HomeMy WebLinkAbout5/31/2016 Town of Los Altos Hills
City Council and Finance and Investment Committee
Special Meeting Minutes
Tuesday, May 31, 2016
Council Chambers, 26379 Fremont Road, Los Altos Hills, California
Mayor Harpootlian called the meeting to order at 4:31 p.m.
CALL TO ORDER(4:30 P.M.)
A. Roll Call of the City Council and Finance and Investment Committee Members
City Council Members Present
Present: Mayor Harpootlian, Vice Mayor Waldeck, Councilmember Corrigan,
Councilmember Radford, Councilmember Spreen
Finance and Investment Committee Members Present
Chair Allan Epstein, Committee Member Bill Silver, Committee
Member Kjell Karlsson, Committee Member Roddy Sloss, Committee
Member Betty Kayton, Committee Member Chris Wellborn,
Committee Member Christopher Nam
Absent: Committee Member Susan Mason
Staff: City Manager Carl Cahill,Administrative Services Director Pak Lin,
Planning Director Suzanne Avila,Public Works Director Richard Chiu,
Finance Manager Karen Huang, Community Services Supervisor Sarah
Gualtieri, Maintenance Superintendent Jacob Asfour,Building
Technician Austin Hancock,Administration Technician Frances Reed,
City Clerk Deborah Padovan
B. Pledge of Allegiance
1. AGENDA REVIEW
There were no changes to the agenda.
2. PUBLIC COMMENT (PUBLIC COMMENT IS LIMITED TO ITEMS WHICH
ARE THE SUBJECT OF THE SPECIAL MEETING)
Nancy Couperus, Co-Chair of the Los Altos Hills Open Space Committee, said the
committee strongly recommends continuing the contract with Acterra.
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
Alex Von Felt and Kristin Williams, Acterra, stated they were available to answer any
questions regarding the activities in the Town's open space preserves.
Colin Knight,Los Altos Hills, asked about making cable service available for everyone
Wendy Pica-Furey, Los Altos Hills, requested funding assistance for the installation of
Comcast for all residents on Julietta Lane.
Lynn Miller,Los Altos Hills,explained about how Comcast pricing works.
Ann Duwe, Chair of the Los Altos Hills Pathways Committee, asked if they wanted to
hear from the Pathway Committee now or to wait until that budget item was discussed.
Councilmember Corrigan asked that a discussion about the Library JPA and Whipple
Funds be placed on the June meeting agenda.
CITY COUNCIL ITEMS:
3, CONSENT CALENDAR
MOTION MADE AND SECONDED: Vice Mayor Waldeck moved to approve the
CONSENT CALENDAR, as follows: The motion was seconded by Councilmember
Radford.
Motion Carried 5 to 0:
AYES: Councilmember Corrigan, Councilmember Radford, Councilmember
Spreen, Vice Mayor Waldeck,Mayor Harpootlian
NOES: None
ABSENT: None
ABSTAIN: None
A. Proclamation Honoring Karen and Tom Smith as the Recipients of the 2016
Walter and Marie Singer Award(Staff: D. Padovan)
B. Notification of Fast Track Approval: Lands of Ian Mcnish Trustee; 24183
Dawnridge Drive; File #439-15-ZP-SD-GD; A request for a Site Development
Permit for a new 4,880 square foot two story residence with a 1,526 square foot
basement (Maximum height 26'). CEQA review: Categorical Exemption per
Section 15303 (a) (Staff: S. Avila) Appeal Deadline: Wednesday, June 8, 2016 at
5:00 p.m.
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
CITY COUNCIL AND FINANCE AND INVESTMENT COMMITTEE:
4. NEW BUSINESS
A. Study Session Regarding Proposed FY 2016-17 Operating and Capital Budget and
2016-2022 Five-Year Capital Plan for the Town of Los Altos Hills(Staff: P. Lin)
Administrative Services Director Pak Lin presented the proposed 2016-17 Operating and
Capital Budget.
Rick Sung, Captain,Santa Clara County Sheriff's Office, provided an explanation regarding
the full time sheriffs employee for traffic enforcement
Council discussion ensued.
Sarah Gualtieri, Community Services Supervisor, spoke in support of a full time Recreation
Specialist. The Council asked questions of Ms. Gualtieri and received her responses.
Council Recessed at 6:10 p.m.
Council Reconvened to Open Session at 6:30 p.m.
Ann Duwe,Los Altos Hills Pathways Committee, explained why the Magdalena Bob Stutz
connector is a high priority.
Jacob Asfour, Maintenance Superintendent, spoke about how often they mow pathways and
perform maintenance throughout the Town.
Eileen Gibbons,Member of the Los Altos Hills Pathways Committee, offered clarification on
missing pathway links.
MOTION MADE AND SECONDED: Councilmember Radford moved to approve up to $10K
of matching funds, first to be raised privately and then matched for the anthology project. The
motion was seconded by Vice Mayor Waldeck.
MOTION AMENDED: Councilmember Radford amended the motion to approve $10K of the
donation from the Historical Society to be a matching fund of privately raised money.
Council discussion ensued.
Councilmember Radford withdrew the motion and the amended motion.
After a line by line review of the Request Summary and Priority Setting Worksheet, the Council
DIRECTED as follows:
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
Town of Los Altos Hills Beginning Change in Fund Ending Fund
Fund Type Fund Balance Balance Balance
2016/17 Budget Town-wide 12,921,695 (200,811) 12,720,884
Request Summary&Priority Setting Worksheet General Fund 8,701,259 2,022,266 10,723,525
Sewer 1,665,675 (884,200) 781,475
Enhancements/Capital Program Request Approve
Al. Merit Increase(011-1200) 75,000 75,000
Recommend salary increase for meritorious performance in 2016-17. This is a tool for management to encourage
Town Staff to continue to maintain and seek improvements to Town operations. A total of$75,000 includes related
benefit associated with the salary increase and will be an ongoing expenditure for the Town.
A2. 2016 General Municipal Election(011-1300) 30,000 30,000
The term of three(3)members of the Town of Los Altos Hills("Town")City Council are due to expire. The positions
must be filled in the 2016 General Municipal Election scheduled to be held on November8,2016. The County of
Santa Clara Registrar of Voter's Office has provided an estimate of fees and costs in consolidating the Town election
with the County. Additional costs for noticing,candidate statements and office supplies are necessary.
A3. Internal Service Allocation Study&CAP Review(011-1400) 15,000 25,000
Internal Service Funds account for operating and maintenance cost for the town hall,fleet,and corporation yard.
These cost are distributed to user departments based on a set allocation plan,which was not reviewed as part of the
2013 Cost Allocation Plan(CAP)Update.The Town's internal service allocation should be updated and the 2013 CAP
may be reviewed and updated,if resources are available.
A4. Benefited Part-Time(Up to$30,000)
Enter into a limited time employment contract with currently unbenefited part-time employees to provide prorated
benefits. This form of employment contract would be of asset in following areas:
a. Recreation Specialist(base budget:$12,000) 18,000 69,300
The scope of Town events and recreation programs have increased in the last six years. Previously,Town events
and recreation programs were primarily managed by volunteers.The Recreation Specialist provides support to the
Recreation Supervisor. This is a benefited part-time position and will allow the Department to promote a
Recreation Intern to a Recreation Specialist. A full-time position will cost$81,300 per year,or an increase of
$69,300. The projected salary range for this position is$24 to$29.
b. Public Works Maintenance(base budget:$18,000) 12,000 12,000
Public Workers Maintenance team consists of 3.8 employees-one supervisor,two maintenance workers and a
part-time unbenefited maintenance worker,who assists the crew during peak work periods and provides backfill.
The creation of a benefited part-time position will allow the Department to better retain qualified part-time staff
who are familiar with the Town's field maintenance and operation.A full-time position will cost$67,300 per year,
or an increase of$49,300.
* Budget Distribution:14%Storm Ops&Pathway Ops,8%Street Ops,and 1%Sewer,Town Center,Corp Yard,and
Fleet.
AS. Promotional Series for Admin Clerk/Management Analyst I
Job classifications with overlapping promotional positions improve retention of qualifed employees.Within the
Town's job classifications,there are two areas with wide position differential.
(1 current employee eligible for this promotion) 7,900 r 7,900
Create promotional series for Admin Clerk/Tech for employees who are qualified for an analytical position.
Individuals wishing to be considered for the Management Analyst position must pass specific criteria set by
Management and Department requirements.
A6. Increase the Maximum Salary Range by 2.6% 0 - 0
The 2015 Compensation Plan was completed prior to the completion of labor negotiations by comparable agencies.
By raising the salary range by the April's CPI Urban Wage Earners for the San Francisco-Oakland-San Jose region,
the Town's Compensation Plan will remain competitive. This is not an automatic cost of living adjustment. Pay
increases are based on favorable performance evaluation.
A7. Subdivision Ordinance Update(011-3100) 80,000 80,000
The Town's Subdivision Ordinance was planned to be reviewed and prepared for City Council consideration and
approval in 2015/16.This project was postponed as the Department refocused its attention to other municipal code
updates,including the Antenna Ordinance,Substandard Lots,Medical Marijuana and WUI Map Update.The budget
for the Subdivision Ordinance Update is reappropriated for 2016/17.
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
A8. Building Code Update(011-3200) 10,000 10,000
The California Building Standards Commission sets building regulations for all residential and commercial
developments.The Commission is in review of the 2013 Building Code and will be proposing a new code in
December 2016. Subsequently,the Town needs to review and adopt its building codes to comply with the new
changes.
A9. Computer Replacement(061-1480) 8,400 F 8,400
The Town owns 26 personal computers for employees and public uses.Computers have a 3-5 year life expectancy.In
2015/16,10 of these computers were scheduled for replacement,of which four were completed and six are planned
for replacement in 2016/17. Thereafter,five computers will be replaced annually.The cost includes software
subscriptions.
A10.Plotter Replacement(061-1480) 20,000 r 20,000
Large plans and maps are printed on the Town's plotter,which is 17 years old.Replacement parts of the plotter is
harder to find requiring large print jobs to be delayed.
Subtotal 306,300 337,600
Capital Improvement
General CIP(Fund 041)
B1. Building Permit System Upgrade 164,850 164,850
Replace the current building permit system with a more robust and automated system. The current system,
Filemaker Pro,is insufficient in report generation and lack of field security to prevent data entry error.The new
system will allow for better communication between departments and will provide greater efficiency,accuracy,and
time savings to both staff and residents.
B2. Page Mill/I-280 Safety Bicycle Improvements 20,000 20,000
The Page Mill/I-280 interchange has been a challenge to bicyclists since the designated bike lane requires bicyclists to
cross over Page Mill Road. The County is planning safety improvements and has secured a majority of project funding
from the VTA to help fund the safety improvements.The project is estimated to cost$400,000 and will be managed by
the County Roads and Airport department.The County is requesting a contribution from the Town.Staff recommends
$20,000.
83. Purissima Creek Restoration @ O'Keefe Preserve 0 F 0
The O'Keefe Preserve Purissima Creek Habitat Restoration Project was completed in 2014/15 and utilized the Santa
Clara Valley Water District(SCVWD)grant. As part of the post completion requirements,the Town is responsible for
implementing a four-year Maintenance and Monitoring Plan at$24,700 annually,with the first two years funded by
SCVWD and the last two years funded by the Town. The 2016/17 MMP was paid in advance,due to grant deadline. No
additional funding is needed in 2016/17 but will be required in 2017/18 and 2018/19.
B4. Purissima Park Playground 0 0
The Purissima Park Playground is the only playground in Town and was installed in 2008. The space is heavily used
during little league season and a new playground will provide more play structure for kids.Estimated project cost at
$50,000.Project scope will be finalized and is currently scheduled for 2018/19.
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
B5. Open Space Vegetation Management(Open Space Committee)
The Open Space Vegetation Management Project has two parts-(1)Bryne Preserve Improvement with the use of
SCVWD grant and(2)continued community education outreach to increase public awareness and appreciation of
open space within the Town.The project and outreach program is managed by Acterra Stewardship and the outreach
program is an annual assessment program.
a. Bryne Preserve Improvements(Fund 041)
40,939
Total Project Cost$142,320.3-Year Project.
Bryne Preserve improvement is an eligible project to use Parks&Recreation in-Lieu Fees.
ii. Use Parks&Recreation in-Lieu(Available Fund-$209,529) 40,939
i. Use General Fund 0
b. Education&Maintenance(011-4110) 15,782 ' 15,782
Subtotal 241,571 241,571
Pathway CIP(Fund 042):Pathway Fee Transfer($17Ok);Pathway CIP Balance:$220,037
Cl. Magdalena Bob Stutz Connector(Fund 042) 142,000 142,000
Complete final segment of Bob Stutz Path connecting Magdalena Road to El Monte Road.This pathway connector is
estimated to be 600 feet.
C2. Pathway Geographic Information System(GIS)Project 50,000 ' 50,000
Create a GIS map layer for the Town's pathway system.
a. Use Pathway Fee(Budget:$170,000) 28,000
b. Use Pathway CIP Reserve Balance($220,037) 22,000
c. Use General Fund 0
C3. Page Mill Road/Moon Lane Pedestrian Bridge Crossing 20,000 20,000
Commit$90,000 for 2017/18 CIP 90,000
Begin design of pedestrian bridge to cross the creek at Page Mill Road and Moon Lane.This high traffic area is
dangerous for both motorists and pedestrians.The bridge will connect the on-road path on Moon Lane to Northeast
side of Page Mill Road. Construction is planned for 2017/18.Preliminary construction esitmate is$90,000 and will be
finalized upon completion of the design phase.
C4. Annual Pathway Improvements(Pathways Committee) 0
There is no budgetary request for 2016/17.Annual projects will be developed based on the results from Pathway GIS
project,Pathway Master Plan Update,and safety concerns of Town's pathway system.For 2016/17,improvements will
be focused on Magdalena/Bob Stutz Connector,Pathway GIS,and the design phase of Page Mill/Mood Lane
Pedestrian Bridge Crossing.In 2017/18,design of Bob Stutz connector to Stonebrook and Dawnridge will commence.
Gap closures within Town's existing pathway system will be considered and connected dependent on resource
Subtotal 212,000 302,000
Westwind Barn CIP(Fund 043):WWB CIP Balance:$87,656
Dl. Westwind Barn Improvement 50,000 50,000
Westwind Barn(WWB)facility improvements are proposed and prioritized by the Town's contracted concessionaire,
Victoria Dye Equestrian(VDE).For2016/17,VDE identified repair of three paddocks in the Upper Arena,damaged due
to flooding,with an estimate of$9,000.To address the flooding issue,drainage improvement will be required,
estimated cost is under development.Potential total cost can be$30,000. Including other potential improvements,
VDE is requesting an appropriation of$50,000 for 2016/17 WWB projects.
Subtotal 50,000 50,000
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
Drainage CIP(Fund 045):Drainage In-Lieu Fee Transfer($150k);Drainage CIP Balance:$415,210
E1. Barron Creek(Prior Approp.$250,000) 20,000 20,000
Barron Creek drainage channel is located on private property,where the Town has an easement right.Sediments have
deposited in the channel raising the original flow line.Dredging is required to restore to the original flow line
elevation.The property owner has requested for the restoration to include aesthetic improvements and has agreed
to improve this channel based on Town's drainage requirements while complying with planning and building code in
the aesthetic improvements.The Town will reimburse the property owner up to$250,000 or 50%of channel
improvement,excluding all aesthetic improvement cost.In 2015/16,$250,000 was appropriated for this purpose. The
draft contract agreement is under review by both parties. Additional request of$20,000 is incidental cost,such as
legal fees.
E2. Matadero Creek Erosion(Prior Approp.$500,000) 50,000 50,000
Repair the erosion along the edge of Page Mill Road between Baleri Ranch Road and Berry Hill Court at Matadero
Creek. Due to large overall expense,lengthy permitting process and the risk of road damage,the project was divided
into two phases. Phase One was completed on December 12,2012. Phase Two design has been submitted to
regulatory agencies for review and permitting.Construction is scheduled to begin in FY 16/17. Staff requests
additional funding of$50,000 to complete Phase Two construction.
E3. Newbridge Drainage Improvement(Prior Approp.$12,200) 50,000 50,000
Newbridge Dr.has ponding water at several areas. Survey and design work were completed in March 2016.
Construction is scheduled to begin in 2016/17,including new asphalt grades and drainage improvements to create
positive drainage flow. Appropriation of$50,000 is required for the construction and inspection phase.
E4. Annual Storm Drain Improvement Program 40,000 40,000
Designed to protect,preserve,and enhance storm drain facilities to minimize threat of flooding or extended periods
of standing water during and after storm/rain events. The storm drain improvements are completed along with the
annual road/pavement rehabilitation program.This approach allows the Town to save up funds to repair drainage
discharge outlets and slope stability and erosion issues.
Subtotal 160,000 160,000
. . • ( , , •). . . ( t,)• . . • . ($ . my . . . , .• . ..
Fl. Annual Road Rehabilitation Program 1,100,000 1,100,000
The annual road rehabilitation program is designed to maintain safe and functional Town streets.The street
selections are based on recommendations from Metropolitan Transportation Commission's Pavement Management
Program(PMP),field inspections,and staff judgement. Upon completion of the design phase and receipt of bids,the
list of streets and type of work required are presented to the City Council for construction contract award.The goal of
the project is to increase the Town's pavement condition index to 80 and above. Dawnridge Rd Pavement Rehab is
schedule for replacement in 2018/19.
a. Use Street CIP Balance(Balance$65,682) 65,682
b. Designate 100%of Gas Tax for Street CIP(Budget:$156,700) 156,700
c. Transfer Excess Street Ops Fund Balance(Street Ops Balance:$259,758) 103,058
d. General Fund Support 664,560
Subtotal 1,100,000 1,100,000
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
Sewer CIP(Fund 048)
Gl. Annual Sewer Root Foaming Program 0 0
To remove and prevent re-growth of invasive tree roots within sewer mains. The treatment generally inhibits
regrowth fortwo to three years. The last root foaming project was completed in 2013.This annual program will
continue to treat pipes with root related issues using both cleaning and CCTV maintenance record and will help
preventing sanitary sewer overflows(SSOs).
G2. Annual Sewer Rehabilitation Program 1,350,000 1,350,000
Per the 2015 Sewer System Assessment Memo(Technical Memo),the recommended annual system investment
should be$1 million to prevent SSOs. Segments are identified and reviewed annually as part of the design phase.The
design phase begin in Fall of each fiscal year,construction contract award in late Spring,construction begin in
Summer,and complete with final inspection approval in late Winter.Final inspection includes CCN to ensure
adequate repair and rehabilitation. Generally,construction contracts span over multiple fiscal year and unspent
portions are carried over to the following fiscal year.
G3. Sanitary Sewer Master Plan 195,000 ' 195,000
Update the existing Sewer Master Plan,to reflect changes and upgrades made through capital improvements and land
development over the past 10+years.The updated sewer master plan will provide the basis for strategic upgrade
planning,improvement,and expansion of the Town's sanitary sewer infrastructure,resulting in a more reliable and
efficient sewer service.
Subtotal 1,545,000 1,545,000
Internal Services(Fund 061)
H1. Council Chamber Carpet Replacement(Prior Approp.$10,000) 10,000 10,000
The Council Chamber is used for City Council meetings,Committees and Commission meetings,and as recreational
facility for local residents. The carpet in the chamber is 10 years old and was scheduled for replacement in 2015/16.
Due to increasing demand from events,classes,and meetings,a commercial grade carpet must be installed resulting
in an increase in replacement cost.
H2. Dump Truck Replacement 75,000 75,000
Replace the current 1997 Ford F350 dump truck at estimated cost of$75,000.The dump truck is currently out of service
and does not meet current diesel emission standards,lacks current safety equipment,and requires multiple
mechanical repairs.
Subtotal 85,000 85,000
City Council Initiated
K1. Cable/Internet Installation 100,000 100,000
Certain streets with underground utilities lack internet connectivity because of higher density service requirement.
The$100,000 could be used to assist residents in paying for cable installation.The estimated project cost is$370,000
K2. Aircraft Noise Consulting Support 50,000 25,000
Set aside to max of$50k.
K3. Anthology 16,500 0
Total Cost:$33,000-digital media(150 pages?)-matching fund$10k.(1)pending History Donation okay and(2)First
raise funds.
K4. Special Donation-History 18,532 0
Available Balance$18,532
Subtotal 185,032 125,000
Pension Prefunding Consultant/Study 15,000 15,000
Finance&Investment Committee budget requested,to complete a pension prefunding study and provide the Town
viable options.
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016
Fund Balance Strategy
11. Risk Management Reserve(Fund 062)-Gen Liab,Unemployment,Workers Comp 80,000 80,000
Set aside annually budgeted deductible for claim settlement for General Liability($25,000),Workers Compensation
($25,000),and Unemployment($30,000).
J2. Private/Public Road Funding(Gen'I Fund Designated Balance) 200,000 200,000
Set aside of$200,000 for the public/private road program.The program is in a preliminary stage of development and
could be designed as a matching program.
J3. Pension Reserve(Current Balance-$500,000) 70,000 70,000
Continue to set aside for pension liability and contribution additional$70,000.Total unfunded pension liability as of
June 30,2014 Valuation is$1,802,406.
J4. Disaster Contingency(Current Balance-$1,250,000) 0
Set aside funds for use during a natural disaster.Per FEMA,local jurisdictions should have enough resources to
survive the first 48-72 hours prior to distribution of resouces.
J5. IT Equipment Replacement Reserve(Current Balance-$15,000) 5,000 5,000
Set aside funds to rebuild the Town's technology infrastructure,including servers,computer modules,uninterruptible
power supply,and related softwares.
16. Operating Contingency-20%of Operating Budget
Best practice for financial health is to designate operating contingency at 20%of operating budget
a. General Fund(Current Balance-$350,000) 1,412,396 0
b. Pathway Operations(Projected Balance @ 6/30/16-$638,822) 89,700 0
Pathway Operation has excess reserve from
Transfer back to General Fund 551,182 640,882
Transfer to Pathway Capital Fund 0
c. Drainage Operations(Projected Balance @ 6/30/16-$426,315) 61,080
Drainage Operation has excess reserve from
Transfer back to General Fund 365,236 426,316
Transfer to Drainage Capital Fund 0
d. COPS Operation(Projected Balance @ 6/30/16-$156,808) 32,340
5. ADJOURNMENT OF THE SPECIAL JOINT MEETING OF THE CITY
COUNCIL AND FINANCE AND INVESTMENT COMMITTEE
The meeting adjourned at 10:08 p.m.
Respectfully submitted,
i, / /.�
Deborah Padovan
City Clerk
The minutes of the May 31, 2016 special City Council/Finance and Investment Committee
meeting were approved as presented at the July 20, 2016 special City Council meeting.
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Special Joint Meeting Minutes
of the Town of Los Altos Hills City Council
and the Finance and Investment Committee
May 31,2016