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'Event Garden'

Dec 17

December 2015 City Manager's Monthly Report

Posted to City Manager's Blog on December 17, 2020 at 10:29 AM by Francesca Reyes

City Manager's Monthly Report - December 2015

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; I 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.

Regards,

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


December 21, 2015 - Weekly Report to Council

1. Regional Water Subcommittee (C/CAG)

As the Council is aware, C/CAG has initiated a Regional Water Subcommittee to address regional issues related to Sea Level Rise and Drainage. Mayor Lewis presently serves on the Subcommittee. The Subcommittee meets on the 1st Wednesday of every month at 5:15 pm. The Mayor has asked if the Council would consider moving our Study Session up from 4 pm to 3 pm to allow attendance at this C/CAG Committee by the Council representative. 

Feedback thus far is that moving up the time of the Study Session will cause conflicts in work schedules. 

2. Animal Services Report - October 2015


3. Park Events and Revenue Logs

Linked here are the November Park Events Log and the November Park Revenues Log

4. RWQCB - Marsh Road Channel

With the most recent DUI vehicle in the channel, Gordon sent a copy of the newspaper article to the Regional Water Board representative. This elicited an immediate response from the RWQCB saying that they expect to issue a 401 Certification at the beginning of January to allow the Town to move to the next step - which includes finalizing any approvals/reviews from the other participating JARPA Permit agencies. Advertising/Bidding the project at the January meeting will be excellent timing. 

5. Civic Center Advisory Committee - Naming Conventions

The CCAC has been reluctant to discuss the naming convention opportunities for the new Civic Center in order to provide the City Council with a recommendation. Atherton Now is providing supplemental information to the CCAC Staff Report for their meeting in January. I have the item on the January 20 Regular Meeting as a Study Session item for Council discussion. 

6. Art Foundation Thank You

Betty Ulman from the Atherton Arts Foundation sent in a nice email complimenting staff for their unsolicited assistance during a recent art installation at Town Hall. Positive feedback is much appreciated. 

7. Regional Storm Water Permit

As the Council is aware, the Town is one of a number of jurisdictions permitted under the Regional Water Quality Control Board Stormwater Permit. We have our permit via C/CAG and the County of San Mateo. Linked here is a very informative PowerPoint presentation from Matt Fabry posted to the C/CAG website on the topic. Here you can also view a dropbox link to the various jurisdiction maps (as shown in the PowerPoint). Atherton included. 

8. Transportation Committee Member Share

Committee Member Gary Lauder has asked that the California Department of Transportation TRIP Report for 2014 be shared with the Council.

9. Security of Firearms (excerpt from the Chief)

There has been a sharp increase in vehicle thefts and auto burglaries throughout the State. In a number of the incidents, unsecured firearms have been stolen and used in high-profile crimes. Although not as tragic, but certainly embarrassing were several other firearms taken from vehicles in the Bay Area belong to peace officers - including a Police Chief. The Department is updating its Lexipol policies to address this concern. Additionally, the Town will be purchasing five (5) gun storage vaults to be secured inside the trunks of our unmarked vehicles. 

Officers (on duty and off) are responsible for the security of all firearms under their care and control (privately owned as well as Department issued). The policy will address the securing of a firearm in an unattended vehicle for even a short period of time. 

10. Surf Air Working Group Letter to Surf Air - December 2015

Linked here is a letter outlining the list of four (4) items identified by the working group that they have been diligently working toward. There is good news noted on three of the areas. 

11. EPC Work Plan and CAP

As the Council is aware, the EPC has been working on their 2016 Work Plan that includes a number of the priority focus areas from the Climate Action Plan (CAP) that has yet to be approved by the Council. I have discussed this issue before and the feedback has been consistent that the Work Plan and Climate Action Plan need to be reviewed by the Council concurrently not independently as they are intertwined. 

The CAP has been delayed due to some insurance and indemnification issues with the consultant. These are being worked through; however, the Plan will not be on the Council agenda for January 6. We anticipate it reaching the Council for the February 3 Study Session. We will bring forth the Work Plan as well as an opportunity to provide congruent feedback/changes to the EPC Charter at the same time. It will be important for this Committee to have clear charter direction consistent with Council approval of any work plan or Climate Action Plan. 

At their last meeting, the EPC voted to approve and recommend their Work Plan to the City Council with three (3) key program items: 1) Atherton 2020/Home Energy Efficient, Water Conservation and Education; 2) Advisory and Support for Environmentally Based Building Code and Drainage District Upgrades; and 3) Resource Use Disclosure Requirements for Home Buyers. The Work Plan was to assign rough cost estimates to each of the items. The Work Plan will include a policy that discusses requested funding mechanisms in support of the effort. Discussion of a UUT was removed as an action item but remained as a potential/suggested funding source for consideration by the Council. The EPC also approved a categorized/prioritized list of EPC-recommended GHG reduction measures as part of the CAP. The EPC categorized each recommended GHG measure included in the CAP as measures to be considered as part of the EPC 2016 Work Plan or measures for the Town to consider as a matter of ordinance, policy or other guiding language. 

The EPC is recommending that the Town hire a consultant to implement the programs in the Work Plan primarily related to home energy efficiency, water conservation and public education/communication. The EPC is interested in resurrecting a number of the Atherton 2020 program components with revisions or tweaks as needed. This would include performing home energy audits and having a consultant assist with developing a public education website, marketing and other outreach efforts. 

Lastly, the EPC has requested a program that provides the EPC with an advisory and/or recommendation role for all Town-related ordinances, codes, policies or other issues that include any matters/topics that have an environmental relation. I have advised the staff liaison and the City Council representative that I believe that that request is too far-reaching to be supported. With CEQA, nearly all decisions of the City Council are tangentially environmentally related or determined. I believe it would be inappropriate to pass all ordinances, policies, or codes considered by the City Council first through the Town’s subordinate environmental programs committee. 

12. Proposed Constitutional Amendment to Provide Local Agencies with New Optional Funding to finance Stormwater Management

On December 14, 2015 the League of California Cities  joined the California State Association of Counties (CSAC) and the Association of California Water Agencies (CWA) in filing a proposed constitutional amendment with the Attorney General’s office. The measure would create a new, optional funding system local agencies can use to finance stormwater management, flood control, sewer and water supply projects, set rates for customers to encourage conservation and reduce water and sewer bills for low-income customers. The League Board of Directors formally authorized the League’s participation in this effort.
 
The proposed constitutional amendment includes strict accountability and transparency requirements for any local agency that chooses to avail itself of this new funding system. The measure would amend Art. X of the California Constitution, concerning water resources, and would add a new Sec. 8. It makes no changes to other parts of the constitution, including Proposition 218, which would continue to remain available for funding stormwater, sewer, flood control and water supply projects. It merely provides another financing alternative to local government agencies that could be used at their discretion unless their ratepayers object.

13. League Peninsula Division Representative

The League’s new Peninsula Regional Public Affairs Manage is Seth Miller. This week Seth has joined the ranks of the regional managers where he will establish and maintain relationships, implement ballot measure advocacy campaigns, and engage in other forms of strategic outreach and activities in the Peninsula Division. He will start on January 4, 2016.
 
Seth has fifteen years of experience working on region-wide challenges such as air quality, affordable housing and workforce development. He has extensive experience in the development of policies and programs related to transportation planning, land use and public health. He has worked closely with state, regional and local government to develop comprehensive public engagement strategies including the San Joaquin Valley Regional Transportation Planning process, the Southern California Association of Government Compass Program, and the California Department of Public Health’s Safe Routes to School effort. Seth served as Public Outreach Director with the UC Davis Institute for Transportation Studies from 2009-2013 and the Public Policy Director for the California Center for Regional Leadership from 2001-2008. He co-founded the Rocky Mountain Youth Corps in Taos, New Mexico in the 1990s. He has worked on statewide propositions throughout California and a host of local initiatives to create more livable communities. He serves as a Board Member for the Root Cause Institute and Technology Against World Blindness.  Seth has a Bachelor’s degree in History from The Colorado College and an MBA from Boston University. He lives in San Francisco with his wife Ruth Bond and sons, Max, Ben and Julian and daughter Phoebe.

14. Committee Assignment List

Theresa is putting together the Committee List for you to select the various committees or regional positions on which you’d like to participate. The Mayor will be making the assignments at the January Council meeting. Theresa will send out the list (name of committee, meeting times, description, etc.) with a due date back to her to send it to the Mayor for consideration. 

15. Event Garden Status

The rain has affected Event Garden progress at the Park. The working crews have been reduced in size and if the rain continues, the project will shut down until the site dries out. At this point, they are looking at a mid-January completion schedule. There are no significant events that will be impacted at the Park and notice will be provided to any potential renters during the time period. The contractor continues work on steel edging and planting trees. About 60% of the site has been unworkable due to the wet conditions. All the plant material has been delivered to the Site and is being watered daily.

16. Quiet Zone Status

We have released requests for Statements of Qualifications to various consultants and have scheduled interviews for the week of January 5. Stephanie Anzia (consultant referenced by Nerissa Dexter) will participate in the interviews. It is anticipated that we will have someone on board shortly thereafter. 

A question was asked about the construction period for the quad gates at Fair Oaks. Caltrain pulled a “no fee" encroachment permit via the Town in September 2009 for installation of the gates.  

17. Cal Water H20 Challenge

To continue to promote water conservation, Cal Water’s H2O Challenge is open for the 2015-16 school year. Now in its second year, elementary school students design innovative programs to practice water conservation and increase awareness about the impact of the state's historic drought. Information about this contest has been shared with principals in our service areas; while we recognize that schools are governed by school boards, Cal Water would like to invite the Town of Atherton to support and encourage schools in Cal Water's Bear Gulch District to participate.

The competition, developed in collaboration with the North American Association for Environmental Education, is open to classrooms in grades 4 through 6 in Cal Water’s Bear Gulch District. The winning class will receive an all-expense paid, three-day camping and hiking trip at Circle X Ranch, located in the Santa Monica Mountains, as part of the NatureBridge environmental science education program.

The Cal Water H2O Challenge builds on principles linked to STEM (science, technology, engineering, and mathematics) learning, as well as Next Generation Science Standards. Students learn how principles can be applied in the study of the water cycle, how water quality affects the survival of plants and organisms, and how they can impact water conservation.
Last year, the winning school, Shasta Elementary School in Chico, designed a rain collection system to water plants in a native garden they created on school property that would have an enduring impact on the school's efforts to conserve water. The class took a field trip to a local nursery, learning about gardening and native plants. It also sought the expert advice of a longtime local rancher about building its rain collection system.
The Cal Water H2O Challenge is a project-based competition for schools seeking to enhance students' understanding of water-based science concepts. To ensure educators have access to the support they need, teachers will be provided with technical, expert, and monetary support through educational resources, consultants, and up to 20 $500 teacher grants chosen by lottery. The deadline to register for this challenge is December 31, 2015.
For more information about the program and eligibility, visit https://challenge.calwater.com. You can also contact Bear Gulch’s District Manager, Dawn Smithson, at 650-561-0014 or dsmithson@calwater.com.
18. Alameda de las Pulgas Traffic Recorder Results
Staff placed our Radar Recorder on northbound Alameda de las Pulgas, between Atherton Avenue and Callado Way, between 12-12-15 and 12-19-15. The results were as follows:
1)      During this time, a total of 90,516 vehicles traveled on Alameda de las Pulgas (combined northbound and southbound)
2)      61.8% of the vehicles were traveling at 31 MPH or greater
3)      24.2% of the vehicles were traveling at 35 MPH or greater
4)      7.4% of the vehicles were traveling at 38 MPH or greater (the current 85th percentile for Alameda is 37 MPH)
5)      0.7% of the vehicles were traveling at 43 MPH or greater
6)      0.1% of the vehicles were traveling at 48 MPH or greater
 
The Radar Recorder gave us an 85th percentile of 35 MPH combined, with 34 MPH northbound and 35 MPH southbound. A majority of the vehicles were traveling at 32 MPH combined, with 31 MPH northbound and 32 MPH southbound. Of all of the vehicles: 1,528 vehicles traveled at 41 MPH or greater, 146 vehicles traveled at 46 MPH or greater, and 16 vehicles traveled at 51 MPH or greater.

December 11, 2015 - Weekly Report to Council

1. Affordable Housing Nexus Study

As part of a San Mateo County Partnership Program (all jurisdictions), the consultant (Strategic Economics and Vernanzza Wolfe Associates, Inc.) prepared a nexus study for commercial linkage fees and residential impact fees related to increased demand for affordable housing in San Mateo County. The Town was provided with a copy of the study; however, at this time does not have any interest in pursuing any affordable housing impact fee on new residential development. The study was provided as part of a regional effort and, although locally focused, is informational only. At this time, staff has an internal draft of the results. However, we have been advised that if the Town wish to use the data in the study, we would be obligated to fund our portion of it ($20,000 ). 

2. Las Lomitas School District

Staff met earlier this week with the Bond Manager for Las Lomitas School District. The District continues their design work on the campus at ADLP. They are preparing a Memorandum of Understanding (MOU) for the Town to consider that would allow them to analyze the benefits to the Town of storm water detention on their site. They have an engineering team (and designers) that will prepare the analysis as part of their design. The primary purpose of their project is to meet their storm water needs in concert with playing field upgrades; however, they are willing to consider additional improvements that might benefit the Town as well (Town cost). Funding has not yet been discussed but it is anticipated that the District would expect some compensation for use of their property. 

3. Tree Downed

Yesterday at about 10 am a tree feel blocking the street and driveway on Bergessen Court off of Stockbridge Avenue. Staff responded and cleared the roadway. Sally will be in contact with the homeowner regarding the remaining debris removal. The roadway was closed for approximately 45 minutes. 

4. Peninsula Clean Energy

The December Agenda includes the Resolution and Introduction of Ordinance for the Town’s moving forward with Peninsula Clean Energy. The January Agenda will include the 2nd Reading and Adoption of the Ordinance. Once the JPA is formed, the Town (upon adoption of the Ordinance) will become one of the first members of the JPA - Peninsula Clean Energy. The Mayor will need to appoint a member of the City Council to serve as the Town’s representative to the JPA. The Mayor may appoint a member of the Council to serve as the alternate or may appoint a member of staff. 

5. Civic Center Advisory Committee - Naming Conventions

The CCAC has been reluctant to discuss the naming convention opportunities for the new Civic Center in order to provide the City Council with a recommendation. Atherton Now is providing supplemental information to the CCAC Staff Report for their meeting in January. I have the item on the February 3 Study Session for Council discussion. I will be out of town (City Manager’s Department Meeting in Indian Wells) for that meeting. 

6. Cartan Field Neighbor Meeting

I will assist in facilitating a 2nd round of neighbor meetings for the proposed Cartan Field Project with Menlo School and Menlo College on December 14 at City Hall from 6 pm to 8 pm. The Mayor has been in attendance at these meetings. 

7. Santa Cruz Fiber

Linked here is an interesting article on Santa Cruz Fiber and their initiative for 2016 - http://choosesantacruz.com/projects/fiber.

8. Removal of Building/Planning Trailer

Bids for removal of the temporary trailer for the Building/Planning Departments and restoration of the outside wall came in considerably higher than expected. As a result, the Building Official and Public Works Superintendent (Brett/Steve) opted to do the work themselves to seal off the wall (creating David’s office) and then leave the trailer “in place” rather than demo it. The trailer can be demolished/removed as part of the Civic Center Project staging and demo work. Kudos here for saving the Town considerable funds. 

9. SFPUC Water Line

The relocation letter will go out to the SFPUC this month. However, as we request relocation of the line, it is important to note that the current design of the Civic Center can accommodate the line in its present location from a major building foundation perspective. The line will traverse the Town’s secure Police Department parking lot and will have smaller buildings and foundations within the required easement - the revised location is the preferred location for those reasons. 

10. EPC Special Meeting - December 15 (1 pm)
 
The EPC is holding a Special Meeting on December 15 to finalize their proposed Work Plan and Overall Policy Statement to present to the City Council at the January 6 Study Session. The EPC will also be prioritizing their list of recommended GHG reduction measures for Council consideration as well. 

The EPC Chair has advised that the EPC would like to evaluate the concept of using a ballot measure to fund Atherton’s programs. The Chair has asked that staff obtain from PG&E, CalWater and Recology what Atherton’s revenue base is for electricity, natural gas, water, and waste. The Chair has also asked that staff obtain information about the distribution of energy bills by home in Atherton so that the Committee can conduct their analysis. 

I provided the Chair with links to the 2014 Staff Reports to the City Council on the revenue alternatives wherein the Council had a healthy discussion of various revenue alternatives. These reports provided summary revenue information for various utilities as part of the utility user’s tax analysis. I also advised the Chair that staff can contact PG&E regarding the committee's request for by home data; however, I suspect that a per home detail level is not something PG&E will release publicly as I suspect there may be privacy concerns. 

Lastly, I advised that discussion of a utility users tax has political and practical considerations that must addressed before publicly moving forward with any recommendation that the Town impose a new tax for whatever purpose it may be. The Council has not directed the EPC to have this discussion or provide this analysis. If the EPC moves forward with the recommendation to the Council on a utility users tax after the Council has already had a conversation about it (2014), it may back the Council into uncomfortable position that some will not appreciate. I advised that I was not suggesting that the EPC table the discussion given its connection to green energy use incentives; rather, I strongly suggested that the Committee discuss it carefully. 

11. Art in Public Places Program

I sent an email to the Atherton Arts Foundation advising that the Art in Public Places program seems to be working well at Town Hall and the displays are quite nice; however, I do not feel they are getting the recognition they so richly deserve. 

I suggested that the Foundation consider offering up a monthly Art Walk program through which the Foundation and/or Artist host an Open House at Town Hall one day a month (wine/cheese/etc.) say either over the lunch hour or at Post Office closing hour (4:30 pm) or 5 pm.. I suggested that we could open up Town Hall to allow visitors to browse the Art (planned in advance) and the Art Foundation would of course, host (any $). We could advertise in our Friday email to the community with pictures of the art/artist, etc.

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.