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HomeMy WebLinkAbout03/18/2010 Town of Los Altos Hills City Council Regular Meeting Minutes Thursday, March 18, 2010 Council Chambers, 26379 Fremont Road CALL TO ORDER, ROLL CALL Mayor Warshawsky called the City Council Regular Meeting to order at 7:00 p.m. in the Council Chambers at Town Hall. Present: Mayor Dean Warshawsky, Mayor Pro Tem Breene Kerr, Councilmember Rich Larsen and Councilmember Ginger Summit Absent: Councilmember Jean Mordo Staff: City Manager Carl Cahill, Planning Director Debbie Pedro, Consultant Planner Cynthia Richardson, City Engineer/Public Works Director Richard Chiu, Finance Director Nick Pegueros, City Attorney Steve Mattas, and City Clerk Karen Jost 1. REORGANIZATION OF THE CITY COUNCIL Mayor Warshawsky spoke briefly of his tenure as Mayor. He thanked his family, fellow • Councilmembers and staff for their support and acknowledged the accomplishments of the past year. They included the initiation of the annual Mayor's barbecue with the Town's safety personnel (fire and sheriff); completion of the Taaffe Pathway, Pine Lane sanitary sewer diversion project, and Edith Park beautification project; an increase in volunteerism and standing committee membership; and, representation on the Santa Clara County Valley Transportation Authority (VTA) Board of Directors. Warshawsky noted that the Town was fiscally sound and the annexation of Hidden Villa was moving forward. He added that he had enjoyed representing the Town as Mayor for multi- jurisdictional events and programs and was looking forward to working with the residents in the final months of his term in office as a council member. Councilmember Rich Larsen was joined by the Council in thanking Mayor Warshawsky for his guidance through a very difficult financial climate. Councilmember Larsen nominated Mayor Pro Tem Breene Kerr for Mayor. MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Summit and passed by the following voice vote to appoint Mayor Pro Tem Breene Kerr as Mayor for a term of nine months. AYES: Warshawsky, Kerr, Larsen, and Summit NOES: None ABSENT: Mordo ABSTAIN: None Approved City Council Regular Meeting Minutes March 18,2010 (The two consecutive shortened terms of nine months (Warshawsky and Kerr) would .f PP Y facilitate the Council approved Mayoral rotation schedule that would culminate with the appointment rotation or Mayor and Mayor Pro Tem occurring in December of each PP .f Y • g le would b Y year. The new cycle in in December 2010.) Y Mayor Kerr presented Former Mayor Warshawsky with a gift from the Town and reiterated the Town's appreciation for his service. Mayor Kerr proceeded with a brief PowerPoint presentation titled "Focus on our Strengths—2010" and summarized his proposed goals as Mayor. Key highlights included the continuation of the Town's efforts in environmental leadership and outstanding recreational facilities with a near term focus on environmental education. Kerr suggested a new venue for educational programs similar to the pavilion at Hidden Villa be considered for Westwind Barn. The project had a tentative budget of approximately $60,500. Kerr requested that the proposal be scheduled for Council discussion at a future council meeting. Mayor Kerr nominated Councilmember Rich Larsen for Mayor Pro Tem. MOTION SECONDED AND CARRIED: Moved by Summit, seconded by Warshawsky and passed by the following voice vote to appoint Councilmember Rich Larsen to serve as Mayor Pro Tem for a term of nine months. AYES: Warshawsky, Kerr, Larsen, and Summit NOES: None • ABSENT: Mordo ABSTAIN: None APPOINTMENTS AND PRESENTATIONS 2. Certificate of Appreciation—Patty Woolsey, Community Relations Committee Mayor Kerr presented a "Certificate of Appreciation" to Patty Woolsey for her sixteen year service as a member in good standing on the Community Relations Committee. Council thanked her for her many years of volunteerism. Woolsey will remain on the Committee as an Associate Member. COUNCIL RECESS: 7:20PM COUNCIL RECONVENED TO OPEN SESSION: 7:45PM 3. Presentation of Stanford C-2 Trail Project Management Options—Larry Horton, Senior Associate Vice President, Director of Government & Community Relations, Stanford University Public Works Director/City Engineer Richard Chiu introduced the item to Council. Chiu shared a PowerPoint presentation that included a map of the proposed trail route. The route illustration included segments with photo-simulations of the proposed • improvements and the existing path. The proposed improvements for the existing pathway were along Arastradero Road from Purissima Road north onto Page Mill Road to 2 Approved City Council Regular Meeting Minutes March 18,2010 the Arastradero preserve. The major project improvements included a new foot bridge over Matadero Creek and a retaining wall on Arastradero Road. • L Horton Senior Associate Vice President Director of Government & Community ty Relations, Stanford University addressed Council. Mr. Horton proceeded with a PowerPoint presentation titled "Stanford University Offer to Los Altos Hills". Horton provided a brief history of the trail project and offer to the Town. As part of Stanford University's General Use Permit Agreement with the County of Santa Clara, they were required to a for improvements to trails in the Santa Clara Countywide Trails Master q pay p Yom' Plan. Horton noted that the location/alignment of the trails had been encumbered by a dispute for the past five years. The issue was resolved in 2006 with an agreement with the County. The C-2 trail, located in Los Altos Hills, is one of the trails identified in Stanford's agreement with the County. Horton provided an overview of their experiences with other jurisdictions with similar trail projects. He outlined the proposed project and their offer to the Town. Stanford has committed to spend approximately one million dollars for improvements. He noted that neither Stanford nor the County had any authority within the Town's jurisdiction and the determination to move forward with construction of the trail/trail improvements was only within the purview of the Town. Horton reviewed the official offer letters that had been submitted to the Town -from Stanford (2006 and 2008). Stanford's offer of$1.19 million for improvements to the C-2 trail could be used for construction, CEQA compliance costs and/or the implementation • of mitigation measures. Payment options included: receipt of a lump sum payment; submission of invoices to Stanford for payment; or, payment in accordance to terms agreed to by Stanford and the Town. For the Town to receive funds, they would be required to enter into an agreement with Stanford that specifies: the scope of the work to be undertaken; commits to the completion of the project by December 31, 2011; identifies who will have the responsibility of design, construction, management and maintenance of the trail; and set forth the provision for transfer of and accounting for the project funds. Horton summarized the options before Council to initiate the C-2 trail project. The Town could accept the responsibility for the construction of a Town and County approved trail with the project funded by Stanford per the Stanford and Santa Clara County agreement (2006). The second option was to have Stanford build the C-2 trail approved by the Town and County. With this scenario, Stanford as an agent of the Town would assume the risk of cost overruns. Council thanked Horton for his presentation. Council Discussion: Councilmember Warshawsky proposed the formation of a Council sub-committee as an appropriate tool for reviewing the path construction options. He suggested that Councilmember Summit chair the group. Mayor Kerr questioned if horses would be permitted on the C-2 trail. Horton noted that • equestrians were not permitted on County trails. Mayor Kerr questioned if administrative 3 Approved City Council Regular Meeting Minutes March 18,2010 costs would be charged to the project budget if Stanford were to build the trail. It was noted that they do charge internal costs. Kerr questioned if similar charges to the project could be charged by the Town, if they managed the project. Stanford's project manager, • concurred that somethingcould be incorporated into the project agreement for the iP process. Council consensus was to move forward with an investigation of the offer. A subcommittee consisting of Councilmember Summit and staff would review the Town's options (Stanford manage and build the trail or the Town). Included in their assessment would be the feasibility of including bicycle safety features (bike lane); color concrete/aesthetic features options for the retaining wall; agreement provision that would assure that if Stanford built the trail that it would meet all of the Town's standards; and review of a potential agreement condition if the Town were to manage the project that would include staff and charge back options similar to Stanford's administrative charge practices. Public Works Director Richard Chiu offered that he did not believe the initial review process to assess the Town's options would negatively impact staff's workload. However, if the Town were to choose to manage the project, there could potentially be issues of dedicated staff time for other projects. OPENED PUBLIC COMMENT Jitze Couperus, resident, reminded Council that there was a third option that had not been • discussed and that was the choice to not build the trail. He suggested the City Council move with caution as they make their determination. CLOSED PUBLIC COMMENT Council discussion ensued. There was a concurrence that the Town move forward with the trail but that the trail options/improvements; feasibility of staff time charge back; and future oversight of the project be carefully assessed. Council requested an update by the Council subcommittee at their next meeting. CONSENT CALENDAR Items Removed: Agenda Item#4 (Summit), Agenda Item#8 (City Clerk) MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Warshawsky and passed unanimously to approve the remainder of the consent calendar; specifically: 5. Review of Disbursements: 2/1/10—2/28/10 $1,089,881.58 6. Quarterly Investment Report for the Period Ending 12-31-09 (Staff. N. Pegueros) 7. Approval of Request for Twelve Month Extension for Acceptance of a Final Map Pursuant to Section 9-1.519 Expiration and Extension of Tentative Map; 11990 0 Page Mill Road; Lands of Brockway(Formerly Lands of Moeller) (Staff: R. Chiu) 4 Approved City Council Regular Meeting Minutes March 18,2010 9. Authorization to Auction Surplus Equipment(Staff. N. Pegueros) Resolution No.12-10 • 10. Approval of Sewer Reimbursement Agreement between the Town of Los Altos Hills and Behrooz Mohazzabi (Staff.• R. Chiu) Resolution No.13-10 Items Removed: 4. Approval of Meeting Minutes: City Council Special Meeting—February 18, 2010 Councilmember Summit requested clarification on the term of Rebecca Hickman, newly appointed member of the LA/LAH Joint Volunteer Service Awards Committee. MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Warshawsky and passed unanimously to approve the meeting minutes as presented. 8. Resolution to Participate in Association of Ba Area Government's Retrofit Ba p Y Y Area Program (Staff: D. Pedro) Council was advised that the item had been continued at the request of the County. PRESENTATIONS FROM THE FLOOR Darwin Poulos, Los Altos Library Commission member, addressed Council. He advised that Jim Lai, Los Altos Hills' representative to the Commission had announced his resignation. Poulos requested Council consideration of an appointment to fill the vacancy. Poulos noted that Mr. Lai would be greatly missed; he had been a much valued member of the Commission. Mr. Poulos, on behalf of the Friends of the Library, presented the City Council with a copy of "The Formation of the Town of Los Altos Hills" by Florence Fava. Council thanked him for the much appreciated gift and acknowledged how difficult it was to acquire a copy of the book printed in 1971. UNFINISHED BUSINESS 11. Town Goal • Hidden Villa Annexation Update (Verbal Report) (Staff. D. Pedro) Planning Director Debbie Pedro reported that the annexation project was on track. The item was scheduled for review by the Planning Commission at their March 25, 2010 meeting and scheduled for Council consideration at their April 15, 2010 Council meeting. 12. Budget Update (Verbal Report)(Staff: N. Pegueros) Finance Director Nick Pegueros introduced the item to Council. The report had been prepared at the request of Mayor Pro Tem Larsen. Pegueros noted that the budget updates would be provided to the Council on a quarterly basis. 5 Approved City Council Regular Meeting Minutes March 18,2010 Pegueros proceeded with a PowerPoint presentation that highlighted the changes to the • 2009-10 Town approved budgets. The 2009-10 Operating Budget fund balances were projected to have a net increase of $364,000. Pegueros reviewed the changes to the Operating Funds revenues and expenses. Revenues for property taxes had a slight increase from the earlier projection and the COPS grant that had been fulfilled by the State ($100,000) had not been included in the approved budget given the concerns that it would not be funded by the State. Building and Planning fees were down for the year to date; however, the decline had been anticipated and included in the budget. Pegueros projected that the decrease in fees could be approximately$50,000. Pegueros explained that the Council authorized prepayment of the Ca1PERS pension expenditure had resulted in a revenue increase of$84,000. Not all of the realized monies would be allocated to the General Fund. Non capital budget amendments had a net decrease to the fund balances of$61,000. Changes to the 2009-10 Capital Improvement Budget included increases in the streets and pathways funds due to the advantageous bids the Town had received for projects. The net change to all of the programs was a deficit of$11,000. Pegueros reviewed the estimated fund balances as of June 30, 2010. The presentation (slide) did not include contingency and emergency reserve funds. Additionally, funds received from Santa Clara County for road improvements as part of the annexation of W. Loyola had not been included in the balances. Pegueros noted that the slide represented monies available for future spending. i Council thanked Pegueros for his update. Council requested that future updates include the reserved funds (including the W. Loyola account) as a line item. 13. Consideration of Funds for Westwind Community Barn Sprinkler System Upgrade Pathway and Park Improvements (Staff. R. Chiu) Project Update Public Works Director/City Engineer Richard Chiu introduced the item to Council. He proceeded with a PowerPoint presentation on the Westwind Community Barn Seismic Retrofit and Repair Project. The presentation included: photos of the PV installed system, solar thermal water heating system, the new electric panel upgrade, plumbing improvements and stall improvements. Chiu explained that the solar water heating system had been adapted to provide future radiant heat (floor) in the restroom and shower area and to supply heat to the Barn Manager's office. The solar water heating system was expected to minimize the cost for hot water and had been included in the project as an energy saving improvement. Sprinkler Ssty em Up.�ade Chiu reviewed the existing sprinkler system at the facility. The system has been inspected on a regular basis by the Fire Department and the Town's contractor and routinely passed inspection and found in compliance with code requirements (NFPA • #25). However, due to the new structural work at the facility, additional sprinkler heads 6 Approved City Council Regular Meeting Minutes March 18,2010 had been required. An application for the installation of the new heads that included hydraulic calculations had been reviewed by the Fire Department and it had been determined that the existing system did not meet the current code for adequate supply and pressure (NFPA#13). Chiu noted that the existing sprinkler heads were approximately 50 years old. Chiu reviewed the costs associated with the sprinkler upgrade. The estimated cost of the improvement was $45,000. The project would bring the existing fire sprinkler system up to current code and included changing out all the sprinkler heads, relocating and adding heads and upsizing several sections of supply piping. He noted that staff currently projected a balance of approximately $25,000 in the contingency and support staff budget for the project. He proposed that that the savings could be applied to the cost for the fire sprinkler system upgrade. The requested allocation for the sprinkler system was $20,000. Chiu added that the Town would also be seeking a $15,000 grant from ABAG (the Town's insurance provider) for the fire sprinkler project. Council discussed the request. There was a consensus to move forward with the fire sprinkler upgrade. Mayor Pro Tem Larsen offered that he believed this was an oversight that should have been discovered earlier in the project. Pathway and Park Improvements Chiu identified the path and park improvement projects for the Barn. Chiu shared a schematic of the proposals. Two five foot pathways would be constructed adjacent to the barn in the courtyard and picnic area. The pathways would provide an emergency exit for horses, additional drainage and assist in limiting parking next to the facility. The estimated cost for the path project was $15,000. Sufficient funds were available in the Pathway Capital fund for the project's budget. The new park-like improvements included: landscaping; picnic tables and sod for the picnic area; and driveway improvements. Chiu explained that during the seismic retrofit and repair project, the grounds surrounding Westwind Barn had been heavily impacted by construction vehicles and equipment. The modest improvements would make the grounds and facility consistent to the standards of the other Town facilities and more compatible with surrounding residential properties. Additionally, the facility would be more attractive for Town events that did not include horses. Estimated cost for the park improvements was $20,000. Sufficient funds were available in the Capital Improvement fund to cover the options discussed. Councilmember Warshawsky questioned the use of sod for the picnic area. He noted the necessity of irrigation and maintenance costs to support the use of grass. He suggested another less costly covering would be more appropriate like mulch. Warshawsky suggested that one option to be considered would be to wait until there was more funding available for the proposed landscape improvements. Councilmember Summit requested that planting near the Cell Tower "tree" be incorporated into the plan. Mayor Kerr concurred. He noted that the two trees located by the cell tower that had mitigated its appearance and recently fallen. 7 Approved City Council Regular Meeting Minutes March 18,2010 OPENED PUBLIC COMMENT • Kathy Evans, resident, offered that the Barn was a multi-use facility and the improvements were very important. She noted that the small picnic area was used by kids and grass was very desirable. She asked that if the picnic tables were replaced, the old tables be moved to the Town ring. Nancy Couperus, resident, agreed with comments of the previous speaker (Evans) and added that the picnic area had been damaged during the construction and supported the improvements to the small area. She noted that it was widely used by visitors and children and that grass would be preferable. Jitze Couperus, resident, supported grass in the picnic area. Scott Vanderlip, resident, supported use of grass in the picnic area. Gary Waldeck, resident, Purrissima Hills Water District Board member, supported the installation of grass in the picnic area. CLOSED PUBLIC COMMENT Council discussion ensued. There was a consensus that the proposed landscape to be located in the center courtyard (shrubs)be reviewed. • MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Summit and passed by the following voice vote to move forward with funding of the Westwind Community Barn sprinkler system upgrade and pathway and park improvements as presented: AYES: Kerr, Larsen, and Summit NOES: Warshawsky ABSENT: Mordo ABSTAIN: None Councilmember Warshawsky explained he was in concurrence with the components of the motion with the exception of the installation of the grass/sod in the picnic area. NEW BUSINESS 14. Consideration of an Ordinance Amending Los Altos Hills Municipal Code Title 12 "Parks and Recreation" Section 12-1.03 "Byrne Preserve" (Staff. S. Garcia) Motion to Waive Reading Motion to Introduce the Ordinance City Manager Cahill introduced the item to Council. The purpose of the draft ordinance before Council was to establish hours of use for the Town's open space preserves and • recreation facilities. Pursuant to the Municipal Code, Byrne Preserve is currently closed to the public during the hours of darkness. If approved, the ordinance would close 8 Approved City Council Regular Meeting Minutes March 18,2010 Westwind Barn, Purissima Ball fields, Byrne Preserve, O'Keefe Preserve, Juan Prado Preserve and Edith Park to the public every day from a half-hour after sunset until a half- hour before sunrise. Signage would be posted at the entrance to parks and open space preserves stating the hours. Exceptions would require written authorization from the City Manager or City Council. Cahill explained that the ordinance would allow the deputies to cite violators and be a tool for law enforcement. It was noted that Mid-Pen open space areas are closed after dark. OPENED PUBLIC COMMENT Scott Vanderlip, resident, member Parks and Recreation Committee, commented that he often uses Byrne Preserve at night for"night walks". He opposed the ordinance. Kathy Evans, resident, member Parks and Recreation Committee, commented that her committee would like to use Byrne Preserve for evening astronomy classes. She questioned the impact of the ordinance on future programs. Nancy Couperus, resident, supported the ordinance. She believed the controls were appropriate and would help to limit the vandalism and youth parties that occur in the open space preserves. Couperus added that the City Manager and City Council had the authority to make exceptions when the requests were reasonable. Richard Partridge, resident, supported the ordinance. He noted that astronomy classes were not appropriate for Byrne Preserve and were best suited for flat surfaces. • CLOSED PUBLIC COMMENT Following a brief discussion, Council continued the item to a future meeting with the full council in attendance to consider the proposed ordinance.No action was taken. 15. Discussion of Meeting Date for City Council Study Session regarding the Capital Improvement Program (CIP) 2010-2011 By consensus of the City Council, the Study Session was scheduled for Thursday, April 29, 2010. 16. Consideration of Amendment to the Joint Powers Agreement between the Cities within the County of Santa Clara, the County of Santa Clara and the Santa Clara Valley Transportation Authority for the Administration of the SCC Congestion Management Program. The agenda item was continued to a future meeting by consensus of the City Council. 17. Consideration of Support for Ballot Measure Levying a Qualified Special Tax for Library Purposes (Los Altos Library and Woodland Library) The item had been placed on the agenda for Council consideration at the request of • resident Barbara Mordo, Measure L Coordinating Committee member. Council had 9 Approved City Council Regular Meeting Minutes March 18,2010 before them the full text of the Ballot Measure that would levy a qualified special tax for library purposes and copy of Resolution No. 9-03 approved by the North County Library • Authority calling the special election. OPENED PUBLIC COMMENT Jitze Couperus, resident, addressed Council. Couperus provided a brief overview of the parcel tax and recommended that Council endorse the Ballot Measure. He offered that the parcel tax was necessary to continue the library hours, purchase books and materials, and support library programs. The current parcel tax of$54 will expire in 2011. The new proposed 20 year tax was $76 per developed parcel. Darwin Poulos, member Los Altos Library Commission, Los Altos resident, addressed Council. He explained that the current parcel tax supports 30% of the library hours at the Los Altos Libraries and book/material budgets. The new parcel tax will maintain the current status. CLOSED PUBLIC COMMENT Council discussion ensued. Councilmember Warshawsky offered that he believed in libraries but could not endorse a measure that would increase a tax in the current economic climate. Councilmember Summit strongly supported the Ballot Measure. She provided an historical overview of the library conditions prior to the passage of the current parcel tax when libraries were closed two days a week and with shortened service hours. • MOTION SECONDED AND CARRIED: Moved by Summit, seconded by Larsen and passed by the following voice vote to endorse Measure L: AYES: Kerr, Larsen, and Summit NOES: Warshawsky ABSENT: Mordo ABSTAIN: None PLANNING COMMISSION REPORT No Report—The Planning Commission has not met since the last City Council meeting. REPORTS FROM COMMITTEES, SUB-COMMITTEES, AND COUNCILMEMBERS ON OUTSIDE AGENCIES 18. Update on Education Issues—Bart Carey, Education Committee Chair 18A. Consideration of Draft Resolution Resolving Educational Controversies for LAE Children Bart Carey, resident, Chair Standing Education Committee introduced the item to Council. He proceeded with a PowerPoint presentation "Committee Update and • Recommended Council Resolution". Carey reviewed the charter of the committee as 10 Approved City Council Regular Meeting Minutes March 18,2010 outlined in the Town's Standing Committee resolution. The current membership is comprised of eleven members: seven members reside in the Los Altos School District; four members reside in the Palo Alto Unified School District (two families attend • Gardner Bullis via the MOU between the districts). Carey noted that three members have children enrolled at Gardner Bullis and three members have children that attend Bullis Charter School. Carey summarized recent activities of the Committee. They included: monitoring LAH student enrollment in each district; monitoring the "Fremont Hills" (Pinewood School) site lease; monitoring the Gunn High School improvements including the Miranda Road access used by LAH residents; attendance at school district board meetings; meeting with officials from Bullis Charter School (BCS) and Los Altos School District (LASD); attendance at the Charter School Summit sponsored by the Santa Clara County Office of Education; and, communication to Town residents via town-wide mailings on educational issues. Current committee efforts included an investigation of options for additional methods of communicating with residents and discussion of the upcoming LASD proposed parcel tax. Carey reviewed the Committee's preliminary observations on LAH student enrollment. He noted that Gardner Bullis and Bullis Charter School enrollments were approximately equal. The MOU between LASD and PAUSD that permitted Inter-District transfers was working well with positive results. More specific data would be forwarded to the Council when the Committee's study was finalized. • • 18A. Consideration of Draft Resolution Resolving Educational Controversies for Los Altos Hills Children Carey provided an overview of the draft resolution before Council. He noted that the community remained divided by the BCS/LASD conflict. The resolution had been considered by the Committee in December and January during the time there appeared to be a "window of opportunity" for a fresh approach to resolving the critical issues. He spoke to the Town's active engagement that had helped to re-open the Town's neighborhood school. Carey hoped that the Council could lead the way toward a solution to the ongoing conflict. Carey commented that the resolution before Council might require some amendments given the recent lawsuit filed by BCS. He noted that in conversations with LASD and BCS, both entities had preferred that the resolution not move forward to the City Council both for different reasons. Carey added that if the Council determined to defer from taking action on the draft resolution, he encouraged them to remain dedicated to monitoring educational issues via the Education Committee and to take a stand when it was appropriate. Councilmember Warshawsky, Education Committee Council Liaison, thanked Carey for his report and his work with the Committee. He noted that the committee was an excellent venue for dialogue on educational issues. Councilmember Summit concurred and thanked Carey for his leadership. • 11 Approved City Council Regular Meeting Minutes March 18,2010 OPENED PUBLIC COMMENT • Anne Marie Gallagher, Committee Member and past Chair, urged the City Council not to adopt the resolution. Gallagher is currently serving as a board member of Bullis Charter School. She explained that the resolution did not have the unanimous support of the Committee and had been approved by a 6-4 vote; neither LASD nor BCS supported the resolution; and, she believed the action was beyond the scope of the Committee. CLOSED PUBLIC COMMENT Council discussion ensued. There was a concurrence that it was not the appropriate time to take action on the resolution. It was noted that it was important for the Council to continue to be informed on educational issues and to stay involved. No Council action was taken on the draft resolution. 19. Consideration of Annual Town Picnic Proposal — Roger Burnell and Kathy Evans, Community Relations Committee Co-Chairs Kathy Evans, Co-Chair Community Relations Committee, addressed Council. Council had before them the proposed annual Town Picnic and draft budget. The format for the 13th annual picnic was similar to prior events. The proposed budget was $25,000 assuming an attendance of up to approximately 1,800 residents and Town staff. New line • item for the 2010 budget was for signage. Evans added that the budget was very prudent. MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Warshawsky and passed unanimously to approve the 2010 Annual Picnic and event budget of$25,000. 20. Consideration of Amendment to the Standing Committee Resolution Increasing the Membership of the Parks and Recreation Committee (Staff. K. Jost) MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Warshawsky and passed unanimously to adopt Resolution No. 14-10 increasing the maximum membership of the Parks & Recreation Committee from nine to ten members. 21. Request for Authorization for the Standing Pathways Committee to Review Two Proposed Master Path Map Amendments (Toyonita Road and Byrne Park Lane) and Notification of Affected Neighbors—Nick Dunckel, Pathways Committee Chair Pathways Committee Chair Nick Dunckel introduced the item to Council. He amended the scope of the item to limit the request to Toyonita Road. Dunckel explained that the Committee was seeking authorization to send letters to the affected neighbors to advise them of the Pathways Committee's review and discussion of potentially adding Toyonita Road to the Master Path Map. Council reviewed a schematic of the Master Path map. Councilmember Summit • acknowledged that the road had been on the original map as a path but was dropped 12 Approved City Council Regular Meeting Minutes March 18,2010 i during the recent revisions. All but one easement has been acquired by the Town. It was clarified that Toyonita Road was a private road and the path was an on-road path. • Councilmember Warshawsky requested that the Council be kept apprised of the neighbors' feed back on the review. MOTION SECONDED AND CARRIED: Moved by Summit, seconded by Kerr and passed unanimously to authorize the Pathways Committee to review a potential path on Toyonita Road and to notify the neighbors of the hearing. COUNCILMEMBER REPORTS: Mayor Pro Tem Larsen reported that the Emergency Communications Committee had reviewed and approved the revised MOU with the Emergency Group. STAFF REPORTS City Manager City Attorney City Clerk No reports were given. COUNCIL INITIATED ITEMS 22. Rationale for Formation of Senior Citizens Committee—Councilmember Summit Councilmember Summit introduced the item to Council. Councilmember Summit and Parks and Recreation Committee Chair Julia Zarcone in collaboration with three members of the Los Altos Parks and Recreation Commission have been meeting to draft the organizational charter for a Los Altos/Los Altos Hills Senior Committee. Council had before them the "Rationale, Senior Committee Mission Statement and Senior Committee Candidate Requirements." The primary intent of the Committee was to serve as an advisory body to both City Councils on needs and issues relevant to senior residents. The senior committee format had been unanimously approved by the Los Altos Parks and Recreation Commission and the Town's Standing Parks and Recreation Committee. The item will be considered by the Los Altos City Council at their next meeting. Council thanked Summit for her effort on the joint advisory body. MOTION SECONDED AND CARRIED: Moved by Kerr, seconded by Larsen and passed unanimously to approve the formation of the Senior Committee as presented. 23. Request for Sponsorship of the 51h Annual Hidden Villa Concert Series - Marc Sidel, Associate Director of Development at Hidden Villa—Mayor Kerr Marc Sidel, Associate Director at Hidden Villa, addressed Council. Council had before them a request for sponsorship of the 2010 concert series to be held on July 18 and • August 29, 2010. Both event dates are scheduled for Sundays. Los Altos Hills residents 13 Approved City Council Regular Meeting Minutes March 18,2010 will be invited to a pre-concert reception at the Duveneck House prior to each concert. Sidel noted that the Town has been a sponsor since the inception of the program. MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Summit and passed unanimously to approve the Town's sponsorship of the Hidden Villa 2010 concert series at the Presenting Sponsor level ($10,000). ADJOURNMENT There being no further business, the March 18, 2010 regular City Council meeting was adjourned by consensus of the City Council at 11:10 p.m. Respectfully submitted, * Karen Jost City Clerk The minutes of the March 18, 2010 regular City Council meeting were approved as presented at the April 15, 2010 regular City Council meeting. 14 Approved City Council Regular Meeting Minutes March 18,2010