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HomeMy WebLinkAbout01/10/2008 Town of Los Altos Hills City Council Regular Meeting Minutes Thursday, January 10, 2008 Council Chambers, 26379 Fremont Road CALL TO ORDER, ROLL CALL, AND PLEDGE OF ALLEGIANCE Mayor Jones called the City Council Regular Meeting to order at 7:05 p.m. in the Council Chambers at Town Hall. Present: Mayor Craig A.T. Jones,Vice Mayor Jean Mordo, Councilmember Breene Kerr (joined Council meeting at 7:45 p.m.; participated in all discussions and votes with the exception of agenda items 2-8 and 15) Councilmember Mike O'Malley, and Councilmember Dean Warshawsky Absent: None Staff: City Manager Carl Cahill, City Engineer/Public Works Director Richard Chiu, Finance Director Nick Pegueros, Planning Director Debbie Pedro, Parks and Recreation Supervisor Eric Christensen, City Attorney Steve Mattas; and City Clerk Karen Jost Mayor Jones notedthat Councilmember Kerr would join the meeting in progress. He was representing the Town at the Santa Clara County Cities Association's meeting. Mayor Jones announced that the meeting would be adjourned in memory of Ethel Blank, long time Los Altos Hills resident and community volunteer. Ethel had served as the Town's Exhibit Curator in both the former and new Town Hall and was key in organizing the art events that had been enjoyed by the community. MOTION SECONDED AND CARRIED: . Moved. by Watshawsky, seconded by O'Malley and passed unanimously to limit comments from the floor to.two minutes. APPOINTMENTS AND PRESENTATIONS 1. Presentation by Leslie Lodestro, CHASE and solicitation of LAH leader for membership on Board of CHASE Leslie Lodestro, CHASE volunteer, thanked the City Council for the opportunity to make a presentation on the CHASE program. CHASE is an acronym for Community Hope & Sober Events and also the name of Los Altos teen Chase Rogers who died from an overdose of cocaine on December 6, 2006. The program was founded on January 23, 2007, shortly after his death, with a grant from the City of Los Altos. The Town of Los Altos Hills has also awarded a grant to CHASE. • 1 Regular City Meeting Minutes January 10,2008 In the years since its inception, CHASE has launched and supported many programs directed at drug and alcohol awareness and formed collaborative programs with other organizations with similar goals. Lodestro spoke to her own son's problems with addictions and his efforts to remain sober. She believed it was important for the community to become more aware of the very complex problem affecting the communities' youth. Lodestro requested Council consideration of additional funding to support their programs and "Sober Events". Additionally, she requested consideration of appointing a councilmember representative to their five member board or the recommendation of a Los Altos Hills community leader to serve in that capacity. Council thanked Lodestro for her presentation and congratulated her on the development of alternative events for youth. It was suggested that her request for funding be forwarded to the Town during the grant review process and supplemental background information be provided at that time to support the request for any increase in the previous allocated funding. Council consensus was to continue the board appointment to the next Council meeting to afford an opportunity to review potential resident recommendations. 2. Appointment to Standing Committee A. Environmental Initiatives Committee— 1 vacancy Mayor Jones, with the consensus of Council, reorganized the agenda to consider agenda item 15 prior to the appointments. Following the approval of the amendment to the Standing Environmental Initiatives Committee's membership (agenda item 15); the City Council consensus was that it was appropriate to appoint both candidates to the committee. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Mordo and passed unanimously to appoint residents Lew Jamison and Steve Schmidt to the EIC for four year terms. Mayor Jones encouraged the committee to continue their efforts in resolving conservation issues. He suggested that they consider scheduling a meeting with Assemblymember Ira Ruskin to discuss state issues regarding solar rebates and benefit programs. Additionally, he encouraged them to think about "carrots" for residents to stimulate their home conservation interests. 2 Regular City Meeting Minutes January 10,2008 CONSENT CALENDAR MOTIONED SECONDED AND CARRIED: Moved by Mordo, seconded by Warsawsky and passed unanimously to approve the items on the consent calendar; specifically: 3. Approval of Meeting Minutes: Regular City Council Meeting November 8, 2007 Regular City Council Meeting December 13, 2007 4. Review of Disbursements: 12/1/07— 12/31/07 $536,805.48 5. Acceptance of the 2006-2007 Pavement Rehabilitation Project-Resolution No. 2-08 6. Award Contract for Preparation of Construction Drawings for Little League Baseball Fields—Resolution No. 3-08 7. Award Contract for Preparation of Construction Drawings for the El Monte Road/Foothill College Pathway and Bike Lane (Segment 3)-Resolution No.4-08 8. Approval of Updated Job Description for the Maintenance Worker Series PRESENTATIONS FROM THE FLOOR No comments from the floor. PUBLIC HEARINGS 9. Amendment to the Zoning ordinance with regard to ESTATE HOMES. (Section 10- 1.508) The ordinance would require increased setbacks and Planning Commission review of new residences and additions where the proposed building is greater than 10,000 square feet. CEQA Review: Exempt pursuant to Section 15308 Mayor Jones provided a brief overview of the item before Council. A Council Ad Hoc Committee on Planning had been created and tasked with investigating if the concerns expressed by some residents regarding "Estate Homes" had merit and what appropriate actions were warranted. The size of estate homes had been arbitrarily defined as homes of 10,000 square feet or larger. The committee's review was followed by a Town survey and study by the Planning Commission. The ordinance before Council was a result of the efforts. Planning Director Debbie Pedro presented the item to Council. Over the past seventeen (17) months, the Planning Commission had reviewed the proposed Estates Homes Ordinance. Most recently, at their November 1, 2007 meeting, the Commission unanimously approved recommendation to the City Council to adopt the draft ordinance before Council. Pedro reviewed the key elements of thero osed Estate Homes Ordinance. The p P Y included: 3 Regular City Meeting Minutes January 10,2008 1) Estate Homes defined as residential buildings 10,000 square feet and larger not including the basement; 2) Estate Homes shall be subject to incrementally increased setbacks. For every 2,000 square foot increase over 10,000 square feet, the setback would increase four (4) feet in the front and three (3) feet on the sides and rear. 3) Estate Homes do not qualify for the Fast Track review and must be reviewed by the Planning Commission. 4) Landscape Screening Plans for Estate Homes must be reviewed by the Planning Commission. Pedro shared a chart with Council that identified the number of new residences that had been built during the last ten years that would qualify as Estate Homes under the draft ordinance noting that there had been. very few. -In 200.1,'the year with the most Estate Homes,nine had been built and only one in the past two years. Pedro offered that the results of the community survey conducted by the Town in February, 2007 and referenced by Mayor Jones in his introduction had indicated that a majority of the residents questioned(78%) supported increased setbacks for estate homes. Pedro explained that,if there was a Council concurrence to move forward and introduce the ordinance at tonight's meeting, it would return to them for adoption at their January 24, 2008 meeting. It would become effective thirty days after adoption on February 24, 2008. Council questions: Vice Mayor Mordo questioned how the new ordinance setback requirements would affect additions that increased an existing home to 10,000 plus square feet. Pedro explained that the entire addition would be required to be constructed outside the ordinance's setback requirements. Council consensus was that the proposed ordinance was a practical and reasonable procedure for addressing estate homes. OPENED PUBLIC HEARING Sandy Humphries, Environmental Design and Protection Committee member, offered that her committee had initiated the early discussions with the City Council regarding estate homes. She expressed her concern that the large homes would be left vacant during a downturn in the market. Humphries wondered if this issue had been addressed. She supported the ordinance. CLOSED PUBLIC HEARING Council discussion: 4 Regular City Meeting Minutes January 10,2008 Vice Mayor Mordo offered that the initial Ad Hoc Planning Committee comprised of himself, Councilmember Warshawsky and Planning Commissioners Eric Clow and Bart Carey had carefully reviewed the issue of estate homes and possible actions. They had investigated issues of visibility, size and approaches that had been adopted by other municipalities and determined that most approaches were unreasonable when adapted to Los Altos Hills. Their final analysis had concluded that there were some negatives with large homes, however, there were also positives including less density with large parcels retaining a single home and not being subdivided. Mordo offered that the draft ordinance before Council addressed the key concerns regarding larger homes and given the absence of opposition and the results of the community survey, he believed it was a reasonable approach. MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by O'Malley and passed unanimously to waive reading and introduce the Estate Homes Ordinance. PLANNING COMMISSION REPORT No Report- The Planning Commission had not convened a meeting since the last regular Council meeting. UNFINISHED BUSINESS TOWN GOALS (10A-l OF) I OA. Significantly Enhance Resident Access toR ec reational Facilities • Repair and Restore Westwind Barn to sustain long term viability • Enhance the Town Little League Fields • Access adjacent recreational assets Staff summarized the status of the two Parks and Recreationr �ro'ects that had been authorized by the City Council at their last meeting; the Little League Fields and pathway improvement projects. Little League Fields: City Manager Cahill reported that the expectation was for construction drawings for the Little League project to be completed in May and construction to begin at the conclusion of the baseball season. Councilmember Kerr suggested that it would be appropriate for the plans to include equestrian access/links via the pathways to the Arastradero and Stanford equestrian facilities. He also wanted assurance that adequate parking spaces for horse trailers would be called out in the plans. Cahill noted that he would share the Councilmember's comments with the landscape architect and schedule review of the plans during the development phase by the Ad Hoc Parks and Recreation Facilities Committee and City Council. Pathways Projects: $ Regular City Meeting Minutes January 10,2008 City Engineer Richard Chiu reported that the Old Altos Triangle pathway project would be combined with the Fremont Road rehabilitation project. Conceptual design plans should be completed by May 1, 2008. The Taaffe Road pathway project had been designated as a "native" path and staff was currently reviewing easement boundaries and once completed,would seek contractor's cost proposals. Westwind Barn: Councilmember Kerr reported that the recent modest repairs at the facility under the guidance of staff member Steve Garcia were proceeding nicely. Kerr advised that he was in the process of scheduling a meeting with the neighbors and representatives of the interest groups at the Barn for January 24, 2008 to discuss the restoration project. General reactions to the City Council's recent interests at Westwind Barn have been positive. He reported that the Barn's boarding facilities were currently frill. Councilmember O'Malley commented that he had recently discussed fundraising options for the restoration project with Supporter member Valerie Metcalfe. O'Malley was hopeful that an approach to garner larger donations with "macro" fundraising could eliminate the need for long term on-going fund raising. He volunteered to work with Councilmember Kerr on the issue. l0A(1) Update on LAH/LA Parks and Recreation Collaboration Vice Mayor Mordo provided an overview of the item. At the December 13, 2007 Council meeting, Mordo had been authorized by the City Council to meet with Los Altos Mayor Valerie Carpenter and Councilmember David Casas to discuss the possible cooperation between the two cities on parks and recreation programs. They had met once and had reached an agreement in-principle regarding the concept. Mordo noted that resident Courtenay Corrigan had joined them for their discussions. Council had before them a memorandum drafted by the respective City Council members (Mordo, Carpenter and Casas) outlining the recommendations that had resulted from the meeting. The memorandum had been presented to the Los Altos City Council at their January 8, 2008 meeting and had been well received. Mordo summarized the memorandum. Background points included: 1) The Town and City have a long history together and share a downtown, library, History Museum and many civic and cultural organizations. Town residents shop and eat downtown and many own properties in the City. The two municipalities share a school district, many children from both communities participate in the same recreation programs; and Los Altos Hills seniors use the Los Altos Senior Center; and, 2) each of the municipalities have resources that are unique and of interest to the neighboring residents. Mordo noted that the Little League fields, Westwind Barn, the pathways system and rural environment of the Hills were attributes unique to Los Altos Hills. Similarly, the Town did not have a Senior Center or Redwood Grove/program which were assets of the City and of interest to Hills residents. Regular City Meeting Minutes January 10,2008 The Councilmember's discussions had led to a recommendation outlining potential steps for cooperative efforts, some of which could be long term. Mordo suggested that an agreement for full reciprocity on the municipalities' recreation programs could be an initial early step in the collaboration. This would mean equal access with equal fees to the City's and Town's programs regardless of the residency of the participant. Each municipality would retain management of their programs. In this context, Mordo offered that he would be more receptive to the Town making a substantial contribution to the Los Altos Rosita swimming pool project. He suggested that the Town's participation was an important factor in the viability of the pool project if the City and sponsors were to meet their fundraising deadlines. An additional step, if the initial collaboration/agreement for reciprocity was realized, included cost saving measures such as production of a single brochure. Vice Mayor Mordo spoke to the potential JPA that could be created in the future to fund the proposed revitalization of the Hillview Center. This would enable the Town to partner in the Center and was the mechanism utilized to fund the expansion and operation of the shared library. In conclusion, Mordo offered that the initial consideration on the proposal was for full reciprocity in exchange for the Town's financial participation in the pool. Mordo requested Council concurrence for the respective staffs and City Council representatives to move forward on the development of the specific agreement. City Manager Cahill suggested that it was important that commitments that exported dollars to Los Altos be carefully accessed. He cautioned the Council that with the current State's budget deficit, there was the possibility that, as in the past, they would borrow funds from local governments and that the it was important to consider these issues when drawing down from the Town's financial reserves. OPENED PUBLIC COMMENT Sandy Humphries, Fremont Road, questioned if the Country Club had commented on the proposal and the potential impact of the new pool on their membership. Mayor Jones responded that there had been no indication of concern. There had been dialogue with Fremont Hills Country Club regarding possible LAH Parks and Recreation programs at the facility. Nancy Couperus, Page Mill Road, commented that she believed equal access to recreation programs in the communities would be beneficial and there was value to the proposal. CLOSED PUBLIC COMMENT Council discussion: Councilmember O'Malley thanked Mordo for moving forward with the collaboration concept. He believed there was merit to a proposal that would afford Los Altos Hills residents more access to recreation programs. O'Malley was amenable to working on a 7 Regular City Meeting Minutes January 10;2008 mutual project with the City that had the potential to improve the relationship between the communities. He suggested that it was appropriate to vet the proposal through the Standing Parks and Recreation Committee for their input and eventually, Los Altos Hills residents. Mayor Jones requested that the Standing Parks and Recreation Committee agendize the concept for their review at their next meeting and that when appropriate, the proposed collaboration be scheduled for a public hearing. Councilmember Warshawsky thanked Vice Mayor Mordo for his efforts and concurred that the proposal could bridge the "gap" between Los Altos and Los Altos Hills. He supported the Town making an initial financial contribution to the pool and continuing the investigation of the concept. Warshawsky expressed his concern with potential costs and suggested that the Town evaluate how the pool project and the working relationship with the City developed before entering into the collaboration. He suggested that an advisory ballot measure on the issue might be appropriate. Councilmember Kerr thanked Vice Mayor Mordo for his exploration of the concept with the City of Los Altos. He concurred that it was a "big idea" that required careful study and the financial implications clarified. Kerr noted that in addition to the financial contribution to the pool, there could be ongoing operating costs that needed to be considered. He spoke to his concerns that the riding programs at Westwind could be impacted by the additional enrollment. Kerr did not believe that the Council would be prepared to approve the collaboration by March which was the fundraising deadline for • the pool. In addition to the Standing Parks and Recreation Committee's review of the proposal, he suggested that the Finance and Investment Committee vet the proposal. Kerr noted that he agreed that it was important to maintain a positive working relationship with the City of Los Altos. Vice Mayor Mordo spoke to the financial implications of the proposal. He noted that any contributions to the City's pool project would be dispersed over several years. Mordo suggested that without the reciprocity agreement for equal access to all recreation programs, the financial participation in the pool would not be as much of a benefit to the. Town. He noted that the participation towards the pool project would be a known cost and suggested $500,000. Mordo offered that the programs at Westwind were'scaleable and could be increased as reflected by the demand. He supported more analysis but not to the level of paralysis. If the additional steps were brought to fruition, he believed that a Town survey might be appropriate. Mayor Jones suggested that the next step in analyzing the proposal was the development of a project projection that included: current recreation programs provided by the two entities; census of the programs; and, identification of which programs reached subscription or were over subscribed (wait-listed). Respective city staffs could cull from the results of the investigation which programs would have cross interests from the communities. With this information clarified, Jones offered that the financial analysis could be done to ascertain the ongoing operating financial impact of the concept. He noted that the collaboration could allow potentially for the elimination of certain programs due to duplicity and the expansion of some programs that were unique to the 8 Regular City Meeting Minutes January 10,2008 communities. At the conclusion of the study, the data would be submitted to the Finance and Investment Committee for their review and the Parks and Recreation Committee. Jones offered that the proposed format he had outlined was the first/initial step in moving forward and included authorization of the Council representatives to continue their discussions with Los Altos. Jones suggested at the conclusion of the initial step, Council would consider the data and determine if and when a public hearing was appropriate and the means to notify the residents Jones sought Council's opinion of the procedural process he had recommended. p p Councilmember Warshawsky suggested that in addition to what had been suggested by Mayor Jones he would like information on the costs associated with the Town providing Y � P g their own programs (duplicating programs) similar to those offered by the City. Mayor Jones volunteered as Mayor to participate as the second Council representative on the committee working with the City of Los Altos. He would attend as his schedule permitted. City Manager Cahill requested that if it was feasible to broach the subject of revisiting the sewer agreement between the two entities during the discussions with the City of Los Altos Council representatives, it might be helpful in the ongoing discussions between the respective staffs. He offered that the Town was currently being charged in the agreement for certain items that were not necessarily beneficial to the City. Cahill suggested that if the City staff had an understanding that their Council was receptive to reopening the • issue, it might be helpful. Council was supportive of the procedural process outlined by Jones. Mayor Jones offered his comments on the proposal. He concurred that it was a creative idea that multiplied the recreation opportunities for residents of both communities without spending a lot of money. The proposed merger of the two parks and recreation programs provided equal access and yet allowed each entity to maintain control over their programs. Jones did not want to see the potential opportunity lost without the appropriate attention and thorough due diligence. He suggested that tying the agreement to the Town's participation in the pool might be the impetus-needed to have a successful conclusion of the idea. Councilmember Kerr commented that the proposal in no way reflected a desire to limit the Town's recreation programs or have an impact on current staff. I OB. Return Public Elementary School Education to Los Altos Hills Mayor Jones noted that there were two public education issues that he wished to address. First, before Council was a copy of a draft letter to PAUSD Board President Donald Tom that would be sent out under his signature on behalf of the City Council. The letter addressed Council's concern that the Fremont Hills campus had not been included in the • June 2008 bond issue and requested that the District, prior to their approval of the June 9 Regular City Meeting Minutes January 10,2008 2008 bond issue, identify their plans for the campus other than continuing to lease the property to a private school. Jones noted that the letter was consistent with Council's • previous discussion on the subject at a prior meeting and direction from the City Council. Jones thanked Duncan MacMillan and the Standing Public Education Committee for bringing the issue forward to the City Council. Council consensus was to authorize the letter as proposed. The second issue pertained to the enrollment possibilities at the Bullis-Purissima campus for Los Altos Hills residents. Plans call for the school's enrollment to be open to all residents on a regular and consistent manner including those residents in the Palo Altos Unified School District area. Details to implement the program were still being resolved by LASD and the Town wanted to express their support for residents being given a preference above intra-district transfers. Mayor Jones advised that he would be sending email correspondence to Superintendent Justus articulating the Town's continued support for the general principle that there be a regular ability for residents to attend Bullis- Purissima and that it not be overcrowded by preferences for other District students that were equal or greater than Los Altos Hills residents residing in the PAUSD boundary of Town. Councilmember Warshawsky thanked resident Duncan MacMillan for his efforts and vigilance on behalf of public education for Town residents. He offered that future generations of residents would benefit from his commitment. • Councilmember Warshawsky brought forward an additional public education topic that was relevant to the Bullis-Purissima campus. He suggested that it would be beneficial for the Council to hear directly from LASD what their proposal was for the development of the fields. Mayor Jones responded that there were preliminary drawings for the fields that could be requested from the district. Their proposal called for a single level soccer playing field that was being characterized as appropriate for players less than fourteen years of age. Some park-like features have been included in the design. Councilmember Kerr stated that he wished to see the environmental documents for their proposal including the potential impact on the neighborhood and suggested that it was important for the Town to monitor the project. Mayor Jones offered that if the District had chosen to implement the design that the Town had been invited to develop, he could have supported the Town's financial participation in the project. At this time, the District's Board had rejected the Town's plans and he now considered the project a district project and rejected the Town's financial support. Jones noted that it would most likely be included in a bond measure in 2009 and the district would have the appropriate funds to support the improvements. He concurred that it was important to monitor the project and have a clear understanding of the project. He suggested that staff request a copy of the plans and keep the Council and neighbors apprised. 10 Regular City Meeting Minutes January 10,2008 Councilmember Kerr commented that the Town was looking forward to the re-opening of the Bullis-Purissima campus scheduled for the 2008-2009 school year and believed that it was important for the Town to be included in the planning and scheduling of the celebration surrounding this very important event. He suggested that it would be appropriate to invite the last graduating class from Bullis to participate in the activities. OPENED PUBLIC COMMENT Duncan MacMillan, resident, advised Council that the process for inter-district transfers to attend Bullis for students residing in PAUSD had officially started. The period for requesting the IDTs began on January 8 and closed February 8, 2008. He requested Council support for getting the critical information out to residents that the forms were available. CLOSED PUBLIC COMMENT Council considered options for increasing residents' awareness of the timeline for the priority IDTs. Staff was directed to place the item on the Town's website and if there was timeliness to a paid ad, Council supported the expenditure. l OC. Develop a Plan for Expanded Sewer Access to More Residents Councilmember O'Malley reported that the Ad Hoc Infrastructure Committee was making excellent progress and would bring the fmdings from the survey to the City Council at the second meeting in February. Additionally, they would make their recommendations at that time. I OD. Maintain and Build Off and On Road Pathways Already Approved on the Pathways Master Plan • Publish a pathways walking map • Progress through the priorities for building and better maintaining the existing and approved pathways. Council had before them a copy of the draft pathways walking map. Planning Director Pedro sought Council authorization to move forward with the printing of the map and requested direction on the distribution options. Ginger Summit, Pathways Committee Chair, approached the podium and was available to answer Council questions. She noted that the map was a fluid document and would be printed in small batches. This would permit the addition of new paths as appropriate. Council direction was to revisit several paths identified on the map for accuracy and then to move forward with the printing and distribution. Council requested Ginger Summit, Pathways Chair, provide a cover letter to accompany the map. 11 Regular City Meeting Minutes January 10,2008 MOTION SECONDED AND CARRIED: Moved by Kerr, seconded by O'Malley and passed unanimously to approve an expenditure of$7,000 for the printing and town-wide mailing of the new pathways walking map. 1 OE. Complete the Redrafting and Approval of the Town General Plan Councilmember O'Malley reported that the Ad Hoc General Plan Committee was currently reviewing the draft Land Use Element and General Plan Pathways Map. He expected the documents to be forwarded to the City Council for their consideration in March or April, 2008. 10F. Complete the Undergrounding Pilot Project City Engineer/Public Works Director Richard Chiu advised Council that the contract for the Undergrounding project had been awarded and the contract documents were currently being executed. A preconstruction meeting would be scheduled at the end of January or early February. NEW BUSINESS 11. Consider Approval of Committee Requested Expenses Mayor Jones introduced the item. Before Council was a request for certain Committee expenses that included reimbursements to the Emergency Communications Committee (ECC) in the amount of$154.56 for wine served at their holiday parry and a request from the Open Space Committee for a-$250.00 donation to the Oak Mortality Taskforce. Jones offered that the items had been forwarded to Council for their consideration by staff in the absence of a policy or annual budget pertaining to the committee expenses. Councilmember O'Malley explained that he had concerns with using public funds for reimbursement of alcohol expenses for a committee parry. He was uncomfortable with the reimbursement without a policy in place. He noted that all volunteers were invited to an annual event hosted by the Town with wonderful food and beverages. Mayor Jones commented that he believed it was important for the Town to develop a policy that addressed the issue of reimbursements for food and refreshments. This would be beneficial to staff as they reviewed the requests and would provide guidelines to the committees. MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Kerr and passed by the following voice vote to approve the reimbursement requests as outlined in the staff report. AYES: Mayor Jones, Vice Mayor Mordo, Councilmember Kerr, and Councilmember Warshawsky NOES: Councilmember O'Malley ABSENT: None ABSTAIN: None 12 Regular City Meeting Minutes January 10,2008 Council directed staff to prepare a draft policy on committee expenditures and refreshments and return the item for their consideration at the next regularly scheduled • meeting. 12. Receive Report on Document Imaging Project for Town Records Finance Director Nick Pegueros introduced the item to Council. Council had before them a report on document imaging project for Town records. Pegueros explained that the scope of the project had been divided into three distinct phases. Phase 1 addressed the issue of scanning and storage of City Council agenda packets and meeting minutes and posting the packet to the web. Phase 2 called for the purchase and implementation of a document imaging system that would serve as the Town's information hub and would integrated the documents already imaged and stored as Phase 1. Additionally, historical documents and files would be imaged. Phase 3 would implement electronic workflow processes for City Council agenda management. Vendor proposals were included in the staff report. Pegueros requested authorization from the Council to renegotiate the agreement for Phase 1 noting that there was an error in the cost analysis. Council discussion ensued. They supported moving forward with the project. Staff was directed to renegotiate Phase 1 costs but to focus on the implementation of Phase 2 and Phase 3. • REPORTS FROM COMMITTEES, SUB-COMMITTEES,AND COUNCILMEMBERS ON OUTSIDE AGENCIES 13. Councilmember Appointments to Standing Committees and Outside Agencies Council consensus was to continue the item. It will be scheduled for Council consideration at the time of the City Council's reorganization, tentatively scheduled for the second week in June, 2008. 14. Councilmember Appointment to Ad Hoc Committee to Finalize Draft Request for Proposal (RFP) for Management of Equestrian Facilities. Councilmember Warshawsky recused himself from discussion of the agenda item and stepped down from the dais. Council had before them a request to create an Ad-Hoc Committee to finalize a draft RFP for management of equestrian facilities. Mayor Jones explained that upon review of the item there was an interest to broaden the scope of the task for the Ad Hoc Committee. In addition to reviewing options for management of the Barn, the committee would assess the current Operating Agreement with Friends and evaluate possible modifications to the Agreement. At the conclusion of the review, it would then be determined if an RFP was appropriate. Staff was requesting a two City Council member Ad Hoc committee. • 13 Regular City Meeting Minutes January 10,2008 Vice Mayor Mordo clarified that the draft RFP had already been prepared by staff. The expectation of the Committee's meeting requirement was minimal to review management • options at the Barn and the current agreement with Friends. Mordo reiterated that the Committee would determine if the RFP were to be issued at the conclusion of the,review process. City Manager Cahill noted that the draft RFP had been prepared at a time when there had been some discussion that the Friends of Westwind's interest in managing the Barn was waning. However, at this time there has been indication that the Friends wish to discontinue their operation of the facility. He noted that the stalls were currently all rented. Cahill added that the periodic circulation of RFPs was common practice for reviewing the Town's major contracts. Councilmember Kerr and Vice Mayor Mordo volunteered to serve on the Ad Hoc Committee. MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Kerr and passed unanimously to create an Ad Hoc Committee on Westwind Barn operations. Vice Mayor Mordo and Councilmember Kerr would serve on the committee and report their recommendations on any modifications to the current Operating Agreement and their assessment of the need to circulate an RFP back to the City Council Discussions of the Barn's management would be tasked to the Ad Hoc Committee and there was no longer a need for review by the Standing Westwind Barn Committee. • STAFF REPORTS City Manager Carl Cahill introduced City Engineer/Public Works Director Richard Chiu to the City Council. Cahill noted that this was his first week with the Town. Chiu was from the City of Woodside,where he had served in the capacity of Senior Civil Engineer. City Attorney-no report City Clerk-no report COUNCIL INITIATED ITEMS 15. Consideration of Amendment to the Standing Committee Resolution to Increase the Membership of the Environmental Initiatives Committee— MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Warshawsky and passed unanimously to amend Resolution No. 77-07 and increase the voting membership of the Standing Environmental Initiatives Committee to ten members. Resolution No. 1-08 14 Regular City Meeting Minutes January 10,2008 ADJOURNMENT There being no further business, the meeting was adjourned at 9:45 in memory of Ethel Blank, Los Altos Hills resident and community volunteer Respectfully submitted, Karen Jost City Clerk The minutes of the January 10, 2008 regular City Council meeting were approved as presented at the January 24, 2008 regular City Council meeting. I' 15 Regular City Meeting Minutes January,10,2008