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'Quiet Zones'

Aug 10

July 2016 City Manager's Monthly Report

Posted to City Manager's Blog on August 10, 2016 at 3:16 PM by grodericks grodericks

City Manager's Monthly Report - July 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


July 29 Weekly Council Notes

1. ECR HAWK Beacon Project - Ribbon Cutting (UPDATED)

Please hold August 17 3 pm as the date for the HAWK Beacon Ribbon Cutting. 
 
2. ADAPT - Atherton Community Emergency Drill

On Saturday, August 6 from 9 am to 1 pm ADAPT will be hosting an Atherton Community Emergency Drill (ACED). The exercise is a joint training earthquake drill with resident volunteers, first responders, and Town officials. Members of the Council are welcome to attend and participate as ADAPT volunteers. We will be opening our EOC in conjunction with the drill. The reporting area for the drill is the parking lot directly behind the Police Department. The goal of the drill is to help better prepare the Town in case of a major incident, to improve collaboration between the Town, first responders and volunteers during an event, and to expose residents to what they can do in an emergency for themselves and to help others. More information and education will be forthcoming as the event draws closer. 

3. Recent Articles

4. Atherton Development Roundtable

The next Atherton Development Roundtable will be held from 12 pm to 1 pm on Monday, August 1 at the Pavilion in the Park. Topics to be discussed include:

- Personnel Changes in the Building Department
- Atherton PD/Code Enforcement
- National Night Out
- PACE Program
- 2016 Code Adoption Cycle

5. Revenue Alternatives Reports I & II

At the Council meeting during the discussion of the Business License Tax, the Council asked that in September, staff return with the broad overview of revenue alternatives. I advised we would share with the Council the prior research on these topics. Below are the links to the two reports:


6. Letter from Congresswoman Eshoo - Flight Path

On July 25 the Town received a letter (copy) from Congresswoman Eshoo to Supervisor Slocum regarding arrivals/departures at San Carlos Airport and the planned FAA solution. A copy of that letter is linked here.

The letter expresses concern that while the Surf Air trial arrival route might alleviate concerns in San Mateo County it may shift the problem to the cities of Mountain View and Sunnyvale. Congresswoman Eshoo notes that if the route has an adverse impact on Mountain View and Sunnyvale and there is not a process to consider the concerns of all the constituents before granting the new route, she will oppose the measure. 

7. Planning Commission - July 27

Planning Commission met on July 27 and took the following action:

- DCC Herren swore in Lane and Lerner
- Commissioner Lane selected as Chair
- Commissioner Lamb selected as Vice Chair
- Commissioner Tonelli appointed by Chair to work with Commissioner Sockolov, Tree Committee, and staff on revisions to tree ordinance.
- PG&E provided an overview of their pipeline safety initiative (status)
- Continued the public hearing on the Heritage Tree Removal of three trees at 70 Stern to August 24 meeting. 
- Denied Appeal of CTL fine at 18 Ralston Road

Next meeting is scheduled for August 24. 

8. Galvanized Steel Railings - Paint or No Paint?

Along the Marsh Road Channel there will be new modern railings. The plan specifications call for the railings to be galvanized steel, but do not specify that they be painted. Staff is getting an estimate of the cost to paint the railings before installation (may cause delay - not recommended) or post installation. The color would be black or green (leaning toward green). The cost to paint is not included in the project cost.

9. Cal Water Drought Update - From Cal Water

The new emergency drought regulations adopted by the Board allowed water utilities to self-certify their own water-use reduction requirements based on local water supply conditions. Even with the regulatory adjustments made by the Board,  Cal Water believes it  is important to plan for the long-term and prepare to meet stronger, permanent water conservation standards expected from the State in early 2017. This is especially important given that many communities across California are still facing drought challenges and there is a distinct possibility that we will have a very dry winter. In light of all of this, Cal Water is making some adjustments to their Drought Response Plan, which will become effective on July 29.

First, Cal Water will be setting a conservation target of 10% for customers in the Bear Gulch service area. These targets will continue to be based, in most instances, on customers' same-month water usage in 2013. Conservation targets will also be shown on customers' bills. Cal Water believes that this conservation target effectively balances the short-term water supply outlook with the need to be prepared for more stringent regulations from the Board and the possibility of a very dry winter.

Second, Cal Water will be moving from Stage 2 to Stage 1 of the Water Shortage Contingency Plan, which does not include drought surcharges. Cal Water has confidence that customers will continue to use water wisely, so for now, water budgets and associated drought surcharges are suspended. Customers that have accumulated credits in their respective water banks will not see them listed separately on their water bills, but they will be maintained in customers' accounts until the current drought emergency ends. The various prohibited uses of water that have been in place since last year remain effective under Stage 1 of our Water Shortage Contingency Plan.

Customers can visit the website at www.calwater.com/conservation for information on  industry-leading water conservation program and additional information about the drought.

10. Las Lomitas - Detention Basin Project

The consultant continues to evaluate and analyze alternatives working with the District. There are a few issues that are cropping up that need to be cleared up - these include regional partner potential, regional grant opportunities, title reports that show clear ownership/responsibility, and sizing of existing drainage systems. Work continues on this feasibility study. 

11. Belbrook Culvert

Bids are due back on Tuesday and will be analyzed for award of contract. Returning to the Council in September is cleaning up of the easement and Channel District. 

12. Civic Center Project

- Reuse of the SFPUC pipeline - Integral reviewed the possible reuse of the SFPUC waterline as a green component of the Town’s project. If the waterline remained in use, the line could be wrapped with a coil. Absent its active use, the cost to build infrastructure to create a system that would be feasible for use is not practical. They recommend its full abandonment and not reuse. Staff is putting together a summary of their analysis for the Green Building Committee. 

- There is a meeting coming up of the Library Subcommittee, Library staff, and Heritage (Marion) to discuss the library floor plan. Tom Fortin is putting together a staging memorandum that outlines the staging options for the library (including the bookmobile option). 

- The cafe in the historic town hall is being designed as a warming/catering kitchen. It is not being designed for a particular vendor or with a particular vendor in mind. There is a timing issue involved with amendments to the Town’s General Plan and Land Use ordinance to allow a commercial use. That is something that will be addressed post-project. The facility will be designed such that it can accommodate a commercial activity (mostly electrical and plumbing), but it is not being designed with any particular activity in mind. 

- There is acoustics testing going on in the civic center.

Special Events Permits - July 29, 2016

This is a list of the upcoming Special Event Permits approved or under review.


July 22 Weekly Council Notes

1. Recent Articles

Below are a couple of recent articles related to Atherton activity.


Getting coverage in the press can be very helpful. The press can add a significant boost to getting the word out regarding Town activities, programs, and decision-making. Press coverage can also help educate the community on difficult issues and conversations that must be had. But it is important to remember, that as elected and appointed officials, when speaking to the press or in public our words and how we say things often find their way into headlines and articles. It’s important to be cognizant of not only what we say, but how we say it. Turns of phrase, no matter how well meaning or innocent, can often have positive as well as negative connotations to the reader. 

2. Animal Services Monthly Report - June 2016


3. West Nile Virus - Birds & Traps

The San Mateo County Mosquito & Vector Control District found another WNV positive bird in Atherton on Isabella. Traps went out to trap mosquitos immediately. All of the mosquitos captured in the traps tested negative for WNV. 

4. PCE Roll-Out

Council Member DeGolia presented a map of the PCE Roll-Out for Phase I. A question arose regarding PCE’s methodology for selecting customers in the roll-out. The customers in Phase I will be cutover in October on their meter read dates. The customers were selected so that they represented 20% of Atherton’s total residential load and were located in contiguous PG&E neighborhoods. The consultants used PG&E carrier routes to select contiguous areas.

All of the Town’s municipal accounts will be rolled in as well as part of Phase I. I will have something on the September agenda to allow you to provide input into whether the Town should enroll our accounts as 50% renewable or 100% renewable. The accounts include all municipal facilities inclusive of irrigation and streetlights. 

For the roll-out, PCE will send out written notifications next week to those identified customers. Residents that receive enrollment notices will automatically be enrolled to receive the ECOplus product (50% renewable and 75% GHG free) - at lower rates than PG&E’s current set. Here is a link to the notice material and informational materials

Even if a customer is not in the initial 20% roll-out for Phase I, customers can be “early adopters” by enrolling on the website. We will assist in publicizing this information. Residents can also choose to be ECO100 customers (100% renewable sources and 100% carbon free). This product is 1 cent/kWh above the ECOplus rate. 

5. PG&E Postcards on LED Streetlights

PG&E completed its PG&E-owned LED Streetlight Conversion Project in Atherton. They are sending out a post-installation postcard to those that live in the vicinity of the new street lights. Approximately 1,118 residences in Atherton will receive the postcard. 

6. Cal Water Urban Water Management Plan

California Water Service has prepared and adopted an update to its Urban Water Management Plan (UWMP) that addresses water service condition in the Bear Gulch Service Area. The Plan describes and elevates the sources of supply, reasonable and practical efficient water uses, reclamation, and demand management activities in the community. The Plan also addresses measures for residential, commercial, governmental, and industrial water demand management. 

A key focus of the UWMP is an update to the conservation requirements set forth in Senate Bill 7 as passed in November 2009. SB 7 mandates a statewide 20% reduction per capita urban water use by 2020. In order to quantify the objectives and identify the means of achieving this mandated demand reduction, Cal Water has updated the Conservation Master Plan for the Bear Gulch area. A copy of that Plan is in one of the appendices of the UWMP. An electronic copy of the UWMP is available at http://www.calwater.com/conservation/uwmp

7. Accounting Technician - Amanda Governale

As mentioned, with the reclassification of Noy to Junior Accountant we backfilled her Accounting Technician position. Beginning August 1 we welcome on board Amanda Governale as the Town’s Accounting Technician. Amanda holds a Bachelor’s Degree in Political Science from Notre Dame de Namur University in Belmont. Amanda’s most recent work experience includes a paid internship with the Town of Woodside where she assisted with projects and events, analyzed data and created codes for TRAKit and OpenGov, and assisted the Town in transferring to a new financial system - Springbrook (the one used by Atherton). Amanda also served as an intern with the City of San Bruno where she oversaw the complete renovation of the City’s website. Prior to that, Amanda interned with the College of San Mateo while working on her Bachelor’s Degree. If you are by after August 1, stop in and say hi to Amanda.

8. Pursuit Rated Hybrids/Alternative Fuel Vehicles

One of the questions that arises when the Town purchases police vehicles is when/how can we purchase pursuit rated vehicles that use alternative fuel technologies. My response to date has been that there are no alternative fuel vehicles at this time that are pursuit rated. However, that’s not to say they aren’t coming. In late 2015, the EPA certified bi-fuel and dedicated liquid-injection propane autogas systems for use in Ford police vehicles. When we learned of this, we contacted our Ford dealership that outfits our police vehicles. The strong advice was not to make the purchases at this time. The rationale expressed was because there are no prep packages presently designed that allow these vehicles to be outfitted properly for use. Without the proper prep packages, the representative advised that there could be some very significant engine issues. 

My suggestion is that we keep watch of these emerging technologies. The Town’s vehicle purchases are small scale and impactful when we need to do so (budget wise). We are not purchasing fleet vehicles in tranches. If we were to purchase a vehicle and it had issues that had not been fully vetted, the impact on our finances would be greater than the impact on larger agencies to repurchase. I suggest we keep watch of the emerging tech and let the dust settle on its use a bit by larger agencies before we leap in - we are simply not nimble enough to absorb the impact of a purchase that goes awry. 

9. 303 Atherton Avenue - Cell Tower

We are denying the landscape screening options for the approved cell tower at 303 Atherton Avenue. The cell provider has exhausted all options to devise an approvable landscape screening plan under the existing permit. A redesign will be required with the possibility of a camouflage/concealed pole (tree).

10. Helicopter at National Night Out

As in prior years, the CHP Helicopter will be landing at the Park during the National Night Out event on August 2. This is practice for emergency preparedness. Neighbors in the area are notified by letter in advance.

11. Business License Tax

Staff has contacted Hillsborough to get to the bottom of their business license tax/ordinance. They have advised that their current practice is in line with what staff presented at the meeting on Wednesday night - for contractors pulling a building permit, they pay 0.5% based on the permit valuation for every permit pulled as a business license tax in addition to their basic building permit fee.

Atherton has two significant builders in Town as I pointed out during our conversations. If Atherton adopted the Hillsborough model of 0.5% based on permit valuation, in calendar year 2015, one of those builders would have paid a license tax of $18,996 based on permit valuations of $3,799,251 and the other would have paid a license tax of $102,190 based on permit valuations of $20,437,940. I don’t know what those builders paid in Hillsborough, but I have asked. Those amounts will fluctuate year over year based on their permit activity for the year. 


July 15 Weekly Council Notes

1. Team-Building/Goals Workshop

Nancy Hetrick has met with each of you to discuss the August Team Building Workshop. Thank you for taking the time for the pre-meeting. I am meeting with Nancy at 11 am on Wednesday to go through the feedback. 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. The date and time of the workshop has not yet been set. 

2. Train Horn - Quiet Zone

Mike Kashiwagi and I met with Michelle Bouchard and others with Caltrain to discuss any continuing issues they may have with quiet zone compliance. In addition, we will be discussing the possibility of quad gates at Watkins and diagnostic review of both Watkins and the Atherton Train Station. 
 
3. Locate and Mark - USA North 811

The Town is not a member of USANorth 811. We have never have been. Recently, there was an incident on James Avenue where the Sanitary District hit one of the Town’s street light underground wires as part of a lateral installation project. Not only is this inconvenient - it’s dangerous. The adjacent property owner inquired as to why there Town is not a member. There are annual membership fees, GIS mapping requirements and annual follow-up. I connected with Steve to determine if the Town had ever considered membership in the past and he advised that we had, but had never followed through - cutting it from any proposed budget. I do not know what the fee is - honestly, I do not believe it could be that prohibitive. Membership provides a benefit, but also requires our participation. Steve and I will look into membership as I believe it’s time we seriously consider doing so.

4. LED Fact Sheet from PG&E - AMA Report

5. CalWater Update - Drought Data/Presentation

CalWater has provided the update for Atherton’s consumption for June 2016. It is linked here  Atherton conserved 45% as compared to 2013 and 39% year to date. A member of the Council asked if CalWater could present an update to the Council in September. I have contacted Dawn Smithson and she will be present at the meeting to present. I will provide her with some Q&A of interest. If there is something specific any member of the Council would like her to address please advise. 

Bear Gulch has not done a specific Drought Actions Summary Report, but she will request one. She advised that any funds collected through the “overage surcharge” (using more than your allotted water budget) are returned to customers via their WRAM (Water Revenue Adjustment Mechanism). When rates are generated, there are certain assumptions based on how much water they predict they will sell. If that varies, the difference is “trued up” through the WRAM system which either issues a surcharge or credit to the customer bill. The funds associated with the “overage surcharge” will go to offset the WRAM. Fees collected through restricted uses of water (e.g. watering hard surfaces, not using a positive pressure shut-off nozzle on your hose) were nominal. Dawn indicated that she did not think they collected any fees in Bear Gulch for those violations. If collected, those fees are used to help offset the cost of any extra expenses incurred because of the drought.

6. HdL Companies - July Newsletter

7. Recent Articles

I advised last week that there were a couple of recent articles that I would share with the Council - one on the Civic Center Funding and the other on the Caltrain DEIR lawsuit. Linked here are those articles. 


8. PCE Meeting - July 14, 2016 - 6:30 pm

There was a PCE Board meeting on July 14. On their agenda were discussions on the following:
  • Consideration of roll-out phases
  • Budget for FY 16/17
  • Energy Purchase Authority
  • Marketing & Communication Strategies
  • Report on Renewable versus Greenhouse Gas Free Energy
In addition, Peninsula Clean Energy asked for final pricing from the top three Electric Service Providers on June 27. PCE executed master agreements with the top three ESPs, which were 1) Energy America (a subsidiary of Direct Energy), 2) Exelon Generation Company (through its subsidiary Constellation), and 3) Shell Energy North America.  

PCE selected one ESP to sign the confirmation agreement, which was Energy America/Direct Energy.  This confirmation agreement is for a 51 month term, running from October 2016 through December 2020.  Direct Energy offered the most competitive pricing for the products we will be supplying to PCE's Phase 1 customers.  These products are conventional energy, renewable energy, and greenhouse gas free (carbon free) energy, and scheduling services, which meet the quantities and percentages as directed by the Board of Peninsula Clean Energy.  

9. Camino Al Lago/Camino A Los Cerros/Camino Por Los Arboles/Cowell Lane Intersection

In response to a request/complaint from a local resident, Interwest prepared a technical memorandum to address issues at the intersection of Camino Al Lago/Camino A Los Cerros/Camino Por Los Arboles/Cowell Lane. The information will be presented to the Transportation Committee for consideration at their next meeting.  

In general, there are two existing “Yield” signs at the intersection where the resident indicated that she has almost been hit by vehicles not yielding. The resident would like the “Yield” signs relocated to improve visibility or replaced with “Stop” signs. Staff reviewed collision information from the State Wide Integrated Traffic Reporting System (SWITRS) from 2010 through 2015 for the intersection and found the following:
  • There were a total of four reported collisions (one each in 2010, 2011, 2012, and 2014).
  • All reported collisions were single vehicle collisions with a fixed object.
  • Three occurred during the day, and one at night
  • The primary causes were: unsafe speed, improper backing, unsafe turning.  The last collision was a reported hit and run, therefore no primary collision factor was stated.
Based upon the above findings, there are no patterns that would require mitigation. Staff also reviewed each of the four Yield sign locations and found the following:

Location #1-Cowell Lane at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate; drivers can easily see the sign as they approach, the sign is 24” and does not have much reflectivity. Once at the limit line, the location of the fence/landscaping limits drivers view of approaching vehicles northbound on Camino Por Los Arboles. 
 
Location #2-Camino A Los Cerros at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate, drivers can easily see the sign as they approach, the sign is 24” and does not have much reflectivity. Once at the limit line, the landscaping in the median island may create a visibility issue viewing northbound Camino Por Los Arboles traffic for some vehicles.
 
Location #3-Camino Al Lago at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate, drivers can easily see the sign as they approach, the sign is 30” and does not have much reflectivity. 
 
Location #4-Camino Al Lago at Camino Por Los Arboles
 
The location of the existing Yield sign is appropriate, drivers can easily see the sign as they approach, the sign is 24” and does not have much reflectivity. 
 
Based upon the findings mentioned above, it is recommended that the following be completed:
 
Location #1
  • Replace the existing Yield sign with a new 30” Stop sign.
  • Install “Sharks Teeth” markings
Location #2
  • Replace the existing 24” Yield sign with a new 30” Yield sign
  • Install “Sharks Teeth” markings
  • The landscaping in the median should be trimmed so that the height does not exceed 36” high (measured from pavement level)
Location #3
  • Replace the existing 24” Yield sign with a new 30” Yield sign
  • Install “Sharks Teeth” markings
Location #4-See photo #4
  • Replace the existing 24” Yield sign with a new 30” Yield sign
  • Install “Sharks Teeth” markings
Stop and Yield signs are to be a minimum of 30” per the current version of the California Manual on Uniform Traffic Control Devices (CA MUTCD). Visuals linked here


July 8 Weekly Council Notes

1. Marsh Road Project

The project is moving along and remains on schedule. I have executed a change order to the project to address the West Bay Reimbursement Agreement, Additional Traffic Control & Flaggers through the completion of the project, additional spare guard rail for future use, and a change in the shoring system. Inclusive of the $632,000 in West Bay work, there is $951,176 in additional work netting against $836,182 in credits and reimbursements for a net change order of $115,004. This is expected to be the bulk of the change orders for the project. There may be some other minor change orders well within the project expectations.   

2. Environmental Programs Committee Meeting

Staff is trying to setup the July/August Environmental Programs Committee for an After Action Report on the Earth Action Fair and selection of Chair/Vice Chair. At this time, there are no action items for consideration by the Committee so future meeting dates/times have not been set. 

3. Complaint Regarding Carcinogens.

The Town received an official request from members of the Police Department to have the building checked for carcinogens. Health concerns have been expressed. The Town conducted a building survey/inspection in 2010 and made improvements. We will be providing the report to the concerned parties and determining if there is a need to conduct additional inspections/analysis. 

4. Triple Flip Final Close Out

On June 30, the State sent a notification advising of the final triple flip amounts. Once all the funds have been received by the County, the final revenue will be transmitted to each agency. There are two agencies in the County that will need to be “trued up” with remittance back to the County, i.e. we were overpaid. Those two agencies are Portola Valley at $23,851.12 and Atherton at $10,494.04. 

The true up calculations were made by the Department of Finance and they are providing us (and Portola Valley) with written details and requests for reimbursement (invoice). The overpayment was based on the amount paid to the agencies and the estimate to actuals comparison performed by the Department of Finance. For those needing additional information about the triple flip, here is a publication that explains some of the history

5. Facebook Expansion DEIR Comment Letter

Linked here is the Town’s comment letter to Facebook’s Expansion DEIR

6. Article in the Daily Post

Linked here is a recent article in the Daily Post regarding the Town’s business license tax. There are a couple of other articles I am trying to get copies of related to Civic Center Funding (Atherton Now) and the Caltrain DEIR Lawsuit. As soon as I have copies, I will forward them to the Council. 


July 1 Weekly Council Notes

1. Managers Meeting - Menlo Fire Nexus Study

On June 30, I met with the City Managers of East Palo Alto and 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. In the coming weeks, we will be setting up a meeting with the Fire Chief to discuss further. At this time, adoption of the Nexus Study has been put on hold. 

2. Atherton Fiber

We have received comments from Atherton Fiber on the draft agreement and are reviewing the issues internally. I spoke with Robert Hayes (CEO of Atherton Fiber) yesterday. He advised that they are re-evalauting their service model and the impact on a potential franchise agreement with the Town given the efforts of Zayo and Wave Broadband in Town. We will be reconnecting in August.  

3. Funding Opportunity for Alternative Fuel Vehicles and Infrastructure

C/CAG is considering pursuit of a grant opportunity from the Department of Energy to fund the purchase and deployment of alternative fuel vehicles (light, medium, heavy duty) and planning efforts for the deployment of refueling infrastructure. The objective of the project is to accelerate the use of electric vehicles and supporting infrastructure through community-based partnerships among state and local governments. The potential project would include all interested cities (for public fleets, as well as strategic partners for fuel supply/auto dealers/etc. 

C/CAG is surveying cities and seeking multiple cities to be partners on the project. Candidates must:

- have developed or currently developing fleet management plans/vehicle replacement strategies;
- currently planning or purchasing (in the near term) alternate fuel vehicles
- looking to deploy alternative fuel charging stations

C/CAG would be the project sponsor. The grant amount would be in the $3m to $5m range. We do not yet know grant application details or specifics, to include matching requirements. However, we have advised C/CAG that we are interested in participating and have identified the possibility of 4 all-electric type vehicles that could replace or augment some of the Town’s existing fleet in Code Enforcement, Arborist, general PW, and General Admin/PD use. 

4. EIR Comments

Staff is working to prepare comments in response to the following EIR Notices:

- Infill EIR for 500 El Camino Real in Menlo Park. Draft EIR with comments due by July 21. This is the Stanford property on the east side of El Camino just north of the Stanford Park Hotel near the Palo Alto City limits. Within the Notice of Preparation, they are planning to analyze all of the Atherton intersections along Middlefield Road between Ringwood and Marsh. The development proposal is for 144,000 sf of non-medical office, 10,000 sf of retail and 215 residential units. 
- Proposed Facebook Expansion - Draft EIR with comments due by July 11. The expansion includes two new office buildings totaling 962,400 sf and a 200-room hotel. 

5. HSR Agreement for Reimbursement

On the July 20 Agenda is authorization for the City Manager to execute a reimbursement agreement with HSR. The agreement itself is still in the works. Last week, staff met with a representative of HSR who is tasked with negotiating reimbursement agreements with cities and counties who will be impacted by planning, design, and construction of HSR. The purpose of the reimbursement agreement is to reimburse cities for staff and contract staff time necessary to research and gather information, review documents, studies, and plans necessary to construct HSR. It does not bind, bar or condition any legal action by the Town related to HSR. 

6. 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. 

7. San Mateo County - Preliminary Draft Countywide Transportation Plan

The San Mateo County - Preliminary Draft Countywide Transportation Plan has been released for public comment. Mayor Lewis and Council Member Wiest serve as the Town’s Ad Hoc Subcommittee to C/CAG. Please review the plan and provide me with any comments you might have over the next week. I will consolidate and forward those comments to the Subcommittee. 

8. HP Park Revenue and Event Logs

Linked here are the June Park Events Log and the Revenue Log. A full year logged of Park events netted the Town approximately $100,000. 

9. 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.

10. Mosquito & Vector Control District - AB 1362

In January, the SMCMVCD moved in opposition to AB 1362. The legislation could reduce 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.
 
11. Animal Services Report - May 2016


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.