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George Rodericks

City Manager's Blog

The City Manager's Blog is an online educational tool to provide general information to the community in open communication style. Periodically, the City Manager will post articles of general interest covering topics such as the Town's budget, budget process, capital projects, upcoming meetings, community issues, public safety, and general Town operations.

Articles in the blog are not designed as press releases or Town publications, rather, they are written in more of a conversational style. The Blog does not have a comments feature but readers are free to respond to the Blog and its entries view email directly to the City Manager.

Oct 20

September 2016 City Manager's Monthly Report

Posted on October 20, 2016 at 12:56 PM by George Rodericks

City Manager's Monthly Report - September 2016

Monthly-report.pngWelcome to the City Manager's Monthly Report Blog! 

The City Manager's Monthly Report Blog is a consolidation of issues, communications, and Town activity during the prior month that have been reported to the City Council as part of their weekly email from the City Manager. Sometimes information is duplicated over the course of several emails to the City Council to ensure that it is reviewed.

As I review the information to include in the Monthly Report, to the extent possible, I remove duplicate updates (older emails get shorter) in favor of the most recent - although some will be duplicative if there is other relevant information included; I try to remove information regarding events that have already occurred; and I edit information that requires update - hopefully to make it more useful. However, overall, the information is generally the same as it was presented to the City Council in their weekly Council email.

The Report reads with the most recent first. As always, if you have any questions or comments regarding the Monthly Report, please feel free to contact me via email or phone.

My weekly email to the City Council typically goes out every Friday. 

Regards,

George Rodericks
City Manager
Town of Atherton
(650) 752-0504
grodericks@ci.atherton.ca.us
#AthertonTalks


September 30 Weekly Council Notes

1. Articles of Interest

2. Assembly Bill 1732 - Single-user restrooms

Recently, the Governor signed AB 1732 into law. Existing law requires a public agency that serves the public or is open to the public and maintains toilet facilities to make those facilities available to the public free of charge. Existing law requires publicly and privately owned facilities where the public congregates to maintain a sufficient number of temporary or permanent toilet facilities to meet the needs of the public at peak hours. Existing law also requires each business establishment to provide, within reasonable access, a sufficient number of toilet facilities for the use of the employees. 

The bill requires (as of March 1, 2017) that all existing single-user toilet facilities in any business establishment, place of public accommodation, or government agency be identified as all-gender toilet facilities. Essentially, if there is a single-user toilet facility with no more than one water closet and one urinal that has a locking mechanism controlled by the user it must be identified as an all-gender toilet facility. 

In accordance with the new law, Steve will be re-signing all restrooms at Town Hall (lobby, PD, and Admin), Council Chambers, Building/Planning Trailer, and at the Park (Main House, etc.).

3. Planning Commission Meeting - 9/28/16

The Planning Commission, at its September 28, 2016 meeting, took the following action:

  • Continued the public hearing on the Heritage Tree Removal Request for the removal of one tree at 56 Holbrook to the October 26, 2016 meeting to allow the applicant additional time for further evaluation of the tree and potential future improvements to the property.
  • Approved PG&E Heritage Tree Removal Permits in conjunction with their Community Pipeline safety project at the following addresses:
    •  1 Knoll Vista - to allow the removal of one heritage tree. 
    •  9 Valley Road - to allow the removal of one heritage tree. 
    •  479 Walsh Road – to allow the removal of two heritage trees. 
    •  484 Walsh Road– to allow the removal of two heritage trees. 
The next meeting is scheduled for October 26, 2016.

4. Animal Control & Licensing - Monthly Report for August 2016

Linked here is the August 2016 Statistical Report for Animal Services. It includes shelter and field services information as well as licensing revenue information for Atherton. 

5. ICMA Conference

Thank you for allowing me to attend the ICMA Annual Conference this past week. There were several sessions and workshops of note. Those that I attended that were of particular interest included:

> Building Common Ground
> Persuasion and Influence - Making Effective Presentations
> Managing E-Hostility
> Promoting Civic Trust by Addressing MisInformation
> Building Effective Council-Manager Relationships
> Building and Maintaining an Ethical Culture
> Performance Management
> Social Media - Telling the Story of Local Government

6. CIP Project Status Report - September 30

Marty has produced the attached Capital Project Status Report (9/30/16). Some projects start in one fiscal year (design and development) and finish in a future fiscal year (construction). Sometimes this is due to the amount of time required to complete design and sometimes this is due to the size/length of construction (i.e. we can only do some projects at certain times of the year because of school traffic, rain, summer, etc.). 

City Manager Major Goods, Use or Service Agreements/Contract Awards as of September 30, 2016
 
As a reminder, the list below is provided as informational only. All items listed are authorized pursuant to the Town’s purchasing policy requirements and within the current year’s program budget(s). 
  • None.
Special Event Permits - as of September 30, 2016

This is a list of upcoming Special Event Permits approved or under review. 
  • October
    • October 7 - SHS Under the Lights (4:30 pm - 9:30 pm)
    • October 27 - Halloween Party - Circus Club (7 pm - 9 pm)
    • October 28 - OaktoberFest - Menlo College (1 pm to 9 pm)
    • October 28 - OaktoberFest - Menlo College (8:30 am - 12 pm)
    • October 28 - OaktoberFest - Menlo College (12 pm - 4 pm)
What’s in the Council Read File?
  • PD School Response Plan (Commander Wade Copy) - to be returned to the Commander by September 30

September 23 Weekly Council Notes

1. Articles of Interest

Below is a recent article of interest related to habits at Council meetings. 


2. Report from County on Library Funds Available

Linked here is a letter from the County regarding the fund balance of donor funds on behalf of Atherton held at the County. Reported with the Town’s budget, at the end of FY 2015/16, the Town held $6,023,640. The County reports donor funds as of June 30, 2016 of $4,966,014. The total funds available as of June 30, 2016 of $10,989,654. The Library letter includes $1,444,344 as branch operational expenses. This amount includes the Town’s FY 15/16 budgeted CIP expenditures for the Library portion of the Civic Center Project. 

3. Updates from the Town’s Building Official - Mike Mazur

Max. Construction Time Limit: The Building Department has received a number of inquiries from residents concerning maximum construction time limits. In addition to answering their specific questions we have offered to meet face to face when necessary. On a few occasions we have met with residents either onsite or at our Permit Center.
 
Construction Parking & Work Hours: The building department has received a number of inquiries from residents concerning construction parking requirements and work hours. Although we resolve customer complaints or answer questions and investigate onsite conditions and follow-up with the customer after the fact; we are working proactively with contractors by thanking them for being mindful of the requirements or reminding those others of the consequences when a neighboring resident may be frustrated. It is also important to note that we drive around occasionally in areas that have a lot of construction activity. It is also important to note that we drive around occasionally (and including prior to 8 AM) in areas that have construction activity.
 
RE: 102 Encinal - Construction job site sign location. The sign has been relocated. 
 
Feedback Items: When a permit is nearing issuance, an email is sent out to the applicant providing the breakdown status of each permit and listing a few outstanding items and/or fees due. A typical response may say “Thanks so much for breaking this down Tessa” and/or “We’ll try and wrap this up within the week.” Simply put, these emails continue to be very well received.

The following are a few examples of proactive measures the permit center is undertaking to anticipate and help any uncertainty that a client may encounter. 

- Before the client leaves the permit center we present them with a business card and mention to contact us if they have questions or to also provide an update on their project. 
When an applicant applies for a permit and when a permit is issued the permit technician reminds them to check with the Public Works dept. if a separate permit is required.

Winterization Requirement For Active Construction Sites: Letters were sent out September 1, 2016, explaining actions required by the Towns National Pollutant Discharge Elimination System (NPDES) storm water discharge permit and helps to protect the quality of water in our creeks and bay.
 
Atherton Development Round Table: The next Atherton Development Round Table will be held at noon on Monday October 3, 2016 at Holbrook-Palmer Park.  This meeting will be in the Main House. Tentative topics to be discussed as time permits are:

- Upcoming 2016 California Code Adoption cycle. We have complied a short abbreviated list of significant code changes. Each item also includes information such the type of changes (New code section, Modification and/or clarification of a code section, and the benefits or significance of a change.)
- Presentation by Menlo Fire District discussing upcoming California Fire Code
- Discussion with Code Enforcement: Announcements & status of trending items of concern.(e.g. Reminding to close and secure job site gates at the end of the day, etc.)

Weekly staff / coordination meetings: The permit center is continuing to hold a short weekly staff meeting to discuss any current items/issues that may need group collaboration (Building, Planning, Town Arborist, Public works)  More recently we have included code enforcement just in case the CEO may want to stop by and discuss any items.

4. League of Cities Conference

The League of Cities Conference is October 5 through 7. Council Member Widmer will be attending. No other members of the Council have signed up to attend. 

5. Preview of Local Revenue Measures on the Ballot in California this November - from the League of Cities

The November 8, 2016 California gubernatorial election includes some 650 local measures including 427 seeking approval for taxes or bonds.  School bonds and parcel tax measures make nearly half of the number. K-12 schools districts and community colleges are requesting a total of $25.314 billion in 184 separate authorizations for bonds to construct facilities, acquire equipment and make repairs and upgrades.  Six of these school bonds exceed the limits to qualify for a 55% vote and require two-thirds approval. There are 22 measures to increase or extend (renew) school parcel taxes.
 
Among the 221 non-school local revenue measures are four measures asking for a total of $7.266 billion in bonds including the $3.5 billion Bay Area Rapid Transit (BART) Measure RR covering three San Francisco Bay area counties, the $1.2 billion Los Angeles homeless housing and services Measure HHH and Santa Clara County’s $950 million affordable housing Measure A. 
 
There are 88 measures to increase or extend Transactions and Use Tax (Sales Tax) rates. Thirty of these are special (earmarked) taxes requiring two-thirds voter approval. These include 13 countywide measures for transportation improvements. There are 58 city and county majority vote general purpose tax proposals ranging from ¼ percent to one percent. 
 
There are 39 city, county and special district parcel taxes requiring two-thirds voter approval, including five street/road improvement measures, eight for parks /recreation /open space, 14 for fire /emergency medical response, four for hospitals, and four for police.

Coinciding with the statewide Proposition 64 which would legalize recreational marijuana in California, there are 37 measures to tax cannabis and three to tax sugary beverages (in Albany, Oakland and San Francisco). 
 
Voters in nineteen cities and two counties will consider increasing hotel occupancy taxes.
 

6. EV Charging Stations at the Park

Staff is moving forward with progress on the install of EV Charging Stations at the Park. There are two stations (2 parking spots) being installed. Each station has 2 ports. The first station is located at the west end of the Pavilion parking lot. The second station is located at the west end of the Main House Parking Lot. Image attached below.

7. Fire Fiscal Review Committee

The Council recently received an email from Fire Board Member Peter Carpenter. Board Member Carpenter copied a portion of my Pre-Agenda Follow-up Email to the City Council regarding the possibility of an urgency item. In that email I noted the Fire Board direction with respect to 9 areas on their Agenda on Tuesday (9/20) night. Those areas and decisions were:

1) Maintain the Status Quo - Continue to post information to the District’s website and direct people to the website. THIS WAS SUPPORTED BY THE BOARD.
2) The Board President and Town Mayor meet to discuss mutual issues and concerns. THIS WAS SUPPORTED BY THE BOARD.
3) Select a Board Subcommittee to work with the Town’s Subcommittee on the issue. THIS WAS NOT SUPPORTED BY THE BOARD. 
4) Provide mutually acceptable dates for a joint Board/Council Meeting (non-topic specific). THIS WAS SUPPORTED BY THE BOARD.
5) Have the Fire Chief continue to meet with the Town Manager. NO ACTION/DIRECTION BY THE BOARD.
6) Choose not to meet with the Town on this topic. NO ACTION/DIRECTION BY THE BOARD.
7) Allow Fire Chief to retain own consultant on the topic. NO ACTION/DIRECTION BY THE BOARD.
8) Jointly select a consultant on the topic. NO ACTION/DIRECTION BY THE BOARD.
9) Actively participate in the Civic Center Process to see if there is some way to find operational advantages. NO ACTION/DIRECTION BY THE BOARD

In addition to forming a Subcommittee to work with staff on the issue, it is important to note that the Town’s formation of a City Council Subcommittee is also in response to the Fire District’s request to have a representative or two (a Subcommittee) meet with the District Board (#7 of the Fire Chief’s letter of 9/6). The Fire Board declined to appoint a Subcommittee (No. 3 above). I noted in my Pre-Agenda Follow-up that because the District did not appoint a Subcommittee but rather suggested that the Board President meet with the Mayor to discuss mutual issues and concerns (possible including the fire fiscal services issue) presented a problem for the Town since we already had a Council Subcommittee and it did not include the Mayor. My comments revolved around a potential Brown Act issue and Subcommittee concern. I suggested that the Council re-assign members to the Subcommittee to ensure that it includes the Mayor or take some other action regarding how to meet with District on the issue(s) related to fire fiscal service review. In response, Board Member Carpenter sent an email to the City Council and the press articulating the following:

“..Clearly the Town Manager does not understand the Brown Act - or is using the Brown Act to preclude productive communications. The Brown Act prohibits communication outside a properly agendized public meeting between the majority of an elected body. The two members of a subcommittee ( which in this case has no purpose given that the Fire Board has declined to participate) can discuss whatever they want amongst themselves without violating the Brown Act. The Mayor and the Fire Board President can discuss whatever they want without violating the Brown Act. The Brown Act only precludes the Mayor from then discussing in private the issues evolving from her conversation with the Fire Board President with more than one other member of the Town Council. It is sad that the Town Manager is attempting to use the Brown Act to preclude productive communication…” 

“...Hopefully the Town Council will disregard the Town Manager’s incorrect interpretation of the Brown Act and encourage the Mayor to meet and confer with the Fire Board President with the results of such a consultation to be simply brought back by the Mayor to the full Town Council in a properly agendized public discussion…"

The Brown Act issue here is not so much an issue for general committees like Finance, Park & Recreation, or even Transportation. For these committees, it’s a Council representative serving as primary and then another Council Member serving as alternate. The role is not so much focused on a specific task or issue. However, with special focus or single task committees, such as the Civic Center Project or Aircraft Noise, having a 3rd member of the Council working independently of the Committee on a good day could create mixed messages and cross-purpose issues - and on a bad day, a potential Brown Act violation. 

Imagine, for example, if the 2-member Council Committee on Aircraft Noise met with a County Supervisor to discuss Town issues and make commitments to work regionally on a specific topic only to be followed by a 3rd Council Member meeting with that same County Supervisor and coming to different solutions. It is because of these issues and the potential for a Brown Act issue to arise that the Council is very clear that when there is a specific focus committee of the Council, those members are tasked with addressing the issue on behalf of the Town and are required to report back to the full Council at an open and public meeting for discussion and direction. 

Anyway - sorry for the long ramble. The intent is not to hamper or infringe on communication with the District. The intent is to ensure that the Council is clear on who on the Council is working with the Fire District on this issue and to prevent the potential for mixed message, confusion or cross-purpose communication - in addition to the potential for a Brown Act conflict. 

8. HSR - Corridor Survey

Letters were sent to 11 residents in Atherton asking permission for HSR to get onto their property. Linked here is a copy of the letter sent by HSR  Following up with HSR, the letters were requests from HSR to enter into the back yards of 11 residences in order to view the overall Caltrain Corridor and address study information - NOT for the purposes of land or right-of-way acquisition or survey. Residents are free to deny HSRs request. The 11 properties are: 92 Jennings Lane, 76 McCormick Lane, 98 McCormick Lane, 30 McCormick Lane, 96 Jennings Lane, 90 McCormick Lane, 45 Mount Vernon Lane, 100 Fair Oaks Lane, 52 Marianna Lane, 80 Jennings Lane, and 51 Mount Vernon Lane. 

September 16 Weekly Council Notes

1. Articles of Interest

2. Civic Center Project Update - PowerPoint for 9/21 Council Meeting

A PowerPoint presentation will be a part of the Civic Center Update on 9/21. Here is a link to a PDF of the presentation

3. Vice Presidential Candidate Visit - 9/21/16

VP Presidential Candidate Tim Kaine will be back in Town on September 21 (two different events at private residences). Staff will be working with the property owners and Secret Service for any necessary Special Event Permit. Prior events did not trigger the need for special services. 

4. Subcommittee Meeting with Menlo Fire

Thursday (9/15/16) morning I sent a follow-up email to Fire Chief Schapelhouman noting that I had not heard back on the Town’s concurrence and request for a Subcommittee Meeting on 9/8 - consistent with the District’s suggestion on September 7. The Chief responded that they were taking the Council’s request very seriously and that he was putting together a staff report that provides both a historical and more recent update to the issues. The Report will have options for the Fire Board to discuss in working with the Town. In order to accurately present information to the Fire Board, the Chief asked for what the Council is looking for to assist him in preparing the report. The Chief did not indicate when that report would be presented to the Board or if it was going to a Board Meeting. I followed up with an email and phone call to the Chief, but have not yet heard back. 

Via email (copied to the Town’s Council Subcommittee and President of the Fire Board), I provided the Chief with the following summary of the three broad queries from the Council:

- Has the Town’s property value’s increased to the point that the funds received by the Fire District via property taxes far exceed the cost to provide basic fire services to the community? 
- If so, how can that be addressed? Should it be addressed?
- What options do Atherton taxpayers have to address it if they choose to?

To get the answer to those questions, I advised the Chief that I suspected a study would need to be able to answer the following:

1) What revenue does the Fire District receive from Atherton residents via property taxes in support of fire services?
2) What is the cost of providing basic fire protection services within the jurisdictional boundaries of the Town of Atherton from the Fire District? Beyond basic services, what other special services does the District provide to Atherton residents (i.e., hazmat, CERT, urban search/rescue, etc.)? In total, what do these add to the cost of basic fire services? 
3) If there were not a Fire District and the Town were responsible for providing fire services independently, what would the cost of those services look like? What are the options? Would an additional fire station need to be built and staffed? If so, where would it be? What would it cost? What is the annual cost? What are the long-term cost models? What are the added liabilities? Are there any added benefits?
4) If Atherton taxpayers want to address the issues raised, how would they do so and what are the mechanisms for doing so?

I told the Chief that my gut says that the Fire District provides basic fire protection services and services beyond. However, even factoring in all of those costs, residents pay far more in property taxes to the District than the cost of those services (from the District). That might be perfectly fine. However, to narrow that gap by way of education, an analysis of what it would cost the Town to provide fire services on its own (not contract services) would be needed. My guess is that that number would be higher than the cost of fire services from the District. That would get to the “should it be addressed” question - since that cost would be closer to the revenue number. That’s just my gut answer but I suspect a study would bear that out. I advised that once all that data is gathered, the Town would like to circle back and discuss all of the data with the District; further we hope that the District would be involved at all phases of the study.

Immediately following my email to the Chief I received an email from the Rob Silano, Board President, asking that I call him. I called him within the next 15 minutes and he indicated that he wanted to reach out to the Mayor in his role as President of the Fire Board to attempt to bring things back to normal between the District and the Town. I advised that the Mayor may or may not be able to get into specific details with him since the Council has already designated a subcommittee to work on this issue (Brown Act conflict), but that he was welcome to call. I advised that the Mayor can certainly talk in big picture philosophy and about the agency-agency relationship.  

We also spoke briefly about what information the District could provide the Town to assist. I advised that at a start, on the revenue side, the Tax Rate Area data for revenue by serviced jurisdiction would be helpful. I advised that the Chief said what was on the Fire District website (the $10.8m) was incorrect and needed to be updated based on more recent data to at least $11.8m. That more recent data would be helpful. 

5. Cartan Field - Meeting with Rich Moran | Than Healy

Toward the end of August I met with Than Healy. Than indicated that his Board would be considering issues related to the Cartan Field Project soon and may be withdrawing their application. On September 12, Than sent an email to the Planning Department noting “…after much discussion, Menlo School and College do not plan to move forward on the Cartan Fields project at this time…”

I had advised Than that if the project does not move forward, the Town will ultimately be placed in the position of compiling compliance issues related to the 1965 and 1999 Conditional Use Permits and setting up a meeting with the School & College to discuss compliance and enforcement. Than understood. 

On Monday I had a meeting with Rich Moran to advise him of the same. I advised that my read of the 1965 and 1999 CUPs calls into question a number of activities and permitted/unpermitted structures on Cartan Field. I advised that the Town would be reaching out for a joint meeting to discuss bringing issues into compliance. 

Both Than and Rich indicated that they would be interested in completing some general field improvement/maintenance projects that did not change the use approvals for the sites. I advised that those would be good conversations to have as we discussed the site and the 1965/1999 CUPs. 

6. Menlo College - Summer Concerts

During my meeting with Rich Moran this week we also discussed the possibility of holding 1 or 2 of the College’s Summer Concerts in 2017 at Holbrook-Palmer Park instead of the College Campus. This was an idea that evolved from the Town & Gown event earlier this year. The thought was two fold - 1) Get the College more involved in the community by bringing them out into the community; and 2) give the immediately adjacent neighborhood around the college a break from summer concert activity at the college.

Rich was receptive to the idea and the Town and College will work together for the 2017 Concerts to make it happen. 

7. Town Hall / PD Generator

As the Council is aware, the Town Hall / PD Emergency Generator does not comply with Air Quality standards and cannot be operated without violation. Staff is meeting with a representative from an equipment rental facility to give us some options on our generator system. Given the temporal proximity of the Civic Center Project we do not want to spend $100,000 on a new generator that may or may not be compatible with the new facility. 

We have some basic options - 1) add some equipment to the current generator to make it short-term compliant (if possible); 2) remove the old generator set and see if we can fit a Tier 4 Rental onto the adjacent porch area; or 3) leave the old generator equipment in place and install a piece of rental equipment in an acceptable location (nearby parking spot). 

Once we get some estimates on some of the options we’ll contact vendors for competitive pricing. This is an important project to get complete before the rainy season begins. 

8. Security Camera Registry Program

The Atherton Police Department has created a residential security camera registry to aid in crime detection and prevention. When a crime occurs in a neighborhood, through the program Atherton PD is able to quickly identify the locations of nearby residential video cameras and enlist the assistance of the community to help officers collect video evidence and follow up on leads. 

Through this program, Atherton PD will be able to directly contact residents who have video camera systems in an area in which a crime occurred. Atherton PD would reach out to residents who have registered their camera systems with us to provide a specific date and time for footage that may show activity involved with a crime. If any video evidence is found, the resident can contact the Atherton Police Department at 650-688-6500 to make arrangements for sharing the video with our investigators.

Residents who have shared video camera footage of potential suspects and suspect vehicles have aided us in the successful identification and prosecution of people who have committed crimes in our community. Registration in our program is voluntary and very simple. To sign up, visit the Town of Atherton Website and click “Citizen RIMS- Crime Stats” tab located on the left side of the page. Next, click the “Security Camera Registration” tab and complete the on-line registration form. So far (as of the day of its launch 9/14), 12 residents have registered with the program.

9. Construction Time Limit (CTL) Ordinance/Compliance

The following is a list of updated information on projects that are approaching and/or exceeded the three year Construction Time Limits.
 
Three year CTL for 2016:
 
86 Kilroy: CTL was on June 4, 2016 and $30,000 penalty was paid. If project is not finaled on or before October 1, 2016 the  2
nd CTL penalty of $220,000 will be due. Contractor estimates completion by November 2016.
46 Almendral: CTL was on August 30, 2016 and $30,000 penalty was paid. If project is not finaled on or before December 30, 2016 the  2
nd
CTL penalty of $220,000 will be due. Contractor estimates completion by the end of October 2016.
228 Atherton Ave.: Approaching CTL which will be on October 3, 2016. After discussions with the general contractor the project will not be completed by this date. They will be bringing in the $30,000 penalty in the next couple of weeks. Their estimated completion date is approximately January 2017. Second CTL will be due on February 1, 2017 if project is not completed by this date.
- 176 Encinal: Approaching CTL which will be on December 12, 2016. Contractor estimates project will be completed prior to this date.
 
Three year CTL through March 2017:

 
- 97 Elena: Approaching CTL which will be on February 19, 2017. Contractor estimated completion date is April 2017.
- 96 Ridgeview: Approaching CTL which will be on February 21, 2017. Contractor states project will be completed prior to their CTL.
58 Northgate: Approaching CTL which will be on March 4, 2017. Contractor states project will be completed prior to their CTL.
70 Elena: Approaching CTL which will be on March 21, 2017. Contractor states project will be completed prior to their CTL.

10. One Bay Area Grant 2 (OBAG 2) Program - Call for Projects (Bike/Ped)

C/CAG recently announced the Call for Projects under OBAG 2 for bike/ped. For Fiscal Year 2017/18 through 2021/22 there is a total of $5.9m in Federal Congestion Mitigation and Air Quality Improvement funds available on a competitive basis

The minimum grant amount is $150k. The maximum per project is $1m. The maximum per agency is $1.5m. Projects must build upon and enhance the existing San Mateo County bicycle and pedestrian network to encourage the use of activity transportation. Programs should be community oriented. Seventy (70%) percent of all OBAG funds must be invested in Priority Development Areas (PDAs). Atherton is not a PDA - however, projects lying outside the limits of a PDA may count towards the minimum if it directly connects to or provides proximate access to a PDA. 

- A local match of 11.47% is required. 
- A local resolution of support is required.
- Applications due by November 18, 2016
- Projects must internally consistent (i.e. on the Town’s Bike/Ped MasterPlan)

Staff will be reviewing the Town’s Bike/Ped Master Plan for compatible projects and preparing any appropriate review/request/application. 

11. K-9 Karli is Retiring

K-9 Officer Karli is retiring. She has reached the extent of her on-duty lifecycle. Her handler will be provided the opportunity to take her. A donor has already stepped up to provide funding to fund a replacement officer. We expect to refill the position within 12 months. 

12. PG&E Self Report - Issues of Non-Compliance

Recently, PG&E provided local government notification as part of a process required by the California Public Utilities Commission (CPUC) whenever they self-report any potential compliance issue they have identified. On September 14, PG&E self-reported to the CPUC an issue of non-compliance related to the qualifications of inspectors conducting Atmospheric Corrosion inspections.  Additionally, PG&E did not provide timely notification of this self-report as a result of a lapse in their process. The company has already completed several improvements and is implementing additional measures to update the timeliness of its self-report process.
 
In November 2015, PG&E found an issue with the Operator Qualifications of some contract inspectors of its natural gas distribution system. In 2014, PG&E provided its relevant contractor personnel with training on the Atmospheric Corrosion inspection tasks. However, many of these inspectors were missing one or more components of the required qualification process and documentation.
 
In response to this discovery, PG&E initiated a review of all Atmospheric Corrosion inspections across the service area and found that 35 percent of inspections completed in 2014 were by non-Operator Qualified personnel. PG&E advised that they have already taken steps to prevent this from happening again. 
 
They have advised that with regard to safety, this situation represents a very low risk exposure for the communities served. This is due to the frequency of inspections performed on the above-ground gas facilities and the multi-layered safety process the company employs including the use of PG&E’s leak detection process that enhances the safe operation of the natural gas system.
 
In addition, PG&E is re-inspecting all of the meters, with many being accelerated to 2016 and the remainder on-track for completion by the first half of 2017. Linked here is further detail on the self-report. 

13. APOA Side Letter

As you know, ratification of the APOA MOU is on your Agenda for September 21. Numerous issues were addressed in the MOU that are positive for the Town and employees. However, one issue remains to be addressed and will be addressed via a side letter once the details are worked out. 

The MOU calls for “alternative work schedules” for civilian dispatchers. They are assigned to a twelve (12) hour workday and a twenty-eight (28) day work cycle with a “four-on, three-off, three-on, four-off” format. The first 12 hours worked is paid at the regular hourly rate. Hours in excess of 12 or in excess of 40 are compensated as overtime. Each employee will have an individually assigned regular workweek. However, the FLSA requires that overtime is paid for each hour worked over 40 in a week. The CalPERS audit called attention to this issue and the potential conflict with the dispatcher schedules as it was not clear whether they had defined workweeks that met the standard. 

Historically, the Town has assigned dispatchers to the above schedule but calculated overtime on 2 hours of overtime each week (42 -hour work week) - asserting that the 42 hour work week was the “individually assigned regular workweek.” Alternative workweeks are permitted under the FLSA but they must be defined. There is some confusion in the MOU between the way overtime is calculated and the exact defined alternative workweek for dispatchers and the past practice for payment of overtime. 

To remedy, the Town needs to clearly define the work schedules of dispatchers such that 1 work week is the first 3 days on plus the first 6 hours of the 1st day of the next 12-hour shift (42 hours). This will need to be done for A-Shift, B-Shift, C-Shift, and D-Shift. The work weeks are different for each shift. 

This is similar to what is done for the typical 9/80 work week. For the purposes of 40-hours/OT, the work week is Monday through Thursday (9 hours each day) and the first 4 hours of the Friday. The second 4 hours of the Friday are part of the following work week together with the next Monday through Friday (9 hours each day). Then, the last Friday is off. 

This will all get worked out in a Side Letter to the MOU after we meet and confer to define the plans for each shift. The Side Letter will get ratified by the Council at a future meeting before the end of the year. There are alternative scheduling models (4-10s, 5-8s, etc.) but some require the hiring of additional personnel to adequately cover the 168-hour work week. Hiring additional personnel triggers other long-term liabilities. 

September 9 Weekly Council Notes

1. Articles of Interest

Below are a few recent articles of interest. 


The AirBnB article is provided as informational. AirBnB and VRBO are an issue in Atherton. The Mill Valley approach is one approach to addressing them. 

2. Quiet Zone FAQ Webpage

Staff is working on an FAQ webpage on the Town’s website for the Quiet Zone. The linked draft has been sent to the Rail Committee for feedback.

3. Quiet Zone Monitoring

We are looking into having a consultant conduct some quiet zone noise and compliance monitoring. 

4. Legal Newsletter

Here is a link to a municipal focused legal newsletter from Colantuono, Highsmith & Whatley PC  Michael Colantuono was the City Attorney when I worked for the City of La Habra Heights. Bill Conners and I know him well.

5. Library Staff Changes

Tom Fortin will be leaving San Mateo County Libraries to take on a new challenge as Chief of Main with the San Francisco Public Library. His last day in the office will be September 16.

San Mateo County Libraries has been fortunate to benefit from Tom’s extensive public library experience and outstanding leadership. During his tenure, he has successfully managed system personnel activities and employee relations, library operations and system services, and numerous new facility and renovation projects. Tom has been a valued and well-respected member of the Library’s Admin Team and his contributions have been essential to the library’s success.

6. Council Inquiries

Activity at Selby/Stockbridge

Inquiry from a member of the Council regarding activity at Selby/Stockbridget - the work is in conjunction with PG&E Gas Line Replacement Project on Almendral. The work is permitted.

Construction Sign at 102 Encinal

Staff visited the site and found that the sign’s size would comply if it were parallel to the street, not angularly placed. It will be corrected (location).

130 Britton Construction - Asbestos/Demolition

A complaint was received regarding demolition of a house at 130 Britton. Concern regarding the method of demolition creating dust and possible hazardous chemical release (asbestos). Prior to demolition, the property was inspected for hazardous chemicals. The document from the BAAQMD found zero asbestos on the property. However, the Building Inspector will be speaking with the property owner about dust control measures. 

7. Traffic Enforcement Detail in Atherton

In Menlo Park and Atherton, there will be three separate traffic enforcement details during September. Please note that these details will be staffed by motor officers from Menlo Park, Atherton, and other San Mateo County police agencies. Two of the three enforcement details are OTS funded events.

- Saturday, September 10, 2016- OTS Funded DUI Enforcement- 6PM to 2AM- (6 Officers)

- Monday, September 12, 2016- OTS Funded traffic enforcement- this is a general enforcement detail, which basically means that traffic officers will target a variety of vehicle code violations in problem areas throughout Menlo Park/Atherton- 8AM - 4PM- (6 Officers)

- Wednesday, September 21, 2016- Non OTS Funded- another general enforcement detail...this event is much larger (20 traffic Officers from San Mateo County working in Menlo Park/Atherton- 8AM to 4PM. This larger detail has occurred in Atherton/Menlo Park for the past two years (both times during the month of September). We send out a press release for this event, as well as a Newsflash (will go out the week of the event).

8. Park Events and Revenue Log

Linked here are the August Park Events Log and Revenue Log

9. Shoreway Waste Facility Fire

Council Member Widmer visited the Shoreway Facility and took the attached pictures. During the visit it was noted that the fire on the residential line began as a small section but quickly spread due to the materials movement process. The safety procedures were followed but not before some quick reaction by Chad Zupfer, the Supervisor, which likely saved the facility. Chad’s quick reaction resulted in no injuries or fatalities. 

Two major waste processing cells were heavily damaged along with smoke and water damage throughout the facility. While no one can assess the equipment damage until the facility is cleaned up, the Executive Director advised that it will be 4 to 6 months to get the facility back in full operation. In the meantime, the SBWMA will be making contact with Republic Services to accept and process recycling materials. Insurance issues will be worked out. Council Member Widmer suggests that the Town consider recognition of Mr. Zupfer. 

10. Subcommittee Meeting with Menlo Fire

On Thursday morning following the Council Study Session I sent an email and Doodle Poll meeting request to Fire Chief Schapelhouman requesting that he share the link to the meeting poll with the appropriate members of the subcommittee and/or respond on their behalf. We are trying to schedule a subcommittee meeting in the next two weeks to help inform the Town’s Scope of Work and gather any other available information to limit the Scope.  As of 2:30 pm today, I have not had feedback on a meeting date/time. 

September 2 Weekly Council Notes

1. Articles of Interest

Below are a few recent articles of interest. 


2. New Officer - Harris Smiler (to be introduced on 9/21)

New Officer Harris Smiler, who will start on September 12, 2016 @ 0700 hours. Harris was born in the Bay Area and was raised in the East Bay. He earned his Bachelors of Science degree from California State East Bay in Business Administration Corporate Management. He later earned his MBA from Lynn University in Sports Management. During his collegiate years, Harris made two appearances in the NCAA Division II National Tournament: one in 2005 with New York Institute of Technology where his team made it to the quarter-finals of the tournament; and most recently in 2012 with Lynn University where his team won the National Championship. He has coached soccer for youth and collegiate levels with his latest role as a goalkeeper coach with San Francisco State University Women's Soccer team from 2011-2012. In his leisure time, Harris enjoys spending time with his family and friends.

Harris will attend his swearing in ceremony on Wednesday, September 21, 2016 at 7:00 pm in the Council Chambers.

3. Display Boards/Civic Center

We will be installing three display cases for the civic center project designed to give viewers a “perspective” view of what the Civic Center will look like when complete. These will be in before the September 25 Atherton Now Family Affair Event. 



Sep 02

August 2016 City Manager's Monthly Report

Posted on September 2, 2016 at 8:52 AM by George Rodericks

City Manager's Monthly Report - August 2016

Monthly-report.pngWelcome to the City Manager's Monthly Report Blog! 

The City Manager's Monthly Report Blog is a consolidation of issues, communications, and Town activity during the prior month that have been reported to the City Council as part of their weekly email from the City Manager. Sometimes information is duplicated over the course of several emails to the City Council to ensure that it is reviewed.

As I review the information to include in the Monthly Report, to the extent possible, I remove duplicate updates (older emails get shorter) in favor of the most recent - although some will be duplicative if there is other relevant information included; I try to remove information regarding events that have already occurred; and I edit information that requires update - hopefully to make it more useful. Overall, the information is generally the same as it was presented to the City Council in their weekly Council email.

The Report reads with the most recent first. As always, if you have any questions or comments regarding the Monthly Report, please feel free to contact me via email or phone.

My weekly email typically goes out every Friday. 

Regards,

George Rodericks
City Manager
Town of Atherton
(650) 752-0504
grodericks@ci.atherton.ca.us
#AthertonTalks


August 26 Weekly Council Notes

1. Agenda Look Ahead

The September 7 Study Session has 3 time-critical action items in addition to the two Study Session items: 

ACTION ITEMS

Belbrook Channel - The first is the award of contract for the Belbrook Channel. As you may recall, since we were going to be dark in August and the bid dates concluded in early August, in July, we asked the Council to authorize a contract award up to the engineer’s estimate. The public bids came in slightly over that amount. Because of the mid-October Regional Water Quality Control Board deadline for project work, we need a timely award of contract to give enough lead time for the project. This item will be a consent item. 

PAR Course Installation - The second is authorization for a budget amendment to hire a contractor to install the PAR course equipment at the Park. This item was budgeted in the last fiscal year, but staff was unable to complete the work under contract and failed to re budget the funds. In order to complete it in the current fiscal year it needs to be re-budgeted. This item will be a consent item. 

Corporation Yard Scope of Work - This item was to be on the July 20 Agenda, but I pulled it to expand the scope to include the Park Corporation Yard. As the Council is aware, we need to make some modifications to the Civic Center Corporation Yard to address ingress/egress issues as well as design. In doing so, it became clear that the Civic Center Corporation Yard is significantly impacted by the Civic Center Project and we need to think more creatively about how to address that compaction. Incorporating the Park Corporation Yard into the planning and programming for the Civic Center Corporation Yard will provide more opportunity. The timing of the Scope of Work allows the planning to be continuous with the Civic Center Project. 

STUDY SESSION ITEMS

Fire Services Report - I am preparing a brief staff report for Council discussion on fire service fiscal resource analysis. The issues to be discussed are not related to fire operations or service delivery. Rather, the report will focus primarily on fiscal review. I will be presenting a few options for the Council to consider in an effort to better understand the basic fire service needs for the community and the fiscal requirements to provide those services. 

The report is not intended to debate the quality or quantity of services delivered by the Fire District. It is intended solely to provide the Council with an opportunity to discuss whether we should move forward with an independent study to review the fiscal resources and demands of the community with respect to fire services. There are consultant firms that provide this sort of detailed analysis. The Fire District would be involved in any study ultimately undertaken by the Town. 

Volunteer Recognition Awards Program - I am preparing a brief staff report for Council discussion on a possible volunteer recognition awards program for the Town. 

2. SB 1436 Local Agency Executive Pay

SB 1436 was recently signed into law. It amends a current section of the law related to disclosure of salaries and benefits for executive staff of local agencies. The next time an amendment is made to my salary or benefits, in addition to what is already done (posting of any agreement or resolution on the Town’s website, posting of any staff reports with associated details, disclosure at a public meeting, etc.), the legislative body (Mayor) must in open session orally recite a summary of any salary and benefits to be paid to me before any action may be taken. 

3. Planning Commission Action - August 24, 2016

The Planning Commission met on August 24 and took the following action(s):

- Continued the public hearing on the heritage tree removal request at 70 Stern to September to allow addition time for further investigation into the health of trees and revisions to the tree replacement planting plan. 
- Approved the heritage tree removal permit at 207 Stockbridge to allow removal of 5 trees.
- Discussed conceptual ideas on revisions to the Zoning Code related to Sidewall and Endwall Regulations pertaining to contemporary/modern style architecture and directed staff to return with additional detail on potential revisions. 

4. Proactive Enforcement at HAWK Beacon

This morning, the PD conducted a pedestrian enforcement operation at the new pedestrian hybrid crossing at the intersection of El Camino Real and Almendral Avenue. Personnel present included Officer Jeff Rickel, Officer Ken Macdonald, Officer Jason Bollendorf, Sgt. Brad Mills, and Motor Officer Garrett Pene from the Burlingame Police Department. 
 
The event ran from approximately 0713 hours to 0912 hours. The officers issued 4 citations, 2 warning citations, and 1 verbal warning.  Included in these was a citation for an unlicensed driver and a citation for a $5,000 warrant out of the San Jose Police Department.  
 
Feedback from the officers about the HAWK beacon:

- Many motorists did not realize they could proceed through the light when it was flashing red, which caused some horn-honking by fellow motorists.
- The delay (after the pedestrian activates the beacon) is long enough to significantly stop traffic before the pedestrian even enters the crosswalk.

5. Retreat Report

Linked here is a copy of the Annual Retreat Summary from Nancy Hetrick. 

6. Animal Services Report - June 2016


7. Articles of Interest

Below are a few recent articles of interest. 


The Town’s Drone Ordinance is in draft form with the City Attorney’s Office. The limitations in the Park are restricted to certain areas of the Park, but prohibitions could certainly be extended to the entire Park at the discretion of the Council when the ordinance comes before you. 

City Manager Major Goods, Use or Service Agreements/Contract Awards as of August 26, 2016
 
As a reminder, the list below is provided as informational only. All items listed are authorized pursuant to the Town’s purchasing policy requirements and within the current year’s program budget(s). 
  • 2016 Firearms Agreement - Firearms Training Facility Agreement (RWC)
  • 2016 Fall Legends Baseball Agreement - Park
  • 2016 Steven Snider Agreement - Motorcycle Training Program
  • 2016 O’Grady Paving Overlay Project - Almendral Slurry Project
  • 2016 Juniper Hill - 2 Belbrook Way Right of Entry Agreement - Belbrook Culvert Project
Special Event Permits - as of August 26, 2016

This is a list of upcoming Special Event Permits approved or under review. 

August 12 Weekly Council Notes

1. ECR HAWK Beacon Project - Ribbon Cutting

PG&E was very helpful in expediting their work on the HAWK Beacon for the Town. Their efforts have allowed us to retain the anticipated ribbon cutting on August 17. The ceremony will begin at the Fire Station at 3 pm. 

2. Marsh Road Project

Marsh Road will re-open on Saturday by 6 pm. Re-opening the roadway has been the single-focus priority as the project moves along. This is not the end of work on the project. There remains clean-up activity, punch list work, roadway striping, channel cleaning, signage/detour clearing and other miscellaneous work. In addition to the follow-up activity, the sewer lining project will need to complete their effort on a remaining section of line. This work will continue into the next week. All work should complete by August 26. During the clean-up activity there may be lane closures (with flaggers for two-way traffic) but the roadway will be open

We received a cost estimate to powder coat/paint the railing. We will return to the Council with a separate request to do so, if desired. This will be post-project and could be done with a simple lane-closure. Once the project is complete, take a look at the finished railing - we will return with the cost/color etc. after the installed railing has a chance to settle in and you can decide whether or not to treat it. In addition to treatment cost, there is likely a higher cost involved in maintaining a treated railing versus the installed version. 

3. PG&E Tree Removals

PG&E just applied for some tree removals on Walsh Road connected to their line clearance project. They submitted to remove a total of 40 trees, 11 of those trees are heritage trees. Staff has approved 4 of that 11 because they are dead/dangerous. We have denied removal of 7 trees. These requests will now move along to the Planning Commission. 

4. Annual Meeting - M-ALL

Staff held the annual meeting with the Menlo Atherton Little League with respect to the Ball Field. We discussed ways the Town could improve the use at the Field - everything from how storage areas were working out, to cleaning, to rented use off season, general field care/maintenance, and restrooms. We discussed ways that M-ALL could improve their use - specific field needs, shared-storage facilities, off-season coordination, etc. We discussed the new Park Bicycle Use Plan and the installation of a bicycle rack at the field. 

Also discussed was that in 2017, M-ALL is hosting the All Star Tournament. This is a tournament that gets passed around league to league for hosting. Most of the activity will occur at Burgess, but there will be some activity that will occur in Atherton. The dates will not be finalized until January/February, but the activity will occur post-season into mid-July. We are coordinating with other field users and Park renters. 

Lastly, M-ALL asked if the Town would allow them to consider more substantial outfield fencing - still temporary and installed/removed with the season - but more substantial/sturdy. We asked that they provide us with some options and we would consider the request. 

Overall - everyone has been happy with the facility, its use and uses as well as opportunities for improving.

5. National Election Activity

Staff is tracking political fundraiser activity in Atherton on August 21 with a tentative visit by Vice Presidential nominee Tim Kaine. If needed, a Special Event Permit will be completed. 

6. Local Election Activity

If by the end of today, Friday, August 12 the Town has not received any other qualifying candidates (beyond the 2 incumbents) for election, the Council has a couple of options to consider. At this time, only the two incumbents have pulled papers. Pursuant to State law, the Council may cancel the election and appoint the nominated persons (Lewis/Wiest) to their seats, or it may hold the election. The Election costs the Town about $15,000. If at the close of nominations, there are not more candidates than offices to be elected, the Council may:

1) appoint the nominated candidates
2) appoint any eligible voter if no one has been nominated (not the case here)
3) hold the election

This is not the first time this has occurred in Atherton but it has been a while. It last occurred in 2006 with Alan Carlson, Jerry Carlson, and Charles Marsala. The nominees were appointed and the election was cancelled. The vote was 4-0-0-1. Jerry Carlson abstained. 

If there are no other candidates that file, on Monday, we will publish a notice to the Council and public as required. Five (5) days later, the Council may hold a special meeting to either make appointments or continue with the election. As you know, in this circumstance, those appointed serve exactly as if elected. A decision to cancel the election and make the appointments must be made by the 75th day before the election - August 25. We will publish the notice as required. The Mayor is considering calling a Special Meeting for the week of August 22. 

7. Workout Space in Garage

The workout space in the garage has been re-opened. A policy has been posted that requires the following:

- When using the space, personnel are encouraged, but not required, to advise another member of Town staff that they will be using the space. Safety first. If you have a health condition that limits your activity, check with a doctor before using any of the equipment. 
- When using the space, personnel are required to open both operable garage doors a minimum of 2 feet to allow for cross ventilation within the space. 
- Use of the exercise area is prohibited during weapons cleaning or evidence processing activity. Use of the gym is discouraged for up to 1-hour after the processing of evidence related to narcotics and/or blood samples or active weapons cleaning. 
- Music and entertainment device noise should be kept within acceptable limits. 
- Weights and other workout equipment should be returned to a rack or placed in a safe location after use. 
- Secure the facility upon leaving the space. 

August 5 Weekly Council Notes

Below is the Friday Council Notes. 

1. ADAPT - Atherton Community Emergency Drill

Tomorrow (8/6), ADAPT will be hosting an Atherton Community Emergency Drill (ACED). The exercise is a joint training earthquake drill with resident volunteers, first responders, and Town officials. Members of the Council are welcome to attend and participate as ADAPT volunteers. We will be opening our EOC in conjunction with the drill (limited capacity). The reporting area for the drill is the parking lot directly behind the Police Department. The goal of the drill is to help better prepare the Town in case of a major incident, to improve collaboration between the Town, first responders and volunteers during an event, and to expose residents to what they can do in an emergency for themselves and to help others. 

2. Recent Articles
 
3. Letter from Congresswoman Eshoo - Flight Path

On August 1 the Town received a letter (copy) from Congresswoman Eshoo to the FAA regarding arrivals/departures at San Carlos Airport and the planned FAA solution. A copy of that letter is linked here

The letter continues to express concern that while the Surf Air trial arrival route might alleviate concerns in San Mateo County it may shift the problem to the cities of Mountain View and Sunnyvale. 

4. County of San Mateo EMS Report for 2015-16

Linked here is an overview report of the EMS System for San Mateo County. The Report includes recent milestones, accomplishments, and an update on the challenges and initiatives ahead. 

5. Triple Flip Close-Out

As mentioned prior, with the close-out of the Triple-Flip, the State is settling up with counties and cities for sales tax revenue. The State Department of Finance has determined that the Town received too much tax revenue under the Triple Flip. The excess must now be refunded to the County for redistribution. The Town will be remitting $10,494.04 back to the County/State. Linked here is a copy of the letter from the DOF

6. Park Event and Revenues Log

Linked here are the July 2016 Park Events Log and the Park Revenue Log

7. Atherton Now July 2016 Report

Linked here is the August 1, 2016 Atherton Now Fundraising Report. There has been no changes to the data since the June 1, 2016 Report.

With respect to the Civic Center Project, in last week’s Council Notes I advised that the cafe in the historic town hall is being designed as a warming/catering kitchen. It is not being designed for a particular vendor or with a particular vendor in mind. There is a timing issue involved with amendments to the Town’s General Plan and Land Use ordinance to allow a commercial use. That is something that will be addressed post-project. The facility will be designed such that it can accommodate a commercial activity (mostly electrical and plumbing), but it is not being designed with any particular activity in mind. 

Subsequently, the question was raised as to why the Town would not be designing the space specifically as a cafe. My response was that the space is being designed as the most flexible space possible. That we should not design a full commercial space only to have the GP/Land Use process return as a no go. Nor should we design a space with specificity with the possibility that any future tenant then wants to change to suit their purpose. It is common in tenant arrangements to have a space improved specifically for the tenant’s intended use. Those costs could be recouped as part of the lease arrangement. 

Designing the space with specificity limits the Town. The Council has been clear that it is supportive of a cafe within the Civic Center. What that ultimately looks like is yet to be determined as there is no specific vendor in mind. Right now, my recommendation is that it is best designed as a catering kitchen - which will have space for appliances (refrigerators, warming areas, display case space/possibility) and adequate electrical/plumbing to accommodate expansion. For comparison, the recently renovated space at the Pavilion can be very easily renovated to be used as a daily operational kitchen. All of the updates for a commercial operation are roll-in appliances - not built-ins. The built-in needs are electrical, plumbing and ventilation. All of which are built into the basic model. 

I will bring this issue to the attention of the Council at the September 21 Regular Council Meeting. If alternative direction is needed with respect to my recommendation above, the Council can so direct.  

8. Marsh Road Project

The Marsh Road Project remains on target to be opened by August 13. We have elected not to host a formal ribbon cutting but will instead do a brief photo opportunity and press release. We will also be sending a letter of appreciation to all of the residents in the immediate area thanking them for their patience and cooperation during the construction. 

Below are a few recent photos from the project: 

- Photo 4496 - Temporary Sewer Bypass line being installed prior to the new sewer pipe under Marsh Road (Middlefield Road looking east)
- Photo 4493 - Base Rock being set in place prior to final paving of street
- Photo 4486 - New Marsh Road Guard Rail
- Photo 4468 - Base Rock and Guard Rail During Installation
- Photo 4466 - Longitudinal View of New Channel from Fair Oaks looking west.



Aug 10

July 2016 City Manager's Monthly Report

Posted on August 10, 2016 at 3:16 PM by George Rodericks

City Manager's Monthly Report - July 2016

Monthly-report.pngWelcome to the City Manager's Monthly Report Blog! 

The City Manager's Monthly Report Blog is a consolidation of issues, communications, and Town activity during the prior month that have been reported to the City Council as part of their weekly email from the City Manager. Sometimes information is duplicated over the course of several emails to the City Council to ensure that it is reviewed.

As I review the information to include in the Monthly Report, to the extent possible, I remove duplicate updates (older emails get shorter) in favor of the most recent - although some will be duplicative if there is other relevant information included; I try to remove information regarding events that have already occurred; and I edit information that requires update - hopefully to make it more useful. Overall, the information is generally the same as it was presented to the City Council in their weekly Council email.

The Report reads with the most recent first. As always, if you have any questions or comments regarding the Monthly Report, please feel free to contact me via email or phone.

My weekly email typically goes out every Friday. 

Regards,

George Rodericks
City Manager
Town of Atherton
(650) 752-0504
grodericks@ci.atherton.ca.us
#AthertonTalks


July 29 Weekly Council Notes

1. ECR HAWK Beacon Project - Ribbon Cutting (UPDATED)

Please hold August 17 3 pm as the date for the HAWK Beacon Ribbon Cutting. 
 
2. ADAPT - Atherton Community Emergency Drill

On Saturday, August 6 from 9 am to 1 pm ADAPT will be hosting an Atherton Community Emergency Drill (ACED). The exercise is a joint training earthquake drill with resident volunteers, first responders, and Town officials. Members of the Council are welcome to attend and participate as ADAPT volunteers. We will be opening our EOC in conjunction with the drill. The reporting area for the drill is the parking lot directly behind the Police Department. The goal of the drill is to help better prepare the Town in case of a major incident, to improve collaboration between the Town, first responders and volunteers during an event, and to expose residents to what they can do in an emergency for themselves and to help others. More information and education will be forthcoming as the event draws closer. 

3. Recent Articles

4. Atherton Development Roundtable

The next Atherton Development Roundtable will be held from 12 pm to 1 pm on Monday, August 1 at the Pavilion in the Park. Topics to be discussed include:

- Personnel Changes in the Building Department
- Atherton PD/Code Enforcement
- National Night Out
- PACE Program
- 2016 Code Adoption Cycle

5. Revenue Alternatives Reports I & II

At the Council meeting during the discussion of the Business License Tax, the Council asked that in September, staff return with the broad overview of revenue alternatives. I advised we would share with the Council the prior research on these topics. Below are the links to the two reports:


6. Letter from Congresswoman Eshoo - Flight Path

On July 25 the Town received a letter (copy) from Congresswoman Eshoo to Supervisor Slocum regarding arrivals/departures at San Carlos Airport and the planned FAA solution. A copy of that letter is linked here.

The letter expresses concern that while the Surf Air trial arrival route might alleviate concerns in San Mateo County it may shift the problem to the cities of Mountain View and Sunnyvale. Congresswoman Eshoo notes that if the route has an adverse impact on Mountain View and Sunnyvale and there is not a process to consider the concerns of all the constituents before granting the new route, she will oppose the measure. 

7. Planning Commission - July 27

Planning Commission met on July 27 and took the following action:

- DCC Herren swore in Lane and Lerner
- Commissioner Lane selected as Chair
- Commissioner Lamb selected as Vice Chair
- Commissioner Tonelli appointed by Chair to work with Commissioner Sockolov, Tree Committee, and staff on revisions to tree ordinance.
- PG&E provided an overview of their pipeline safety initiative (status)
- Continued the public hearing on the Heritage Tree Removal of three trees at 70 Stern to August 24 meeting. 
- Denied Appeal of CTL fine at 18 Ralston Road

Next meeting is scheduled for August 24. 

8. Galvanized Steel Railings - Paint or No Paint?

Along the Marsh Road Channel there will be new modern railings. The plan specifications call for the railings to be galvanized steel, but do not specify that they be painted. Staff is getting an estimate of the cost to paint the railings before installation (may cause delay - not recommended) or post installation. The color would be black or green (leaning toward green). The cost to paint is not included in the project cost.

9. Cal Water Drought Update - From Cal Water

The new emergency drought regulations adopted by the Board allowed water utilities to self-certify their own water-use reduction requirements based on local water supply conditions. Even with the regulatory adjustments made by the Board,  Cal Water believes it  is important to plan for the long-term and prepare to meet stronger, permanent water conservation standards expected from the State in early 2017. This is especially important given that many communities across California are still facing drought challenges and there is a distinct possibility that we will have a very dry winter. In light of all of this, Cal Water is making some adjustments to their Drought Response Plan, which will become effective on July 29.

First, Cal Water will be setting a conservation target of 10% for customers in the Bear Gulch service area. These targets will continue to be based, in most instances, on customers' same-month water usage in 2013. Conservation targets will also be shown on customers' bills. Cal Water believes that this conservation target effectively balances the short-term water supply outlook with the need to be prepared for more stringent regulations from the Board and the possibility of a very dry winter.

Second, Cal Water will be moving from Stage 2 to Stage 1 of the Water Shortage Contingency Plan, which does not include drought surcharges. Cal Water has confidence that customers will continue to use water wisely, so for now, water budgets and associated drought surcharges are suspended. Customers that have accumulated credits in their respective water banks will not see them listed separately on their water bills, but they will be maintained in customers' accounts until the current drought emergency ends. The various prohibited uses of water that have been in place since last year remain effective under Stage 1 of our Water Shortage Contingency Plan.

Customers can visit the website at www.calwater.com/conservation for information on  industry-leading water conservation program and additional information about the drought.

10. Las Lomitas - Detention Basin Project

The consultant continues to evaluate and analyze alternatives working with the District. There are a few issues that are cropping up that need to be cleared up - these include regional partner potential, regional grant opportunities, title reports that show clear ownership/responsibility, and sizing of existing drainage systems. Work continues on this feasibility study. 

11. Belbrook Culvert

Bids are due back on Tuesday and will be analyzed for award of contract. Returning to the Council in September is cleaning up of the easement and Channel District. 

12. Civic Center Project

- Reuse of the SFPUC pipeline - Integral reviewed the possible reuse of the SFPUC waterline as a green component of the Town’s project. If the waterline remained in use, the line could be wrapped with a coil. Absent its active use, the cost to build infrastructure to create a system that would be feasible for use is not practical. They recommend its full abandonment and not reuse. Staff is putting together a summary of their analysis for the Green Building Committee. 

- There is a meeting coming up of the Library Subcommittee, Library staff, and Heritage (Marion) to discuss the library floor plan. Tom Fortin is putting together a staging memorandum that outlines the staging options for the library (including the bookmobile option). 

- The cafe in the historic town hall is being designed as a warming/catering kitchen. It is not being designed for a particular vendor or with a particular vendor in mind. There is a timing issue involved with amendments to the Town’s General Plan and Land Use ordinance to allow a commercial use. That is something that will be addressed post-project. The facility will be designed such that it can accommodate a commercial activity (mostly electrical and plumbing), but it is not being designed with any particular activity in mind. 

- There is acoustics testing going on in the civic center.

Special Events Permits - July 29, 2016

This is a list of the upcoming Special Event Permits approved or under review.


July 22 Weekly Council Notes

1. Recent Articles

Below are a couple of recent articles related to Atherton activity.


Getting coverage in the press can be very helpful. The press can add a significant boost to getting the word out regarding Town activities, programs, and decision-making. Press coverage can also help educate the community on difficult issues and conversations that must be had. But it is important to remember, that as elected and appointed officials, when speaking to the press or in public our words and how we say things often find their way into headlines and articles. It’s important to be cognizant of not only what we say, but how we say it. Turns of phrase, no matter how well meaning or innocent, can often have positive as well as negative connotations to the reader. 

2. Animal Services Monthly Report - June 2016


3. West Nile Virus - Birds & Traps

The San Mateo County Mosquito & Vector Control District found another WNV positive bird in Atherton on Isabella. Traps went out to trap mosquitos immediately. All of the mosquitos captured in the traps tested negative for WNV. 

4. PCE Roll-Out

Council Member DeGolia presented a map of the PCE Roll-Out for Phase I. A question arose regarding PCE’s methodology for selecting customers in the roll-out. The customers in Phase I will be cutover in October on their meter read dates. The customers were selected so that they represented 20% of Atherton’s total residential load and were located in contiguous PG&E neighborhoods. The consultants used PG&E carrier routes to select contiguous areas.

All of the Town’s municipal accounts will be rolled in as well as part of Phase I. I will have something on the September agenda to allow you to provide input into whether the Town should enroll our accounts as 50% renewable or 100% renewable. The accounts include all municipal facilities inclusive of irrigation and streetlights. 

For the roll-out, PCE will send out written notifications next week to those identified customers. Residents that receive enrollment notices will automatically be enrolled to receive the ECOplus product (50% renewable and 75% GHG free) - at lower rates than PG&E’s current set. Here is a link to the notice material and informational materials

Even if a customer is not in the initial 20% roll-out for Phase I, customers can be “early adopters” by enrolling on the website. We will assist in publicizing this information. Residents can also choose to be ECO100 customers (100% renewable sources and 100% carbon free). This product is 1 cent/kWh above the ECOplus rate. 

5. PG&E Postcards on LED Streetlights

PG&E completed its PG&E-owned LED Streetlight Conversion Project in Atherton. They are sending out a post-installation postcard to those that live in the vicinity of the new street lights. Approximately 1,118 residences in Atherton will receive the postcard. 

6. Cal Water Urban Water Management Plan

California Water Service has prepared and adopted an update to its Urban Water Management Plan (UWMP) that addresses water service condition in the Bear Gulch Service Area. The Plan describes and elevates the sources of supply, reasonable and practical efficient water uses, reclamation, and demand management activities in the community. The Plan also addresses measures for residential, commercial, governmental, and industrial water demand management. 

A key focus of the UWMP is an update to the conservation requirements set forth in Senate Bill 7 as passed in November 2009. SB 7 mandates a statewide 20% reduction per capita urban water use by 2020. In order to quantify the objectives and identify the means of achieving this mandated demand reduction, Cal Water has updated the Conservation Master Plan for the Bear Gulch area. A copy of that Plan is in one of the appendices of the UWMP. An electronic copy of the UWMP is available at http://www.calwater.com/conservation/uwmp

7. Accounting Technician - Amanda Governale

As mentioned, with the reclassification of Noy to Junior Accountant we backfilled her Accounting Technician position. Beginning August 1 we welcome on board Amanda Governale as the Town’s Accounting Technician. Amanda holds a Bachelor’s Degree in Political Science from Notre Dame de Namur University in Belmont. Amanda’s most recent work experience includes a paid internship with the Town of Woodside where she assisted with projects and events, analyzed data and created codes for TRAKit and OpenGov, and assisted the Town in transferring to a new financial system - Springbrook (the one used by Atherton). Amanda also served as an intern with the City of San Bruno where she oversaw the complete renovation of the City’s website. Prior to that, Amanda interned with the College of San Mateo while working on her Bachelor’s Degree. If you are by after August 1, stop in and say hi to Amanda.

8. Pursuit Rated Hybrids/Alternative Fuel Vehicles

One of the questions that arises when the Town purchases police vehicles is when/how can we purchase pursuit rated vehicles that use alternative fuel technologies. My response to date has been that there are no alternative fuel vehicles at this time that are pursuit rated. However, that’s not to say they aren’t coming. In late 2015, the EPA certified bi-fuel and dedicated liquid-injection propane autogas systems for use in Ford police vehicles. When we learned of this, we contacted our Ford dealership that outfits our police vehicles. The strong advice was not to make the purchases at this time. The rationale expressed was because there are no prep packages presently designed that allow these vehicles to be outfitted properly for use. Without the proper prep packages, the representative advised that there could be some very significant engine issues. 

My suggestion is that we keep watch of these emerging technologies. The Town’s vehicle purchases are small scale and impactful when we need to do so (budget wise). We are not purchasing fleet vehicles in tranches. If we were to purchase a vehicle and it had issues that had not been fully vetted, the impact on our finances would be greater than the impact on larger agencies to repurchase. I suggest we keep watch of the emerging tech and let the dust settle on its use a bit by larger agencies before we leap in - we are simply not nimble enough to absorb the impact of a purchase that goes awry. 

9. 303 Atherton Avenue - Cell Tower

We are denying the landscape screening options for the approved cell tower at 303 Atherton Avenue. The cell provider has exhausted all options to devise an approvable landscape screening plan under the existing permit. A redesign will be required with the possibility of a camouflage/concealed pole (tree).

10. Helicopter at National Night Out

As in prior years, the CHP Helicopter will be landing at the Park during the National Night Out event on August 2. This is practice for emergency preparedness. Neighbors in the area are notified by letter in advance.

11. Business License Tax

Staff has contacted Hillsborough to get to the bottom of their business license tax/ordinance. They have advised that their current practice is in line with what staff presented at the meeting on Wednesday night - for contractors pulling a building permit, they pay 0.5% based on the permit valuation for every permit pulled as a business license tax in addition to their basic building permit fee.

Atherton has two significant builders in Town as I pointed out during our conversations. If Atherton adopted the Hillsborough model of 0.5% based on permit valuation, in calendar year 2015, one of those builders would have paid a license tax of $18,996 based on permit valuations of $3,799,251 and the other would have paid a license tax of $102,190 based on permit valuations of $20,437,940. I don’t know what those builders paid in Hillsborough, but I have asked. Those amounts will fluctuate year over year based on their permit activity for the year. 


July 15 Weekly Council Notes

1. Team-Building/Goals Workshop

Nancy Hetrick has met with each of you to discuss the August Team Building Workshop. Thank you for taking the time for the pre-meeting. I am meeting with Nancy at 11 am on Wednesday to go through the feedback. The August workshop is not a goal-setting workshop. It is an opportunity to build and reinforce the positive team (both Council and Executive) moving forward. The date and time of the workshop has not yet been set. 

2. Train Horn - Quiet Zone

Mike Kashiwagi and I met with Michelle Bouchard and others with Caltrain to discuss any continuing issues they may have with quiet zone compliance. In addition, we will be discussing the possibility of quad gates at Watkins and diagnostic review of both Watkins and the Atherton Train Station. 
 
3. Locate and Mark - USA North 811

The Town is not a member of USANorth 811. We have never have been. Recently, there was an incident on James Avenue where the Sanitary District hit one of the Town’s street light underground wires as part of a lateral installation project. Not only is this inconvenient - it’s dangerous. The adjacent property owner inquired as to why there Town is not a member. There are annual membership fees, GIS mapping requirements and annual follow-up. I connected with Steve to determine if the Town had ever considered membership in the past and he advised that we had, but had never followed through - cutting it from any proposed budget. I do not know what the fee is - honestly, I do not believe it could be that prohibitive. Membership provides a benefit, but also requires our participation. Steve and I will look into membership as I believe it’s time we seriously consider doing so.

4. LED Fact Sheet from PG&E - AMA Report

5. CalWater Update - Drought Data/Presentation

CalWater has provided the update for Atherton’s consumption for June 2016. It is linked here  Atherton conserved 45% as compared to 2013 and 39% year to date. A member of the Council asked if CalWater could present an update to the Council in September. I have contacted Dawn Smithson and she will be present at the meeting to present. I will provide her with some Q&A of interest. If there is something specific any member of the Council would like her to address please advise. 

Bear Gulch has not done a specific Drought Actions Summary Report, but she will request one. She advised that any funds collected through the “overage surcharge” (using more than your allotted water budget) are returned to customers via their WRAM (Water Revenue Adjustment Mechanism). When rates are generated, there are certain assumptions based on how much water they predict they will sell. If that varies, the difference is “trued up” through the WRAM system which either issues a surcharge or credit to the customer bill. The funds associated with the “overage surcharge” will go to offset the WRAM. Fees collected through restricted uses of water (e.g. watering hard surfaces, not using a positive pressure shut-off nozzle on your hose) were nominal. Dawn indicated that she did not think they collected any fees in Bear Gulch for those violations. If collected, those fees are used to help offset the cost of any extra expenses incurred because of the drought.

6. HdL Companies - July Newsletter

7. Recent Articles

I advised last week that there were a couple of recent articles that I would share with the Council - one on the Civic Center Funding and the other on the Caltrain DEIR lawsuit. Linked here are those articles. 


8. PCE Meeting - July 14, 2016 - 6:30 pm

There was a PCE Board meeting on July 14. On their agenda were discussions on the following:
  • Consideration of roll-out phases
  • Budget for FY 16/17
  • Energy Purchase Authority
  • Marketing & Communication Strategies
  • Report on Renewable versus Greenhouse Gas Free Energy
In addition, Peninsula Clean Energy asked for final pricing from the top three Electric Service Providers on June 27. PCE executed master agreements with the top three ESPs, which were 1) Energy America (a subsidiary of Direct Energy), 2) Exelon Generation Company (through its subsidiary Constellation), and 3) Shell Energy North America.  

PCE selected one ESP to sign the confirmation agreement, which was Energy America/Direct Energy.  This confirmation agreement is for a 51 month term, running from October 2016 through December 2020.  Direct Energy offered the most competitive pricing for the products we will be supplying to PCE's Phase 1 customers.  These products are conventional energy, renewable energy, and greenhouse gas free (carbon free) energy, and scheduling services, which meet the quantities and percentages as directed by the Board of Peninsula Clean Energy.  

9. Camino Al Lago/Camino A Los Cerros/Camino Por Los Arboles/Cowell Lane Intersection

In response to a request/complaint from a local resident, Interwest prepared a technical memorandum to address issues at the intersection of Camino Al Lago/Camino A Los Cerros/Camino Por Los Arboles/Cowell Lane. The information will be presented to the Transportation Committee for consideration at their next meeting.  

In general, there are two existing “Yield” signs at the intersection where the resident indicated that she has almost been hit by vehicles not yielding. The resident would like the “Yield” signs relocated to improve visibility or replaced with “Stop” signs. Staff reviewed collision information from the State Wide Integrated Traffic Reporting System (SWITRS) from 2010 through 2015 for the intersection and found the following:
  • There were a total of four reported collisions (one each in 2010, 2011, 2012, and 2014).
  • All reported collisions were single vehicle collisions with a fixed object.
  • Three occurred during the day, and one at night
  • The primary causes were: unsafe speed, improper backing, unsafe turning.  The last collision was a reported hit and run, therefore no primary collision factor was stated.
Based upon the above findings, there are no patterns that would require mitigation. Staff also reviewed each of the four Yield sign locations and found the following:

Location #1-Cowell Lane at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate; drivers can easily see the sign as they approach, the sign is 24” and does not have much reflectivity. Once at the limit line, the location of the fence/landscaping limits drivers view of approaching vehicles northbound on Camino Por Los Arboles. 
 
Location #2-Camino A Los Cerros at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate, drivers can easily see the sign as they approach, the sign is 24” and does not have much reflectivity. Once at the limit line, the landscaping in the median island may create a visibility issue viewing northbound Camino Por Los Arboles traffic for some vehicles.
 
Location #3-Camino Al Lago at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate, drivers can easily see the sign as they approach, the sign is 30” and does not have much reflectivity. 
 
Location #4-Camino Al Lago at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate, drivers can easily see the sign as they approach, the sign is 24” and does not have much reflectivity. 
 
Based upon the findings mentioned above, it is recommended that the following be completed:
 
Location #1
  • Replace the existing Yield sign with a new 30” Stop sign.
  • Install “Sharks Teeth” markings
Location #2
  • Replace the existing 24” Yield sign with a new 30” Yield sign
  • Install “Sharks Teeth” markings
  • The landscaping in the median should be trimmed so that the height does not exceed 36” high (measured from pavement level)
Location #3
  • Replace the existing 24” Yield sign with a new 30” Yield sign
  • Install “Sharks Teeth” markings
Location #4-See photo #4
  • Replace the existing 24” Yield sign with a new 30” Yield sign
  • Install “Sharks Teeth” markings
Stop and Yield signs are to be a minimum of 30” per the current version of the California Manual on Uniform Traffic Control Devices (CA MUTCD). Visuals linked here


July 8 Weekly Council Notes

1. Marsh Road Project

The project is moving along and remains on schedule. I have executed a change order to the project to address the West Bay Reimbursement Agreement, Additional Traffic Control & Flaggers through the completion of the project, additional spare guard rail for future use, and a change in the shoring system. Inclusive of the $632,000 in West Bay work, there is $951,176 in additional work netting against $836,182 in credits and reimbursements for a net change order of $115,004. This is expected to be the bulk of the change orders for the project. There may be some other minor change orders well within the project expectations.   

2. Environmental Programs Committee Meeting

Staff is trying to setup the July/August Environmental Programs Committee for an After Action Report on the Earth Action Fair and selection of Chair/Vice Chair. At this time, there are no action items for consideration by the Committee so future meeting dates/times have not been set. 

3. Complaint Regarding Carcinogens.

The Town received an official request from members of the Police Department to have the building checked for carcinogens. Health concerns have been expressed. The Town conducted a building survey/inspection in 2010 and made improvements. We will be providing the report to the concerned parties and determining if there is a need to conduct additional inspections/analysis. 

4. Triple Flip Final Close Out

On June 30, the State sent a notification advising of the final triple flip amounts. Once all the funds have been received by the County, the final revenue will be transmitted to each agency. There are two agencies in the County that will need to be “trued up” with remittance back to the County, i.e. we were overpaid. Those two agencies are Portola Valley at $23,851.12 and Atherton at $10,494.04. 

The true up calculations were made by the Department of Finance and they are providing us (and Portola Valley) with written details and requests for reimbursement (invoice). The overpayment was based on the amount paid to the agencies and the estimate to actuals comparison performed by the Department of Finance. For those needing additional information about the triple flip, here is a publication that explains some of the history

5. Facebook Expansion DEIR Comment Letter

Linked here is the Town’s comment letter to Facebook’s Expansion DEIR

6. Article in the Daily Post

Linked here is a recent article in the Daily Post regarding the Town’s business license tax. There are a couple of other articles I am trying to get copies of related to Civic Center Funding (Atherton Now) and the Caltrain DEIR Lawsuit. As soon as I have copies, I will forward them to the Council. 


July 1 Weekly Council Notes

1. Managers Meeting - Menlo Fire Nexus Study

On June 30, I met with the City Managers of East Palo Alto and Menlo Park as well as a representative from the County to discuss the Fire District Nexus Fee Study and next steps/recommendations. Consideration of the Nexus Fee Study is on hold pending the outcome of these discussions and next steps. In the coming weeks, we will be setting up a meeting with the Fire Chief to discuss further. At this time, adoption of the Nexus Study has been put on hold. 

2. Atherton Fiber

We have received comments from Atherton Fiber on the draft agreement and are reviewing the issues internally. I spoke with Robert Hayes (CEO of Atherton Fiber) yesterday. He advised that they are re-evalauting their service model and the impact on a potential franchise agreement with the Town given the efforts of Zayo and Wave Broadband in Town. We will be reconnecting in August.  

3. Funding Opportunity for Alternative Fuel Vehicles and Infrastructure

C/CAG is considering pursuit of a grant opportunity from the Department of Energy to fund the purchase and deployment of alternative fuel vehicles (light, medium, heavy duty) and planning efforts for the deployment of refueling infrastructure. The objective of the project is to accelerate the use of electric vehicles and supporting infrastructure through community-based partnerships among state and local governments. The potential project would include all interested cities (for public fleets, as well as strategic partners for fuel supply/auto dealers/etc. 

C/CAG is surveying cities and seeking multiple cities to be partners on the project. Candidates must:

- have developed or currently developing fleet management plans/vehicle replacement strategies;
- currently planning or purchasing (in the near term) alternate fuel vehicles
- looking to deploy alternative fuel charging stations

C/CAG would be the project sponsor. The grant amount would be in the $3m to $5m range. We do not yet know grant application details or specifics, to include matching requirements. However, we have advised C/CAG that we are interested in participating and have identified the possibility of 4 all-electric type vehicles that could replace or augment some of the Town’s existing fleet in Code Enforcement, Arborist, general PW, and General Admin/PD use. 

4. EIR Comments

Staff is working to prepare comments in response to the following EIR Notices:

- Infill EIR for 500 El Camino Real in Menlo Park. Draft EIR with comments due by July 21. This is the Stanford property on the east side of El Camino just north of the Stanford Park Hotel near the Palo Alto City limits. Within the Notice of Preparation, they are planning to analyze all of the Atherton intersections along Middlefield Road between Ringwood and Marsh. The development proposal is for 144,000 sf of non-medical office, 10,000 sf of retail and 215 residential units. 
- Proposed Facebook Expansion - Draft EIR with comments due by July 11. The expansion includes two new office buildings totaling 962,400 sf and a 200-room hotel. 

5. HSR Agreement for Reimbursement

On the July 20 Agenda is authorization for the City Manager to execute a reimbursement agreement with HSR. The agreement itself is still in the works. Last week, staff met with a representative of HSR who is tasked with negotiating reimbursement agreements with cities and counties who will be impacted by planning, design, and construction of HSR. The purpose of the reimbursement agreement is to reimburse cities for staff and contract staff time necessary to research and gather information, review documents, studies, and plans necessary to construct HSR. It does not bind, bar or condition any legal action by the Town related to HSR. 

6. Peninsula Clean Energy - Meeting New CEO

Council Members DeGolia and Widmer and myself will be meeting in July with the Peninsula Clean Energy new CEO, Jan Pepper. 

7. San Mateo County - Preliminary Draft Countywide Transportation Plan

The San Mateo County - Preliminary Draft Countywide Transportation Plan has been released for public comment. Mayor Lewis and Council Member Wiest serve as the Town’s Ad Hoc Subcommittee to C/CAG. Please review the plan and provide me with any comments you might have over the next week. I will consolidate and forward those comments to the Subcommittee. 

8. HP Park Revenue and Event Logs

Linked here are the June Park Events Log and the Revenue Log. A full year logged of Park events netted the Town approximately $100,000. 

9. Green Bicycle Lanes - Valparaiso and Middlefield - MENLO PARK

Menlo Park will be installing green bike lanes at a few intersections in Menlo Park. The roll-out includes a few spots within Atherton on Valparaiso and Middlefield. They have applied for and received an encroachment permit from the Town. With the proximity of these improvements, we will take the opportunity to use their project to help educate our residents about further green lanes along Middlefield in Atherton in advance of our project implementation.

10. Mosquito & Vector Control District - AB 1362

In January, the SMCMVCD moved in opposition to AB 1362. The legislation could reduce the number of trustees on the Board and changed the appointment process from local agencies to the County City Selection Committee. It essentially eliminates the one-city one representative concept for the Board. If the Town would like to add its voice to the issue, please advise. Here is a link to the bill information. It is presently back in Committee.
 
11. Animal Services Report - May 2016