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Town of Atherton
CITY COUNCIL AGENDA
April 18, 2018
7:00 p.m. Regular Session
94 Ashfield Road
This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action.
6:15 PM CLOSED SESSION IN CONFERENCE ROOM
ROLL CALL Wiest, Widmer, Lewis, DeGolia, Lempres
PUBLIC COMMENTS
Public Announcement of Closed Session Items
CLOSED SESSION
A. CONFERENCE WITH LABOR NEGOTIATOR – Labor negotiations pursuant to Government Code Section 54957.5
Agency Negotiators: George Rodericks, City Manager
Employee Organization: Unrepresented Employees
7:00 REGULAR SESSION
1. PLEDGE OF ALLEGIANCE
2. ROLL CALL Wiest, Widmer, Lewis, DeGolia, Lempres
3. PRESENTATIONS
• Oath of Office – Johnathan Massagli – administered by Chief McCulley
• Proclamation – National Police Week– by Chief McCulley
• Presentation from Get us Moving - County Supervisor Warren Slocum and Jessica Epstein, SamTrans Government & Community Affairs Officer
• Presentation from Bayfront Canal Project Presentation – Erika Powell, San Mateo County
4. PUBLIC COMMENTS (This portion of the meeting is reserved for persons wishing to address the Council on any matter not on the Agenda that is within the subject matter jurisdiction of the City Council. State law prohibits the Council from acting on items not listed on the Agenda except by special action of the City Council under specified circumstances. Speakers’ time is limited to three minutes. Additionally, the public may address the Council on any subject listed on the Consent and Regular Agenda. Each speaker may address the Council once for a limit of three minutes.)
5. REPORT OUT OF CLOSED SESSION - Report out by City Attorney
6. CITY MANAGER’S REPORT
7. COMMUNITY ORGANIZATION ROUNDTABLE REPORT
CONSENT CALENDAR (Items 8-14)
(Consent Calendar items are routine in nature and are generally considered in one motion and adopted by a single vote of the City Council. If discussion regarding a Consent Calendar item is desired, the member(s) of the City Council, public, and/or staff wishing to pull the item should so indicate at the time the Mayor calls for consideration of the Consent Calendar.)
8. APPROVAL OF MARCH 21, 2018 MEETING MINUTES
Report: City Clerk Theresa DellaSanta
Recommendation: Approve meeting minutes
9. APPROVAL OF BILLS AND CLAIMS FOR MARCH, 2018 IN THE AMOUNT OF $2,025,561
Report: Finance Director Robert Barron III
Recommendation: Approve Bills and Claims in the amount of $2,025,561
10. ORDINANCE OF THE COUNCIL OF THE TOWN OF ATHERTON
AUTHORIZING AN AMENDMENT TO THE CONTRACT BETWEEN THE TOWN OF ATHERTON AND THE BOARD OF ADMINISTRATION OF THE CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM
Report: Deputy City Manager Theresa DellaSanta
Recommendation: Approval an Ordinance of the City Council of the Town of Atherton authorizing an Amendment to the contract between the Town and the Board of Administration of the California Public Employees’ Retirement System.
11. ADOPT A RESOLUTION APPROVING A PROJECT LIST FOR THE ROAD MAINTENANCE AND REHABILITATION ACT OF 2017 (SB1)
Report: Public Works Director Robert Ovadia
Recommendation: Adopt a Resolution approving a project list for the Road Maintenance and Rehabilitation Act of 2017 (SB1).
12. AWARD OF CONTRACT FOR THE 2018 OVERLAY PROJECT, PROJECT NUMBER 56085
Report: Public Works Director Robert Ovadia
Recommendation: Award the construction contract for 2018 Overlay Project, Project Number 56085 to the lowest responsive bidder, G. Bortolotto & Company of San Carlos for $340,000 and authorize change orders up to $35,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town
13. AWARD OF CONTRACT FOR THE STOCKBRIDGE AVE. VALLEY GUTTER REPLACEMENT PROJECT, PROJECT NUMBER 56086
Report: Public Works Director Robert Ovadia
Recommendation: Award the construction contract for Stockbridge Ave. Valley Gutter Replacement Project, Project Number 56086 to the lowest responsive bidder, Golden Bay Construction of Hayward for $304,575 and authorize change orders up to $30,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town
14. APPROVAL OF AGREEMENT WITH WEST COAST ARBORISTS, INC. FOR PUBLIC TREE MAINTENANCE
Report: Public Works Director Robert Ovadia
Recommendation: Award a contract for Public Tree Maintenance with West Coast Arborists, Inc. in the amount of $85,000 for annual maintenance for public trees in FY 2018-2019; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town
PUBLIC HEARING – None.
REGULAR AGENDA -
15. ADOPTION OF FEE RESOLUTION AMENDING FEES AND CHARGES TO RENTAL INCLUDE TENNIS COURT KEYS AND CLAY COURT RESERVATION RATES FOR THE HOLBROOK PALMER PARK TENNIS COURTS
Report: Public Works Director Robert Ovadia
Recommendation: Review and approve the attached fee resolution amending fee and charges to include tennis court keys and clay court reservation rates for the Holbrook Palmer Park Tennis Courts
16. REVIEW OF PROPOSED MODIFICATIONS TO THE TOWN’S FALSE ALARM RESPONSE ORDINANCE AND PROVIDE DIRECTION TO STAFF REGARDING THE ORDINANCE
Report: Police Chief Steve McCulley
Recommendation: Review proposed modifications to the Town’s False Alarm Response Ordinance and provide direction to staff regarding the ordinance
17. RECEIVE THE PRELIMINARY ENGINEERING DESIGN REPORT AND PROVIDE DIRECTION ON NEXT STEPS FOR THE ATHERTON WATER CAPTURE FACILITY PROJECT
Report: Public Works Director Robert Ovadia
Recommendation: Receive the Tetra Tech, Inc. Preliminary Engineering (20 percent) Design Report and provide direction on next steps for the water capture facility project. Potential next steps include: 1) Proceed with finalizing the plans, specifications and estimate (PS&E) for the water capture project in Holbrook-Palmer Park; 2) Receive the 20 percent Design Report and engage in additional outreach prior to accepting and proceeding with the Project at Holbrook-Palmer Park; 3) Stop work on the water capture project in Holbrook-Palmer Park and do additional community outreach and search for a new location; 4) Stop all work.
18. AUTHORIZE MAYOR TO TRANSMIT A COMMENT LETTER TO THE HIGH SPEED RAIL AUTHORITY ON THE DRAFT 2018 BUSINESS PLAN
Report: Public Works Director Robert Ovadia
Recommendation: Authorize the Mayor to sign the attached letter and transmit to the High- Speed Rail Authority providing the Town’s comments on the 2018 Draft Business Plan Dated March 8, 2018
19. CIVIC CENTER UPDATE: RECEIVE AND FILE THE COST MODEL MANAGER, PROJECT SCHEDULE; AUTHORIZE STAFF TO HAVE WRNS BEGIN BIDDING PHASE SERVICES; AND AUTHORIZE THE CITY ATTORNEY TO PREPARE AND THE CITY MANAGER TO EXECUTE AMENDMENTS TO THE CONSULTING SERVICES AGREEMENT WITH WRNS STUDIO FOR ADDITIONAL SERVICES
Report: Marty Hanneman
Recommendation:
1) Receive and file the Cost Model Manager (CMM) and Project Schedule; and
2) Authorize staff to have WRNS Studio to begin project bidding services for a not to exceed fee of $65,740 per the original April 9, 2015 agreement; and
3) Authorize the City Attorney to prepare and the City Manager to execute an amendment to the consulting services agreement with WRNS Studio to provide Title 24 Commissioning services for the Library and City Hall building for a not to exceed fee of $55,850; and
4) Authorize the City Attorney to prepare and the City Manager to execute an amendment to the consulting services agreement with WRNS Studio via Sub-consultant to provide additional design changes for the Police Department area of the new City Hall building for a not to exceed fee of $11,050, and
5) Authorize the City Attorney to prepare and the City Manager to execute an amendment to the consulting services agreement with WRNS Studio via Sub-consultant to provide additional designs and documentations for the micro-grid system bid alternate for the City Hall/Police Department for a not to exceed fee of $19,350, and
6) Authorize the City Attorney to prepare and the City Manager to execute an amendment to the consulting services agreement with WRNS Studio via Sub-consultant to provide additional services to reconcile AT&T and Atherton Fiber utility easements for a not to exceed fee of $18,700.
22. COUNCIL REPORTS/COMMENTS
23. FUTURE AGENDA ITEMS
24. PUBLIC COMMENTS
25. ADJOURN
PLEASE NOTE THE FOLLOWING INFORMATION:
If you challenge a Town zoning, planning, or any other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this agenda, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Judicial review of any Town administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period.
Copies of all staff reports and documents subject to disclosure that relate to each item of business referred to on the agenda are available for public inspection by 5:00 p.m. the Friday before each regularly scheduled City Council meeting.
Pursuant to the Americans with Disabilities Act, if you need special assistance in this meeting, please contact the City Clerk’s Office at (650) 752-0500. Notification of 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (29 CRF 35.104 ADA Title II)
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