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Town of Atherton

CITY COUNCIL 
AGENDA
October 17, 2018
7:00 p.m. Regular Session
94 Ashfield Road



1. ROLL CALL
Council Members: Lewis, DeGolia, Lempres, Vice Mayor Widmer, Mayor Wiest

2. PLEDGE OF ALLEGIANCE

3. PRESENTATIONS


• Proclamation to ADAPT – Chief McCulley
• Proclamation to Former Sergeant Sherman Hall – Chief McCulley
• Oath of Office – Sergeant David Gomez
• Introduction of the K9 Unit – Chief McCulley
• Presentation by CalWater – District Manager Dawn Smithson

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 MINUTES
Report: City Clerk Theresa DellaSanta
Recommendation: Approve minutes for: September 5 and September 19

9. APPROVAL OF BILLS AND CLAIMS FOR SEPTEMBER 2018 IN THE AMOUNT OF $ 1,430,673
Report: Finance Director Robert Barron III
Recommendation: Approve Bills and Claims for September in the total amount of $1,430,673

10. AUTHORIZE THE CITY ATTORNEY TO PREPARE AND THE CITY MANAGER TO EXECUTE AN AGREEMENT AMENDMENT WITH TETRA TECH INC. TO PREPARE A PRELIMINARY ENGINEERING CONCEPT DESIGN REPORT FOR A PROPOSED STORMWATER CAPTURE FACILITY PROJECT AT CARTAN FIELD MENLO COLLEGE
Report:
Recommendation: Authorize the City Attorney to prepare and the City Manager to execute an agreement amendment with Tetra Tech Inc. to prepare a Preliminary Engineering Concept Design report (20% design) for a proposed stormwater capture facility project at Cartan Field Menlo College
Description: This item involves approval of the attached Scope of Work to develop a 20% Concept Design to explore potential alternatives for a water capture facility at Cartan Field

11. SELECT MIG AS THE ENVIRONMENTAL CONSULTANT FOR ENVIRONMENTAL DOCUMENTATION FOR A PROPOSED STORMWATER CAPTURE FACILITY PROJECT AT CARTAN FIELD AND AUTHORIZE THE CITY ATTORNEY TO PREPARE AND THE MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT
Report: Town Planner Lisa Costa Sanders
Recommendation: Select MIG as the Environmental Consultant to prepare an environmental document for the proposed Stormwater Capture Facility Project at Cartan Field and authorize the City Attorney to prepare and the City Manager to sign a Professional Services Agreement
Description: This item involves which consultant to select to prepare the environmental document. Ultimately, staff is recommending that the Council authorize the preparation and execution of an agreement with MIG to prepare an Initial Study and Mitigated Negative Declaration for a Stormwater Capture Facility at Cartan Field.

12. SELECTION OF A “PREFERRED ALTERNATIVE” AND TWO ITERATIONS OF THE ALTERNATIVE FOR ENVIRONMENTAL EVALUATION FOR A PROPOSED STORMWATER CAPTURE FACILITY PROJECT AT CARTAN FIELD
Report: Town Planner Lisa Costa Sanders
Recommendation: Approve the staff recommendation to select Cartan Field Stormwater Capture Alternative 3 as the “Preferred Alternative” for further environmental evaluation and reporting and authorize staff to develop two additional iterations of Alternative 3 for analysis in the project environmental document
Description: This item will involve a discussion by the Council on which alternative to select as the “Preferred Alternative” for further environmental evaluation. Ultimately, staff is recommending that the Council select Alternative 3 as the “Preferred Alternative” to be evaluated in an Initial Study and Mitigated Negative Declaration for a Stormwater Capture Facility at Cartan Field.

13. ADOPTION OF UPDATED ORDINANCE NO. 12.24, AN ORDINANCE OF THE TOWN OF ATHERTON RELATED TO HOLBROOK PALMER (HP) PARK
Report: Police Chief Steve McCulley
Recommendation: Adoption of updated Ordinance No. 12.24, an Ordinance of the Town of Atherton related to Holbrook Palmer Park
Description: This item involves revisions to Chapter 12.24 of the Atherton Municipal Code related to the rules and regulations for Holbrook Palmer Park. The proposed revisions deal with adding regulations for the use of drones, the control and leashing of dogs, the consumption or possession of alcohol, and the use of amplified sound. The Town’s leash law and regulations for drones already exist so the adds to the Ordinance are merely an update to current laws already on the books. Alcohol is allowed in the Park only under a Town permit or rental agreement. This is clarified in the update. Amplified sound is also allowed only under a Town permit or rental agreement. This too is clarified. The Council may discuss activities in the Park that they experience and how the Town staff manages or regulates these activities

14. AUTHORIZATION TO RELEASE REQUEST FOR PROPOSALS FOR GREEN INFRASTRUCTURE PLAN PREPARATION
Report: Public Works Director Robert Ovadia
Recommendation: Authorize Staff to release a Request for Proposals (RFP) to qualified consulting firms for the preparation of a Green Infrastructure Plan
Description: This item involves the release of a Request for Proposals for the preparation of a Green Infrastructure Plan in compliance with the Municipal Regional Stormwater Permit issued by the California Regional Water Quality Control Board – San Francisco Bay Region

15. AWARD A CONTRACT FOR THE RESURFACING OF THREE TENNIS COURTS AND A CONTRACT FOR MAINTENANCE OF THE CLAY COURT AT HOLBROOK PALMER PARK; DIRECT THE CITY ATTORNEY TO PREPARE THE CONTRACT AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE CONTRACT ON BEHALF OF THE TOWN
Report: Public Works Director Robert Ovadia
Recommendation:
1) Award a contract for resurfacing of three tennis courts at Holbrook Palmer Park to the lowest responsive bidder, Saviano Company Inc. of San Jose for $25,000 and authorize change orders up to $2,500; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
2) Award the contract for maintenance of the clay tennis court at Holbrook Palmer Park to Saviano Company Inc. to maintain the clay court once every year for 3 years, at a cost of $2,500 each year.
Description: This item involves the award of a contract to resurface three (3) tennis courts at Holbrook Palmer Park, in the amount of $25,000, and award of a three (3) year maintenance contract for the clay tennis court at Holbrook Palmer Park, in the amount of $2,500 per service, to Saviano Company, Inc. of San Jose

16. AUTHORIZE THE ADVERTISEMENT AND SOLICITATION OF BIDS FOR JANITORIAL MAINTENANCE SERVICES
Report: Public Works Director Robert Ovadia
Recommendation: Authorize staff to advertise and solicit bids for the Town’s Janitorial Maintenance Services Contract
Description: This item involves the release of a Request for Bids for Janitorial Maintenance Services associated with various Town facilities

PUBLIC HEARING – None.

REGULAR AGENDA – (Items 17-19)


17. REVIEW AND APPROVE AN E-CITATION SOLUTION FOR THE POLICE DEPARTMENT BY EXECUTING A CONTRACT WITH TYLER TECHNOLOGIES FOR THE PROVISION OF SOFTWARE, EQUIPMENT, TRAINING AND SERVICES
Report: Police Chief Steve McCulley
Recommendation: Authorize the City Manager to execute a contract with Tyler Technologies, the publisher of Brazos e-Citation software, to provide the Atherton Police Department with the software, equipment, training and service necessary to implement and operate their e-Citation solution
Description: This item will involve the discussion by the Council on the proposed contract with Tyler Technologies for the implementation of E-Citation technology for use by patrol and traffic officers when issuing traffic and other citations. Ultimately, staff is recommending that the Council authorized the execution of the contract with Tyler Technologies

18. AWARD A CONTRACT TO CENTRAL VALLEY ENVIRONMENTAL TO PROVIDE DEMOLITION AND ABATEMENT SERVICES FOR THE LIBRARY BUILDING; AUTHORIZE THE CITY ATTORNEY TO PREPARE AND CITY MANAGER TO EXECUTE A CONTRACT WITH CENTRAL VALLEY ENVIRONMENTAL TO PROVIDE DEMOLITION AND ABATEMENT SERVICES FOR THE LIBRARY BUILDING; APPROVE A TASK ORDER AMENDMENT WITH INTERWEST CONSULTING GROUP FOR CONTINUED CIVIC CENTER PROJECT MANAGEMENT SERVICES AND AUTHORIZE THE CITY MANAGER TO EXECUTE A TASK ORDER AMENDMENT WITH INTERWEST CONSULTING GROUP FOR CONTINUED CIVIC CENTER PROJECT MANAGEMENT SERVICES
Report: Public Works Director Robert Ovadia
Recommendation:
1. Award a contract for demolition and abatement services for the Library building, Project Number 56087 to the lowest responsive bidder, Central Valley Environmental (CVE) of Fresno, CA for $276,856 and authorize change orders up to $50,000 for a total project cost not to exceed $326,786; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
2. Approve Task Order Amendment No. 2 with Interwest Consulting Group (ICG) for continued Civic Center project management services for $76,800 and authorize the City Manager to execute this Task Order Amendment No. 2.
Description: This item will involve a discussion of the award of construction to demolition the existing library. Additionally, staff is asking the Council to provide authorization to execute a task order with Interwest Consulting to continue to provide Project Management services for the civic center through the new bid award expected in March 2019.

19. ORDINANCE OF THE COUNCIL OF THE TOWN OF ATHERTON
AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE TOWN OF ATHERTON AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM

Report: City Manager George Rodericks
Recommendation: Approval an Ordinance of the City Council of the Town of Atherton authorizing an Amendment to the contract between the Town and the Board of Administration of the California Public Employees’ Retirement System
Description: For this item, the Council will discuss authorizing an amendment to the contract with California Public Employees Retirement System to add additional pension cost share provisions for Atherton Police Officers’ Association members. The provisions under this Ordinance are already in force through the collective bargaining process and the resultant negotiated Memorandum of Understanding between the Town and the Atherton Police Officers Association.

20. COUNCIL REPORTS/COMMENTS
21. FUTURE AGENDA ITEMS
22. PUBLIC COMMENTS
23. 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)