This meeting is compliant with the Governors Executive Order N-25-20 issued on March 4, 2020, and Executive Order N-29-20 issued on March 17, 2020, allowing for deviation of teleconference rules required by the Brown Act. The purpose of this is to provide the safest environment for staff and the public while allowing for public participation. The meeting will be held by tele or video conferencing. The public may participate via: Zoom Meeting.
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Meeting ID: 506 897 786
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This Agenda may not reflect the actual order of items. The order of items is subject to change based on Council action. The City Council may take action or provide direction on any item on the agenda.
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. PRESENTATIONS
• Park & Recreation Committee Annual Report: Council Feedback Fiscal Year Committee Priorities presented by Alex Keh, Chair of Parks and Recreation Committee
• PG&E on PSPS & Fire Safety presented by Bill Chiang
4. 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.)
5. 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 6 - 15)
(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.)
6. APPROVAL OF BILLS AND CLAIMS FOR MAY 2021 IN THE AMOUNT OF $ 3,953,961
Report: Finance Director, Robert Barron III
Recommendation: Approve Bills and Claims for April 2021 in the amount of $ 3,953,961.
7. APPROVAL OF MINUTES
Report: City Clerk, Anthony Suber
Recommendation: Approve minutes from May 6, 2021.
8. 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.
9. AWARD OF CONTRACT FOR THE HOLBROOK-PALMER PARK PARKING LOT LIGHTING REPLACEMENT PROJECT, PROJECT NUMBER 56081
Report: Public Works Director, Robert Ovadia
Recommendation: Award the construction contract for Project, project number 56081 Holbrook-Palmer Park Parking Lot Lighting Replacement Project 56081 to the lowest responsive bidder, W. Bradley Electric, Inc. of Novato, CA for $55,050 and authorize change orders up to $7,000; 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 award of a construction contract for the replacement of parking lot lights in the Holbrook Palmer Park parking lot to W. Bradley Electric, Inc., of Novato in the amount of $55,050, authorize change orders up to $7,000.
10. ACCEPTANCE OF WORK, AUTHORIZATION TO RECORD NOTICE OF COMPLETION FOR THE 2021 OVERLAY PROJECT, PROJECT NUMBER 56096
Report: Public Works Director, Robert Ovadia
Recommendation: Accept work and authorize recording of a Notice of Completion for the 2021 Overlay Project, Number 56096.
Description: This item involves the acceptance of work completed under the 2021 Street Project by G. Bortolotto & Company and authorization to file the Notice of Completion with the San Mateo County Recorder’s Office.
11. ACCEPTANCE OF WORK, AUTHORIZATION TO RECORD NOTICE OF COMPLETION FOR THE 2021 SPRING PATCHING PROJECT, PROJECT NUMBER 56095
Report: Public Works Director, Robert Ovadia
Recommendation: Accept work and authorize recording of a Notice of Completion for the 2021 Spring Patching Project, Number 56095.
Description: This item involves the acceptance of work completed under the 2021 Spring Patching Project by G. Bortolotto & Company and authorization to file the Notice of Completion with the San Mateo County Recorder’s Office.
12. 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).
Description: This item involves the discussion of the Road Repair and Accountability Act of 2017 (SB1), adopting a project list and amending gas tax appropriations for fiscal year 2021-2022.
13. MEASURE A FUNDING AGREEMENT WITH THE SAN MATEO COUNTY TRANSPORTATION AUTHORITY AND THE JOINT POWERS BOARD (JPB) RELATING TO THE CLOSURE OF THE ATHERTON CALTRAIN STATION AND ASSOCIATED IMPROVEMENTS
Report: Public Works Director, Robert Ovadia
Recommendation: Approve the Measure A funding agreement with the San Mateo County Transportation Authority (TA) and the Joint Powers Board (JPB) relating to the closure of the Atherton Caltrain Station and associated improvements; and authorize the City Manager to execute the Agreement.
Description: This item involves the discussion and potential approval of a funding agreement with the San Mateo County Transportation Authority and the Joint Powers Board (Caltrain) to provide funds relating to the closure of the Atherton Caltrain Station and associated improvements, programmed and allocated Measure A Funds including $400,000 in pass-through funds to the Town.
14. AGREEMENT WITH TURBO DATA SYSTEMS, INC. FOR PARKING CITATION PROCESSING AND ADJUDICATION SERVICES
Report: Finance Director, Robert Barron III
Recommendation: Adopt the attached Resolution directing the City Attorney to prepare and authorizing the City Manager to execute an Agreement with Turbo Data Systems, Inc. for Town Parking Citation Processing and Adjudication Services, for a five (5) year term expiring June 30, 2026.
Description: This item is a resolution adoption to enter into an agreement with Turbo Data Systems inc. for Town Parking Citation Processing and adjudication services for the Town of Atherton for a five-year term expiring June 30, 2026.
15. AUTHORIZE THE PURCHASE OF ONE (1) MARKED POLICE VEHICLE; AND AUTHORIZE ONE CURRENT MARKED POLICE VEHICLE TO BE RE-PURPOSED AS AN UNMARKED POLICE VEHICLE FOR USE BY POLICE SUPPORT STAFF PERSONNEL
Report: Chief of Police, Steve McCulley
Recommendation:
1. Authorize the purchase of one (1) marked 2022 Chevrolet Tahoe PPV for a total cost of $88,585.02, which includes sales tax, tire tax, license, emergency equipment, and installation costs.
2. Authorize one (1) current PD2014 Ford Taurus marked police vehicle to be re-purposed as an unmarked PD fleet vehicle for use by the new Code Enforcement/Dispatcher position for use to support Code Enforcement operations.
REGULAR CALENDAR (Items 16 - 23)
16. CONSIDERATION OF AND APPOINTMENTS TO VARIOUS TOWN COMMITTEES AND PLANNING COMMISSION
Report: City Clerk, Anthony Suber
Recommendation: Review the applicants for the Town Committees and Planning Commission and make appointments to fill vacant positions.
• Appoint two (2) applicants to the Audit and Finance Committee to fill 4-Year terms expiring on June 30, 2025;
• Appoint two (2) applicants to the Bicycle and Pedestrian Committee to fill a term expiring on June 30, 2023 and a 4-Year term expiring on June 30, 2025;
• Appoint two (2) applicants to the Environmental Programs Committee for a term expiring on June 30, 2023 and a 4-Year term expiring on June 30, 2025;
• Appoint two (2) applicants to the Parks and Recreation Committee. One applicant to a regular seat to fill a mid-term vacancy expiring on June 30, 2022 and one applicant to the Foundation seat for a 2-Year term expiring on June 30, 2023;
• Appoint one (1) applicant to the Planning Commission to fill a 4-Year term expiring on June 30, 2025;
• Appoint up to four (4) applicants to the Rail Committee. Three of the appointments are 4-Year terms expiring on June 30, 2025 and one appointment is for a term expiring June 30, 2022;
• Appoint one (1) applicant to the Transportation Committee to fill a 4-Year term expiring on June 30, 2025.
Description: This item involves a Council discussion and consideration of appointing members to Town Committees. Council may opt to make an appointment or continue the recruitment.
17. TOWN CENTER PROJECT UPDATE: DIRECTION TO APPLY FOR A CALTRANS ENCROACMENT PERMIT FOR EL CAMINO REAL PEDESTRIAN SAFETY ENHANCEMENTS; AND FEEDBACK AND DIRECTION ON THE DONOR BRICK PATHWAY AND THE CITY HALL FOUNTAIN
Report: Interwest Consulting Group Project Manager, Marty Hanneman
Recommendation:
• Staff is seeking City Council direction on whether to apply for a Caltrans Encroachment Permit to install temporary pedestrian safety barriers on El Camino Real between Ashfield Rd. and Maple Ave. for the duration of the Town Center Construction Project; and
• Staff and the Ad Hoc Subcommittee are seeking City Council feedback and direction on the Donor Brick Pathway and City Hall Fountain before moving forward with the pursuit of pricing and/or change orders.
Description: This item involves City Council providing feedback and direction on if staff should apply for a Caltrans encroachment permit to install a temporary pedestrian safety barrier on El Camino Real. There will also be feedback and discussion for staff and the Ad Hoc subcommittee relating to the donor brick pathway and city hall fountain.
18. FEEDBACK AND DIRECTION REGARDING A PROPOSAL OF A COMMUNITY GARDEN IN HOLBROOK-PALMER PARK
Report: Public Works Director, Robert Ovadia
Recommendation: Provide feedback and direction regarding a proposal of a community garden in Holbrook-Palmer Park and potential resident outreach efforts seeking feedback on the concept of a community garden.
Description: This item involves the discussion and direction regarding resident outreach efforts related to a proposal for a community garden at Holbrook-Palmer Park.
19. AWARD OF CONTRACT FOR EVENT MANAGEMENT SERVICES AT HOLBROOK-PALMER PARK
Report: Public Works Director, Robert Ovadia
Recommendation: The City Council award a professional services agreement for event management services at Holbrook-Palmer Park, including provisions for exclusive catering services for major events at Holbrook-Palmer Park; Authorize the City Attorney to prepare the agreement; and authorize the City Manager to execute the agreement.
Description: This item involves the discussion and potential approval of a contract for Event Management Services at Holbrook-Palmer Park with Catered Too, Inc., of East Palo Alto. The proposed contract would also include provisions regarding exclusive catering for major events at Holbrook-Palmer Park.
20. REQUEST FROM THE ATHERTON TREE COMMITTEE TO USE TREE COMMITTEE FUNDS FOR A NEW TREE WALK BROCHURE, SIGNAGE AND COMMUNITY EVENT
Report: Public Works Director, Robert Ovadia
Recommendation: Approve the expenditure of $2,500 in Tree Committee funds towards a new tree walk brochure, signage, and community event.
Description: This item involves the discussion and approval of Tree Committee funds for a new tree walk brochure, map, signage and related activities at Holbrook-Palmer Park.
21. AUTHORIZATION TO CONTRACT WITH DOUGLAS KIM + ASSOCIATES FOR SUSTAINABILITY COORDINATOR CONSULTING SERVICES TO THE TOWN OF ATHERTON
Report: Deputy City Manager/City Clerk, Anthony Suber
Recommendation: Authorize a contract with Douglas Kim + Associates for Sustainability Coordinator Consulting Services for the Town; direct the City Attorney to prepare a contract; and authorize the City Manager to execute the contract on behalf of the Town.
Description: This item involves the discussion and potential approval of a contract for Sustainability Coordinator consulting services from Douglas Kim + Associates of San Jose.
22. ADOPT THE ATTACHED RESOLUTIONS ADOPTING THE FY 2021/22 OPERATIONS AND CAPITAL BUDGET, SALARY & BENEFIT RESOLUTION FOR UNREPRESENTED STAFF, 2021/22 SALARY AND CLASSIFICATION SCHEDULE, GANN LIMIT APPROPRIATIONS AND ESTABLISHMENT OF A COP DEBT SERVICE FUND
Report: Finance Director, Robert Barron III
Recommendation: Adopt the accompanying Resolutions (adoption of all Resolutions may be done by one motion):
1. Resolution of the City Council of the Town of Atherton Adopting the Fiscal Year 2021-2022 Operating and Capital Improvement Program Budget;
2. Resolution of the City Council of the Town of Atherton Adopting Salaries and Benefits for Unrepresented Staff;
3. Resolution of the City Council of the Town of Atherton Approving Fiscal Year 2021-2022 Salary Schedules and Classifications; and
4. Resolution of the City Council of the Town of Atherton Establishing the Appropriations Limit for Fiscal Year 2021-2022 Pursuant to Article XIII B of the California Constitution
5. Resolution of the City Council of the Town of Atherton Establishing a Separate Certificate of Participation (COP ) Debt Service Repayment Fund.
Description: This item involves a presentation by staff to adopt the proposed Operating and Capital Improvement budget for Fiscal Year 2021/2022, the salary and benefits for unrepresented staff, Salary and Classification Schedules. Council will discuss and provide feedback on the proposed operations and CIP budget, revenues, expenditures, capital projects, salary and benefits. There is a recommendation to the Council to adopt resolutions for FY 2021/2022 Operation and Capital Budget, FY 2021/2022 Salaries and Benefit Schedules, FY 2021/2022 Gann Limit Appropriations and establishing a separate Debt Service Repayment Fund.
22. COUNCIL REPORTS/COMMENTS
23. ADJOURN
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)