HomeMy WebLinkAbout09/22/2011 Town of Los Altos Hills
City Council Special Meeting Minutes
Thursday, September 22, 2011
Council Chambers, 26379 Fremont Road, Los Altos Hills, California
CALL TO ORDER, ROLL CALL AND PLEDGE OF ALLEGIANCE
Mayor Summit called the City Council Special Meeting to order at 6:30 p.m. in the Council
Chambers at Town Hall.
Present: Mayor Ginger Summit, Mayor Pro Tem Rich Larsen, Councilmember Jean
Mordo, Councilmember John Radford, Councilmember Gary Waldeck
Absent: None
Staff: City Manager Carl Cahill, Planning Director Debbie Pedro, Assistant Planner
Nicole Horvitz, City Engineer/Public Works Director Richard Chiu, Finance
Director Nick Pegueros, City Attorney Steve Mattas, City Clerk Deborah
Padovan, Consultant Planner Cynthia Richardson
CLOSED SESSION
A. CLOSED SESSION: CONFERENCE WITH LABOR NEGOTIATOR
Pursuant to Government Code Section 54957.6
Agency Designated Representative: City Manager
Unrepresented Employee: City Attorney
B. CLOSED SESSION: CONFERENCE WITH REAL PROPERTY NEGOTIATORS
Pursuant to Government Code Section 54956.8
Property: APN 182-028-039 (Byrne Preserve) and 26379 Fremont Road
Agency Negotiator: Carl Cahill
Negotiating Parties: Town of Los Altos Hills and Los Altos Hills Historical Society
Under Negotiation: Potential lease of property and related terms and price
PUBLIC SESSION—(Video Streaming began at 7:00 p.m.)
7:00 P.M. RECONVENE PUBLIC SESSION
REPORT OUT OF CLOSED SESSION
City Attorney Steve Mattas stated that the Council took no reportable action.
1. APPOINTMENT AND PRESENTATIONS
A. Presentation of Earth Day Plaques to Schools
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September 22,2011
Mayor Summit introduced Chris Vargas.
Chris Vargas,Los Altos Hills,thanked the Mayor and Council for recognizing
students who give back to the community. This is the sixth year that local schools
have been asked to give back on Earth Day with trail and town cleanups. He said
the children were excited about participating. He commended the schools for
stepping forward and making a commitment to the community. The students
cleaned up downtown Los Altos and 10 miles of trails in Los Altos Hills. He
thanked the co-winners, Gardner Bullis and Bullis Charter School (BCS) for
getting the children out there and making a great effort.
Mayor Summit presented a Certificate of Appreciation to Gardner Bullis
Elementary School. Fourth grade teacher Jim Thurber and students accepted
the certificate on behalf of Gardner Bullis Elementary School.
Mayor Summit then recognized Bullis Charter School with a Certificate of
Appreciation.
Caroline Steffans, an eighth grader from BCS,told Council that every year since
first grade she has been proud to participate in the Earth Day Cleanup of Los
Altos Hills,the pathways and downtown Los Altos. She said she was honored to
accept the award on behalf of Bullis Charter School.
Matthew Mellea, a sixth grader from BCS and a Los Altos Hills Youth
Commissioner, said he thought it was"really cool"to take BCS's environmental
curriculum and apply it to teaching the public about Earth Day.
B. Update on the Senior Questionnaire and Recommendation of a Senior
Scholarship Program, Karen Jenney, Senior Commission Chair
Karen Jenny, Chair of the joint Los Altos/Los Altos Hills Senior
Commission,thanked the Los Altos Hills City Council for establishing and
supporting the commission. She stated that the first two directives of the Senior
Commission charter are to advise both City Councils on senior needs and issues,
and to make recommendations. In early January, a survey was mailed to
approximately 4,300 households with residents age 55 and older. The project was
publicized to encourage participation.
The total cost of the survey was $3,000. The cost was shared by Los Altos and
Los Altos Hills: Los Altos contributed $2,000 and Los Altos Hills $1,000.
Twenty-three percent(1,032) of the surveys were returned. The data collected
generated 100 pages of comments, suggestions and ideas. The results are available
on the Senior Commission web page. The five topics/concerns mentioned most
often were 1)transportation; 2)the desire to age in place; 3)the need for an up-to-
date senior center; 4)the importance of keeping active mentally,physically and
socially; and, 5) emergency preparedness. As the age-friendly city program
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September 22,2011
moves forward,the commission will be able to utilize funds from various grants
to meet the needs of seniors. Recommendations to meet the needs were outlined.
Council discussion ensued about setting aside some money for senior scholarships
and support of the Senior Commission. It was suggested that the Town look at
what Los Altos contributed and determine an appropriate amount for Los Altos
Hills' contribution, based on the percentage of residents age 55 and older in each
town. Los Altos has contributed$1,600. Los Altos Hills has about 20% fewer
seniors than Los Altos, and can budget accordingly.
C. Appointments to Standing Committees
1. Pathways Committee(1 member)
Mayor Summit invited Pathways Committee applicant Joe Kleitman to
introduce himself.
Joe Kleitman,Los Altos Hills, introduced himself and said he was looking
forward to working with the Town and Pathways Committee.
MOTION SECONDED AND CARRIED: Motion by Waldeck, seconded by
Larsen and passed unanimously to appoint Joseph Kleitman to the Pathways
Committee.
2. Finance and Investment Committee (1 member)
Mayor Summit invited Finance and Investment Committee applicant Kjell
"Shell" Karlsson to introduce himself.
Kjell "Shell' Karlsson,Los Altos Hills, introduced himself and said it was an
honor to be appointed to the committee and he is looking forward to being as
useful as possible.
MOTION SECONDED AND CARRIED: Motion by Mordo, seconded by
Waldeck and passed unanimously to appoint Kjell "Shell' Karlsson to the
Finance and Investment Committee.
2. AGENDA REVIEW
There were no changes to the agenda.
3. CONSENT CALENDAR
MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Radford and
passed unanimously to approve the CONSENT CALENDAR with the exception of
Items 3.A,3.G, 3.I and 3.J specifically:
A. Approval of Meeting Minutes: City Council Regular Meeting - July 21, 2011
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September 22,2011
B. Review of Disbursements: July 1 —July 31, 2011 $523,203.41
C. Review of Disbursements: August 1 —August 31, 2011 $710,446.39
D. Resolution 44-11 Accepting Dedication of Right-of-Way; Lands of Preysman 24202
Hillview Road (Staff. R. Chiu)
E. Resolution 45-11 Acknowledging,but Rejecting the Irrevocable Offer of Dedication
of Right-of Way; Lands of Thrun; 13818 Page Mill Road (Staff: R. Chiu)
F. Resolution 46-11 Approving Final Map Lands of Incerpi, 24500 Voorhees Drive;
File#228-09-IS-TM-ND (Staff. R. Chiu)
G. Resolution 50-11 Approving GIS Based Asset Management Program Implementation
Agreement for Sanitary Sewer System(Staff. R. Chiu)
H. Resolution 47-11 Establishing a No Parking Area in the Town of Los Altos Hills for
Arastradero Road Between Page Mill Road and Twin Oaks Court(Staff: R. Chiu)
I. Approval of Compaction Roller Purchase for Public Works (Staff: R. Chiu)
J. Resolution 51-11 Awarding Contract of the 2011-12 Sanitary Sewer Mainline Root
Foaming Project(Staff. R. Chiu)
K. Rejection of Claim—Marian Trust, Eugene Mariani and Shirley Mariani
(Staff. D. Padovan)
L. Resolution 48-11 Renewing the Town of Los Altos Hills to Continue Participating in
the Santa Clara County Abandoned Vehicle Abatement Service Authority(AVASA)
Program(Staff: C. Cahill)
M. Approval of Parks and Recreation Facility Aide Job Class Specifications
(Staff. N. Pegueros)
N. Resolution 49-11 Accepting Grant of Open Space Easement; Lands of Preysman,
24202 Hillview Road; File#73-11-ZP-SD (Staff. D. Pedro)
O. Notification of Fast Track Approval: LANDS OF MISHRA, 14100 Donelson
Place; File#119-11-ZP-SD; a request for a Site Development Permit for a 451 square
foot single story and 45 square foot second story addition and major interior remodel
(Maximum height; 28'6", legal non-conforming per Section 10-1.401 of the
LAHMC). CEQA Review: Categorical Exemption per Section 15303 (a)
(Staff-Nicole Horvitz).
• Appeal Deadline: October 5, 2011 at 5:00 p.m.
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September 22,2011
Item 3-A Approval of Meeting Minutes: City Council Regular Meeting - July 21,
2011 was removed from the Consent Calendar for discussion.
Mayor Summit asked that Item 15 on the July 21, 2011 minutes note that the item
was for the library.
City Clerk Deborah Padovan said that she would make the correction.
Item 3.G Resolution 50-11 Approving GIS Based Asset Management Program
Implementation Agreement for Sanitary Sewer System was removed from the
Consent Calendar for discussion.
Council Member Mordo stated that on items 3.G, 3.1 and 3.J there were comments
from Allan Epstein. He asked that staff comment on Mr.Epstein's comments.
City Manager Carl Cahill replied that engineering staff had prepared responses to
Mr.Epstein's comments.
Public Works Director Richard Chin told Council that regarding Item 3.G, staff has
clarified several items with Veolia. Veolia clarified the information to be loaded in
Phase I and the documents used to build the Town's asset management system.
Additionally,the cost of Phase 1 was a typo and has been corrected to indicate the
correct price.
MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Mordo
and passed unanimously to approve Consent Calendar Item 3.G Resolution 50-11
Approving GIS Based Asset Management Program Implementation Agreement for
Sanitary Sewer System.
MOTION SECONDED AND CARRIED: Moved by Larsen, seconded by Mordo
and passed unanimously to approve Consent Calendar Item 3.A Approval of Meeting
Minutes: City Council Regular Meeting-July 21, 2011, as corrected.
Item 3.1 Approval of Compaction Roller Purchase for Public Works was removed
from the Consent Calendar for discussion.
Director Chin told Council that staff recommends the purchase of a new roller.
More analysis was done about renting a roller and staff determined that some
activities can be scheduled and performed during a weekly rental. However, other
activities cannot wait. The State of California has very stringent air quality standards
and lower tier engines will need to be retrofitted sooner.
Council discussion ensued regarding changes and cost to the lower tier engines.
Director Chin stated that the cost varies according to the technology available. The
requirement is to use the best technology available at the time and when that time
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September 22,2011
comes it depends on how many manufacturers are available. Further, Bay Air Area
Quality Control has different schedules based on different years and size of the fleet.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Larsen
and passed unanimously to approve Consent Calendar Item 3.1 Approval of
Compaction Roller Purchase for Public Works.
Item 3.J Resolution 51-11 Awarding Contract for the 2011-12 Sanitary Sewer
Mainline Root Foaming Project was removed from the Consent Calendar for
discussion.
Director Chiu said that only one bid was received for the root foaming project.
Fewer than five contractors are equipped to do root foaming. After the bid was
received, staff compared it with bids received by the Town of Hillsborough and the
City of Los Altos for the same type of work and those bids were similar. In both
instances where Root Tamers submitted a bid, they were not the lowest bidder.
Council discussion ensued regarding the amount of time between the notice inviting
bids and the bid opening.
Director Chiu stated that two weeks' notice was given for the bid opening. In this
particular project,there were two items. One was for cost by linear foot for sewer
lines in roadways and the other was for easements. Based on those two items, he said
that two weeks was plenty of time to respond.
Discussion continued about the length of noticing for a bid and the possibility of
extending the time period to 30 days, or whatever is reasonable, to increase the
likelihood of receiving a minimum of two bids.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Larsen
and passed unanimously to approve Consent Calendar Item 3.J Resolution 51-11
Awarding Contract of the 2011-12 Sanitary Sewer Mainline Root Foaming Project
4. PRESENTATIONS FROM THE FLOOR
Persons wishing to address the Council on any subject not on the agenda may do so now. Please complete a Speaker
Card located on the back table of the Council Chambers and submit it to the City Clerk Comments are limited to two
(2)minutes per speaker. California law prohibits the Council from acting on items that do not appear on the agenda.
Under a Resolution previously adopted by the Council,such items can be referred to stafffor appropriate action,
which may include placement on the next available agenda.
Lynne Steffans,Los Altos Hills, spoke of her concerns about the recent mountain lion
sightings.
Carl Steffans, Los Altos Hills, spoke on behalf of himself and his neighbors regarding
concerns about the recent mountain lion sightings.
Betty Kearns, Los Altos Hills, said that she has had the "honor and the privilege" of
having the mountain lion living near her property for the last 10 years.
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Breene Kerr,Los Altos Hills,provided an update on the Westwind Barn LEED
Certification process.
Nancy Federman,Los Altos Hills, expressed concerns about the proposed crosswalk on
Moody Road.
Eileen Gibbons, Chair, Pathways Committee,Los Altos Hills, spoke about moving the
Pathways meeting up to the third Monday in September so the public concerns could be
addressed. The Committee determined that the crossing with lights was"overkill" and
not needed.
Kathy Evans, Chair, Parks and Recreation Committee,Los Altos Hills,provided an
update on Youth Commission activities.
Betty Kearns,Los Altos Hills, asked how the community was noticed regarding the
crosswalks and encouraged the Town to get the public involved in the early stages of the
process.
Mayor Summit publically acknowledged the recent hoedown and thanked Kathy Evans
and the Parks and Recreation Committee for all their efforts.
5. PUBLIC HEARINGS
A. Conditional Use Permit Renewal for an Existing/Previously Approved
Wireless Communications Facility Consisting of Four (4) Omni Antennas and
Associated Ground Equipment. Lands of California Department of Transportation
(Applicant: AT&T); 2350 Page Mill Road; File#280-10-CUP; CEQA Review:
Exempt per 15301 (Staff D. Pedro)
Assistant Planner Nicole Horvitz presented the item requesting a conditional use
permit renewal, with no modifications, for AT&T on Caltrans property. At the
July 7, 2011 Planning Commission meeting,the Commission voted unanimously
to recommend extending the conditional use permit from three (3)years to ten
(10)years.
Council inquired how the Town could get more antennas in the hills from AT&T.
Rosemary Byrne, an AT&T Representative, replied that more antennas would
be placed on a demand basis and she believed they would be upgrading in the
area, but were not planning any new poles at this time. Ms. Byrne added that she
would bring up the issue to AT&T operations.
Mayor Summit OPENED THE PUBLIC HEARING.
Seeing no one wishing to speak, Mayor Summit CLOSED THE PUBLIC
HEARING.
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MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by
Larsen and passed unanimously to approve the Conditional Use Permit Renewal
for an Existing/Previously Approved Wireless Communications Facility
Consisting of Four(4) Omni Antennas and Associated Ground Equipment. Lands
of California Department of Transportation(Applicant: AT&T); 2350 Page Mill
Road; File#280-10-CUP; CEQA Review: Exempt per 15301
B. Modifications to a Conditional Use Permit for a Wireless Communications
Facility and a Variance to Locate the Associated Ground Equipment within the
Front Setback. Lands of Purissima Hills Water District(Applicant: AT&T) 26451
Ascension Drive; File#36-11-CUP-VAR(Staff: D. Pedro)
Assistant Planner Nicole Horvitz presented the item for a conditional use permit
and a variance request to an existing wireless communications facility. The
request is to modify the existing facility by adding two panel antennas, four
remote electric tilts (RET)to the existing mounted pole. The variance request is to
construct a new 64 square foot concrete pad for the ground equipment within the
front setback. She said that at the September 1, 2011 Planning Commission
meeting,the Commission voted unanimously to recommend approval of the
modifications and the variance, with a condition of approval to install landscape
mitigation along the eastern property line to minimize the view of the cabinets to
the site and to certify the height of the pole.
Council discussion ensued regarding visibility of the cabinets and the graded area
near the road.
Planning Director Debbie Pedro said that the trenching by the water district left
a cut into the berm for the trenching. As part of the project,the applicant will
have to replant to mitigate erosion in the area.
Mayor Summit OPENED THE PUBLIC HEARING.
Joe Kleitman,Los Altos Hills, spoke regarding the finding by staff and cautioned
that every piece of property in Los Altos Hills has topography issues and the
variance finding needs to be unique.
Director Pedro stated that the variance finding was based on topography as well
as the location of an existing open space easement and also the lack of available
space due to the unique use of this property as a water tank site. Further, she said,
there is very limited ground space for locating any ground equipment.
John Yu,Project Representative for AT&T, explained that the height of the
new cabinets is approximately five feet and they will be difficult, if not impossible
to see from street level.
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Mayor Summit CLOSED THE PUBLIC HEARING.
Director Pedro stated that water tank sites are priority sites listed in the Town's
wireless policy for wireless communications sites. The sites are challenging as
there are already large water tanks on the site.
Mayor Pro Tem Larsen asked Mr. Yu if he knew of any plans for AT&T to put
additional antennas in Los Altos Hills.
Mr.Yu, stated that he was not aware of any plans and would take the request
back to the AT&T managers.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by
Larsen and passed unanimously to approve the Modifications to a Conditional
Use Permit for a Wireless Communications Facility and a Variance to Locate
the Associated Ground Equipment within the Front Setback. Lands of Purissima
Hills Water District(Applicant: AT&T)26451 Ascension Drive; File#36-11-
CUP-VAR
6. UNFINISHED BUSINESS
A. Town Goals 2011 —Personal and Public Safety for All Residents
1. Update on the Arastradero Road Path
Public Works Director Richard Chiu provided an update on the Arastradero
Road Path. He reported that staff has met with members of the Pathways
Committee to discuss various types of retaining wall, as that is the outstanding
item with Stanford. Staff and the committee selected five wall types and those
options have been presented to Stanford. Their results and findings should be
ready in about a week. Those findings will then be taken to the Pathways
Committee and a wall type selected. It will then come to Council for approval of
an extension to the agreement. There will be public outreach prior to the Pathways
Committee meeting.
B. Resolution Awarding Contract for Electronic LED Radar Signs and Convex
Mirror Installation Project at Page Mill Road and Moody/Buena Vista(Staff. R.
Chiu)
Public Works Director Richard Chiu presented the item. At the July 21, 2011
City Council meeting, Council directed staff to prepare a letter to the Board of
Supervisors under the Mayor's signature requesting a stop sign at the intersection,
and that was completed. The Santa Clara County Board of Supervisors will be
discussing the stop sign issue at their September 27, 2011 meeting. Additionally,
staff has obtained proposals to install an electronic feedback sign as well as a
convex mirror. The system involves signs in both directions and would indicate
the speed for vehicles and bicycles. The cost of the sign and mirror was outlined.
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City Manager Carl Cahill stated that the recommendation was amended slightly,
based on email received yesterday from the Town of Palo Alto about re-grading
the embankment. Palo Also is willing to revisit the grading issue. City Manager
Cahill requested more time to re-engage the Palo Alto staff.
Council concluded that the first solution is re-grading and if that fails,the lights
and mirror should be installed.
Walt Wilson,Los Altos Hills,thanked the Council for their persistence. He
ranked grading as the number one solution,the LED sign second, and the stop
sign third.
Joe Kleitman,Los Altos Hills, stated that having the flashing beacon in order to
have Palo Alto take action is a good strategy.
Breene Kerr,Los Altos Hills, said the topic has generated a lot of interest in the
bicycle community and he has been hearing from them via email. He is happy
that the subject has been placed on the Board of Supervisors' agenda, but he feels
the Council should ask the Supervisors to defer the item to a later meeting.
Council discussed deferring the stop sign to the November Board of Supervisors
meeting and directing the City Manager to negotiate with Palo Alto, and agree to a
50/50 shared cost for a retaining wall with a spending cap of$50,000.
MOTION SECONDED AND CARRIED: Moved by Waldeck, seconded by
Radford and passed unanimously to defer Item 6.11,Resolution Awarding
Contract for Electronic LED Radar Signs and Convex Mirror Installation
Project at Page Mill Road and Moody/Buena Vista to the November 17, 2011 City
Council Meeting.
MOTION SECONDED AND CARRIED: Moved by Waldeck, seconded by
Radford and passed unanimously to direct the City Manager to negotiate directly
with Palo Alto for a 50/50 cost split for a retaining wall up to $50,000 and to
report back at the November 17, 2011 City Council meeting.
C. Resolution 52-11 Approving Contract Amendment: Additional Design Services
for Fremont Road Bike Path Project(Staff: R. Chiu)
Public Works Director Richard Chiu told Council that after discussion with the
Pathways Committee, a design was presented to both the VTA and Caltrans with
positive feedback received. Director Chiu requested authorization of additional
monies to complete the bid documents.
Council discussed cost and cost management of the design and construction of the
project. They asked that the designed plan recommended by the Pathways
Committee be brought before them.
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September 22,2011
City Manager Carl Cahill explained that the VTA asked that the pathway be
widened along the S curve to 8 feet.
Eileen Gibbons, Chair, Pathways Committee, said that the Pathways
Committee received the drawings with the Pathways minutes but the
neighborhood residents received only the minutes.
Kim Cranston,Los Altos Hills, said he hoped that a lesson had been learned that
the community should be involved before decisions are made.
Eric Ramberg,Los Altos Hills, suggested paving the path to make it an all-
season pathway.
Council Recess 9:30 P.M.
Council Reconvened to Open Session at 9:35 P.M.
During the break, Director Chiu retrieved the map of the proposed plan for
Fremont Road Bike Path and presented it to Council.
Eileen Gibbons, Chair, Pathways Committee, said that porous concrete and
decomposed granite look almost identical on the pdf version of the map unless
one looks closely.
Director Chiu reviewed the map in detail with Council.
Council discussion ensued regarding the relative merits and cost of decomposed
granite or porous concrete, the movement of utilities and landscaping, and the
width of the path.
Eric Ramberg, Los Altos Hills, suggested that costs should be broken down
between regular hard pavement and pervious pavement.
Council concurred that the surface of the path could be changed if desired.
MOTION SECONDED AND CARRIED: Moved by Radford, seconded by
Larsen and passed unanimously to approve Resolution 52-11 Approving
Contract Amendment: Additional Design Services for Fremont Road Bike Path
Project to include the map presented as modified previously by VTA's
recommendation
D. Resolution Authorizing Tuition Reimbursement Policy and Amendment to the
City Council Adopted Employee Classification and Compensation Plan
Finance Director Nick Pegueros presented the item. At the July 21, 2011
Council Meeting, staff recommended adoption of a tuition reimbursement policy.
• Council directed staff to develop a policy that will apply to all Town employees.
Reimbursement will be for college or university course work, or technical school
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September 22,2011
• training. The reimbursement is capped at$1,500 per year per employee and will
require City Manager approval in advance.
MOTION SECONDED AND CARRIED: Moved by Waldeck, seconded by
Radford and passed unanimously to approve Resolution 53-11 Authorizing
Tuition Reimbursement Policy and Amendment to the City Council Adopted
Employee Classification and Compensation Plan
E. Award of 2011-12 Community Service Agencies Grant Program (Staff. N.
Pegueros)
Finance Director Nick Pegueros presented the item. Two weeks ago, Council
received the nineteen applications submitted for the 2011-12 Community Service
Agencies Grant Program. The requests totaled just under$80,000 and the budget
for the grants is $65,600.
Director Pegueros announced that ballots had been prepared on which Council
will determine which agencies are eligible for consideration, established by a vote
of three members. The votes will be tallied and the eligible agencies announced.
Council Members will receive a worksheet on which to recommend how the funds
should be distributed among the eligible agencies. Staff will collect, compile, and
average the amounts recommended, and return at the October 20, 2011, meeting
to confirm the awards.
City Attorney Steve Mattas stated that Council Member Radford sits on the
board of a Next Door Solutions,which is on the list of agencies that submitted a
request. The Fair Political Practices Commission (FPPC)requires that when there
is a potential conflict of interest,the issue must be bifurcated and the item on
which there is potential conflict of interest voted on first. He advised the Council
that if they are agreeable to the process outlined by Director Pegueros,then the
first thing would be to consider Next Door Solutions, with Council Member
Radford abstaining and stepping down from the dais. Council Member Radford
would then return to the dais for the remainder of the voting.
Council Member Radford recused himself and left the dais.
Director Pegueros distributed the ballot for Next Door Solutions.
The Council completed the ballots and returned them to Director Pegueros who
reported that there were three "no"votes and one "yes"vote and Next Door
Solutions was not considered eligible for the grant program.
Council Member Radford returned to the dais.
The ballot for the remaining 18 agencies was provided to Council for
consideration.
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September 22,2011
Director Pegueros tallied the votes and the Community School of Music &Arts,
Los Altos Legacies, Morgan Autism Center and Silicon Valley Bicycle Coalition
were not eligible. The 15 agencies eligible for grant funding were: American Red
Cross Silicon Valley Chapter, City of Los Altos Senior Center, Community
Health Awareness Council, Community Hope and Sober Events, Community
Services Agency, Day Workers Center of Mountain View, Housing Trust of Santa
Clara County, Joint Venture Silicon Valley Network, Los Altos Chamber of
Commerce, Los Altos Mediation Program,Peninsula Humane Society& SPCA,
United Way of Silicon Valley 2-1-1, and YWCA Silicon Valley.
Director Pegueros explained that each Council Member would receive a
worksheet on which to recommend amounts to be distributed to each of the
eligible agencies. Director Pegueros would then average what had been
submitted and return for Council's approval at the October 20, 2011 City Council
Meeting.
Betty Kerns, Los Altos Hills, requested that the Council hear Item 1 LD next.
Mayor Summit finished the current item before entertaining the request.
Council discussion clarified that the total amount distributed among the eligible
agencies must not exceed the budgeted amount of$65,600. Council agreed that
none of the agencies would receive more than requested in their application.
Chris Nagle, Member of the Los Altos Mediation Board,thanked the Council
for the contributions they are making to the community. The Board serves Los
Altos Hills and Los Altos and will be providing training in mediation skills for the
general public.
Mayor Summit entertained the request by Ms. Kearns to hear the wildlife
corridor item next. City Manager Cahill requested that Item 7.A. be heard next
and then followed by Item 11.C.
Mayor Summit agreed to move Item 1 LC before Item 7.B.
7. NEW BUSINESS
A. Discussion of Pre-Zoning and Annexation of Unincorporated Island Areas.
(Staff: D. Pedro)
Consultant Planner Cynthia Richardson presented the staff report, stating that
on May 2, 2011 the Town received a letter from LAFCO outlining five remaining
island areas to be annexed into the Town(areas are referenced as LAH01, LAH02,
LAH03, LAH04 and LAH05). LAFCO has requested that the Town respond with
an annexation plan. The proposed order of annexation is LAH02 and LAH03
together,then LAH04,then LAH01, and finally LAH05. The next steps in the
annexation procedure are as follows: 1) Proceed with neighborhood outreach for
LAH02 and LAH03; 2) The pre-zoning of the subject areas will be presented to
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September 22,2011
the Planning Commission for recommendations to the City Council; 3) Council
will consider the prezoning/annexation and adopt a resolution to initiate the
process; and, 4) lastly, Council will adopt a resolution to approve the annexation,
and LAFCO will finalize it. .
Council discussion ensued regarding LAH05, which contains substandard lots and
how zoning is affected if the Town annexes area LAH05.
City Attorney Mattas said that zoning would not be affected, but suggested the
Town may want to create zoning applicable to that area. Alternatively,the Town
could keep the zoning in place and the lots would become legal, non-confirming
lots. Council could then establish regulations for legal, non-conforming use. That
would place limitations on the use of the property. It will not affect the overall
manner in which property would be zoned within the Town. The Council could
deal with this proactively by creating standards that apply to legal, non-
conforming uses and then the property owners would have rights that would be
similar, but not exactly the same as conforming laws.
Council discussion continued regarding the areas of LAH02 and LAH03 and the
time frame for annexing those two islands.
Planning Director Debbie Pedro outlined the process, explaining that the first
two areas would take six to nine months from process initiation to the final
resolution. The whole process for all five islands would take four to five years.
LAFCO has requested an overall plan, but the Town is looking at a five-year time
frame.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by
Radford and passed unanimously to authorize staff to move forward with the
overall annexation plan for islands LAH02, LAH03, LAH04, LAH01 and
LAH05, and immediately begin the annexation process for LAH02 and LAH03.
Item 11.0 was heard next:
11. COUNCIL INITIATED ITEMS
C. Discussion and Possible Action to Adopt the Wildlife Corridor Map as
Recommended by the Open Space Committee - Roger Spreen, Chair.
(Council Member Waldeck)
Roger Spreen, Chair, Open Space Committee, introduced the wildlife corridor
map. The project started in 2005 as a result of a fencing issue with unintended
effects on wildlife. In 2006 the Town contracted with Live Oak Associates to
produce the wildlife corridor map. The map shows areas of sensitivity, which can
be taken into consideration when planning subdivisions. The point is not to create
• such corridors, but to know where they are to avoid blocking off or isolating
14 City Council Special Meeting Minutes
September 22,2011
wildlife. The map was completed in 2007, but has never been officially accepted
or used.
Betty Kerns, Los Altos Hills,believes that the map is "dead wrong" as she
"knows where the wildlife live" on her property. She suggested a Town-wide
notice and publication of the map.
Eric Ramberg,Los Altos Hills, did not express support for the map.
Betty Kerns,Los Altos Hills, stated that the discussion needs a staff report to go
along with it.
Planning Director Pedro spoke about adopting the map, saying it affects the
fence ordinance, as currently the ordinance does include requirements for fences
that cross or intersect with an official designated wildlife corridor. The map
should be updated as the base layer has changed. A report came with the map that
included recommended policies. Those recommendations need to be reviewed by
staff and should be presented to the public for comments.
City Manager Cahill reminded the Council that the map was not up for adoption
at this time. A public hearing process is required and the map would have to be
adopted as an amendment to the General Plan. That would require hearings
before the Planning Commission and City Council.
Further Council discussion ensued regarding the map, wildlife corridors and
property rights. Council questioned the next steps.
Director Pedro informed the Council that the adoption of the map, would require
a general plan amendment. It would begin with the consultant updating the map
and the language in the report with new policy recommendations. After public
review, the issue can be taken to the Planning Commission who would provide a
recommendation to Council.
Council provided direction to staff to move forward and return next month to
come up with a plan and overall process.
Item 11.11 was heard next:
B. Online Survey for Ad Hoc Fence Committee Recommendations.
(Council Member Waldeck)
Council Member Waldeck stated that the Ad Hoc Fence Committee has been
discussing the fence ordinance and whether changes should be made. The
committee has created a town wide survey to be placed on the Town's website.
The committee has requested approval from the Council to send out the survey.
•
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September 22,2011
MOTION SECONDED AND CARRIED: Moved by Radford, seconded by
Mordo and passed unanimously to give Council Member Waldeck permission,
after receiving additional feedback from the Council, staff or residents, to be
allowed to move forward and initiate the survey.
Council Member Waldeck suggested stopping at midnight and moving forward
any items not heard by that time.
Eileen Gibbons, Chair,Pathways Committee,requested that her committee
report be moved up.
Item 1 LA was heard next:
A. Request for Funding from the Los Altos/Los Altos Hills Joint Community
Volunteer Service Awards Committee. (Mayor Summit)
Mayor Summit stated that the Los Altos/Los Altos Hills Joint Community
Volunteer Service Awards Committee moved their annual luncheon to the
Fremont Hills Country Club and the cost has increased. Last year the committee
received a one-time only subsidy as an experiment to see if the move would work.
She suggested setting a$500 annual donation to the committee.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by
Radford and passed unanimously to approve a$500 annual donation to the Joint
F Los Altos/Los Altos Hills Community Volunteer Service Awards Committee.
Item 9 was heard next:
9. COMMITTEE REPORTS
Eileen Gibbons, Chair, Pathways Committee, stated that the committee moved their
September meeting to September 19, 2011, in order to meet before the September 22,
2011 Council meeting. She reported that the Committee did not find the Moody Road
and Elena Road crosswalks to be generally popular. She said the Internet is a great way
to disseminate information to the public. She commended staff for all their assistance to
the Pathways Committee.
Council asked the status of the sidewalks.
City Manager Cahill informed the Council that there are only two that involved flashing
lights and one was never installed. Staff will remove the crosswalks on Moody Road,
along with the flashing beacons on Elena. Elena Road will have striping and a sign,but
no flashing lights. He said that staff could handle the issue unless the Council wanted it
to be brought back at a future date.
• There was Council consensus to not bring the item back.
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September 22,2011
City Manager Carl suggested moving NEW BUSINESS items 7.13, 7.C, 7.E, 7.F and
7.G to a CONSENT CALENDAR.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Waldeck and
passed unanimously to move NEW BUSINESS items 7.13, 7.C, 7.E, 7.F and 7.G to a
CONSENT CALENDAR.
7. CONSENT CALENDAR
B. Consideration of Personal Computing Devices and E-Communication Policy.
(Staff. D. Padovan)
C. Resolution 53-11 Approving Amendment No. 5 to Professional Services Agreement
Between Meyers,Nave,Riback, Silver&Wilson and the Town of Los Altos Hills.
(Staff: C. Cahill)
E. Resolution 56-11 Awarding Contract for Construction Management Services;
Inspection Services for East Sunset Drive Sanitary Sewer Gravity Main Extension
Project. (Staff. R. Chiu)
F. Encroachment Permit for East Sunset Drive Sewer Main Extension Project Proposed
for a Sewer Reimbursement Agreement.
(Staff. R. Chiu)
G. Encroachment Permit for Hillpark Lane Sewer Force Main Extension Project
Proposed for a Sewer Reimbursement Agreement.
(Staff: R. Chiu)
City Attorney Mattas stated that the first motion was to move those items to a
consent calendar. Council would need another motion and vote to adopt them.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Waldeck
and passed unanimously to approve the CONSENT CALENDAR consisting of
Items 7.11, 7.C, 7.E, 7.F and 7.G
Item 7.1) was heard next:
7. NEW BUSINESS, continued
D. Resolution 55-11 Awarding Contract to Provide Geotechnical and Design Services
for the Elena Road Slide Repair Project.
(Staff. R. Chiu)
Public Works Director Richard Chiu presented the item and recommended
awarding a contract to Cotton Shires for the Elena Road Slide Repair Project. In
2005,the Town started monitoring a section of Elena Road. Over the last six years,
17 City Council Special Meeting Minutes
September 22,2011
i
n lateral movement and staff recommends a design for
there have been two inches i g
geotechnical work be prepared.
Council questioned the cost of the project.
Director Chiu stated between$300,000 to $600,000.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Waldeck
and passed unanimously to approve Resolution 55-11 Awarding Contract to Provide
Geotechnical and Design Services for the Elena Road Slide Repair Project to Cotton
Shires.
Item 7.E was heard next:
E. Introduction(First Reading) of an Ordinance to Amend Title 7, Chapter 2, of the
Los Altos Hills Municipal Code,Encroachment Permits. (Staff. R. Chiu)
Motion to Waive Reading Motion to Introduce the Ordinance
Council discussion ensued on whether this item needed to be heard at this late hour.
City Attorney Mattas said that if Council didn't have many questions after Director
Chiu introduces the ordinance, action is recommended tonight. The current wording
applies to street excavations only, but the language of the proposed ordinance allows
for encroachment permits as well as street encroachments and public utility
encroachments. There is one project that will likely request an encroachment permit
for a public utilities easement.
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Waldeck
and passed unanimously to Waive the Reading and Introduce an Ordinance to
Amend Title 7, Chapter 2, of the Los Altos Hills Municipal Code, Encroachment
Permits.
12. ADJOURNMENT
MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Larsen and
passed unanimously to adjourn the Meeting.
The meeting was adjourned by the consensus of the City Council at 12:01 A.M.
The following items were not heard:
8. PLANNING DIRECTOR'S REPORT
A. Verbal Report—Planning Director Debbie Pedro
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September 22,2011
10. STAFF REPORTS
A. City Manager
B. City Attorney
C. City Clerk
Respectfully submitted,
Deborah Padovan
City Clerk
The minutes of the September 22, 2011 special City Council meeting were approved as presented
at the October 20, 2011 City Council meeting.
19 City Council Special Meeting Minutes
September 22,2011