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HomeMy WebLinkAbout02/15/2024Town of Los Altos Hills City Council Regular Meeting Minutes Thursday, February 15, 2024 Council Chambers, 26379 Fremont Road, Los Altos Hills, California Present: Mayor Stanley Q. Mok, Vice Mayor Lisa Schmidt, Council Member Linda Swan, Council Member George Tyson, Council Member Kavita Tankha Absent: None Staff: City Manager Peter Pirnejad, City Attorney Steve Mattas, City Clerk Arika Birdsong -Miller, Assistant to the City Manager Cody Einfalt, Community Development Director Bradley Evanson, Assistant Community Development Director Jay Bradford, and Public Works Director WooJae Kim 1. CALL TO ORDER (5:30 P.M.) Mayor Mok called the meeting to order at 5:34 PM. 2. ROLL CALL All Members of the City Council were present. 3. PUBLIC COMMENT (Public Comment is Limited to the Closed Session Items) There were no public comments. City Manager Peter Pirnejad offered an amendment to the Closed Session Agenda due to a last-minute urgent update. MOTION MADE AND SECONDED: Council Member Tankha made a motion to amend the Closed Session Agenda to add the item: Conference with Labor Negotiators (Pursuant to Government Code Section 54957.6) Agency Designated Representative: Peter Pirnejad, Unrepresented Employee: All employees except the City Manager. The motion was seconded by Council Member Swan. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 4. ADJOURN TO CLOSED SESSION TO DISCUSS THE FOLLOWING: A. Public Employee Performance Evaluation and Public Employment (Pursuant to Government Code Section 54957) Position- City Attorney B. Conference with Labor Negotiators (Pursuant to Government Code Section 54957.6) Agency Designated Representative: Peter Pirnejad C. Conference with Labor Negotiators (Pursuant to Government Code Section 54957.6) Unrepresented Employee: All employees except the City Manager 5. RECONVENE IN OPEN SESSION The City Council reconvened in an Open Session at 6: 27 PM. 6. REPORT OUT OF CLOSED SESSION Attorney Steve Mattas reported that Item 4A and Item 4B were not considered in Closed Session and there was no reportable action taken on Item 4C. 7. ADJOURN CLOSED SESSION The Closed Session meeting was adjourned at 6: 29 PM. 8. CALL TO ORDER (6:00 P.M.) OPEN SESSION Mayor Mok called the Regular City Council Meeting Open Session to order at 6:29 PM. 9. ROLL CALL All Members of City Council were present. 10. PLEDGE OF ALLEGIANCE — Recited 11. AGENDA REVIEW Council Member Tankha made a motion to Approve the agenda removing New Business ITEM 17B. Council Member Swan seconded the motion. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 12 PRESENTATIONS AND APPOINTMENTS 1. Mayor Mok presented the 2023 Los Altos Hills Synopsys STEM winners awards. 2. Bill Lattin presented a proposal for support to the City Council from the Los Altos Hills Amateur Radio Club. City Manager Peter Pirnejad was directed to work with the committee and add an item list for signing authority. 13. PRESENTATIONS FROM THE FLOOR Jill Grunewald spoke about the Code of Conduct for City Council Members and her concern about communication made that may include personal gain. 14. CONSENT CALENDAR Council Member Swan made a motion to Approve the Consent Calendar removing Item 14K. Council Member Tankha seconded the motion. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None A. Approval of Special City Council Meeting Minutes — January 11, 2024 Approved, Vote 5-0 B. Approval of Special City Council Meeting Minutes- January 11, 2024 Approved, Vote 5-0 C. Approval of Special City Council Meeting Minutes- January 18, 2024 Approved, Vote 5-0 D. Approval of Regular City Council Meeting Minutes- January 18, 2024 Approved, Vote 5-0 E. Approval of Special City Council Meeting Minutes- January 23, 2024 Approved, Vote 5-0 F. Review of Disbursements: December in the amount of $1,910,498.41 Approved, Vote 5- 0 G. Approval of Treasurer's Report for the Month Ended December 31, 2023 Approved, Vote 5-0 H. Consideration of an Ordinance (Second Read) of the Town of Los Altos Hills Repealing and Replacing Chapter 1.10 (Green Building Standard Code) of Title 8 of Los Altos Hills Municipal Code and Adopt by Reference Local Amendments that add Local Energy Reach Code Requirements for New and Existing Residential Buildings. Approved, Vote 5-0. City Manager Peter Pirnejad spoke about the impact for energy conservation for the Town of Los Altos Hills and stated this is historic for the Town. Thomas McReynolds stated that he is against this item being approved and felt like the item is being forced. I. Consideration of a Resolution Adopting an A.I. Use Policy for the Town of Los Altos Hills Approved, Vote 5-0 City Manager Peter Pirnejad stated that this A.I. Use Policy is the first in the Bay Area and will address rules for Town staff. Mr. Pirnejad thanked the City Council for their support. Consideration of a Resolution Approving Revised Job Descriptions for the Community Services Series Positions of Recreation Specialist, Community Services Coordinator, Community Services Supervisor, and Community Services Manager Approved, Vote 5- 0 K. Consideration of Resolution Approving City Council Work Plan for 2024-2025 *REMOVED FROM CONSENT CALENDAR L. Consideration of a Resolution Authorizing the City Manager to Update the Standard Purchase Order for Fiscal Year 2023-2024 in an Amount Not to Exceed $6,559,432 Approved, Vote 5-0 M.Consideration of a Resolution Accepting Open Space Easement Agreement at 13021 N Alta Lane; Lands of Liaoning Benefit Investments, LLC; File #SD23-0024 Approved, Vote 5-0 N. Consideration to hold a Special City Council Meeting on Monday, April 15, 2024, and cancel the Regular City Council Meeting on Thursday, April 18, 2024, for City Leaders Summit Approved, Vote 5-0 O. Receive and Accept Memo on Fiscal Year 2023-2024 Mid -Year Budget Recap Approved, Vote 5-0 Mayor Mok stated that the Town of Los Altos Hills is in a good financial position with a balanced budget. Allan Epstein explained that the Finance and Investment Committee has an update and thinks the City Council should review it. ITEM 14K Consideration of Resolution Approving City Council Work Plan for 2024-2025. 1. Andy Danver stated that he waited 8 months for broadband and is upset this item is not moving forward. 2. Thomas McReynolds talked to AT&T wants to be on the list to get broadband. 3. Daniel Dulitz explained that he thinks a study session would be beneficial to learn different options. 4. Ann Daughtery feels that the town needs internet and is in support of adding broadband to the Work Plan. 5. Dottie McReynolds explains that we live in the tech capital of the world and we do not have broadband. Ms. McReynolds stated that if something happens to you and your phone doesn't have a signal it could be dangerous. 6. Lew Jamison, Technology Committee, stated that undergrounding fiber is better for environmental issues like storms or emergencies. 7. Dr. Agrawaz stated that he would like everyone in the Town to have access to fiber internet especially because the consultant had the same clear findings. 8. John Swan said that for 6 years the Town has been talking about broadband and doesn't think Town staff should be spending time for plans for the Civic Center. 9. Rajiv Bhateja stated that the goal for the Technology Committee was broadband and would like to know how long an RFP would take. 10. Thomas McReynolds urged Council Member Tyson to rethink his thoughts on broadband. 11. Kjell Karlsson fears that if AT&T takes the market for city broadband in our area they will monopolize like trash service. 12. Jehan G. has been a resident of the Town since 2007 and stated that not having reliable internet is a safety issue. 13. Sanjai stated that he moved to the Town in 2020 and if he knew there was no reliable internet service he would have moved elsewhere. 14. Jay Sable stated that he has a high interest in broadband service. IS. Jim Waschura spoke in support of Vice Mayor Schmidt comments and doesn't think the Town should provide internet. Council Member Swan would like to see fiber run throughout the Town and mentioned that Foothill College has requested it as well. Mayor Mok stated that people have the right to have basic internet access because spotty internet is a safety issue. Council Member Tankha explained that all Council Members want safe, reliable internet access and want to follow the proper procedures to get it done. Council Member Tyson thanked the residents for their input and stated that internet access is a priority for everyone. Vice Mayor Schmidt explained that everyone should have access to the internet, however, the Town should not be the provider of internet services. Council Member Swan made a motion to Approve the Resolution for the City Council Work Plan for 2024-2025 (Item 14K). Council Member Tankha seconded the motion. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 15. ONGOING BUSINESS A. Consideration of a Resolution Approving a Concept Design and Providing Direction to Staff for the Civic Center Improvements. (Staff: W. Kim) Public Works Director Kim provided a general summary of the two options prepared by Noll and Tam Architects and two options for minor renovations: Option A — Renovation of Parks & Recreation Building and Town Hall • Renovation of the Parks & Recreation building (880 -square foot) to include five (5) workspaces plus a quiet room, a unisex restroom, and a small staff break area to house the Administrative Services Department (ASD) staff. • Renovate 2,126 square feet of the existing Town Hall interior space to accommodate workspaces for Community Development Department (CDD) and Community Services (CS) staff and necessary modifications to the public space. • A total of 30 potential workspaces. • Construct a covered walkway (breezeway) between the Parks & Recreation building and the main Town Hall. • Approximately ten (10) months for construction • The cost estimate for Option A (construction only) is approximately $1.5 million, which does not include the electrification cost of the Town Hall and the soft costs. B — New Addition to Town Hall • Demolish the Parks and Recreation building. • Remove the two large Redwood Trees. • Construct 2,012 square feet of new addition to the Town Hall for ASD and Clerk staff, onsite contractors, conference room, breakroom, and a unisex restroom. • Renovate and reconfigure 2,126 square feet of the existing Town Hall interior space to accommodate workspaces for CDD and CS staff. • A total of 32 potential workspaces with the addition of two new conference rooms and a 382 square -foot breakroom for staff. • Approximately ten (10) to 12 months for construction • Cost estimate for Option B (construction only) is $4.4M, which does not include the electrification cost of the Town Hall and the soft costs. Option C — Renovation of the Parks & Recreation Building Only As an alternative to Option A, Council can direct staff to move forward with only the renovation of the Parks and Recreation building. As mentioned in the space needs analysis, the Parks and Recreation building needs improvements to the HVAC system and space reconfiguration to accommodate suitable working conditions. The space reconfiguration would also allow for creation of more workspaces. Eventually, the improved and more secure building can be occupied by the Administrative Services Department staff. The anticipated construction cost for the Parks and Recreation building is approximately $600,000, not including electrification and soft costs. Again, soft costs can be up to 40% of the construction cost. Option D — Address Immediate Needs at the Parks & Recreation Building If the City Council is not ready to approve Options A, B, or C, staff recommends that Council authorize staff to utilize the current Civic Center Improvement project budget to make immediate repairs and upgrades to the Parks and Recreation building HVAC system and minor improvements to workspace for current and future staff members. A not -to -exceed budget of $100,000 should be sufficient for these repairs and improvements. The City Council can also direct staff to unassign the remaining project funds for Civic Center Improvements (approximately $2.2 million) back to the General Fund. Allen Epstein stated that he doesn't think the Council should approve any proposal because there is enough meeting space already available and this item needs more community input. Birgitta Indaco said that the title of this item is misleading to the public and thinks this proposal is premature to vote on. Rajiv Bhateja said that all the costs are too high and is about $700, 000 per employee for the proposed expansion. Mr. Bhateja also thinks that the public should have more input before this amount of money is spent. Kjell Karlsson asked the Council to consider the optics with broadband not being on the list of priorities, but by approving this proposal a new Town Hall is a priority. Vice Mayor Schmidt made a motion Approving the Resolution for a Concept Design to Staff for the Civic Center Improvements for Option A. Council Member Tyson seconded the motion. MOTION PASSED 4-1: AYES: Mok, Schmidt, Swan, Tyson NOES: Tankha ABSTAIN: None RECUSE: None ABSENT: None B. Review and Receive a Building Division Performance Update. (Staff J. Bradford) Jay Bradford explained that since the last update, staff has been engaged in various initiatives, some carried over from last year's workplan, and others outlined in the new 2024-2025 Workplan. A summary of milestones and their status is provided in "Table 1 / 2024-2025 Workplan Items Led by the Building Division." These efforts go beyond the daily responsibilities of staff, involving the implementation of new solutions, programs, guides, and workflows while managing existing procedures. Thus far, staff has focused on implementing no -cost solutions, with plans to introduce more cost -based solutions as the budget and other resources permit. As previously reported, the division has experienced some flux in its responsiveness. Since the last update, both the consultant building inspector and the 2 -day -a -week permit technician have been replaced by their respective companies to better align with their employees' needs. These new contractors will be continually evaluated for fit within the community and organizations but have proven helpful in filling in as needed. The Community Development Department underwent changes, transitioning a long -tenured planning administrative staff member to assist the new city clerk and promoting a town intern to fill the planning administrative role. Additionally, the City Manager has provided updates on staff outages, impacting multiple staff members, including those in the building staff. Another responsiveness -related issue that has been addressed is the prior lack of consideration for all requests made to an outside agency and the associated communications needed before issuing a permit. For instance, a new construction project requires approval from various agencies, such as water agencies, Santa Clara County Environment Health (EHS), Santa Clara County Fire Department (SCCFD), and various town staff. Previously, the town only sent reviews to town staff and SCCFD, leaving the applicant responsible for coordinating with water agencies or EHS. Now, collaborative efforts are underway with these agencies to ensure projects have all the necessary building plan check approvals without requiring the applicant to manage coordination. Starting this year, new building plan check submittals and associated agency responses will be tracked within the permit database, providing up-to-date information on project status and reviews. This enhances transparency and facilitates analysis of operational trends during budgeting and fees analysis. This information is accessible through the town's permitting portal, "eTrakit," allowing registered users or contractors to monitor building plan checks, inspection statuses, pay fees, and schedule inspections on issued permits. Acknowledging the inevitability of processes falling short or containing errors, staff has maintained communication with the community, expressing ongoing support and efforts to enhance services. In the last quarter of 2024, staff will conduct surveys to assess the impact of their efforts and determine if adjustments or further improvements are necessary. Mr. Bradford further explained that the updates on the building division's goals and operations are part of the 2024-25 City Council Work Plan and will help the City Council track progress. The division's goals fall under the Priority Area, Increase Effective Service Delivery & Governance. 16. PUBLIC HEARINGS- None 17. NEW BUSINESS A. Review of the current Brown Act Regulations as they relate to remote meeting participation for Commissions and Committees. Attorney Steve Mattas reviewed the Brown Act and the rules that the Council put in place for commissions and committees as it pertains to virtual meeting participation. 18. STAFF REPORTS A. City Attorney — No report. B. City Clerk — New PRA Software, Next Request, will streamline the PRA process will go live on Friday, March 1, 2024. C. Community Development Director —Bradley Evanson explained that over the past few weeks, the Community Development Department has processed several Site Development Permits, in addition to the numerous other building permits that are regularly applied for. These Site Development Permits have ranged from landscape screening for a recently approved residence, to swimming pool and sports court improvements, to entirely new residences with ADUs and other elements. And in addition to the Reach Codes and Building Division performance report that Jay Bradford presented, we continue to work on the implementation programs contained in the Housing Element as well as exploring other policy amendments the Town may be required to prepare to address the housing and environmental legislation continuing to come out of Sacramento. D. Administrative Services Director- City Manager Peter Pirnejad stated that Sunny Hong put in her resignation notice with the Town, but the budget process will continue as planned. E. Public Works Director — Woodae Kim explained that in collaboration with the PG&E Vegetation Management team, the Town implemented an annual encroachment permit program to help streamline PG&E tree trimming and maintenance work in the Town's public right-of-way. This week an annual encroachment permit for year 2024 was issued to PG&E vegetation management team to address 39 priority locations identified around the Town including along Fremont Road, Edith Avenue, Moody Road, Magdalena Road, and other roadways. F. City Manager Peter Pirnejad presented thefollowing: 1. Communications a. Weekly i.I encourage everyone to sign up for the Weekly 1. We have had multiple runs of the Broadband Feasibility Study b. Quarterly i.is mailed to every resident. c. Mailers i.We mailed a post card to every resident with the broadband study. 2. Storm Response a. According to PG&E, this week's winter storm has been the largest single storm, producing multiple customer outages in nearly 30 years, affecting more than 1.4 million customers. High gusts and strong sustained winds have caused an incredible amount of damage across PG&E service area, including breaking or toppling 728 poles, requiring technicians to restring or repair more than 2,000 spans of powerlines, and damaging or destroying 357 cross arms and 247 transformers. b. PG&E is planning to come to a council meeting to provide a complete summary of events and response to the January atmospheric river storm that caused the blackout along Page Mill. We will post more details in a future City Council agenda as well as in the Weekly. c. I want to thank the maintenance and office staff to standing up a charging and warming center at Town hall. Proactively clearing and cleaning roadways and other storm drain lines affected by the storm. d. I also want to thank the office staff for communicating in real time across multiple social media platforms to alert our community. e. I encourage the community to sign up for my Weekly, SCC Alert, and Nixle for emergency and non -emergency but important communications. 3. Events a. Family Game Night Space is limited. Please RSVP Here, at esteta@losaltoshills.ca.gov or (650)947- 2518. ai Date: Saturday, March 9, 2024 Q Time: 6 — 9 PM Location: Town Hall 26379 Fremont Road Los Altos Hills, CA 94022 b. Drive Thru-Shred Event ai Date: Saturday, March 23, 2024 Q Time: 8:00 AM — 11:00 AM Location: Town Hall Parking Lot 26379 Fremont Road Los Altos Hills, CA 94022 c. 21St Annual Hoppin' Hounds Biscuit Hunt M31 Date: Saturday, March 30, 2024 Q Time: 9:00-10:30 AM Location: Bryne Preserve Open Space 27210 Altamont Road Los Altos Hills, CA 94022 19. REPORTS FROM COUNCIL LIAISONS ON STANDING COMMITTEES. AD HOC COMMITTEES, AND COUNCIL MEMBERS ON OUTSIDE AGENCIES A. Review of Current City Council Ad Hoc Committees Appointments presented by Clerk Arika Miller. Council Member Swan made a motion to sunset all Ad Hoc Committees and Subcommittees except the Undergrounding Subcommittee, Ad Hoc Committee for Lifetime Volunteer Award, and Ad Hoc Committee on Residential Burglaries. Council Member Tankha seconded the motion. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None B. Report by the Undergrounding Subcommittee (Council Member Tyson) — No report. C. Residential Burglaries Ad Hoc Committee (Council Member Tankha and Council Member Tyson) — No report. D. Status Reports from All Council Members on Subcommittee and Outside Agencies Activities - Council Member Tyson- all Council should have received Silicon Valley Clean Energy impact of decarbonization work and energy savings. 20. ADJOURN The meeting was adjourned at 9:50 p.m. Respectfully Submitted, Art �f-: �;t aC"4v\&� Arika Birdsong -Miller