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HomeMy WebLinkAbout07/16/20201 City Council Regular Meeting Minutes July 16, 2020 CALL TO ORDER (6:00 P.M.) A. Roll Call B. Pledge of Allegiance Present: Mayor Wu, Vice Mayor Tankha, Councilmember Corrigan, Councilmember Spreen, Councilmember Tyson Absent: None Staff: City Manager Carl Cahill, City Attorney Steve Mattas, Planning/Building Director Zachary Dahl, City Engineer/Public Works Director Nichol Bowersox, Administrative Services Director Sarina Revillar, Principal Planner Steve Padovan, Management Analyst Cody Einfalt, Assistant Planner Jeremy Loh, City Clerk Deborah Padovan 1. AGENDA REVIEW There were no changes to the agenda. 2. PRESENTATIONS AND APPOINTMENTS A. Appointment to the Los Altos Hills Environmental Initiatives Committee City Clerk Padovan presented the application of Vrinda Bhandarkar. Vrinda Bhandarkar, Los Altos Hills, introduced herself and expressed an interest in serving on the Environmental Initiatives Committee. MOTION MADE AND SECONDED: Councilmember Spreen moved to appoint Vrinda Bhandarkar to the Los Altos Hills Environmental Initiatives Committee for a four-year term. The motion was seconded by Councilmember Tyson. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None Town of Los Altos Hills City Council Regular Meeting Minutes Thursday, July 16, 2020 Council Chambers, 26379 Fremont Road, Los Altos Hills, California 2 City Council Regular Meeting Minutes July 16, 2020 B. Appointment to the Los Altos Hills Youth Commission City Clerk Padovan presented the application of Sofia Shah. Sofia Shah, Los Altos Hills, introduced herself and expressed an interest in serving on the Youth Commission. MOTION MADE AND SECONDED: Councilmember Corrigan moved to appoint Sofia Shah to the Los Altos Hills Youth Commission. The motion was seconded by Vice Mayor Tankha. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None C. Presentation by Lynx Technology on Updated GIS Basemap and Pathways Data Patrick Kelleher, Lynx Technology provided a presentation on GIS Basemap and Pathways Data. Council asked questions of Mr. Kelleher and received his responses. Public Comments: Joe Kleitman, Los Altos Hills, urged the Council to understand that garbage in and garbage out completely applies. He said it is very important to upkeep and maintain the integrity of the data. Allan Epstein, Los Altos Hills, said that a few years ago the Town paid a consultant to map the pathways. He asked if any of the information useful and utilized for preparing the pathway layer, The presentation was received. No action was taken. 3. PRESENTATIONS FROM THE FLOOR Kjell Karlsson, Los Altos Hills, commented on the special meeting minutes and asked that the minutes be adjusted to capture all of his comments. Linda Swan, Los Altos Hills, commented about the farm equipment stored in the area near the Heritage House. She said the farm equipment was a historic artifact and the History Committee was not notified that some items were to be removed. Vice Mayor Tankha stated that moving forward, we should have a plan or procedure in 3 City Council Regular Meeting Minutes July 16, 2020 place about important items donated to the Town. Councilmember Corrigan suggested the History Committee should come up with a policy and an inventory. 4. CONSENT CALENDAR MOTION MADE AND SECONDED: Mayor Wu moved to approve the CONSENT CALENDAR, with the exceptions of Items 4.B, 4.D, 4.L, 4.N, 4.O and 4.R The motion was seconded by Vice Mayor Tankha. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None Mayor Wu asked to have items 4.D and 4.N pulled for discussion; Vice Mayor Tanka requested that Item 4.L be pulled for discussion; Councilmember Corrigan asked that Item 4.O be pulled for discussion and resident Allan Epstein requested that Item 4.R be pulled for discussion. A. Approval of Meeting Minutes: City Council Special Closed Session Meeting June 18, 2020 B. Approval of Meeting Minutes: City Council Regular Meeting June 18, 2020 This item was removed from the agenda and not discussed. C. Review of Disbursements: June 1-30, 2020 $533,987.63 E. Resolution 31-20 for Unclaimed and Uncashed Checks Policy and Procedures (Staff: S. Revillar) F. Resolution 32-20 Authorizing a One-Year Agreement with Marsha Hovey, LLC for Emergency Management Consulting Services and Project Management in an amount not to exceed $20,000 annually (Staff: C. Einfalt) G. Resolution 33-20 Awarding a Contract for the 2020 Pavement Rehabilitation and Drainage Improvement Project (Total estimated contract cost: $1,064,607.00) (Staff: N. Bowersox) H. Resolution 34-20 Awarding a Contract for the 2020 Sanitary Sewer Repair and Replacement Project (Total estimated contract cost: $310,600.00) (Staff: N. Bowersox) I. Resolution 35-20 Awarding a Contract for Professional Engineering Services for the Inspection of the 2020 Sanitary Sewer Repair and Replacement Project (Total estimated contract cost: $48,600.00) (Staff: N. Bowersox) 4 City Council Regular Meeting Minutes July 16, 2020 J. Resolution 36-20 Authorizing Staff to Advertise the Landscaping Services for Town- owned Facilities (Staff: N. Bowersox) K. Resolution 37-20 Authorizing Staff to Advertise the Request for Proposals for Professional Consultant Services to Provide an Engineering Analysis of the Adobe Creek Sewer System (Staff: N. Bowersox) M. Resolution 38-20 Accepting the Black Mountain Sewer Extension Project and Approval of the Sewer Reimbursement Agreement (Staff: N. Bowersox) P. Approval of a Map Adjustment Permit to Abandon an Existing Slope Easement on a Recorded Map for Cut, Fill, or Structures Necessary to Maintain Adjacent Streets or Driveways at 26875 Nina Place. File # MA20-0002 (Staff: Z. Dahl/J. Loh) Q. Resolution 39-20 Accepting the Grant of an Open Space Easement at 12663 Corte Madera; Lands of Reddy; File #SD20-0014 (Staff: Z. Dahl/K. Yost) The Council now considered the following items: D. Resolution Authorizing the City Manager to Execute Standing Purchase Orders for Fiscal Year 2020-21 in an amount not to exceed $5,597,543.00 (Staff: S. Revillar) Mayor Wu asked about the item as the Council already adopted the budget last month and why does the proposed resolution include personnel expenditures. Administrative Services Director Sarina Revillar replied that the amount includes invoices that the City Manager may sign based on signing authority and Council approval of agreements. Payroll is not included in standing purchase orders. Allan Epstein, Los Altos Hills, said the capital program, which is approved project-by- project, standing purchase orders, agreements that are within the City Manager’s signing authority and personnel costs all add up to the amount that is in the budget. MOTION MADE AND SECONDED: Councilmember Spreen moved to adopt Resolution 40-20 Authorizing the City Manager to Execute Standing Purchase Orders for Fiscal Year 2020-21 in an amount not to exceed $5,597,543.00. The motion was seconded by Councilmember Corrigan. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 5 City Council Regular Meeting Minutes July 16, 2020 L. Resolution Authorizing Staff to Advertise the Request for Proposals for Professional Consultant Services for the Town of Los Altos Hills Underground Utility District in the Area Around the El Monte Fire Station (Staff: N. Bowersox) Vice Mayor Tankha asked about how much this potential project will cost. Public Works Director Nichol Bowersox responded that PG&E said it would be about $1000 per linear foot. The cost would depend on the length of the project. Any project would come before City Council before final design. Council discussion ensued. MOTION MADE AND SECONDED: Vice Mayor Tankha moved to adopt Resolution 41-20 Authorizing Staff to Advertise the Request for Proposals for Professional Consultant Services for the Town of Los Altos Hills Underground Utility District in the Area Around the El Monte Fire Station. The motion was seconded by Councilmember Spreen. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None N. Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Lynx Technologies Inc. for Maintenance and Development of the Town’s Geographic Information System (GIS) Map in an amount not to exceed $25,000 Annually (Staff: Z. Dahl) Mayor Wu asked about the cost of the maintenance. Planning Director Zach Dahl responded that there are two buckets; one for monthly maintenance and another for special projects. MOTION MADE AND SECONDED: Mayor Wu moved to adopt Resolution 42-20 Authorizing the City Manager to Execute a Professional Services Agreement with Lynx Technologies Inc. for Maintenance and Development of the Town’s Geographic Information System (GIS) Map in an amount not to exceed $25,000 Annually The motion was seconded by Councilmember Tyson. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 6 City Council Regular Meeting Minutes July 16, 2020 O. Resolution Authorizing the City Manager to Execute Contracts with Life Oak Associates to Prepare a Biological Study, not to exceed $15,000 and with David J. Powers & Associates to Prepare an Initial Study, not to exceed $37,000, for the La-Paloma/Robleda Off-Road Path Alignment (Staff: Z. Dahl/S. Padovan) Councilmember Corrigan questioned this item as she remains steadfastly opposed to the path and asked the Council to think about the big picture and the cost. Council discussion ensued. MOTION MADE AND SECONDED: Councilmember Spreen moved to adopt Resolution 43-20 Authorizing the City Manager to Execute Contracts with Life Oak Associates to Prepare a Biological Study, not to exceed $15,000 and with David J. Powers & Associates to Prepare an Initial Study, not to exceed $37,000, for the La-Paloma/Robleda Off-Road Path Alignment. The motion was seconded by Councilmember Tyson. MOTION PASSED 4-1: AYES: Wu, Tankha, Spreen, Tyson NOES: Corrigan ABSTAIN: None RECUSE: None ABSENT: None R. Resolution Approving the First Amendment to Franchise Agreement Between the Town of Los Altos Hills and Greenwaste Recovery, Inc. for Collection and Processing of Mixed Yard Trimmings, Recyclable Materials and Yard Trimmings – Section 13.2 Annual Adjustments (Staff: C. Cahill) Resident Allan Epstein asked that this item be pulled as he did not see the revised amendment posted and said that Greenwaste made a mistake in their calculations and they have no corrected that. City Manager Cahill replied that the documents were updated late today, and the amendment was inadvertently left out. However, it is was just posted and now available. City Attorney Steve Mattas advised that the amendment is now available, and it does reflect the changes as outlined earlier. Public Comment: John Swan, Los Altos Hills, said that the garbage contract was one of the biggest fiascos the Town has entered into. He strongly suggested that the Town try to get out of the contract. MOTION MADE AND SECONDED: Councilmember Corrigan moved to adopt Resolution 44-20 Approving the First Amendment to Franchise Agreement Between the Town of Los Altos Hills and Greenwaste Recovery, Inc. for Collection and Processing of 7 City Council Regular Meeting Minutes July 16, 2020 Mixed Yard Trimmings, Recyclable Materials and Yard Trimmings – Section 13.2 Annual Adjustments. The motion was seconded by Councilmember Spreen. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 5. ONGOING BUSINESS A. Status of Covid-19 Declaration (Staff: C. Cahill) City Manager Cahill provided an update on Covid-19. He reported that a new order came out from the county with more restrictions. Construction is still allowed, but the County has issued protocols for the worksites that the departments have communicated to individuals taking out building permits. Mayor Wu encouraged all residents to wear a mask when outside of the home. No action was taken. 6. PUBLIC HEARINGS  City Council Ex Parte Contacts Policy Disclosure Ex Parte Communications: Councilmember Spreen reported that he did not speak with anyone on 6.A. On Item 6.B he spoke with the Wilkersons and viewed the property; Vice Mayor Tankha said she spoke with the Wilkersons and viewed their property; Councilmember Corrigan said she spoke with the Wilkersons and received emails from Joe Kleitman and Alex Mortazavi. Councilmember Tyson said he had no contact on 6.A and with regard to 6.B had no contact, outside of the letters received, except he traded voice messages with the Wilkersons; he did walk through the property and the perimeter; Mayor Wu said she met with the Wilkersons, visited with Karen Yuen and Water Chang on Priscilla Lane, she spoke on phone with Mr. Kleitman and had an email exchange with Alex Mortazavi. A. Resolution to Make Findings, Waive Protest Proceedings and Approve Annexation of an Unincorporated Area in Santa Clara County Identified as the Ravensbury Avenue Island, Consisting of Eight Parcels Bounded by the Southerly Town Limits and the Rancho San Antonio Open Space Preserve. (Assessor Parcel Numbers: 351-08-005, 351-08-018, 351-08-019, 351-08-026, 351-08-028, 351-08-030, 351-08-031, and 351- 08-032). File # AX20-0001 (Staff: Z. Dahl/J. Loh) Assistant Planner Jeremy Loh presented the staff report. 8 City Council Regular Meeting Minutes July 16, 2020 Council asked questions of staff and received responses. Mayor Wu opened the Public Hearing. Seeing no one wishing to speak, Mayor Wu closed the Public Hearing. MOTION MADE AND SECONDED: Councilmember Spreen moved to adopt Resolution 45-20 to Make Findings, Waive Protest Proceedings and Approve Annexation of an Unincorporated Area in Santa Clara County Identified as the Ravensbury Avenue Island, Consisting of Eight Parcels Bounded by the Southerly Town Limits and the Rancho San Antonio Open Space Preserve. (Assessor Parcel Numbers: 351-08-005, 351-08-018, 351-08-019, 351-08-026, 351-08-028, 351-08- 030, 351-08-031, and 351-08-032). The motion was seconded by Vice Mayor Tankha. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None B. 12398 Stonebrook Drive - File #APL 20-0003 – Lands of 12389 Stonebrook LLC Appeal of the Planning Commission approval of a Site Development Permit (SD20- 0035) for a landscape screening plan, fencing and a gate for an approved single-story residence with an attached garage and basement and a pool. CEQA review: Categorically Exempt per Section 15304(b) (Staff: Z. Dahl/S. Padovan) Mayor Wu asked the Wilkersons and Alex Mortazavi how much time they need to present their case. Mr. Mortazavi said he needed 5 minutes. The Wilkersons said they would like 10 minutes. The Council agreed to up to 10 minutes each. Principal Planner Steve Padovan presented the staff report. Appellants Glenn and Sonja Wilkerson presented their appeal application. Alex Mortazavi provided opposing comments on the appeal. The Council asked questions of staff and received responses. Mayor Wu opened the Public Hearing. Joe Kleitman, Los Altos Hills, said that they have always wanted to protect their privacy from the impacts of the subdivision. Bridget Morgan, Los Altos Hills, supported the Wilkersons in their appeal. 9 City Council Regular Meeting Minutes July 16, 2020 Karen Yuen and Walter Chang, Los Altos Hills, said they wanted the project to be completed as soon as possible. They contacted Mr. Mortazavi to request additional screening. Mayor Wu closed the Public Hearing. Mr. Mortazavi provided a rebuttal to the public comments. Ms. Wilkerson provided a rebuttal to Mr. Mortazavi. Mr. Mortazavi responded to questions from the City Council. Ms. Kleitman, Los Altos Hills, said she supports the decision of the Planning Commission. Council discussion ensued. MOTION MADE AND SECONDED: Councilmember Tyson moved to deny the appeal and uphold the decision of the Planning Commission for approval of a Site Development Permit (SD20-0035) for a landscape screening plan, fencing and a gate for an approved single-story residence with an attached garage and basement and a pool at 12398 Stonebrook Drive - File #APL 20-0003 – Lands of 12389 Stonebrook LLC. The motion was seconded by Mayor Wu. MOTION PASSED 5-0: AYES: Wu, Tankha, Corrigan, Spreen, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 7. REPORTS FROM COMMITTEES, SUB-COMMITTEES, AND COUNCILMEMBERS ON OUTSIDE AGENCIES A. Report by the Undergrounding Subcommittee (Councilmember Tyson) Councilmember Tyson presented the report on the underground subcommittee. He said he is continuing to monitor the PG&E bankruptcy issue. No action was taken. B. Status Reports from All Councilmembers on Outside Agencies Activities There were no reports. 8. STAFF REPORTS A. City Manager – No report. 10 City Council Regular Meeting Minutes July 16, 2020 B. City Attorney – No report. C. City Clerk City Clerk Padovan asked for feedback on the CivicClerk roll out. D. Planning Director Planning Director Dahl reported that the Town has been experiencing high permit volumes and the department has added a temporary front line technician to help with the volume. E. Administrative Services Director - Refundable deposits project update Administrative Services Director Revillar reported that as of July 11, staff has issued over $836,000 in refunds. There is still $529,000 being held for active projects; and there are approximately $756,000 are unresolved and are working on resolving by December. F. Public Works Director – Status of Traffic Safety Measures Review - East Sunset Drive Public Works Director Bowersox presented a preliminary traffic safety review for East Sunset Drive. Council discussion ensued. No action was taken. 9. COUNCIL INITIATED ITEMS Vice Mayor Tankha asked about sheriff’s data about stops of individuals in town and to break it down based on race. When will the data will be available? City Manager Cahill stated that he will be following up with Sheriff Captain Rich Urena. 10. ADJOURN The meeting adjourned at 9:34 p.m. Respectfully submitted, Deborah Padovan Deborah Padovan City Clerk The minutes of the July 16, 2020 regular City Council meeting were approved as presented at the September 17, 2020 regular City Council meeting.