):

One (1) Case

7:00 REGULAR SESSION

1. PLEDGE OF ALLEGIANCE

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

3. PRESENTATIONS

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 8-21)
(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 SEPTEMBER 21 REGULAR MEETING AND OCTOBER 5 SPECIAL MEETING MINUTES
Report: City Clerk Theresa DellaSanta
Recommendation: Approve meeting minutes

9. APPROVAL OF BILLS AND CLAIMS FOR SEPTEMBER IN THE AMOUNT OF $ 3,142,882
Report: Finance Director Robert Barron III
Recommendation: Approve Bills and Claims in the amount of $3,142,882

10. ACCEPTANCE OF TREASURER’S REPORT FOR THE FOURTH QUARTER ENDED JUNE 30, 2016
Report: Finance Director Robert Barron III
Recommendation: Accept the Treasurer’s Report for the Fourth Quarter Ended June 30, 2016

11. ADDITIONAL SERVICE REQUEST FOR CONSTRUCTION MANAGEMENT – MARSH ROAD CHANNEL RETAINING WALL REPAIR PROJECT
Report: Community Services Director Mike Kashiwagi
Recommendation: Direct the City Attorney to prepare and the City Manager to execute an amendment to the professional services agreement with Ghirardelli Associates for a not to exceed fee of $33,664.20 to perform construction inspection and management services necessary for the Marsh Road Retaining Wall Repair Project

12. ADDITIONAL CONSTRUCTION ENGINEERING SUPPORT SERVICES – MARSH ROAD CHANNEL RETAINING WALL REPAIR PROJECT
Report: Community Services Director Mike Kashiwagi
Recommendation: Approve an amendment to the professional services agreement with Biggs Cardosa Associates, Inc. for an additional not to exceed fee of $9,000 for additional construction engineering support services necessary for the Marsh Road Retaining Wall Repair Project Close-Out

13. APPROVAL OF THE ATHERTON EXCELLENCE COMMUNITY RECOGNITION PROGRAM
Report: City Manager George Rodericks
Recommendation: Approve the Atherton Excellence Community Recognition Program

14. ACCEPTANCE OF WORK, AUTHORIZATION TO RECORD NOTICE OF COMPLETION FOR THE EL CAMINO REAL/ALMENDRAL AVENUE PEDESTRIAN HYBRID BEACON PROJECT
Report: Community Services Director Mike Kashiwagi
Recommendation: Accept work and authorize recording of a Notice of Completion for the El Camino Real/Almendral Avenue pedestrian hybrid beacon project. Project Number 56073

15. 142 BRITTON AVENUE – STREET VACATION
Report: Town Planner Lisa Costa Sanders
Recommendation: Adopt the attached Resolution approving a Street Vacation at 142 Britton Avenue

16. RESOLUTION ADOPTING AN AMENDMENT TO THE APOA MOU REGARDING SECTION 27, ALTERNATIVE SCHEDULING, DISPATCHERS
Report: City Manager George Rodericks
Recommendation: Adopt the attached Resolution ratifying an Amendment to the Memorandum of Understanding via Side Letter between the Town of Atherton and the Atherton Police Officers Association (APOA) regarding Section 27: Alternative Scheduling, Dispatchers

17. ADOPT RESOLUTION 16-XX ACCEPTING ALL OF VOLUME I AND THE TOWN’S PORTION OF VOLUME 2 OF THE SAN MATEO COUNTY HAZARD MITIGATION PLAN

Report: City Clerk Theresa DellaSanta
Recommendation: Adopt resolution 16-xx accepting all of Volume I and the Town’s portion of Volume 2 of the San Mateo County Hazard Mitigation Plan.

18. ADOPT RESOLUTIONS CONSENTING TO INCLUSION OF THE TOWN OF ATHERTON PROPERTIES IN CALIFORNIA HOME FINANCE AUTHORITY PACE PROGRAMS AND ASSOCIATE MEMBERSHIP IN CALIFORNIA HOME FINANCE AUTHORITY
Report: City Clerk Theresa DellaSanta
Recommendation: Adopt Resolution 16-XX consenting to Inclusion of Properties within the Town’s Incorporated Area in CHF Community Facilities District No. 2014-1 (Clean Energy) to Finance Renewable Energy Generation, Energy Efficiency, Water Conservation and Electric Vehicle Charging Infrastructure Improvements and approving associate membership in CHF; and Adopt Resolution 16-XX consenting to Inclusion of Properties within the Town’s Incorporated Area in the CHF PACE Program to Finance Renewable Energy Generation, Energy and Water Efficiency Improvements and Electric Vehicle Charging Infrastructure and approving associate membership in CHF

19. RESOLUTION 16-XX CONSENTING TO THE INCLUSION OF PROPERTIES WITHIN THE TERRITORY OF THE TOWN OF ATHERTON IN THE CSCDA OPEN PACE PROGRAM
Report: City Clerk Theresa DellaSanta
Recommendation: Adopt Resolution 16-xx authorizing the Town’s participation in CSCDA Open PACE, which will enable property owners to finance permanently fixed renewable energy, energy efficiency, water efficiency, and seismic strengthening improvements as well as electric vehicle charging infrastructure

20. AUTHORIZE THE CITY MANAGER EXECUTE AN AGREEMENT WITH LSA ASSOCIATES, INC. FOR PREPARATION OF THE CALIFORNIA WATER SERVICES BEAR GULCH STATION 5 PROJECT ENVIRONMENTAL DOCUMENTATION IN AN AMOUNT NOT TO EXCEED $43,054

Report: Town Planner Lisa Costa Sanders
Recommendation: Authorize the City Manager execute a Professional Services Agreement with LSA Associates Inc., for the preparation of the California Water Services Bear Gulch Station 5 project environmental documentation in an amount not to exceed $43,054

21. AWARD OF CONSULTANT SERVICES AGREEMENT TO VERDE DESIGN INC. FOR ARCHITECTURAL SERVICES AT HOLBROOK-PALMER PARK CIRCULATION PROJECTS
Report: Community Services Director Mike Kashiwagi
Recommendation: Direct the City Attorney to prepare and the City Manager to execute a professional service contract with Verde Design, Inc. for a not exceed price of $64,870 to perform architectural and engineering and provide construction documents along with some minimal construction oversight for the Park Pedestrian and Vehicle Circulation plans (PC1 and VC1)

PUBLIC HEARING – (Item 22-23)

22. APPEAL OF THE STAFF DECISION TO ISSUE AN ENCROACHMENT PERMIT FOR A DRIVEWAY AT 38 SUTHERLAND DRIVE
Report: Public Works Superintendent Steve Tyler
Recommendation: Conduct a public hearing and deny the appeal, thereby upholding staff’s decision to issue an encroachment permit for the driveway approach at 38 Sutherland and in front of the property at 26 Sutherland

23. PUBLIC HEARING ON RECOMMENDED INCREASE TO GREEN WASTE RATES, AND INCREASE IN COMMERCIAL RATES AND COMMERCIAL ORGANIC RATES IN THE TOWN OF ATHERTON
Report: Finance Director Robert Barron III
Recommendation: Conduct the Public Hearing regarding the proposed increase in green waste rates, increase in commercial rates and commercial organic rates; and if appropriate, introduce the attached Ordinance for first reading, an Ordinance of the City Council of the Town of Atherton Setting Refuse Collection Rates

REGULAR AGENDA – (Items 24-28)

24. REVIEW OF SCOPE OF WORK FOR A FIRE SERVICES FISCAL REVIEW AND AUTHORIZE THE RELEASE OF A REQUEST FOR PROPOSAL
Report: City Manager George Rodericks
Recommendation: Review the proposed scope of work for a fire services fiscal review and authorize the release of a Request for Proposal (RFP).

25. APPROVAL OF A CLIMATE ACTION PLAN AND BUDGET AMENDMENT FOR IMPLEMENTAITON OF THE CLIMATE ACTION PLAN
Report: Town Planner Lisa Costa Sanders
Recommendation:
Adopt the attached resolution approving a Climate Action Plan for the Town.
Adopt the attached resolution authorizing a budget amendment for Planning Department professional services for implementation of the Town’s Climate Action Plan.

26. DISCUSS AND PROVIDE DIRECTION REGARDING A POTENTIAL REQUEST TO CALTRANS TO REMOVE THE EXISTING MARKED CROSSWALK AT THE INTERSECTION OF STOCKBRIDGE AVE AND EL CAMINO REAL
Report: Community Services Director Mike Kashiwagi
Recommendation: Provide direction to staff regarding a potential request to Caltrans to remove the existing marked crosswalk at the intersection of Stockbridge Avenue and El Camino Real

27. INTRODUCTION OF AN ORDINANCE TO AMEND TITLE 15 OF THE ATHERTON MUNICIPAL CODE ADOPTING BY REFERENCE THE 2016 CALIFORNIA BUILDING STANDARDS CODE, RETAINING EXISTING MODIFICATIONS, AND AMENDING CHAPTER 15.52.040 OF THE ATHERTON MUNICIPAL CODE TO COMPLY WITH 2016 CALIFORNIA GREEN BUILDING CODE
Report: Community Services Director Mike Kashiwagi
Recommendation: Introduce the ordinance by Title amending Title 15 of the Atherton Municipal Code; and Direct the City Clerk to file any notice required by law and schedule a public hearing at its next regular Council meeting on November 16, 2016 and consider adoption of the ordinance

28. ACCEPT THE CIVIC CENTER PROJECT STATUS UPDATE; PROVIDE FEEDBACK ON THE CIVIC CENTER AND LIBRARY DESIGNS; RECEIVE AND ACCEPT 50 PERCENT DESIGN DEVELOPMENT COST ESTIMATE
Report: Community Services Director Mike Kashiwagi
Recommendation: Review the updated Civic Center and Library floor plans and elevations and provide feedback; and Receive and accept the 50 percent Design Development Cost Estimate and provide feedback.
Presentation to City Council

29. COUNCIL REPORTS/COMMENTS

30. FUTURE AGENDA ITEMS

31. PUBLIC COMMENTS

32. 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.
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)