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Jul 11

June 2016 City Manager's Monthly Report

Posted to City Manager's Blog on July 11, 2016 at 2:36 PM by grodericks grodericks

City Manager's Monthly Report - June 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


June 24 Weekly Council Notes

1. Team-Building/Goals Workshop

Working with Theresa, Nancy Hetrick will be meeting with each of you for about 30 minutes to discuss the August Team Building Workshop. Thank you for taking the time for the pre-meeting. I think it will be important for each of you to come to the meeting with the same expectations. Nancy will be sharing the format of the meeting and discussing any issues of concern related therein.

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. 

2. Managers Meeting - Menlo Fire Nexus Study

I am meeting on June 30 the City Managers of East Palo Alto, 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. It is tentatively scheduled for the September Study Session. 

3. ECR HAWK Beacon Project

This project is moving ahead as planned. No significant delays reported. 

4. Atherton Fiber

We have received comments from Atherton Fiber on the draft agreement and are reviewing the issues internally. I will be setting up a meeting with Atherton Fiber after July 4 to discuss the draft Agreement and next steps. There are some issues that have arisen related to Atherton Fiber obtaining a Certificate of Public Convenience and Necessity (CPCN), the impact on a potential franchise agreement with the Town, and the efforts of Zayo and Wave Broadband service enhancement. 

5. Marsh Road Project

The project is moving along and remains slightly ahead of schedule. Flaggers will continue on the project into the coming weeks to help mitigate identified impacts. 

6. No Train Horn - Quiet Zone

The issue of sounding the horn within the Atherton Station has largely been addressed. Caltrain and the FRA are paying attention to the Almanac articles that have been recently printed on the Atherton Quiet Zone. The FRA’s position remains that the Atherton Station is designated as an at-grade pedestrian crossing (public). Caltrain asserts the same position as you can see from the most recent linked correspondence  Regardless of those assertions, only the northbound train sounds the horn as it passes through the station (the SB train sounds in the station for the Watkins Crossing) and the sounding in the Station NB is not consistent engineer to engineer. Staff’s position is that Caltrain is in substantial compliance with the Town’s quiet zone. We have received a copy of the CPUC law that Caltrain is referencing noting that they will sound the horn at all crossings

The Town’s consultant asserts that the Station’s pedestrian boarding areas are incorrectly designated as crossings. They are not owned by the Town and it was Caltrain that filed the designation with the FRA. Further, even if they were designated as crossings, the CPUC rule is referencing horn sounding at highway-rail grade crossings not pedestrian crossings.

At this time, we have determined that given Caltrain’s substantial compliance, unless the horn sounding through the station becomes a nuisance, the Town will address the station crossing issue as part of the feasibility analysis on the Watkins Crossing. If improvements to the Atherton Station need to be made to properly perfect the quiet zone once Watkins has quad gates, we will address the issue(s) with Caltrain (station owner) at that time. 

7. PG&E LED Conversion Program

The PG&E LED Conversion Program has begun in Atherton. There is a recent article (linked here) related to health safety concerns and LED lights. PG&E has purchased all their light conversion packages for communities in San Mateo County. However, they are also producing a response to the American Medical Association’s press release. Once the Town receives that statement/response, we will provide it to the community. Hillsborough is also moving forward with their conversion program (as have many other communities in PG&E’s territory) - and as have many communities with their own LED lights. 

8. ADAPT Disaster Drill

We will be working with ADAPT on their next Disaster Training Exercise. We will be participating in the exercise, setting up the EOC, coordinating with volunteers, advertising, and observing. 

9. FAA Rules on Drones

Linked here is a recent article on drones and the FAA rules. At the conference in Monterey this week it was noted that one of the good things that came from the rule is that local regulation of drones at less than 400 feet is not preempted by federal law. 

10. 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. 

11. Planning Commission Meeting - June 22

The Planning Commission took the following action at its June 22 Meeting:

- Accepted for filing the Annual Sacred Heart Master Plan Update for 2016 and TDM Reporting
- Recommended the City Council approval a Conditional Exception to the Subdivision Ordinance for a Lot Line Adjustment at 279 Park Lane and 60 Santiago. 
- Approved a Special Structure Permit for a tennis court in the rear yard at 355 Stevick Drive.

As a note, PG&E is scheduled to make a presentation to the Commission on its pipeline safety program and progress on any tree removal activity - July 27. 

12. Stormwater Resource Planning Effort - Grant Program

I reported that staff had considered participating in the Stormwater Resource Planning Effort Grant Program under the Regional Water Quality Control Permit and submitted the possibility of a detention basin (filtration system) at the Park as a possible grant project (draft concept). We have withdrawn the possibility. The decision to withdraw is based on the new understanding that the facility that would be scoped out for Atherton would be required to address any mercury or PCB issues that are currently county-wide issues not specific to Atherton. If Atherton has placed such a facility in Town, the long-term maintenance obligation would fall directly on the Town. In short, the Town would be responsible for clean-up and maintenance of a system whose contributors were upstream without remuneration. If a project could be scoped that does not require the extensive long-term maintenance and operation of a large pump station and subsurface filtering chamber, we might reconsider participation. 

Any project would need to be vetted by the Council before formal submission for consideration. 

13. 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.

14. Mosquito & Vector Control District - AB 1362

In January, the SMCMVCD moved in opposition to AB 1362. One of the two nay votes to not oppose was the Town’s Trustee Mason Brutschy. The legislation reduces 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.
 
Special Event Permits Authorized as of June 24, 2016
This is a list of the upcoming Special Event Permits approved or under review.
  • June
    • June 3 - NASDAQ Summer Concert - Menlo College (TBD)
    • June 10 - NASDAQ Summer Concert - Menlo College (TBD)
    • June 11 - Polo Match - Circus Club (10 am - 7 pm)
    • June 18 - Polo Match - Circus Club (10 am - 7 pm)
    • June 17 - Company Picnic - Menlo College (11 am - 3:30 pm)
    • June 18 - Company Picnic - Menlo College (11 am - 6 pm)
    • June 19 - Father’s Day BBQ - Circus Club (5 pm - 9 pm)
    • June 20 - Steve/Kates Camp - Encinal School (7:30 am to 6 pm) through August 19
    • June 24 - NASDAQ Summer Concert - Menlo College (TBD)
    • June 25 - Company Picnic - Menlo College Quad (9 am to 4 pm)
  • July
    • July 4 - 4th of July BBQ - Circus Club (4 pm - 9 pm)
    • July 9 - Polo Match - Circus Club (10 am - 7 pm)
    • July 9 - Bike for Breath - Encinal Elementary School/Streets (4:30 am - 2 pm)
    • July 15 - NASDAQ Summer Concert - Menlo College (TBD)
    • July 16 - Polo Match - Circus Club (10 am - 7 pm)
    • July 16 - Company Picnic - Menlo College Quad (9 am to 4 pm)
    • July 19 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 20 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 22 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 27 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 29 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
  • August
    • August 2 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • August 3 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • August 4 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • August 6 - Company Picnic - Menlo College (11 am - 3 pm)
    • August 8-14 - Horse Show - Separate Permit
    • August 12 - Company Picnic - Menlo College Quad (9 am to 4 pm)
    • August 13 - Company Picnic - Menlo College Quad (9 am to 4 pm)
    • August 13 - Bark For Life - HPP (10:30 am - 1:30 pm)
  • September 
    • September 3 - Polo Match - Circus Club (10 am - 7 pm)
    • September 3 - Wedding - 214 Oak Grove (4:30 pm to 1 am)
    • September 5 - Labor Day BBQ - Circus Club (5 pm - 9 pm)
    • September 10 - Polo Match - Circus Club (10 am - 7 pm)
    • September 17 - Las Lomitas School (streets) (8:30 am to 11 am)
    • September 18 - Atherton Now Family Affair (1 pm to 5 pm); or
    • September 25 - Atherton Now Family Affair (1 pm to 5 pm)
  • October
    • October 7 - SHS Under the Lights (4:30 pm - 9:30 pm)
    • October 27 - Halloween Party - Circus Club (7 pm - 9 pm)

June 17 Weekly Council Notes

1. ECR HAWK Beacon Project

This project is moving ahead as planned. We anticipate its completion in the next 30 days. PG&E will be the last step in the project to “energize” the signal. Once done, it will be fully operational. Before completion, we will begin a public education campaign about how to use it both from a pedestrian perspective as well as a vehicular perspective. It might take a bit for folks to get the hang of how it works (vehicles mainly). For pedestrians it operates just like a crosswalk. 

A question arose as to whether we could modify the HAWK such that the flashing red signalizing go when safe to the vehicles could be a solid red until the crosswalk countdown completed. This could prevent some confusion for drivers seeing the flashing red but also seeing some cars in Lane 1 or 2 moving based on the location of the pedestrian. After researching the MUTCD, the operation and light sequencing for the Hybrid Pedestrian Beacon is identified as “shall” comply not “should or may” - therefore, operation must be standardized. 

2. Marsh Road Project

The project is moving along and is slightly ahead of schedule. The second round of traffic counts were posted on the website this week. We continue to identify hot spots for traffic control. Flaggers will continue on the project into the coming weeks to help mitigate identified impacts. 

3. LAFCO - Martha Poyatos

This week I met with Martha Poyatos, Executive Director of LAFCO to discuss the status of the Woodside Annexations/De-Annexations; De-Annexation Processes, County Islands, and Atherton’s Sphere of Influence. An additional conversation revolved around the cost of fire services and options for the Town moving forward. I discussed the possibility of conducting a feasibility study to independently work through financing of fire services, collection of property taxes, cost of services, as well as the process for detachment and contract for services. Martha will provide me with the names of a few consultants that conduct such work. I will be putting together a summary document for the Council’s consideration moving forward. I will ask for the Council’s direction on whether to proceed with hiring a consultant to conduct that independent analysis. The Fire District will be invited to participate in these discussions. The issues are not related to service delivery or quality of service delivery, rather, the cost of fire services for the Town. 

4. No Train Horn - Quiet Zone

The Quiet Zone became effective on Monday, June 13. It only impacts the Fair Oaks Crossing. Compliance has been relatively good; however, there are a few instances of non-compliance. These have been reported to Caltrain and Caltrain will continue to educate their engineers to gain compliance. One issue that has arisen is the requirement to sound the horn within the Atherton Station when entering, leaving, or passing through the station. Caltrain and the CPUC both identified in their comment letters that the Atherton Station was a separate, DOT-identified, at grade crossing. They both asked if the Town would be including the station within the quiet zone and if so, a diagnostic review would be required and additional Safety and Security Measures may need to be added. The Town responded that we did not intend to include the station in the quiet zone. Both the Rail Committee representative and Stephanie Anzia (consultant) agreed that horns would not be sounded in the station, despite the comments by the CPUC and Caltrain. They advised that FRA rules would take precedence over any policy. However, the station itself is listed with the FRA as an at grade crossing. As defined, this would trigger the sounding of the horn. 

We have a meeting setup with LeeAnn Dickson from the FRA next week and will be getting confirmation from Caltrain as to their policy and rules from the CPUC, but below are my thoughts. 

The Atherton Station is a separate, DOT and FRA regulated at grade crossing. Both the CPUC and Caltrain pointed that out to us in their letters. Atherton has 3 at grade crossings registered with the FRA - Fair Oaks, Watkins, and the Atherton Station. Caltrain, pursuant to CPUC and FRA rules are required to sound the horn at all at grade crossings, unless they meet the risk index calculation requirements or have all of the required SSMs. The Atherton Station does neither. Both Caltrain and the CPUC called this to our attention in their letter of response. 

Caltrain echoed the CPUC’s letter stating that the Town’s Notice of Intent did not include the five pedestrian crossings at the Atherton Station. They advised that if the Town intended to include them in the Quiet Zone then a diagnostic review and SSMs or Risk Index needed to be done for them. Further, Caltrain advised that it was their operating rule to sound the horn when any train moves through the station. Further, they advised that this was the case in the event of trespassers or other hazardous situations. We responded that that was understood echoing FRA Rule 22.23(a)(2) referencing only the emergency situation comment - ignoring the operating rule comment - our advisors said that the FRA guidelines take precedence over Caltrain policy. 

The CPUC went even further and identified the DOT Crossing numbers of the 5 pedestrian crossing within the Station. They noted that pedestrian grade crossing located within the boundaries of a quiet zone must be included in the quiet zone. We responded that the crossings are independent of the quiet zone and they have their own warning systems. This played right into the issue raised by Caltrain that their operating rule requires that they sound the horn in the Station. 

I suspect not addressing the Atherton Station comments (horn sounding and inclusion within the quiet zone) was answered without full knowledge of the consequences of doing so. The Final Rule requires that pedestrian crossings included within the boundaries a quiet zone be included within the quiet zone for the purposes of a diagnostic review and implementation of any required improvements. We side-stepped this by saying they were not within the quiet zone, had their own warning devices, and were not regulated by the Town. In doing so, we left them subject to the policy rules of Caltrain and the CPUC which require that they sound the horn when entering the station as the pedestrian crossings are considered DOT-numbered pedestrian at grade crossings under the Final Rule and FRA. Without the quiet zone, the sounding of the horn in the station was indistinguishable from the sounding of the horn in advance of the Fair Oaks or Watkins crossings. Now that Fair Oaks is a Quiet Zone we can discern when the train is sounding the horn entering the station in advance of the uncontrolled crossings within the station. 

We are awaiting responses from Caltrain and the CPUC and will be meeting with the FRA on Monday. 

5. PG&E LED Conversion Program

Letters will start going out on Monday, June 20 from PG&E about their LED Conversion Program. We will be coordinating that information with news flashes and other educational mailers to advise of the upgrade program. 

6. Elm Tree(s) in Park

It was noted that near the back of one of the parking lots in the Park there is an Elm tree that may be diseased. Staff will investigate the situation before it spreads to other Elms in the Park. 

7. Curb Painting in Town

As the Council may have noticed, there are flyers being taped to mailboxes about curb waiting. The Town received numerous calls from residents about the flyers and on Tuesday, one of our officers in an unmarked unit observed what he perceived as suspicious activities in the Fair Oaks area. He stopped and made contact with the suspect. The individual turned out to be in the area posting the flyers. From that contact, we obtained information to trace the true source of the curb painting company (the phone # was a voice mail box). A letter was issued on Wednesday to a Mr. Phelan, San Francisco. Enforcement activity will continue on this item. 

8. Daily Post Article - Salaries and Benefits

Linked here is a recent article on salaries for the City of Menlo Park  The salary noted in the article is for the Town Arborist in Menlo Park. The position is noted at $108,490 per year. For comparison, Atherton’s Arborist position is $104,028. 

9. Civic Center Project

Work continues to reduce the square footage of the building in line with the Council direction to make it more efficient. Rough working drawings for a Monday meeting reflects approximately 2,000 square feet removed by making changes to Admin, Lobby, and Police as well as the Council Chambers. There are still numerous issues that need to be worked through for functionality and form, but the project is certainly moving in the right direction. The May 2016 Cost Estimate reflected a construction-only cost per square foot of approximately $600 a square foot — at that amount, a 2,000 square foot reduction equates to approximately $1.2 million. This is building only. There are also budget reductions that will be achieved by landscaping ad alternates and other items. We are moving in the right direction.  

June 10 Weekly Council Notes

1. Joint Purchase Agreement - Las Lomitas School

As mentioned in last week’s Council Notes, we received contact from Las Lomitas about the Town’s interest in jointly purchasing an adjacent property that could be used as a school field/detention basin for the Town. We investigated the potential and found that the idea simply did not pencil out for the Town. The suggestion has been withdrawn. 

2. Fire District Drone Program

The Fire District has advised that they have received official authorization from the FAA to fly “drones” under 400 feet anywhere in the Country. The District will be connecting with local law enforcement to work through some use policies and protocol issues. The July 6 Study Session will include a report from the City Attorney on drones and options for the Town to consider regarding regulation. 

3. Arts Foundation Open House

Thank you to those that attended the Atherton Arts Foundation Art & Wine Open House for the resident artist at Town Hall. Positive comments from all attendees on the event, the opportunity and the vision. I talked as well with folks that believe the event would be ever more popular if it were held in the new Town Hall spilling out onto the Civic Court. 

4. Marsh Road Project

The project is moving along at an acceptable pace. The second round of traffic counts completes this week. We will be comparing to the pre-project counts and identifying hot spots and times to address traffic issues or additional mitigation measures. 

5. Surveillance Camera Registry

Lt. Wade is establishing a Surveillance Camera Registry Program coordinated with the Town’s digital RIMS (Records Management System). This would be a voluntary registry system of security cameras throughout Town. We would invite the community to joint the Town’s “crime prevention efforts” by registering their security cameras or video surveillance systems with the Police Department. We would keep the registry confidential and while we would not have access to the footage, we would be aware of a camera that might exist to aid an investigation in or around a particular area. If a crime occurs in the vicinity of the known camera, we would contact the program participant and request a copy of the footage for evidence or leads. This prevents the door-to-door asks that take up valuable time in an investigation. We would plot them on a map along with their range of visibility and surveillance. 

6. Election - Tax and Bond Measures in California

Here is a link to how most local tax and bond measures:


7. Presidential Visit - Westly

The Town has received full reimbursement for costs associated with the President’s visit. 

8. Internship - Menlo College

The Town is participating in the Menlo College Summer Internship Program by hosting an intern. The program runs from June 6 to August 12 and consists of a total of 400 hours (approximately 40 hours a week). Bobby Caldwell has been working with the Mayor and various departments this week as his first week “in the program.” We anticipate a regular work schedule and rotation such that he gains experience across all Town departments. In addition to working with the various departments on particular projects, he will be attending Council and/or Committee meetings both local and regional with the Mayor and potentially other members of the Council. If you are attending a meeting that you think might be of interest to an interested college student, let us know and we can put you in touch with him. 

In the meantime, you will see him around in front of and behind the counters - usually Monday through Thursday. I have added authorization in the budget to hire Summer Intern Help up to a maximum 400 hours or $7,500. While Mr. Caldwell’s internship is “free” and he does not anticipate being paid for the time, I think it is something the Council should consider not just for this year, but each year.

9. Heino - K-9

We received a reminder from former Atherton PD Sergeant, Gary Evans about the remains of Atherton K-9 Officer Heino buried at the end of the walk behind my office. Mr. Evans wanted to make sure that the remains and plaque are properly cared for during the Civic Center Project. 

10. Park Events and Activities Log

Linked here are the HP Park Events Log and Revenue Log for May 2016  Of note, the Park Program Revenue budget started out at $152k and we now project $197k in total revenue from the Park Programs (social fees, meeting fees, class fees, weddings, day use, and admin fees). 

11. LAFCO - Martha Poyatos

I am meeting next week with Martha Poyatos, Executive Director of LAFCO to discuss the status of the Woodside Annexations/De-Annexations; De-Annexation Processes, County Islands, and Atherton’s Sphere of Influence. 


June 3 Weekly Council Notes

1. Budget Calendar for FY 2016/17 Budget 

The next meeting on the Budget is its adoption on June 15. 
  • Public Meeting #1 - April 6, 2016 - City Council Study Session (Joint Meeting with the Finance Committee) 
  • Public Meeting #2 - May 4, 2016 - City Council Study Session (Joint Meeting with the Finance Committee)
    • Presentation of the Operations Budget
  • Public Meeting #3 - Finance Committee Meeting (May 10 2016)
    • Review of Capital Improvement Budget
  • Public Meeting #4 - May 18, 2016 - City Council Regular Meeting
    • Presentation of the Capital Improvement Budget
  • Public Meeting #5 - June 1, 2016 - City Council Study Session
    • Final Review of Entire Budget to include Special Revenue and Other Funds
    • Review of the Parcel Tax for FY 2016/17
  • Public Meeting #6 - June 15, 2016 - City Council Regular Meeting
    • Public Hearing and Adoption of Budget
    • Adoption of the Parcel Tax for FY 2016/17
2. ABAG/MTC Merger - Affect on ABAG PLAN

A question arose at the last Study Session regarding the affect of the ABAG/MTC merger on the ABAG PLAN and its continuing fiscal solvency. Back in April, the Town received an email from the Executive Director of ABAG PLAN noting that the Merger Plan calls into question ABAGS continued financial health, solvency and financial condition. However, that does not represent the fiscal health of ABAG PLAN. The two are separate. ABAG PLAN continues its excellent fiscal health despite the merger. There are some issues that will affect ABAG PLAN moving forward and those continue to be evaluated by the Executive Committee, but there are no barriers that have been identified to continuation of ABAG PLAN. 

Nevertheless, staff will have alternatives in the wings evaluated for consideration if needed. 

3. Marsh Road Project

Work began on this project on May 31 - with a few glitches. All of those issues have been worked. We sent out a couple of social media pieces (News Flash, Next Door, Twitter, etc.) in response to some concerns raised in the newspaper blogs. Generally, the feedback was negative at first, but as the traffic patterns normalized, most of the feedback has been positive. We were instructed by Menlo Park to direct traffic down Ringwood earlier than our detour permit authorized and then redirected by the County to do the opposite and stay with the permit restrictions until mid-June directing traffic to Willow. The two agencies directives are in conflict and since the Town has a permit to direct to Willow until mid-June that’s what we have instructed any posted flaggers to do. As a reminder, these permits are issued by the adjacent agencies to allow the Town to detour and place signage through their collector streets. I sent out a news flash last night that has been echoed in a Next Door post today. We will also be adding a “reminder” to the bottom of every news flash about the closure. The website also has a flashing Alert along the top banner for the closure. 

The construction project itself is proceeding as planned. 

4. PG&E Light Conversion

PG&E has advised that they are planning to convert 229 PG&E owned street lights in Atherton to LEDs. I anticipate giving them the “go ahead” next Wednesday. It’s a voluntary program and customers must “opt-in” in order to be put in the cue. PG&E has asked if Atherton would like to be the first in. It is at no cost to the Town. If necessary, we can add deflectors to the lights at adjacent resident request. That’s a cost of about $200 per light. We have a few out there now, but not many. PG&E is obtaining the opt-in from the Town first before noticing the community of the changes to come. Once started, it could be completed by the end of summer. In addition to a small energy savings (we pay the energy costs on these lights), the Town would receive the GHG credits. PG&E owns and maintains the lights. This will also save the Town money on the pending feasibility analysis included within the Town’s CIP.  If there are any issues with my authorizing continuation of the program please let me know by Tuesday next week. These are PG&E owned lights. If we do not jump into the program now, we will be placed at the end of their cue for replacement and asked again at the completion of the program. 

 

Jun 10

May 2016 City Manager's Monthly Report

Posted to City Manager's Blog on June 10, 2016 at 10:48 AM by grodericks grodericks

City Manager's Monthly Report - May 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 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


May 27 Weekly Report to Council

1. Quiet Zone

Staff issued the Notice of Establishment (linked here) on May 23. The Quiet Zone is effective on June 13. Signs will be erected on the tracks to advise of the Quiet Zone. Caltrain and all user parties have been formally notified of the establishment and its effective date. 

2. Budget Calendar for FY 2016/17 Budget 

The next meeting on the Budget is the Study Session on June 1. At this meeting, the Council will have the opportunity to do any final Q&A on the operations budget and CIP; staff will also present the Special Revenue Funds. The second item on the Agenda is the Special Parcel Tax. Staff will present a recommendation on establishment of the Parcel Tax for FY 2016/17. I also have a brief closed session scheduled for the end of the meeting. The budget calendar remains as follows:
  • Public Meeting #1 - April 6, 2016 - City Council Study Session (Joint Meeting with the Finance Committee) 
  • Public Meeting #2 - May 4, 2016 - City Council Study Session (Joint Meeting with the Finance Committee)
    • Presentation of the Operations Budget
  • Public Meeting #3 - Finance Committee Meeting (May 10 2016)
    • Review of Capital Improvement Budget
  • Public Meeting #4 - May 18, 2016 - City Council Regular Meeting
    • Presentation of the Capital Improvement Budget
  • Public Meeting #5 - June 1, 2016 - City Council Study Session
    • Final Review of Entire Budget to include Special Revenue and Other Funds
    • Review of the Parcel Tax for FY 2016/17
  • Public Meeting #6 - June 15, 2016 - City Council Regular Meeting
    • Public Hearing and Adoption of Budget
    • Adoption of the Parcel Tax for FY 2016/17
3. Marsh Road Project - Work Begins on May 31

Work begins on the Marsh Road Project on May 31. Signs have been erected, reader boards are out, detour signs are bagged and will be uncovered next week. Placards have been distributed. (UPDATE: Underway now).

We received a call last week from a groom who is getting married on August 6 in the backyard of a home that backs to the channel. Our contractor has agreed to a short work day that day, ending work at 2:30 pm to accommodate the 3 pm ceremony. 

4. Team-Building/Goals Update - Feedback Please

The Mayor and I met with Nancy Hetrick, Management Partners, to discuss the objectives for a Council/Staff workshop on team-building. We are looking for a date during mid-August (week of August 15). Please advise as to your availability that week. We are dark for Council Meetings that month so the workshop should be the only meeting scheduled (absent emergency).

5. Arts Foundation Open House

The Atherton Arts Foundation is hosting an artist Open House for the resident artist at Town Hall on Thursday, June 9 from 4:30 pm to 6 pm. Please plan to attend this excellent opportunity to engage in community. 

6. Funding Requests in the 2016/17 Budget 

HIP Housing has made their annual request for grant of $2,500. This is an annual grant program request that the Town has fulfilled as an obligation under our Housing Element. They have produced an Atherton Report which I will share with the Council via email early next week. The request will be a part of the 2016/17 Operations Budget for approval in June. Linked here is their information. 

JVSV also made their 2016/17 Request. It will be part of the Operations Budget for approval in June. Linked here is their presented information. 

7. HAWK Beacon Project

On May 18 Caltrans finally authorized work on the ECR HAWK Beacon at Almendral. The authorization came after a strongly worded email from the Town regarding continued delay and the public safety urgency. We are securing a work schedule from the contractor. (UPDATE: Underway now)

8. Atherton Fiber

Michell Malko (Rutan & Tucker) is finalizing a draft agreement to send to the Town. Since we do not yet have any definable information from AF as to whether they have achieved any status from the PUC (DIVCA or Telecom), she is proceeding with information that we and AF have provided thus far. Initial thoughts are that the agreement would be an omnibus encroachment agreement with requirements into the future with respect to product delivery and vendors. As I have mentioned, there are two other firms working in Town that have DIVCA or other franchise operations. These firms are upgrading their systems to fiber. We are verifying their status with the State.

9. Tri-City Mayors/Manager’s Meeting

Setting up a tri-cities Mayor/Manager’s Meeting is proving challenging and Menlo Park has been unable to secure a workable date over the last couple of months. The meeting has been postponed until after the summer and school break.

10. State Drought Regulations - From CalWater

In response to Governor Brown’s Executive Order B-37-16, which is aimed at making water conservation a way of life in California, the State Water Resources Control Board has adopted revised regulations related to urban water conservation.  The revised regulations contain two essential elements.

First, the regulations retain each of the existing prohibitions on certain uses of potable water, including the “irrigation with potable water of ornamental turf on public street medians.”

Second, and more significantly, the revised regulations are designed to move away from conservation standards crafted by the State and toward conservation targets set by water suppliers based upon local water supply conditions.  Specifically, the revised regulations allow water suppliers to forecast demand based upon average water usage in 2013 and 2014, and compare that demand to projected available supplies for the next three years, assuming a continuation of drought conditions. The new conservation targets will be the difference between the two in the third year. For example, if a water supplier projects demand of 100 acre-feet of water, but available supply of only 90 acre-feet of water, it would take the difference, 10 acre-feet, which is a 10% shortfall, and that would be the water-use reduction target.

Cal Water believes that there are serious drought conditions in many parts of the state, and they continue to encourage and support customers’ efforts to use water efficiently through their water conservation program.  Similarly, they continue to ask customers to reduce their water use by at least 8% as compared to their same-month usage in 2013, with final conservation targets dependent on a number of factors, including local water supply conditions. 

In light of ongoing drought conditions and the fact that the Board will be required to propose new long-term water conservation regulations in early 2017, CalWater does not think it would be prudent to give back all of the conservation gains achieved over the last year.  As a point of reference, the conservation programs implemented in the Bear Gulch service area will save about 385,556,756 gallons of water over their lifetime, and they have helped customers achieve a 36% reduction in water use between June and December 2015, as compared to the same time period in 2013.

However, given the Board’s formula for setting new conservation targets, it is likely that CalWater will suspend drought surcharges in most, if not all, service areas.  As a reminder, individualized monthly water budgets were established for each customer in 2015 based on the conservation requirements set by the Board, and there are currently surcharges associated with exceeding those water budgets.  Based on the Board’s new regulations, monthly water budgets would become conservation targets without any associated surcharges.  Ultimately, the decision to suspend surcharges will turn on the analysis of local supply conditions, which must be submitted to the Board by June 22.

Given the impact that the Governor’s Executive Order and the Board’s revised regulations will have on customers, written input on proposed adjustments to the Drought Response Plan are welcomed.  In light of the short timeframe established by the Board, input should be provided by the close of business on Wednesday, June 8, 2016.  Your comments should be sent electronically to kjenkins@calwater.com

11. Rezoning of Holbrook Lane

A property owner on Holbrook Lane (56 Holbrook Lane) is trying to decide whether to expand their lot or sell. The current zoning of Holbrook Lane is R-1. The property owner would like to rezone their property to R1-B which would allow another 800 feet or so of expansion. There is a process for rezoning (Planning Commission/City Council). Because we cannot “spot zone,” we would need to evaluate a rezoning request on a larger scale. The entire process would take 4 to 6 months and would involve several public hearings and a change to the General Plan Land Use. The property owner has reached out to their neighbors and have a 60% support possibility. 

Staff is working with the property owner(s) through the process. 

12. PG&E Light Conversion

PG&E has advised that they are planning to convert 229 PG&E owned street lights in Atherton to LEDs. We are working with PG&E to define the parameters of their program linked here:


If it works out, they would begin work this summer. We would get the GHG credits for the upgrades. 
 
13. Little League Field Issue

We are working through a landscape/sprinkler issue with the Little League Field and M-ALL. 

14. Cartan Field

The School has asked what is necessary to re-start the Cartan Field Project. All that is needed is a deposit made to pay for the Lamphier-Gregory work and any Town costs. We would also need a letter requesting the Town to move forward with the EIR. The School and College continue to work through a few issues. 

15. PCE Cost at 100% Renewable

At the last Board Meeting, it was reported by the PCE CEO, Jan Pepper, that the 100% renewable options via Peninsula Clean Energy would cost about 2.5-4% more than PG&E. 

16. Scoping Letter - HSR EIR/EIS

Staff and the Rail Committee are working on a comment letter to the HSR EIR/EIS Notice of Intent. We hope to have a final letter available for review at the July 7 Rail Committee Meeting. 

17. Planning Commission Special Study Session - May 25

The Planning Commission took the following action(s) at their May 25 Special Meeting: 

- Discussed the existing sidewall and indwell regulations and the resulting impact on contemporary home design. Several architects were present at the meeting to provide their input. Commissioners provided direction to staff to further study the issue and come back with options for the Commission’s consideration. 
- Reviewed the Draft CIP for 2016/17 - 2020/211 and made a determination that the CIP is consistent with the Town’s General Plan (required). 

18. C/CAG Water Committee Agenda/Packet - June 1 Meeting

19. Cartan Field Neighbors

I sent the neighbors of Cartan Field the Special Events Permit list below to advise them of activity over the next few months. 

20. Civic Center Project 

We are setting up meetings over the next few weeks with WRNS to begin the interior floor planning and address the issues raised by the Council. The CCAC’s Project Management Team (Merredew, Dostart, & Hau) will be invited to participate - as will the City Council Subcommittee members for the CCAC. These are staff driven meetings so while all will be invited, all may not be able to participate. Nevertheless, the project will continue to move forward. Meetings/input involving public spaces (Chambers, Landscaping, Lobby, etc.) will move forward as well - through the CCAC Public Meetings. 

At the Town & Gown meeting you may have heard the Mayor quote a budget/cost for the project of roughly $43.1 million. This number was arrived at by capping the $25 million Atherton Now contribution, adding in the Library at $15.4 million, and $2.7 million in Building Funds.  I provided her with that figure based on the Council’s establishment of the assumed maximum donation from Atherton Now. 

Special Event Permits Authorized as of May 27, 2016

This is a list of the upcoming Special Event Permits approved or under review.
  • May
    • May 1 - 16th Annual Big Bear Run (7:30 am - 12 pm)
    • May 21 - Menlo College Children’s Champions (10 am - 1 pm)
    • May 21 - ECR Cancer Benefit - Circus Club (6 pm - 11 pm)
    • May 25 - HRC Visit - 87 Patricia (5 pm to 7 pm)
    • May 30 - Memorial Day BBQ - Circus Club (5 pm - 9 pm)
  • June
    • June 3 - NASDAQ Summer Concert - Menlo College (TBD)
    • June 10 - NASDAQ Summer Concert - Menlo College (TBD)
    • June 11 - Polo Match - Circus Club (10 am - 7 pm)
    • June 18 - Polo Match - Circus Club (10 am - 7 pm)
    • June 17 - Company Picnic - Menlo College (11 am - 3:30 pm)
    • June 18 - Company Picnic - Menlo College (11 am - 6 pm)
    • June 19 - Father’s Day BBQ - Circus Club (5 pm - 9 pm)
    • June 24 - NASDAQ Summer Concert - Menlo College (TBD)
  • July
    • July 4 - 4th of July BBQ - Circus Club (4 pm - 9 pm)
    • July 9 - Polo Match - Circus Club (10 am - 7 pm)
    • July 9 - Bike for Breath - Encinal Elementary School/Streets (4:30 am - 2 pm)
    • June 15 - NASDAQ Summer Concert - Menlo College (TBD)
    • July 16 - Polo Match - Circus Club (10 am - 7 pm)
    • July 19 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 20 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 22 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 27 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • July 29 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
  • August
    • August 2 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • August 3 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • August 4 - Music @ Menlo - MA High School (8 pm - 10:30 pm)
    • August 8-14 - Horse Show - Requires separate Permit
    • August 13 - Bark For Life - HPP (10:30 am - 1:30 pm)
  • September 
    • September 3 - Polo Match - Circus Club (10 am - 7 pm)
    • September 5 - Labor Day BBQ - Circus Club (5 pm - 9 pm)
    • September 10 - Polo Match - Circus Club (10 am - 7 pm)
  • October
    • October 7 - SHS Under the Lights (4:30 pm - 9:30 pm)
    • October 27 - Halloween Party - Circus Club (7 pm - 9 pm)

May 20 Weekly Report to Council

1. Menlo Atherton High School Work

A complaint was filed regarding early morning work at the High School. Matt Zito responded with apologies for an unscheduled early delivery of materials. Matt advised that it would not occur again. 

2. Peninsula Clean Energy - Feedback Requested - FEEDBACK PLEASE

Under the Peninsula Clean Energy program, the current plan is for all rate payers (residential, commercial and municipal accounts) to be automatically enrolled into a standard default energy product, which will include at least 50% renewable energy, unless they “opt-up” to the 100% renewable energy level or “opt out” and use PG&E’s standard power offering. It is anticipated that the 50% renewable energy default product will be slightly less expensive than PG&E’s current offering, while the 100% renewable energy product will cost slightly more than PG&E’s current offering.
 
However, a few member cities have expressed interest in potentially automatically enrolling all of their rate payers into the 100% renewable energy product unless they “opt-down” to the 50% renewable energy level or opt out and use PG&E’s standard power offering.  The benefit of an agency selecting this approach is that it would maximize CO2 reduction from electric power use.  However, it would require a city to be willing to enroll its ratepayers into a more expensive energy product without their prior approval, though ratepayers could elect to opt-down at any time to the lower priced 50% clean energy product.
 
The Town of Portola Valley is considering enrolling all of its ratepayers at the 100% renewable energy level. PCE has asked that other agencies provide their feedback as to their interest in considering this approach. For cities who may be interested in the 100% renewable default option, please note the following considerations:
 
- Customers in cities that elect this option will be enrolled in Phase 2 (starting in April 2017) as opposed to Phase 1 (starting in October 2016).

- Customers in cities that elect this option will be enrolled at a price premium, currently estimated at $0.01/kWh which translates into the following average monthly cost premiums compared to the PCE 50% renewable product: 
  • $5.00/month for the average sized residential home
  • $15 – $40/month for the average small commercial customer
  • $200/month for the average medium commercial customer
  • $500 – $1,500/month for the average large commercial customer
  • $6,000/month for the average industrial customer 
- To elect this approach, cities will be required to pass a resolution by October 1, 2016.

PCE is asking for feedback on our interest by May 25. Please let me know your thoughts. My experience with MCE is that one agency (Fairfax) thought about doing the same and ultimately decided that forcing 100% or dark green on their residents was not the best option with a new program that was already a concern to some. The fear was that there would be a larger opt-out entirely if they pushed everyone to dark green versus the light green enrollment with opt-up to dark green. It was purely anticipatory and not supported by actual evidence that that would occur. They ultimately decided that light green enrollment for the community, dark green enrollment for the agency, with education about the options was the best solution. Belvedere also opted for dark green enrollment for the City and light green for the residents.  

3. Mayor’s & Council Members Executive Forum (Monterey - June 22/23)

The Mayor’s & Council Members Executive Forum is set for Wednesday, June 22 to Thursday, June 23 - one overnight in Monterey. There is also an opportunity for a focus workshop to follow on June 24. If you are interested in attending please let Theresa know. I will be attending. 

4. Fire District Nexus Fee Study

The City Attorney and Fire District Counsel have worked through the issues of the Fire District Nexus Fee Study. The District has provided an indemnification agreement that will be reviewed by the City Attorney. Once that is in acceptable form, we will be moving the project forward. Preliminarily, the City Attorney will present the Council with a few options for consideration. We are still working on these details. However, some have asked exactly what the fee’s purpose. The fee is beyond basic tax receipts to the District and is to provide a funding source of the District to address new development and the “intensification” of land uses within the District’s boundaries. The fee is based upon specific future capital improvement costs that are allocated to new development based on an apportionment standard. The total cost of the District CIP from 2015 to 2035 is $82m. Via the Nexus Study completed by the District, the District determined that the share of costs attributable to new development is 15% or $12m. This is for new apparatus and relocation, expansion, remodeling or new construction of fire stations. The fee would be levied on new residential and non-residential development in the District’s boundaries. Since the Town would be adopting the Nexus Study and imposing the fee, the Town would collect the fee and remit to the District. The District does not have the authority to do so on its own. 

When calculating the revenue collection estimates over the 20 period, the District used population and employment estimates from ABAG Projections 2013. These statistics indicated that Atherton’s projected population growth is 8.5% and employment growth is 12.8%. Here is a link to the details of the Study. 

5. Technical Memorandum - ECR/Alejandra Study

As the Council is aware, I had staff complete Technical Memorandum for our own files evaluating level of service and traffic operations on Alejandra and El Camino. Linked here is that Study by the Traffic Engineer

6. Animal Shelter Services Report for April 2016

May 14 Weekly Report to Council

1. M-A Little League

We will setting up the annual meeting with M-ALL to discuss field use (positive/negative) for the year and ways to work out any issues. M-ALL has approached staff with the thought of an All Star Tournament in 2017 at the Park. We have encouraged them to put this request in writing with details - start/end, games per day, snack bar needs, PA needs, attendance, etc.). Once received, I will discuss with each of you before considering for approval. ETA - July. 

2. Emergency Exercise - Operation Community Shield

On Wednesday I attended a disaster preparedness exercise hosted by San Mateo County and various public safety agencies as an observer. The exercise demonstrated a terrorist interdiction, rescue, and decontamination. 

3. ABAG General Assembly

The ABAG General Assembly is having a Special Meeting on Thursday, May 19 from 12 pm to 3 pm. The Agenda for the meeting is available here  The Mayor has RSVP’d for the meeting as the Town’s delegate. Council Member Wiest is the Town’s alternate to ABAG. 

Linked here is a Staff Report to ABAG regarding the merger with MTC. MTCs planning grant to ABAG terminates on July 1 unless ABAG and MTC adopt a merger implementation plan (MIP). The staff report notes two recommendations concerning adoption of a MIP to either 1) provide for simultaneous governance and organizational/staff merger; or 2) organizational/staff merger first with a commitment to engage in a governance merger process by a date certain. If ABAG and MTC cannot agree on a MIP, funding ceases July 1 and ABAG will not be able to sustain itself as an ongoing agency. 

4. High Speed Rail - Notice of Preparation for the San Francisco to San Jose Project Section

Linked here is the Notice of Preparation (NOP) for the San Francisco to San Jose Section Environmental Impact Report  The NOP was filed with the State Clearinghouse on May 9. The Scoping period ends on June 10. There are public scoping meetings set for May 23, 24, & 25. Staff may participate in one or more of the scoping meetings and separate stakeholder meetings.

5. Civic Center Project Update

We produced the linked Civic Center Project Update Summary and intend for this update to be released via News Flash and other Town outlets on a regular basis. The first edition is rather long as it is comprehensive, but updates should be shorter. 

The staff report for the May 18 Agenda is asking for a couple of things from the Council: 1) Approve the Schematic Design and move the project through to the next phase of design - Design Development. WRNS Studio has provided all deliverables for the Schematic Design Phase and needs to move onto the Design Development Phase to continue work. and 2) Accept the Cost Estimate.

Mack5 produced the most recent cost estimate based on the Schematic Design. As the Council is aware, there were a few changes made to the site and buildings moving from Conceptual to Schematic. These changes resulted in the addition of some square footage to the buildings. There were no program increases - only square footage adjustments to accommodate building loads, entries, adjacencies, corridors, exits, stairwells, elevator, public spaces, mechanical rooms and other areas. There may well be other refinements, up or down, during the Design Development Phase. None of these changes would be significant. The cost estimate increased by $3.6 million. With the adjustments, the proportionate shares based on square footage and attributable site improvements were refined. The cost estimate reduced some of the contingency amounts from the Conceptual cost estimate and refined costs that were pre and post construction that are General Fund expenses. Further, the proportionate share for the Building Capital allocation increased resulting in a need to allocate additional revenues to the Building Capital Fund (approximately $700,000). Staff will return with a separate action for this. 

Overall, these changes, while increasing the cost of the project itself actually reduced the fundraising need by approximately $500,000. In the Project Summary Report linked above, there is table that reflects the funding status for the project. This was produced using the 2015 Cost Estimate. Updated, the information looks as follows:
  • Total Project Cost (5/2016) - $46,500,000
  • Library Funds Allocated - $15,400,000
  • Building Capital Funds Allocated - $2,800,000
  • Pre/Post Funds Allocated - $1,500,000
  • Remaining Needed - $26,800,000
  • Funding To Date - ($5,499,377)
  • Remaining Need - $21,300,623
  • % of Total Project Funded - 54.2%

6. CalWater Update - Governor’s Executive Order

On Monday, May 9, Governor Brown issued an Executive Order (E.O.) adjusting and extending the State’s Emergency Drought Regulations through January 2017. While the E.O. recognizes that water supply conditions differ across California, due to differences in climate, snowfall, and rainfall, it also directs the State Water Resources Control Board (Board) to take certain actions.  For instance, the E.O. directs the Board to permanently prohibit practices that “waste potable water,” including:
 
• Irrigating ornamental turf on public street medians;
• Hosing off sidewalks, driveways, and other hardscapes;
• Washing automobiles with hoses not equipped with a shut-off nozzle;
• Using non-recirculated water in a fountain or other decorative water feature; and
• Watering lawns in a manner that causes runoff, or within 48 hours after measurable precipitation.
 
These specific prohibitions have been in place since early 2015, but will now become permanent.
 
The E.O. also directs the Department of Water Resources to work with the Board to “develop new water use targets as part of a permanent framework for urban water agencies.”   These new targets will build upon a law enacted in 2009 that requires water agencies to achieve a 20% reduction in potable water use by 2020 (California Water Code §§ 10608.16-10608.44).
 
In response to the Governor’s E.O., the Board has released proposed amendments to its current Emergency Drought Regulations.  Of note, the draft regulations recognize that water conditions differ across the State.  CalWater is still reviewing the Governor’s E.O. and Board’s draft regulations to determine how they will impact customers.  Here are links to the Governor’s E.O. (https://www.gov.ca.gov/docs/5.9.16_Executive_Order.pdf), a draft of the proposed regulations (http://www.waterboards.ca.gov/water_issues/programs/conservation_portal/docs/factsheet/proposed_emergency_reg060916.pdf), and the Board’s fact sheet (http://www.waterboards.ca.gov/water_issues/programs/conservation_portal/docs/factsheet/MediaFactSheetEmergencyReg050916.pdf). 

7. Planning Commission Special Meeting - May 25

The Planning Commission has scheduled a Study Session for Wednesday, May 25 at 6 pm to discuss the current zoning code sidewall and indwell height requirements and how it impacts the design of contemporary style homes. 

8. Grand Boulevard Meeting - March 30 Follow-up

Linked here is a memorandum on the GBI Task Force meeting of March 30

9. California Primary - Pre-Primary Events

With the California primary next month, there will undoubtedly be political events that occur between now and then involving the primary candidates. The Police Department is working regionally to be prepared for this eventuality. 

Candidate Clinton is scheduled to be in Town on May 25. 

10. Use of Drones

The City Attorney’s Office has prepared a memorandum on the state of the law with respect to drones. This has been scheduled for the July Study Session. 

May 6 Weekly Report to Council

1. PAEC Grant through the California Energy Commission

As the Council is aware, we had discussed an award of approximately $80,000 to assist with the technical and economic feasibility of incorporating sustainability features (beyond code requirements) into the new Civic Center. These were tasks the Town was undertaking anyway as part of the Civic Center Project. However, during the exchange of information, despite the Towns letter and Council action to the contrary, PAEC did not include the Towninformation in the grant application. An attempt was made by PAEC to contact former Town contact Joe Horewedel, however, with Joes passing, the connection was never made. Now, after reconnecting, PAEC was able to cobble together funds from other grantees to allow the Town’s participation in Phase I at $40,000. The Town remains eligible for Phase II awards up to $800,000 - primarily targeting photovoltaic. 

There remains a timing issue matching the PAEC Phase II grants with the timing of the actual Civic Center Project construction. We discussed this with PAEC and the only solution to the timing is to delay the actual installation of PV until the grant award can be made but plan for its installation during the project.

2. Piwik Web Traffic

Linked here is the April 2016 Website Report

3. HP Park Revenue and Activity Logs

Linked here are the April HP Park Activity Log and the Park Revenue Log  At the last meeting a question arose as to how the Park is doing from an event revenue perspective and are we booking up for the summer months. The Revenue Log is a good indicator of trends. The busy months are typically April through October. You can see the history of revenue for the past fiscal year. There was also some discussion of Park revenue versus Tennis revenue and how they are tracked for a good indicator of Park profit/loss. Tennis Revenue is deposited into a separate Tennis Fund. Revenue from Park events and activities, other than Tennis, are deposited into the Town’s General Fund. Expenses related to Tennis are paid from the Tennis Fund. The bulk of Park expenditures are paid by the Town’s General Fund or Capital Improvement Fund. We track revenues separately and are able to develop a singular profit and loss statement but they are not deposited into separate singular accounts. They are tracked by line item - social fees, meeting fees, class fees, wedding fees, park day use fees, etc. Total Park Revenues, excluding Tennis, were budgeted at $152,299 for FY 2015/16. At the February 2016 Council Meeting it was noted that we adjusted Park Revenues to $192,392 given the projections for activities and events at the Park. However, as shown on the Revenue Log, Revenues as of April 2016 are $108,052 with two significant months remaining in the Fiscal Year. However, we may not reach the mid-year projection of $192k. The contract with Catering by Dana is a percentage of revenues so the expenditure side of the budget will decrease accordingly. 

4. CPUC Letter/Comments - Quiet Zone

Linked here is our first response from the Notice of Intent. The consultant will be responding to the letter from the CPUC  A copy of the letter has been provided to Nerissa Dexter and Stephanie Anzia who are assisting the Town along with the consultant in the process. Once the consultant has had an opportunity to review the comments, we will provide a response. 

5. CCAC Scope Moving Forward

During this mid-phase (Schematic to Design Development), the CCAC took the opportunity at the last meeting to talk through their scope and role in an effort to fine tune it moving forward with the project. Linked here is the Scope Going Forward document produced from the last meeting. 


May 05

April 2016 City Manager's Monthly Report

Posted to City Manager's Blog on May 5, 2016 at 10:23 AM by grodericks grodericks

City Manager's Monthly Report - April 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 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


April 29 Weekly Report to Council

1. Budget Calendar for FY 2016/17 Budget 

The next meeting on the Budget was the Study Session for May 4. At this meeting we will be going over the Town’s Operational Budget. This is an overview of each departmental budget and their major components. The budget information presented does not include any proposed salary and benefit adjustments beyond any known merit adjustments, if applicable. The Town is in excellent fiscal health and revenues are outpacing expenditures. The budget calendar remains as follows:
  • Public Meeting #1 - April 6, 2016 - City Council Study Session (Joint Meeting with the Finance Committee) 
  • Public Meeting #2 - May 4, 2016 - City Council Study Session (Joint Meeting with the Finance Committee)
    • Presentation of the Operations Budget
  • Public Meeting #3 - Finance Committee Meeting (tentative May 10 2016)
    • Review of Capital Improvement Budget
  • Public Meeting #4 - May 18, 2016 - City Council Regular Meeting
    • Presentation of the Capital Improvement Budget
  • Public Meeting #5 - June 1, 2016 - City Council Study Session
    • Final Review of Entire Budget to include Special Revenue and Other Funds
    • Review of the Parcel Tax for FY 2016/17
  • Public Meeting #6 - June 15, 2016 - City Council Regular Meeting
    • Public Hearing and Adoption of Budget
    • Adoption of the Parcel Tax for FY 2016/17
2. Marsh Road Project

Notices have been issued for the May 3 and May 4 outreach meetings. Granite Construction has been advised of their award of bid and have started their work on the preliminary submittals and other required information before a Notice to Proceed may be issued. We expect this process to take a few weeks depending on the contractor’s diligence. 

Staff attended a meeting for North Fair Oaks last night and we will be participating in two additional meetings - one on May 3 and the other on May 4. Last night’s meeting was well attended and participants were very engaged with good suggestions to assist with detours, traffic control, and bicycle/pedestrian safety. I was hesitant to support an early recommendation for placards or stickers to help manage “local traffic” as I was not confident that such a regulatory program would be well-received if it was “top down.” However, the suggestion came from the bottom up at the NFO meeting and we will be investigating how to make it work. Other suggestions/comments revolved around the use of volunteers to help manage local traffic, bicycle traffic flow on Middlefield (crossing Middlefield), handing out of flyers, construction parking, additional signage, and temporary stop signs throughout the impacted neighborhoods. 

3. Team-Building/Goals Update

The Mayor and I will be meeting on Tuesday with Nancy Hetrick to discuss the objectives for a 3-4 hour workshop on team-building (with Council and Executive Team). We will be looking for a time/date in late May. 

4. Mayor’s & Council Members Executive Forum (Monterey - June 22/23)

The Mayor’s & Council Members Executive Forum is set for Wednesday, June 22 to Thursday, June 23 - one overnight in Monterey. If you are interested in attending please let Theresa know. 

5. Oak Grove Bike Lane & Bike/Ped Committee Update

As I mentioned prior, Alex McIntyre reported that the Menlo Park Council was poised to move forward with dedicated bike lanes along Oak Grove. He advised that this will likely require removal of all parking from MAHS to Crane Street in downtown Menlo Park. A small portion of Oak Grove runs through Atherton. He asked for staff feedback on the idea. We advised that we had met with Menlo Park about the Oak Grove Bike Route several weeks ago. The Town’s existing BPMP does not identify Oak Grove as a bike route. Our current plan identifies Glenwood Ave as a Class II route which would connect to the existing Class II in Menlo Park on Laurel. However, we recently completed a small study to assess the designation of Oak Grove as a Class II in Atherton in order to connect it to the planned Menlo Park bike network. The study concluded that Oak Grove should be considered for a Class II designation due to the current volume of bike users along it. This volume is likely due to the direct link Oak Grove provides between Downtown Menlo Park, Caltrain, and MAHS. Similar to implementation in Menlo Park, however, implementation in Atherton will require removal of existing parking. The Bike/Ped Committee discussed and supports the approach on Oak Grove. 

Bike/Ped also discussed modifications to the sharrows throughout Town. Staff will be putting together a summary map of the sharrows with suggestions for changes or adjustments. The Committee will also conduct a review and provide some recommendations. Suggested changes will matriculate up to the Council before implementation. Lastly, the Committee recommended that the Town consider additional speed limit indicators (radar) at various locations throughout Town where there are long stretches of bike route. Staff will be putting together some prices on this request for possible inclusion into the Capital Improvement Plan; however, these are relatively intrusive devices that ultimately end up in front of someone’s home. Careful consideration is requested. 

6. Atherton Fiber

Staff and legal counsel met with Atherton Fiber to hammer out the details of an encroachment or franchise agreement. We expect to have a working draft in the next couple of weeks that will be discussed with representatives from Atherton Fiber. Given the timing and discussions yesterday, it looks like this will hit the Council agenda in June. 

Atherton Fiber has a live website that we reference on the Town’s website and will include in this Friday’s Atherton Online. It includes a survey to help get the word out. Until the actual agreement is finalized, we are referring queries to their website, but not actively promoting in partnership. The website is www.athertonfiber.com

7. Planning Commission - April 27 Meeting

The Commission met on April 27 at took the following action:
  • Approved the request of PG&E for removal of one heritage Elm at 555 Middlefield Road, MA High School, with replacement planting. 
  • Approved the request for a Special Structure Permit for increased sidewall height and to allow a basement beyond the main building footprint, and approved the request for a Heritage Tree Removal Permit to allow the removal of two trees at 172 Tuscaloosa. 
  • Approved the request for a Heritage Tree Removal to allow the removal of five heritage Palm trees at 95 Mercedes Lane. 
8. Environmental Programs Committee - April 26 Meeting

The Committee did not have a quorum for their April 26 meeting and has rescheduled for May 2. 

9. Public Records Act Request

We are responding to a Public Records Act Request for: 

“...a Public Records request for all of Gordon Siebert’s charges (e.g. attendance at meetings) to the Civic Center and, if he has such a record, a description of actions and the associated time otherwise spent in his "general" capacity on the civic center project in any form…”

“...all costs charged by Mike Kashawagi and/or his firm to the Town of Atherton as a consequence of his work on the Library Building Steering Committee - please include the fund to which these costs were charged (e.g. the Library Fund)…”

10. Fire District Nexus Fee Study

The City Attorney and Fire District Counsel have worked through the issues of the Fire District Nexus Fee Study. The District will be drafting an indemnification agreement that will be reviewed by the City Attorney. Once that is in acceptable form, we will be moving the project forward. 

11. Arts Foundation Open House

As the Council is aware, we have an Art in Public Places policy that allows the display of art through the Atherton Arts Foundation at Town Hall. We are working with the Arts Foundation to host a regular Open House for the resident artist with the first being scheduled for Thursday, June 9 from 4:30 pm to 6 pm. 

12. PAEC Grant through the California Energy Commission

As the Council is aware, we have been awarded a grant of approximately $80,000 to assist with the technical and economic feasibility of incorporating sustainability features (beyond code requirements) into the new Civic Center. The Town is tasked with drawing a Technical and Economic Feasibility Report analyzing the following types of features:

- Making the Civic Center Net Zero Energy or Net Energy Positive
- Providing all heating/cooling with passive architectural features, heat pumps, and/or phase-change materials
- a Cost Benefit Analysis of potential sustainability measures (beyond code requirements), include RE, EE, and Fuel Switching

We will be working with WRNS to move forward with the Report with the hope that upon implementation of Phase II of the PAEC there will be grant funding to support capital installation. 

13. California GOP Convention

The California GOP Convention begins today in Burlingame at the Hyatt Regency. The Convention will go until Sunday. Earlier this week, Burlingame PD made a County-wide request for mutual aid as protestors are expected to be present at the event. Atherton Officer Matt Barrera will be assisting. 

14. SFPUC Waterline

WRNS is working to put together a detailed design/survey of the new location of the SFPUC waterline. The SFPUC is looking for a detailed survey that could be used for easement purposes and further details on the cost-sharing in order to put together a construction agreement. They are not interested in any delay to our project but want to coordinate timing so that the two are concurrent. 

We have advised SFPUC (and I suspect they will support) that the Town assume the soft project costs (engineering, construction management, permit, easement recordation) and final paving/landscaping costs above the new pipe itself. We would expect that they would abandon the old pipeline in place and authorize the Town to either re-use, seal, or other appropriate destruction of the old line (pending sustainability potential analysis for a heat exchange system). The owners of the pipeline would be responsible for all construction and material costs. 

15. Use of Drones

There has been a request from a member of the Council that we get ahead of the drone issue. To that end, I have requested the City Attorney prepare a memorandum on the state of the law with respect to drone use in California and I will put together something for Council discussion at an upcoming meeting (targeting July).

16. Commission/Committee Vacancies

To date, we have received 11 applications for 13 spots across 5 commission/committees. 

- For Audit/Finance, there are 3 spots and we have received applications from new applicant Yogesh Amle and incumbents Jeffrey Lee, and Jim Massey. 
- For Park and Recreation, there are 3 spots and we have received an application from incumbent Bob Roeser. 
- For Planning, there are 2 spots and we have received applications from Nancy Lerner, Sriram Iyer, and Yogesh Amle and incumbent Eric Lane. 
- For Rail, there is 1 spot and we have received an application from Alex Keh. 
- For Transportation, there are 4 spots and we have received applications from Jerome Laugers, Joseph Davis, Mark Cummings, and incumbent Gary Lauder. 

Special Event Permits Authorized as of April 29, 2016
This is a list of the upcoming Special Event Permits approved or under review.
  • May
    • May 1 - 16th Annual Big Bear Run (7:30 am - 12 pm)
    • May 21 - Menlo College Children’s Champions (10 am - 1 pm)
    • May 21 - ECR Cancer Benefit - Circus Club (6 pm - 11 pm)
    • May 30 - Memorial Day BBQ - Circus Club (5 pm - 9 pm)
  • June
    • June 11 - Polo Match - Circus Club (10 am - 7 pm)
    • June 18 - Polo Match - Circus Club (10 am - 7 pm)
    • June 19 - Father’s Day BBQ - Circus Club (5 pm - 9 pm)
  • July
    • July 4 - 4th of July BBQ - Circus Club (4 pm - 9 pm)
    • July 9 - Polo Match - Circus Club (10 am - 7 pm)
    • July 16 - Polo Match - Circus Club (10 am - 7 pm)
  • August
    • August 8-14 - Horse Show - Requires separate Permit
  • September 
    • September 3 - Polo Match - Circus Club (10 am - 7 pm)
    • September 5 - Labor Day BBQ - Circus Club (5 pm - 9 pm)
    • September 10 - Polo Match - Circus Club (10 am - 7 pm)
  • October
    • October 27 - Halloween Party - Circus Club (7 pm - 9 pm)
What’s in the Council Read File?
  • Greenheart Land Company Project Visuals
  • Atherton Living Magazine (Atherton Now article)

April 22 Weekly Report to Council

1. SQL Noise Reduction Study

The County Board of Supervisors directed County staff to conduct an aircraft noise reduction study to evaluate several operational changes at the San Carlos Airport in response to community concern regarding aircraft overflight disturbances. The County Board of Supervisors has asked to review the status of this study and to provide another opportunity for the community to provide input during the April 26, 2016 Board Meeting. Airport users and members of the community are invited to attend the Board Meeting and comment on the process. The Board of Supervisors meeting will be held at 9:00 AM in the Hall of Justice at 400 County Center, Redwood City, CA 94063.

The Agenda for the April 26, 2016 Board of Supervisors meeting is scheduled to be published today at 5:00 PM. The Agenda will again include a comprehensive list of options being explored to address community concern regarding aircraft overflight disturbances.  Following is a link to the Agenda: http://bos.smcgov.org/board-meetings.

2. Employee Recognition Lunch/Service Awards

The Lt and I will be presenting service awards at the Employee Recognition Lunch on Tuesday, April 26 at 11:45 am. This is the “catch-up” initial year and we will be presenting certificates and awards to 16 staff members (13 within the Police Department and 3 Admin/PW). A combined total of 232 years of service to the Town of Atherton. The presentations will be brief and then the employees get a hosted lunch in honor of their years of service. Each of you are certainly welcome to drop through, attend, and share lunch.  
  • David Gomez (PD) - 5 years
  • Krystal Pronske (PD) - 7 years
  • Theresa DellSanta (Admin) - 7 years
  • David Huynh (PW) - 8 years
  • Antoinette Gutierrez (PD) - 13 years
  • Sherman Hall (PD) - 14 years
  • Janelle Miller (PD) - 15 years
  • Steve Tyler (PW) - 15 years
  • Don Dunphy (PD) - 15 years
  • Tim Marks (PD) - 15 years
  • Jennifer Frew (PD) - 16 years
  • John Mattes (PD) - 17 years
  • Joe Wade (PD) - 17 years
  • Anthony Kockler (PD) - 20 years
  • Dave Metzger (PD) - 22 years
  • Brad Mills (PD) - 26 years 
3. CalWater Update

California Water Service (Cal Water) has announced the winning classrooms of the H2O Challenge, a contest through which elementary school students designed innovative programs to practice water conservation and increase awareness about the impact of the state's historic drought.  
 
The grand prize winner is a sixth-grade classroom at Downtown Elementary School in Bakersfield. The students designed and conducted an experiment to test the impact of greywater on lawns versus freshwater. They demonstrated the advantages of using a 50/50 greywater/freshwater mix as an alternative water source for keeping lawns green while meeting State-mandated water conservation targets. For their efforts, the class will receive a $3,500 grant along with a classroom tent-camping trip to the Santa Monica Mountains in conjunction with the NatureBridge environmental science education program.
 
Placing second is a fifth-grade classroom at Murdock Elementary School in Willows. They designed a rain collection and timed watering system for their school's 7,500-square-foot garden of native plants. This class won a $2,500 grant along with a pizza party and Cal Water prize pack for each student in the class.
 
The 3rd place winner is another fifth-grade classroom at Murdock Elementary School in Willows. The class created a campaign that banned the use of plastic water bottles on the school campus, and donated proceeds from the sale of reusable water bottles to support organizations that provide clean drinking water in developing countries. These winners received a $2,000 classroom grant plus a Cal Water prize pack for each class student.
 
In 4th place is a sixth-grade classroom at Shannon Ranch Elementary School in Visalia. They designed and distributed a pamphlet to approximately 1,000 households in the Shannon Ranch neighborhood explaining local water issues and water conservation strategies. The class received a $1,000 grant and a Cal Water prize pack for each student in the class.

4. Local School Enrollments

In March I answered a question regarding the number of Atherton children in Atherton schools. Following the release of the March City Manager’s Report, Peter Carpenter (via Joan Lambert (MPCSD and Las Lomitas School Districts) verified the information and provided additional follow-up back to me. 

The changes were to include Heritage Oaks Pre-School, a special needs pre-school on the Laurel School Campus. There are 2 students reported here from Atherton. The Atherton enrollment at Encinal increased by 1 student. 

Below is a list by school adjusted by 3 as noted above.

- Laurel School- 16 students from Atherton and total student population of 542
- MAHS- 116 students from Atherton and total student population of 2,260
- Heritage Oaks - 2 students from Atherton (pre-school)
- Encinal School- 109 students from Atherton and total student population of 750
- Selby Lane- 0 students from Atherton and total student population of 694
- Las Lomitas- 42 students from Atherton and total student population of 593
- Sacred Heart Schools- 318 students from Atherton and total student population of 1,118
- Menlo School- 110 students from Atherton and total student population of 795
- Menlo College- 2 students from Atherton and total student population of 800

5. Civic Center Project Display Boards

I have a set of display boards for the Civic Center Project in my office. If you need to use them for any reason, please let Judi or Theresa know so that their location/return time may be managed. 

6. Animal Shelter Services Report - March 2016


7. MTA/ABAG Merger Information

The following is from ABAG PLAN Executive Director Jim Hill. It was directed to ABAG PLAN Board Members of which I am one. 

On Friday, April 22nd, the Administrative Committee of ABAG will be meeting to discuss proposed merger options as presented by Management Partners.  A copy of the meeting agenda and packet is linked here for reference

The study by Management Partners has resulted in seven options to be presented to the committee.  While several of the options are being ruled out for reasons explained in the presentation, the committee will be called upon to focus on Options 6 and 7. ABAG PLAN Board should focus on those two options for the sake of facilitating review of the information.  As noted in the study, Management Partners has recommended to the Committee that they strongly consider Option 6.
 
There are several statements made throughout the document and report that call ABAG's Financial condition and solvency into question. These statements are not calling ABAG PLAN's financial health, solvency and financial condition into question. ABAG PLAN's financial health as evidenced by the most recent Financial results and most recent Actuarial analysis is "excellent”.  However, there are certain ramifications of ABAG's financial condition that impact PLAN and those continue to be evaluated by the Executive Committee. The ABAG PLAN Executive Committee will be meeting shortly (May) to review and discuss the outcome of Friday's meetings and to assess the impact to both ABAG and PLAN.


April 8 Weekly Report to Council

1. Rental of Space at Main House

As the Council is aware, on March 26 I received an email from a resident interested in renovating and renting the Main House basement or the Carriage House as a child care center for children that cannot attend regular pre-school centers due to anaphylactic allergies. The resident was referred to the Town by Susan Knox and Denise Kupperman advising that the Arts Foundation would soon be vacating the space. 

Staff contacted the Arts Foundation and they confirmed that they have given no indication that they would be vacating the space. I advised the resident that at this time, the Town is not interested in renting the basement of the Main House and that the Carriage House is in the midst of a Historic Preservation designation process and rehabilitation would not be appropriate at this time. 

2. Marsh Road Project

Today was the bid opening for the Marsh Road Project. The apparent low-bid is in line with the Engineer’s Estimate of $3.15m. The 2nd low bidder is approximately $100k more. The next higher bids (6-7 additional bidders) are upwards of $400k to $700k above the estimate. 

We met today with the County staff at the request of Supervisor Slocum and discussed the various outreach efforts in the works, the plan for the project (timing and construction), and the preliminary detour plan. The meeting went well. We will be assisting the County with reaching out to North Fair Oaks. Informational meetings have been set for the first week of May - one focused on the immediate neighbors and the other more widely broadcast (May 3 & 4 respectively). A postcard is in the works for the May 4 meeting. The other will be a more focused outreach. This is in addition to any attendance at a North Fair Oaks organized meeting. We have held meetings with San Mateo County, Menlo Park, MPFPD, Recology, Caltrans, and transit agencies. We are in the midst of meetings/contacts with Redwood City and additional meetings with North Fair Oaks. 

Assuming all the details with the bid(s) are in line, bid award is expected at the April 20 meeting.

3. CalWater Update

The State is currently considering modifying the emergency drought regulations. Interested parties are invited to submit written comments by noon on April 14 and/or participate in a public workshop on April 20th in Sacramento. The State extended and revised the emergency drought regulations through 2016. It planned to revisit the regulations in April after the snowpack and reservoir conditions have been assessed to decide whether to lift or modify the regulations. With April upon us and water supply data becoming known, the State initiated a process to potentially adjust these regulations. The State is particularly interested in comments to the following questions:
1. What elements of the existing February 2016 Emergency Regulation, if any, should be modified and how so?
2. How should the State Water Board account for regional differences in precipitation and lingering drought impacts, and what would be the methods of doing so?
3. To what extent should the State Water Board consider the reliability of urban water supplier supply portfolios in this emergency regulation?
Cal Water plans to submit comments to the State. The public notice can be found at:


4. RFP Responses for IT Services

We received the responses from the IT Services firms in response to our RFP. One is in line with our budget and the others are considerably higher. The apparent low respondent has extensive experience in the public sector and with police agencies in particular. Staff will be reviewing the proposals for consistency with the bid requirements and narrowing the field if necessary. Once the smaller group has been identified, we will enlist the assistance of a member of two of the Council for some feedback and then staff will conduct the interviews. We anticipate award to be at the May City Council meeting with services to begin in June. 

5. Reminder - Committee Alternates

Just a reminder that if you are an appointee to a regional board or body to which you have a Council alternate and you are unable to attend a scheduled meeting, it is important that you contact your alternate in a timely manner to see if they can attend. 

Here’s a brief list of the regional committee/board primaries and alternates. 
  • ABAG: Lewis - Wiest
  • C/CAG: Lewis - Wiest
  • HP Park Foundation: Widmer - Lempres
  • League of Cities: DeGolia - Wiest
  • Library JPA: DeGolia - Lewis
  • Peninsula Traffic Congestion Relief Alliance: Lempres - Lewis
  • Peninsula Clean Energy: DeGolia - Widmer
  • Airport/Community Roundtable: Lewis - Lempres
  • SMC Emergency Services Council: Wiest - Lempres
  • Sub-Regional Housing Board: Wiest - DeGolia
  • Grand Boulevard Task Force: Lempres - Widmer
  • Menlo Fire District - Wiest: Lempres
  • Peninsula Cities Consortium: Wiest - Widmer
  • Cal/Mod LPMG: Wiest - DeGolia
  • Sea Level Rise: DeGolia - Lewis
6. LED Streetlights - Design Samples

As the Council is aware, the Town is currently designing new LED streetlight installations as part of the Town’s Series Street Light Replacement Program. Next week we will be installing 2 samples of each type of light fixture and sending out a survey to the community (news flash, open town hall, etc.) to solicit feedback. The light types will be installed in Post Top lights and Hanging Pendant types. The samples will be installed within the Civic Center (Ashfield Road/Dinkelspiel Station Lane and Maple/Dinkelspiel Station Lane) and within Lindenwood (James/Heather and Linden/Heather). 

7. Park Events and Revenue

Linked here is the Park Events for March and the Park Revenue Log


April 1 Weekly Report to Council

1. AirBnB Restrictions

A resident is inquiring about the validity and application of the Town’s restrictions on transient housing opportunities (AirBnB, VRBO, etc.). The Town’s ordinances prescribe that such uses cannot be for less than a 30-day period. 

We are researching the ordinances a bit to answer the resident’s inquiry. 

2. Commercial Target Accounts - Recology

With the passage of AB1826 and AB341 there are some mandatory requirements for recycling and organic recycling for commercial accounts. The Town does not have a significant amount of commercial accounts in Town, but we do have a few that qualify. These will be receiving a Site Assessment (aka waste audit) from Recology in an effort to identify additional opportunities for diversion. 

Commercial Accounts that will be receiving a Site Assessment include:

- Menlo School - 50 Valparaiso - 52.94%
- Sacred Heart Schools - 150 Valparaiso - 62.67%
- Menlo College - 1000 El Camino Real - 65.22%
- Menlo Circus Club - 190 Park Lane - 82.86%
- Oakwood Infirmary - 140 Valparaiso - 69.23%
- Sodexo - 1000 El Camino Real - 83.33%
- California Water Service - 120 Reservoir Road - 55.31%

Noted next to each is their 4th Quarter Diversion percentage. All are currently in compliance with either or both of AB1826 and AB341 that apply to their operations.

3. Recology Self Assessment

At the direction of the SBWMA and as part of the process moving forward with negotiations of an extension of the Franchise Agreements Recology has prepared the March 2016 Self Assessment. The self-assessment is a review of their first 5 years of collection services. 
  
4. CalWater February Results

For February, Bear Gulch District reduced its water consumption by 27% when compared to February 2013. The State Water Resources Control Board (State) set a cumulative water reduction goal of 36%. The Bear Gulch District reduced its water use by 34.6% when compared to the same nine-month period in 2013.
 
As previously noted, the State extended the emergency drought regulations through October. The same prohibitions – for example, using potable water to wash sidewalks and driveways, using potable water during and 48 hours after measurable precipitation, and using potable water to irrigate ornamental turf on public street medians – still apply. After the State assesses the snowpack and reservoir conditions in April, it may decide to lift or modify drought regulations.
 
CalWater has developed a surcharge courtesy tier for water budget overages. Customers who nearly meet the target will not incur a surcharge. The surcharge courtesy tier is bigger in districts that are meeting the State’s water-use reduction requirement and smaller in districts that fell short. Because the Bear Gulch system met the State’s water-use reduction requirement cumulatively through the beginning of February 2016, water budget overage surcharges will be as follows:
  • First 5 Ccf over-budget -- NO SURCHARGE 
  • 6 Ccf over-budget -- $10 per Ccf over the customer's allotted budget, in addition to the regular charge for the unit.
To notify customers of these changes, CalWater will be sending the attached mailer, which provides additional information.

5. Animal Shelter Proposal Meetings

As the Council is aware, I serve on the County Subcommittee for the Animal Shelter Design-Build Proposals. In April and May we will be meeting (4-5 full days) with the top three proposers to conduct individual Q&A on potential designs and design alternatives. 

6. Fire District Nexus Study and Impact Fees

As advised, the Fire District’s Nexus Study and Impact Fee item has been placed on hold pending the outcome of legal analysis by the City Attorney. The City Attorney has advised that the Town should not be adopting the study and imposing the fee; rather, the fee(s) should be adopted by the District and the Town could collect the fees as a pass-thru - or the District could collect directly. Until this is worked out, the Study and Fee adoption are on hold. 

7. Marsh Road Project

We have updated the Town’s website for the project and provided some chronology of events as they will occur on the project. We have also been meeting with regional stakeholders to work through staging, road closure and detour needs. We are also meeting to discuss community outreach. I have a meeting next week with the County to discuss outreach in North Fair Oaks. 

At this point, the schedule still anticipates an award of contract at the April 20 City Council meeting. Bids are due next week. 

8. Town & Gown Event - May 25

Staff has begun meeting with an organizing committee for the Town & Gown event scheduled for May 25. The tentative time and location is Menlo School from 4 pm to 6 pm. We anticipate that the Mayor will provide a brief “State of the Town” report and begin casual conversations amongst the attendees about how we can work together. Following the Town & Gown event, we will begin scheduling 1:1 meetings with Boards and the Council by District to discuss common issues. 

9. Lizards at the Park

The Arts Foundation is looking into the purchase of two lizards. The lizards are 79”x32” and 44”x24”. Both are about 6” high. They can be wall mounted. The initial thought for mounting is the water tower, but given that the Tower may be designated as historic, the idea may not gain traction. There may be alternative locations for mounting at the Park or at Town Hall that can be considered. The issue will progress through the Foundation, to Park & Recreation, to the City Council. 

10. Circus Club Inquiry about Lighted Tennis Courts

I received an inquiry from the Circus Club that they are interested in determining what the Town’s regulations and requirements are for lighting tennis courts. 

11. Rail Committee Meeting - April 5, 2016

The next Rail Committee meeting is Tuesday, April 5. The Committee will receive input/feedback on the following items: 

- Quiet Zone Update
- Caltrain Electrification CEQA Lawsuit
- Atherton Station Maintenance
- TOSS Lawsuit Ruling
- Prop 1A Potential Litigation Discussion
- HSR Business Plan Review/Discussion

12. Cell Site (Various) - Verizon

As the Council may be aware, we have moved through the required public process for the installation of a few Verizon canister antennae on top of existing PG&E poles. At one particular location, there was opposition by an adjacent neighbor. We moved through the public meeting process and ultimately, as required, the site was approved. However, the resident is not happy with the result and has threatened legal action against the Town. We have provided as much information as we can regarding the installation and have exhausted all local remedy. 

13. Environmental Programs Committee Update - March 30 Meeting

The EPC met on March 30 to discuss the Earth Action Fair and Student Challenge. Both activities are moving forward as planned. Materials are being sent to local schools and there will be flyers/forms sent to potential exhibitors for the event. Work on the movie and showing location is ongoing. The next planning meeting (Committee meeting) is scheduled for April 13 at 5 pm. 

14. Civic Center Project - Cost Estimates

WRNS is still processing schematic design details and has not yet sent all the required information to Mack5 for estimating. It is unlikely that the approval of the schematic design and cost estimate will be on the April 20 agenda and it will need to be an action item at the May 4 Study Session. 

15. Dangerous Animal Permit Holders in San Mateo County

The County has sent out the annual list of “dangerous animal” permit holders in the County. There are 62 permittees. Eighteen (18) different jurisdictional areas have permittees.  None are in Atherton. 

16. California Energy Commission awards EPIC Grant to Peninsula Advanced Energy Community

As the Council is aware, we participated in the Clean Coalition’s grant proposal for Peninsula Advanced Energy Community (PAEC) to the California Energy Commission. The grant request has been selected for award via the California Energy Commission’s (CEC) EPIC Program - for “applied research and development, technology demonstration and deployment, and market facilitation for clean energy technologies and approaches.” 

Final approval of the award is expected in May. The project will kick-off in late June or early July and run for 18-20 months. For the Town, staff identified approximately $80,000 from any Phase I grant award to be used to fund staff and consultant review of the potential ground-based heat pump concept as well as similar techniques for sustainability in the project. 

17. Atherton Fiber - Legal Expertise

We have reached out to a number of legal firms with expertise in crafting a franchise agreement and/or development agreement for Atherton Fiber. We will be setting up a meeting in the coming week(s) with the selected firm and Atherton Fiber to work through terms and expectations. We anticipate that an agreement will come to the Council in May or June. 

18. Financing and Revenue

I have spoken recently about a couple of financing options for Town projects. Of interest are a couple of reports on two vehicles mentioned - the Enhanced Infrastructure Financing Districts and Certificates of Participation. Linked here are some general white papers on both.