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Town of Atherton

CITY COUNCIL 
AGENDA
April 19, 2017

Closed Session
91 Ashfield Road
6:00 p.m.
TOWN COUNCIL CHAMBERS
Regular Session
94 Ashfield Road
    
7:00 p.m.





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   Lempres, Wiest, Lewis, Widmer, DeGolia

PUBLIC COMMENTS 

Public Announcement of Closed Session Items

CLOSED SESSION

A. PUBLIC EMPLOYEE PERFORMANCE EVALUATION - Pursuant to Government Code Section 54957(b) City Manager

7:00 REGULAR SESSION

1. PLEDGE OF ALLEGIANCE

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

3. PRESENTATIONS

PROCLAMATIONS
Public Safety Communications Personnel – Dispatcher Sharon Koehler
National Peace Officers Memorial Day – Acting Chief Joe Wade

OATH OF OFFICE
• Police Officer Daniel Rojas – Administered by Acting Chief Joe Wade

PENINSULA CLEAN ENERGY
• Presentation – Senior Town Planner Stephanie B. Davis

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 8-18)
(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 MARCH 15 REGULAR MEETING AND APRIL 5 SPECIAL MEETING MINUTES
Report: City Clerk Theresa DellaSanta
Recommendation: Approve meeting minutes

9. APPROVAL OF BILLS AND CLAIMS FOR MARCH, 2017 IN THE AMOUNT OF $1,246,728
Report: Finance Director Robert Barron III
Recommendation: Approve Bills and Claims in the amount of $1,246,728

10. ACCEPTANCE OF TREASURER’S REPORT FOR THE SECOND QUARTER ENDED DECEMBER 31, 2016
Report: Finance Director Robert Barron III
Recommendation: Accept the Treasurer’s Report for the second Quarter Ended December 31, 2016

11. ACCEPT THE FISCAL YEAR 2015-16 AUDITED BASIC FINANCIAL STATEMENTS
Report: Finance Director Robert Barron III
Recommendation: Accept the FY 2015-16 Audited Basic Financial Statements and the Memorandum on Internal Control and Required Communications

12. PARTICIPATION IN THE INSTITUTE FOR LOCAL GOVERNMENT’S BEACON AWARD PROGRAM
Report: Senior Planner Stephanie B. Davis
Recommendation: Adopt the attached Resolution approving the Town’s participation in the Institute for Local Government’s Beacon Program

13. ACCEPT FOR SECOND READING AND ADOPT AN ORDINANCE AMENDING ATHERTON MUNICIPAL CODE CHAPTER 17.52 SECOND DWELLING UNITS
Report: Senior Planner Stephanie B. Davis
Recommendation: Accept for 2nd Reading and Adopt an Ordinance amending Atherton Municipal Code Chapter 17.52 regulating second dwelling units

14. SECOND READING AND ADOPTION OF ORDINANCE OF THE CITY COUNCIL OF THE TOWN OF ATHERTON TO DECREASE RESIDENTIAL GARBAGE CART RATES IN THE TOWN OF ATHERTON
Report: Finance Director Robert Barron III
Recommendation: Waive further reading and adopt ordinance decreasing residential garbage cart rates in the Town of Atherton

15. SECOND READING AND ADOPTION OF AN ORDINANCE TO AMEND TITLE 15 OF THE ATHERTON MUNICIPAL TO MODIFY AND RATIFY THE FIRE REGULATIONS AS ADOPTED BY THE MENLO PARK FIRE PROTECTION DISTRICT
Report: Community Services Director Mike Kashiwagi
Recommendation: Waive Further Reading and Adoption of an Ordinance amending Title 15 of the Atherton Municipal Code to modify and ratify the fire regulations as adopted by the Menlo Park Fire Protection District

16. APPROVE THE SERIES STREET LIGHT REPLACEMENT PROGRAM PLANS AND SPECIFICATIONS AND AUTHORIZE ADVERTISEMENT FOR PUBLIC BIDS
Report: Community Services Director Mike Kashiwagi
Recommendation:
1. Approve the Series Street Light Replacement Program Plans and Specifications
2. Authorize staff to advertise the plans and specifications for public construction bids

17. ACCEPTANCE OF WORK, AUTHORIZATION TO RECORD NOTICE OF COMPLETION FOR THE 2017 SPRING PATCHING PROJECT
Report: Community Services Director Mike Kashiwagi
Recommendation: Accept work and authorize recording of a Notice of Completion for the 2017 Spring Patching Project, Number 56076

18. AWARD OF CONTRACT FOR THE 2017 OVERLAY PROJECT, PROJECT NUMBER 56078
Report: Community Services Director Mike Kashiwagi
Recommendation: Award the construction contract for 2017 Overlay Project, Project Number 56078 to the lowest responsive bidder, Interstate Grading and Paving of South San Francisco for $305,460 and authorize change orders up to $30,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town

PUBLIC HEARING (Item 19)

19. CONDUCT THE PUBLIC HEARING AND INTRODUCE FOR FIRST READING AN ORDINANCE AMENDING ATHERTON MUNICIPAL CODE CHAPTER 17.32 “RESIDENTIAL DISTRICT R1-A” REGULATING THE CRITERIA FOR SPECIAL STRUCTURE PERMITS TO EXCEED THE MAXIMUM ALLOWABLE SIDEWALL HEIGHT
Report: Senior Planner Stephanie B. Davis
Recommendation: Conduct the public hearing and introduce an ordinance amending Atherton Municipal Code Chapter 17.32 “Residential District R1-A” regulating the criteria for Special Structures Permits to exceed the maximum allowable sidewall height for main residences.

REGULAR AGENDA – (Items 20-24)

20. REVIEW OF THE FY 2017/18 SPECIAL REVENUE AND INTERNAL SERVICE FUNDS
Report: Finance Director Robert Barron III
Recommendation: Review and Discuss Special Revenue and Internal Service Funds for FY 2017/18

21. APPROVE AN AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH WRNS STUDIO (SUBCONSULTANT) FOR ALTA SURVEY SERVICES; APPROVE A TASK ORDER FOR INTERWEST CONSULTING GROUP FOR INFORMATION TECHNOLOGY SERVICES FOR THE CIVIC CENTER PROJECT; AUTHORIZE THE CITY ATTORNEY TO PREPARE AND THE CITY MANAGER TO EXECUTE THE TASK ORDER; AUTHORIZE STAFF TO ISSUE A REQUEST FOR QUALIFICATIONS FOR GENERAL CONTRACTORS; RECEIVE THE COST MODEL MANAGER; AND RECEIVE VALUE ENGINEERING PAPER
Report: Community Services Director Mike Kashiwagi
Recommendation:
1. Authorize the City Attorney to prepare and the City Manager to execute an amendment to the consulting services agreement with WRNS Studio (via a subconsultant) to perform ALTA survey services for the Civic Center Project for a fee not to exceed $27,820; and
2. Approve a Task Order for Interwest Consulting Group for Civic Center project Information Technology (IT) Services at a fee not to exceed $58,320; and
3. Authorize the City Attorney to prepare and the City Manager to execute any necessary Interwest agreement amendments thereto; and
4. Authorize staff to issue a request for qualifications (RFQ) to prequalify General Contractors for construction of the Civic Center project; and
5. Receive the Cost Model Manager (CMM); and
6. Receive the Value Engineering paper

22. AWARD A CONSTRUCTION CONTRACT TO REDGWICK CONSTRUCTIONFOR THE MIDDLEFIELD RD/OAK GROVE AVE COMPLETE STREETS INTERSECTIONIMPROVEMENTS  PROJECT; APPROVE AN AMENDMENTTO THE HMM AGREEEMENT TO PROVIDE CONSTRUCTION SUPPORT SERVICES; AND AMEND THEFY 2017/18 CAPITAL IMPROVEMENT PROGRAM TO INCREASE PROJECT BUDGET; PROJECTNUMBER 56079
Report: Community Services Director Mike Kashiwagi
Recommendation:
1. Award the construction contract for the Middlefield Road/ Oak Grove Avenue Complete Streets Intersection Improvement Project to the lowest responsive bidder, Redgwick Construction Co. of Oakland, CA for $520,544.30; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract; and
2. Authorize the City Attorney to draft and the City Manager to execute an amendment to the Professional Services Agreement with Hatch Mott MacDonald (HMM) for construction support services for a not to exceed fee of $10,000; and
3. Adopt the attached Resolution No. 17-XX amending the FY 2017/18 Capital Improvement Program to include construction and construction support services for the Middlefield Road/ Oak Grove Complete Street Intersection Improvement Project.



23. PARK CIRCULATION PLAN – APPROVE AN INCREASE IN THE SCOPE OF WORK FOR VERDE DESIGN RELATED TO THE PARK CIRCULATION PROJECT AND AUTHORIZE THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT
Report: Community Services Director Mike Kashiwagi
Recommendation: Approve an increase in the Scope of Work for Verde Design related to the Park Circulation Plan Design from $64,870 to a not to exceed price of $85,870 (a $21,000 increase) and authorize the City Manager to execute an amendment to the Agreement

24. APPROVAL OF A BUDGET AMENDMENT AND AWARD A CONSULTANT SERVICES AGREEMENT TO MATRIX CONSULTING GROUP FOR THE FIRE SERVICES FISCAL REVIEW
Report: City Manager George Rodericks
Recommendation:
1. Adopt the attached Resolution No. 17-XX authorizing a budget amendment of $50,000 to fund the Fire Fiscal Services Review.
2. Direct the City Attorney to prepare and the City Manager to execute a professional services contract with Matrix Consulting Group for a fixed price of $49,500 to conduct the Fire Services Fiscal Review.

25. COUNCIL REPORTS/COMMENTS

26. FUTURE AGENDA ITEMS

27. PUBLIC COMMENTS

28. 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.

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)