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Home My WebLink About04/15/2024 Los Altos Hills Regular City Council Meeting Minutes Page 1 Monday, April 15, 2024 Town of Los Altos Hills City Council Regular Meeting Minutes Monday, April 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 (6:00 P.M.) Mayor Mok called the meeting to order at 6:00 P.M. 2. ROLL CALL All Members of the City Council were present. 3. PLEDGE OF ALLEGIANCE- Recited 4. AGENDA REVIEW The agenda was approved as presented. 5. PRESENTATIONS AND APPOINTMENTS A. Proclamation Recognizing the American Red Cross-Vice Mayor Schmidt spoke about the importance of the American Red Cross and proclaimed March as American Red Cross Month. B. Proclamation Recognizing Asian American and Pacific Islander Month- Mayor Mok described the Asian Americans and Pacific Islanders living in Los Altos Hills as a vital and valued part of our Town, making significant contributions to academia, business, medicine, law, technology, government, science, and social justice and making our Town and State a better place to live. Mayor Mok stated that May will be observed as Asian American and Pacific Islander Month in the Town of Los Altos Hills. C. Proclamation Recognizing Childcare Month- Vice Mayor Schmidt spoke about the importance of having adequate childcare for families and proclaimed May as Childcare Month. D. Proclamation Recognizing National Cities, Towns, and Villages Month- City Manager Peter Pirnejad recognized National Cities, Towns, and Villages Month and highlighted the Town of Los Altos Hills as an awesome community. Los Altos Hills Regular City Council Meeting Minutes Page 2 Monday, April 15, 2024 E. Proclamation Recognizing Mental Health Awareness Month- City Manager Peter Pirnejad spoke about the importance of taking care of your mental health and proclaimed the month of May as Mental Health and Awareness Month. F. Proclamation Recognizing National Bike Month – Assistant Engineer Astha Khanal talked about the events surrounding National Bike Month and encouraged residents to join in on the fun and exercise that comes from riding bikes. G. Appointment to the Los Altos Hills Finance and Investment Committee- Finance and Investment Committee Chair Allan Epstein explained that Jeanne Seeley is very qualified to serve on the Finance and Investment Committee and believes she will be good addition to the Committee. Council Member Tankha made a motion to appoint Jeanne Seeley for a 4-year term to the Finance and Investment Committee. Council Member Swan seconded the motion. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 6. PRESENTATIONS FROM THE FLOOR 1. Allan Epstein, Los Altos Hills, spoke about excessive vacancy in Town positions especially in the Finance Department. Mr. Epstein also explained that there was a violation, at least in spirit, of the Brown Act at the last Council Meeting in regard to the Ad Hoc Committee on the City Manager performance review. 2. Gautam Agrawal, Los Altos Hills, wanted to correct the public record from the March 2024 City Council Meeting when Council Member Tyson stated that he “coached” the Foothill Chancellor regarding the Broadband Project. Dr. Agrawal stated that the Chancellor asked him how to address City Council and what content needed to be included in the letter. Dr. Agrawal contacted Mayor Mok and relayed the information verbatim to the Chancellor and explained that did not coach him in any way. 3. Los Altos Chapter NSDAR invited the community to attend an event to commemorate the First Battle of the American Revolution on Friday, April 19th at the Grand Oak Room at the Los Altos Community Center. 7. CONSENT CALENDAR A. Approval of Regular City Council Meeting Minutes- March 21, 2024 Approved with proposed corrections, Vote 5-0. B. Review of Disbursements: February in the amount of $1,498,058.28 Approved, Vote 5-0 C. Approval of Treasurer’s Report for the Month End February 2024 Approved, Vote 5-0 Los Altos Hills Regular City Council Meeting Minutes Page 3 Monday, April 15, 2024 D. Consideration of a Resolution Approving Amendment #2 to the Agreement between the Town of Los Altos Hills and DKG Consultants, LLC to extend the term to June 30, 2025, and increase the not-to-exceed amount by $60,000. Approved, Vote 5-0 E. Consideration of a Resolution Approving Amendment #1 to the Agreement between the Town and the Los Altos Hills/Los Altos Little League Inc. Approved, Vote 5-0 Comments: 1. Allan Epstein, Los Altos Hills, offered updates to the March 21, 2024 City Council Meeting Minutes. Council Member Tankha made a motion to Approve the Consent Calendar. Council Member Swan seconded the motion. MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 8. ONGOING BUSINESS A. Consideration of a Resolution Reallocating American Rescue Plan Act (ARPA) Funds. Tracy Fuller, RGS, explained that the Coronavirus State and Local Fiscal Recovery Funds (SLFRF) program authorized by the American Rescue Plan Act (ARPA), authorized $350 billion in funds to state, territorial, local, and Tribal governments across the country to support their response to and recovery from the COVID-19 public health emergency. Through SLFRF, over 30,000 governments were charged with investing their allotment of ARPA funds to address the particular urgent needs of their local communities by using these essential funds to: 1.Fight the pandemic and support families and businesses struggling with its public health and economic impacts 2. Maintain vital public services, even amid declines in revenue resulting from the crisis 3. Build a strong, resilient, and equitable recovery by making investments that support long-term growth and opportunity Governments are allowed to use their allotted funds to: • Replace lost public sector revenue • Respond to the far-reaching public health and negative economic impacts of the pandemic • Provide premium pay for essential workers • Invest in water, sewer, and broadband infrastructure • Provide emergency relief from natural disasters or their negative economic impacts • Support surface transportation projects, utilizing funds for eligible projects through three pathways Los Altos Hills Regular City Council Meeting Minutes Page 4 Monday, April 15, 2024 • Support Title I projects that are eligible activities under the Community Development Block Grant and Indian Community Development Block Grant programs. The Town originally applied for ARPA funds in March 2021. The Town received funds in the amount of $1,007,480. on July 13, 2021, and subsequently received an additional identical amount of $1,007,480 on July 21, 2022. This brought the total amount of funds awarded and received to $2,014,960. ARPA funds must be used or fully contractually committed to eligible uses during the period of March 3, 2021, through December 31, 2024. Reporting To Date: Total Cumulative Expenditures reported to the U.S. Department of the Treasury as of March 31, 2023, were $642,925.75. This amount is being updated this month in preparation for filing the next report, which is due on April 30, 2024. Ms. Fuller explained that there is a current difference in funds to be spent of $813,105 and stated that these may be already under contract. Comments: 1. Gautam Agrawal, Los Altos Hills, stated that there is some broadband projects that are shovel ready and will require almost no staff time that can be completed before the end of the year. 2. Rajiv Bhateja, Los Altos Hills, stated that there has been almost no progress in the Town as far as broadband and stated that the Technology Committee is happy to work with staff on broadband turnkey projects. 3. Allan Epstein, Los Altos Hills, spoke to Council Member Tyson’s comment regarding the list of projects. 4. Kjell Karlsson, Los Altos Hills, explained the broadband would mean the most to the community members. Council Member Swan made a amotion to Approve the Resolution adding a modification allocating $800,000 to Broadband to the list of approved ARPA projects. Mayor Mok seconded the motion. Approved, Vote 4-1 AYES: Mok, Schmidt, Swan, Tankha NOES: Tyson ABSTAIN: None RECUSE: None ABSENT: None B. Consideration of a Resolution Approving the Plans and Specifications for the El Monte Fire Station Utility Undergrounding (Rule 20A) Project; Authorizing Staff to Advertise the Project for Formal Bid; Authorizing the City Manager to Award and Execute a Construction Contract to the Lowest Responsible Bidder not-to- exceed $4,200,000, including a Contingency Fund for Potential Change Orders; and Approving the First Amendment to the Consultant Services Agreement with Belleci &Associates to include Construction Management Services. WooJae Kim, Public Works Director, explained that in 1967, the California Public Utility Commission (CPUC) adopted an overhead utilities conversion program known as Electric Los Altos Hills Regular City Council Meeting Minutes Page 5 Monday, April 15, 2024 Rule 20 to support utility undergrounding projects initiated by local communities. Since its creation, the Town has utilized the Rule 20 Program to complete utility underground projects at Byrne Preserve and Purissima Park. Rule 20A underground program is a subset program that allows cities and counties to utilize Rule 20A work credits (funded by PG&E ratepayers) to fund overhead conversion projects at locally identified utility underground districts.  On June 20, 2019, the City Council adopted Resolution No. 40-19 approving the formation of an Underground Utility District (UUD) around the El Monte Fire Station at El Monte Road, Elena Road, and Moody Road. Back in 2019, PG&E provided a preliminary cost estimate of $5 million to underground utilities within the UUD. On June 20, 2020, the El Monte Fire Station Undergrounding Project was added to the Five- Year Capital Budget. In October 2020, Town hired Bellecci & Associates to prepare the undergrounding composite plans and to assist with the coordination with PG&E and other utility companies.   As of February 28, 2021, the Town had a Rule 20A work credit accrual balance of $304,871. On April 28, 2021, the City Council proceeded with the purchase and transfer of $4,323,712 Rule 20A credits from other jurisdictions (County of Mariposa, County of Trinity, and City of Willows) needed for the Town’s Rule 20A UUD project(s) for a negotiated amount of $2,012,240. The Town benefited by paying $0.45 to $0.50 for a $1 of Rule 20A credit. With Rule 20A annual allocation accruals, the Town currently has a total of $4,656,261 work credit balance.  To ensure that the El Monte Fire Station Utility Undergrounding Project is under the current Rule 20A credit balance, Phase 1 of the project was limited to include Elena Road, Moody Road, and approximately 400 feet of El Monte Road south of the Moody Road intersection. Comments: 1. Allan Epstein, Los Altos Hills, thanked Town staff both present and past as well as Council Member Tyson for all of their hard work on this project. Mr. Epstein inquired about the reimbursement page (Form B) not being signed by the parties agreeing to reimburse the Town. 2. John Swan, Los Altos Hills, stated that he is all in favor of underground utilities. Mr. Swan further explained that when the Town pays for PG&E to underground and the Town has no ownership that is a poor management of funds. 3. Rajiv Bhateja, Los Altos Hills, wanted to know why we used a sole source contract with Belleci & Associates. Public Works Director WooJae Kim stated that the method used to obtain the services provided by Belleci & Associates is legal and includes a large scope of work for the not-to-exceed price. Council Member Tyson made a motion to Approve the Resolution for the Plans and Specifications for the El Monte Fire Station Utility Undergrounding (Rule 20A) Project; Authorizing Staff to Advertise the Project for Formal Bid; Authorizing the City Manager to Award and Execute a Construction Contract to the Lowest Responsible Bidder not-to-exceed $4,200,000, including a Contingency Fund for Potential Change Orders; and Approving the First Amendment to the Consultant Services Agreement with Belleci &Associates to include Construction Management Services.. Council Member Swan seconded the motion. Approved, Vote 5-0 Los Altos Hills Regular City Council Meeting Minutes Page 6 Monday, April 15, 2024 MOTION PASSED 5-0: AYES: Mok, Schmidt, Swan, Tankha, Tyson NOES: None ABSTAIN: None RECUSE: None ABSENT: None 9. PUBLIC HEARING - None 10. NEW BUSINESS - None 11. STAFF REPORTS A. City Attorney – No report. B. City Clerk – No report, but informed City Council of the Annual Clerk Conference that was attended last week. C. Community Development Director Bradley Evanson provided an update on Community Development including the introduction of the Administrative Clerk Marco Ahumada. D. Public Works Director WooJae Kim explained that staff are working on various capital projects including Matadero Creek Erosion Repair, Annual Road Rehabilitation, Summerhill Pathway, and Heritage House Upgrade, Staff will be requesting the Council’s authorizations to advertise a few of those projects for bid in May. E. City Manager Peter Pirnejad presented the following: •Tonight is a special council meeting because we canceled the regularly scheduled meeting of April 18 •Two of our council members are going to the Cities Leaders’ Summit • Neighborhood Leaders Safety Dinner • We had a delightful dinner celebrating our community safety leaders from the Town Attendees included ▪ J Logan, Denise, Victoria, Fire Commissioners ▪ Mayor Mok, VM Schmidt, and Councilmember Swan • May 15 Town Hall Safety Event focused on Residential Burglaries o Community Safety Forum – Community Lead Event ▪ Sunday April 28 from 4:30-6:00 ▪ Christ Episcopal Church • May 21 Joint FIC/CC Joint Budget Meeting • Fire District launching the Elena – Fremont Evacuation Route Hardening Project April 29th • Fire District and Greenwaste hold their 3rd Saturday Vegetation Drop Off to support the creation of defensible space at Parking Lot 1 of Foothill College • Housing Element o We have four items going to the Planning Commission o Minimal changes to our ordinance to comply with state law to the following areas: ▪ ADU Ordinance ▪ Grading Ordinance Los Altos Hills Regular City Council Meeting Minutes Page 7 Monday, April 15, 2024 ▪ Emergency Shelters ▪ Low Barrier Navigation Centers o Followed by the first and second reading of the council in May and June • Staffing Update ▪ CDD ▪ Clerk Tech ▪ Promoted Assistant Planner to Associate ▪ Suzzane Avila filling in for Planning Manager ▪ ASD ▪ Finance • Drew • Fifi • Tracy ▪ HR • Rumi • Valcia ▪ HR Contract Services ▪ Payroll Tech Upgrade ▪ Finance Director Recruitment started 12. REPORTS FROM COUNCIL LIAISONS ON STANDING COMMITTEES, AD HOC COMMITTEES, AND COUNCIL MEMBERS ON OUTSIDE AGENCIES A. Status Report from All Council Members on Subcommittees and Outside Agencies Activities 1. Council Member Tyson gave an update on CHAC and the new healthcare law that will go into effect in June 2024. The JPA with CHAC will need to be dissolved at a future meeting and Pacific Clinics (a non-profit agency) will take over and expand their efforts in this part of Santa Clara County. 2. Council Member Swan attended Supervisor Joe Simitian’s Yearly Update and spoke about the environmental quality of Lehigh Quarry. 3. Vice Mayor Schmidt reported on the Environmental Protection and Response Committee's focus on how to communicate with Town residents in case everyone needs to be evacuated. 4. Mayor Mok spoke about a pending Evan Low Bill about burglaries and penalties being increased for burglaries. 13. COUNCIL, COMMISSION, AND COMMITTEE-INITIATED ITEMS A. Status Report from All Council Subcommittees on Committee Activity Technology Committee Vice Chair Ameesh Divatia proposed a Public Forum to help residents stay safe online and reduce the risk of online scams. There was a consensus on the Council to permit the event and directed the City Manager to work with staff on a date to host the event. 14. ADJOURN The meeting was adjourned at 9:07 PM. Los Altos Hills Regular City Council Meeting Minutes Page 8 Monday, April 15, 2024 Respectfully submitted, Arika Birdsong-Miller