6:00 P.M. REGULAR MEETING– Convene as the City Council

1. PLEDGE OF ALLEGIANCE

2. ROLL CALL - Hawkins-Manuelian, DeGolia, Widmer, Vice Mayor Lempres, Mayor Lewis

3. PUBLIC COMMENTS – Public Comments can be teleconferenced or emailed directly to the City Clerk, Anthony Suber at asuber@ci.atherton.ca.us or by text at 650-687-7084

(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.)

4. CITY MANAGER’S WRITTEN REPORT
Discussion: The City Manager’s Report includes written reports from the Town’s various Departments. Staff is present to answer any questions the Council may have on the various issues noted in the written Reports. The Council may ask questions and discuss any of the various items.

CONSENT CALENDAR (Items 5 – 11)

(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.)

5. CERTIFICATION OF CONTINUING EMERGENCY AND RATIFICATION OF SUCH RULES AND REGULATIONS ENACTED BY THE DIRECTOR OF EMERGENCY SERVICES IN RESPONSE TO COVID-19
Report: City Manager, George Rodericks
Recommendation: It is recommended that the Council certify the continuing emergency and ratify such rules and regulations enacted by the Director of Emergency Services in response to COVID-19.

6. APPROVAL OF BILLS AND CLAIMS FOR JANUARY IN THE AMOUNT OF
$ 3,047,204
Report: Finance Director, Robert Barron III
Recommendation: Approve Bills and Claims for January 2021 in the amount of $ 3,047,204.

7. ACCEPTANCE OF TREASURER’S REPORT FOR THE SECOND QUARTER ENDED DECEMBER 31, 2020
Report: Finance Director, Robert Barron III
Recommendation: Accept the Treasurer’s Report for the second Quarter Ended December 31, 2020.

8. APPROVAL OF MINUTES
Report: City Clerk, Anthony Suber
Recommendation: Approve minutes from January 13 and January 20, 2021.

9. ADOPT THE ATTACHED BUDGET AMENDMENT RESOLUTION FOR THE FY 2020/21 BUDGET
Report: Finance Director, Robert Barron III
Recommendation: Adopt the attached Resolution authorizing a Budget Amendment for the FY 2020/21 Budget.

10. AWARD OF CONTRACT FOR THE JAMES AVENUE OVERLAY PROJECT, PROJECT NUMBER 56090
Report: Public Works Director, Robert Ovadia
Recommendation: Award the construction contract for James Avenue Overlay Project, project number 56090 to the lowest responsive bidder, Interstate Grading and Paving of South San Francisco for $181,140 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.
Description: This item involves the discussion of bids received and award of a construction contract for the James Avenue Overlay project to Interstate Grading and Paving of South San Francisco in the amount of $181,140 and authorize change orders up to $30,000.

11. RESOLUTION AUTHORIZING THE DESTRUCTION OF RECORDS PURSUANT TO GOVERNMENT CODE SECTION 34090
Report: Chief of Police, Steve McCulley
Recommendation: Adopt the attached Resolution authorizing the destruction of certain records pursuant to Government Code Section 34090.


REGULAR AGENDA (Items 12-18)

12. APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH VERDE DESIGN FOR DESIGN SERVICES FOR THE HOLBROOK-PALMER PARK ACCESS AND CIRCULATION IMPROVEMENTS PROJECT AND APPROVAL OF A TASK ORDER WITH INTERWEST CONSULTING FOR PROJECT MANAGEMENT SERVICES FOR THE PROJECT
Report: Public Works Director, Robert Ovadia
Recommendation: Authorize the City Attorney to prepare and City Manager to execute a professional services agreement with Verde Design, Inc. (Verde) of Santa Clara California for the preparation of plans, specifications and cost estimates for the Holbrook-Palmer Park Access and Circulation Project, in the total amount of $120,000, including contingency; and authorize the City Manager to execute a task order with Interwest Consulting Group (Interwest) for project management services in the amount of $29,515.
Description: This item involves the consideration of a professional services agreement with Verde Design and an associated project management task order with Interwest Consulting Group for the Holbrook-Palmer Park Access and Circulation Improvements Project.

13. REQUEST FOR PROPOSALS FOR EVENT MANAGEMENT SERVICES AT HOLBROOK-PALMER PARK AND FOR THE OPERATION AND MAINTENANCE OF THE PROPOSED LIBRARY CAFÉ
Report: Public Works Director, Robert Ovadia
Recommendation: The City Council review and authorize release of the attached Requests for Proposals (RFPs) for event management services at Holbrook-Palmer Park and for the operation and maintenance of the café proposed at the Library in the Historic Town Hall.
Description: This item involves discussion by the Council of Requests for Proposals (RFPs) for the operation and maintenance of a café at the Historic Town Hall in the new Atherton Library and for Event Management Services at Holbrook-Palmer Park. The Council may discuss the type of vendor(s) desired, scoring criteria in each RFP, lease and other financial terms and other considerations for the Café space, financial considerations related to Event Management Services at Holbrook-Palmer Park, and other terms and considerations in the RFPs. The Council could also discuss the process for vendor selection and authorize or postpone the release of the RFPs.

14. AUTOMATED LICENSE PLATE READER AUDIT RESULTS
Report: Chief of Police, Steve McCulley
Recommendation: Staff recommends the Police Department continue with the Automated License Plate Reader (ALPR) audits annually to ensure compliance with existing ALPR policies.
Description: This item involves Council review and discussion of the Automated License Plate Reader Annual Audit results to ensure compliance with the existing policies.

15. TOWN CENTER PROJECT UPDATE: AUTHORIZE THE CITY ATTORNEY TO PREPARE AND THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH KBM-HOGUE INC. TO PROVIDE, DELIVER, AND INSTALL THE NECESSARY FURNITURE, FIXTURES AND EQUIPMENT (FF&E) FOR THE NEW CITY HALL/ POLICE BUILDING; AND PROVIDE FEEDBACK AND DIRECTION ON: THE FOUNTAINS, CITY HALL LANDSCAPING, DONOR WALL, AND BRICK PATHWAY
Report: Interwest Consulting Group Project Manager, Marty Hanneman
Recommendation:
1. Authorize the City Attorney to prepare and the City Manager to execute an Agreement with KBM-Hogue Inc. to provide, deliver, and install the necessary furniture, fixtures and equipment (FF&E) for the new City Hall/ Police building in the amount of $347,613.02, and authorize change orders up to $35,000 (10%) for a total amount of $382,613.02; and

2. Staff and the Ad Hoc Subcommittee is seeking City Council feedback and direction on the Fountains, City Hall Landscaping, Donor Wall and the Brick Pathway before moving forward with the pursuit of pricing and/or change orders.
Description: This item involves Council’s review and authorization to prepare an agreement with KBM-Hogue to provide and install furniture and fixtures for the Town Center Project.

16. APPROVAL OF AMENDMENT TO CITY MANAGER EMPLOYMENT CONTRACT
Report: City Attorney, Mona G. Ebrahimi
Recommendation: Review the staff report and consider adoption of the attached amendment to the employment agreement between the Town of Atherton and George Rodericks.
Description: This item involves Council discussion and consideration for approval of amendments to the City Manager Employment Contract.

17. COUNCIL REPORTS/COMMENTS

Fire Services Ad Hoc Subcommittee Report

18. ADJOURN

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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)