City Manager's Blog

1. Second Dwelling Units - New State Law

Linked here is a Memorandum from the City Attorney on Secondary Dwelling Units and changes to State law. We do not see that many second dwelling unit applications. Those that we do see are more often an homeowner attempting to not have the unit count toward the required square footage calculations. Most are not intending to rent out the unit; however, that could change. 

There will need to be some minor changes to our Municipal Code. Staff will keep tabs on this issue and if rentals, uses, etc. become something that we need to get ahead of - we will bring the issue up to the Council for consideration. This may include addressing any community trends toward AirBnB or short-term rentals. 

2. Shred & E-Scrap Events (Compost Earth Day Library)

We are working to schedule Recology Shred and E-Scrap events for the spring. Staff is working to coordinate an Earth Day event with the Shred/E-Scrap/Compost event, together with a small Farmer’s Market and Library event.

3. 100% Design Development Plan Set

The 100% Design Development Plan Set is in my office on my small conference table. Please feel free to stop in and browse through it. I am happy to go through it with each of you during any one-on-one. There have been no significant design changes other than those already reviewed by the Council. You can also download a set from the Civic Center Project webpage - 100% Design Development Plan Sets.

4. Planning Commission Follow-up - January 25 Meeting

The Planning Commission met on January 25 and took the following action(s):

- 97 Michaels - Approved a special structures permit to allow construction of a detached garage within the front yard setback of the main residence. 

- 50 Valparaiso, Menlo School - continued review of the 2016 Annual Master Plan to the February 22, 2017 Meeting. 

- Consideration of studying the Landscape Screening Ordinance - Received and discussed a formal request from a property owner to consider further evaluation to establish regulations protecting sunlight access on adjoining properties in relation to landscaping screening required to be planted on a property as part of a development permit. The Commission did not recommend further evaluation of the issue. 

Next meeting is scheduled for February 22, 2017. 

5. ABAG Special General Assembly - ABAG/MTC Consolidation Overview

ABAG has produced the linked ABAG-MTC Staff Consolidation Overview which describes how the two agencies are proceeding with the integration of programs, projects and staff. This will be presented and discussed at the upcoming Special General Assembly on January 30. 

6. City Council Ad Hoc Performance Evaluation Subcommittee

The Mayor has appointed himself and Council Member Bill Widmer to serve on the Ad Hoc Performance Evaluation Subcommittee to review and recommend revisions to the City Manager’s Performance Appraisal Form and Process. 

7. Use of Small Shed(s) at Rear of Carriage House

Staff is having a few challenges with the storage of materials inside the Carriage House for Park Vendors. As the Council may be aware, over the years, staff has allowed vendors to store materials inside the Carriage House at the rear of the building in/around the old horse stall areas. This hasn’t really been too much of an issue as the storage has been limited and needed limited access. However, in recent years, vendors have been accessing their areas more frequently and sometimes this clashes with rental of the Carriage House. 

To accommodate, staff is experimenting with the placement of a small storage shed at the rear of the Carriage House (outdoors). The first trial is with Freddie Jackson (dog trainer) at the Park. The initial location was inside of the Corporation Yard; but staff felt that this type of access was unacceptable in the long-term. As we remodel the Park Corporation Yard space, we will be looking to include a small vendor area (fenced and screened) for similar storage needs. 

8. Bear Gulch Storage Tank Project

Linked here is an informational notice regarding a community meeting hosted by Cal Water for their new storage tank at the Bear Gulch Reservoir. Staff will be attending the meeting. The project will require CEQA review and a Conditional Use Permit from the Planning Commission. 

9. MidPen Media Center Information

Linked here is the 2017 MidPen Media Center Budget Presentation and information on their Facility Purchase Concept to address the use of PEG funds. I serve on the Mid-Pen Operational Committee. 

10. June Special Election

As the Council discusses the possibility of a June Special Election, it is important to note that the election will represent a cost to the Town. Theresa contacted the County Elections Office for data. A 2017 Special Election (Polls) would cost approximately $73,000 ($14.78 per voter). A 2017 Special Election (Mail Ballot) would cost approximately $27,000 ($5.50 per voter). A successful measure would need 51% of the registered voters that vote in the election to be successful. 

The November 2017 Special Parcel Tax election will cost approximately $7,300. 

11. CalPERS Discount Rate Changes

Linked here is a recent CalPERS Circular on their changes to the discount rate. While the memorandum provides agencies with a way to calculate impact, staff will use our new partner GovInvest to create a few “what if” scenarios for review and discussion by the Finance Committee. These will address the various potential impacts. 

12. SFPUC Response Letter

Linked here is staff’s response to the SFPUC’s recent communication on the water pipeline. 

13. Civic Center Project Zones

One of the issues that arose at the last Council Meeting was what areas are included in the Library costs and what areas are included in the rest. Linked here is a scope of work by zone graphic that might help. Any improvements (site work, sustainability features, and building) within the library zone is funded by the Library funds. Work outside the Library area is presently funded by donations and authorized building funds. This is how we are able to delineate sustainability features and add alternates (to include reduced scope landscaping). 

14. GBI Task Force Update

Linked here is a recent update from the Grand Boulevard Task Force for December 2016. 

As the Council may remember, we were approached by a contractor facilitating a large grant program via Caltrans that would fund a significant portion of a potential detention basin at Las Lomitas. We have been working with Las Lomitas, the consultant, and Caltrans since being notified of this opportunity. It continues to look promising, but it is slow moving. We’ll keep you informed. The issues that must be vetted through the grant include an outline of potential areas of the storm trap system, determining a depth and acreage for water storage capacity and the underground system, determine the amounts of detention versus infiltration, pump needs, rough schedule and cost. 

There is an item on Wednesday’s Agenda to allow us to get additional consultant help to compile the additional data - an expansion of scope for the existing consultant. The Caltrans grant is 100% - no local match - at this point we are looking at $10-$15 million dollars of work. 

2. Civic Center Corporation Yard

After further analysis of the Town’s Corporation Yard, there may be a way to renovate the exisitng structure instead of building a new structure. This could save approximately $250,000 in construction costs. Staff is working with WRNS to redesign accordingly. This is part of the Civic Center Report for the Regular Agenda - seeking feedback from the Council based on where we are now. 

3. Refuse Franchise Agreement

I will be coming to the Council in February with a authorization to spend funds from the Town’s Rate Stabilization Fund to engage a consultant (only if needed) to assist with an RFP process. 

4. Goal Setting Session

We are bringing back Management Partners (Nancy Hetrick) to assist the Council in the 2017 Goal Setting Session. Please bring your calendars to the January 18 meeting to assist with finding dates and times for Study Sessions and Special Meetings for the year. 

5. Articles of Interest

Linked here are 4 articles of interest:

- Mercury News - Public Works Storm Activity

- Mercury News - Atherton Seeking Repeal of Measure L

- Mercury News - New Town Center

- Almanac News - Property Tax Webpage

 

6. 400 Walsh Road - Unauthorized Work

The State is working with the property owner at 400 Walsh Road to bring all into compliance/modifications (as needed)/new permits/etc. 

7. Sutherland Driveway Appeal

The appeal is being moved out a month as the property owner works with the Fire District to gain approval of a new entrance graded without a flare in front of the neighbors property. 

As the Council may remember, we were approached by a contractor facilitating a large grant program via Caltrans that would fund a significant portion of a potential detention basin at Las Lomitas. We have been working with Las Lomitas, the consultant, and Caltrans since being notified of this opportunity. It continues to look promising, but it is slow moving. We’ll keep you informed. 

The issues that must be vetted through the grant include an outline of potential areas of the storm trap system, determining a depth and acreage for water storage capacity and the underground system, determine the amounts of detention versus infiltration, pump needs, rough schedule and cost. 

We will be returning to Council to amend the consultant’s scope to include providing this information. 

3. Transportation Committee - Joint Meeting with Menlo Park

The Transportation Committee is hosting a Special Joint Meeting with Menlo Park on January 11. The meeting will be held at the Menlo Park City Council Chambers - 701 Laurel Street. The agenda link is:

http://ca-atherton.civicplus.com/Archive.aspx?AMID=50&Type=Recent

 

4. Work in the Atherton Channel - Walsh Road

On Wednesday (12/14/2016) afternoon, it was brought to the Town's attention that work in the Atherton Channel was taking place adjacent to 400 Walsh Road in Atherton. Our Code Enforcement Officer, along with our PW Engineer, went out to the site. The homeowner at 400 Walsh Road had hired a contractor to install “rip-wrap” along the bank adjacent to their home in two (2) locations. They were using equipment to roll large stones from the shoulder of Walsh Road down a hill onto their property. These stones were moved from this “drop zone” to two different locations, where they were placed with a small excavator. There was apparently at least one Heritage tree removed during this time.

 

There were no permits applied for or received by the RWQCB, Fish and Game or the Town of Atherton for any of this work. This work has taken place inside an area being maintained by the Town for natural habitat restoration per agreement from a previous project within the waters. 

 

The homeowner and contractor were directed to cease and desist all work pending an investigation. Thursday (12/15/2016) the Public Works Department made a visit to the site. We have contacted the RWQCB to determine how best to move forward from here. Our resident who performed this work will be needing guidance on how to move forward. Most of the project has already been completed. There is a joint meeting next week with representatives from the State for the project. 

5. Civic Plus (website) Reporting Tool

As the Council is aware, the Town’s website has a complaint reporting tool that is fairly well received and active. For example, at 8 pm on Wednesday, the Town received a complaint via the website portal about speeding on Selby Lane during school times. This went directly to dispatch and a traffic enforcement detail was scheduled for Thursday morning. The reporting party was contacted in response to the complaint. 

6. DOE Grant Application - Alternative Fuel Vehicles

You may remember that the Town applied as part of C/CAG for a grant opportunity via the Department of Energy for Alternative Fuel Vehicles. The grant application was unsuccessful. 

7. Animal Services Report - November 2016

Linked here is the Animal Services Report for November 2016. 

8. Park Revenue and Event Log

Linked here is the December 2016 Park Event Log and Revenue Log. 

9. Refuse Franchise Negotiations

Staff and the Town’s Refuse Subcommittee are working with the SBWMA to discuss the possibility of franchise renewal using a model franchise for the member agencies with “a la carte” options for other agencies to turn on or turn off parts of the model franchise.

As a member of the Technical Advisory Committee I recently attended a facilitated franchise renewal workshop to highlight key areas of negotiations for the model franchise. Our issues were well represented and echoed by other agencies. Among the issues raised were - a la carte programs/services, clear/reportable/trackable performance measures, bulky item collection, easier to understand rate setting process, service level agreements for performance, etc. 

10.Meeting on Cartan Field

Staff is meeting next week with the City Attorney to discuss issues related to the Cartan Field CUP. 

11. Mail Delivery Issue on Isabella

We are connecting with the postmaster to discuss mail delivery service issues on Isabella. 

12. Atherton Quiet Zone

We have a meeting setup in mid-January with Caltrain to discuss Quiet Zone compliance. 

13. Police Chief Recruitment

The Police Chief Recruitment is open and the brochure should be on the street this week. 

14. Fire Services Fiscal Review (delayed)

I expect the Fire Services Fiscal Review to be released to interested consultants in the next week. 

15. Utility Pole/Cell Site - Tuscaloosa

Staff is working with a property owner on Tuscaloosa to address issues related to a cell tower installation as well as drainage on the street. 

16. HSR Reimbursement Agreement

The HSR Reimbursement Agreement has been finalized and should be signed next week. 

The new State law requires local agencies to update their local ordinances by January 2017. Failure to do so means that any local law that conflicts with State law cannot be enforced. That’s standard. The primary area of concern is related to setbacks: accessory structures, e.g., pool houses, have smaller setbacks than secondary dwelling units. The State is attempting to make it easier for homeowners to create secondary dwelling units, including out of existing structures (conversions). The new State law provides that the Town can impose setback restrictions on new second units, but it is silent with regard to existing structures (conversions). We do not expect there to be an issue, but we want to be cautious and thoughtful about how we move forward.

4. Tree Failure at Atherton Avenue/ECR

You may have noticed the tree failure on the corner lot at Atherton Avenue and El Camino Real. Now that the tree is no longer an issue, we are re-approaching the property owner about widening the roadway a bit in that area to facilitate the turn lane that is compacted. 

5. Connecting with Menlo School / Menlo College

We are connecting with Menlo School and Menlo College about an access road and its continued use. 

6. Menlo Park - Oak Grove Bicycle Lane

We will be working in concert with Menlo Park on the bicycle lane improvements on Oak Grove. Their project is expected to be in progress Spring 2017. We will work on the connecting the Town section (Rebecca to Middlefield) to their section. 

7. HAWK Beacons on El Camino Real

We continue to push Caltrans for an ETA on work on the additional HAWK Beacons on ECR. Their latest update (December 12) is “…the project is currently rock wheeling other locations. The contract is waiting for poles, cabinets and other equipment to arrive. They will start drilling operations soon, weather permitting.”

8. Detention Basin at Las Lomitas

As the Council may remember, we were approached by a contractor facilitating a large grant program via Caltrans that would fund a significant portion of a potential detention basin at Las Lomitas. We have been working with Las Lomitas, the consultant, and Caltrans since being notified of this opportunity. It continues to look promising, but it is slow moving. We’ll keep you informed. 

The issues that must be vetted through the grant include an outline of potential areas of the storm trap system, determining a depth and acreage for water storage capacity and the underground system, determine the amounts of detention versus infiltration, pump needs, rough schedule and cost. 

9. Transportation Committee - Joint Meeting with Menlo Park

The Transportation Committee is hosting a joint meeting with Menlo Park on January 11. 

10. Study of Feasibility of Quad Gates

As the Council is aware, we’ve been connecting with HSR and Caltrain to move forward with the Town’s feasibility study for quad gates at Watkins ($100,000). We approached Caltrain and learned that HSR is moving along the same track - we talked directly with HSR. They denied our request to fund our study; but advised that they are doing something similar as part of their EIR. They are identifying required improvements and developing budget level estimates for quad gates along the Caltrain corridor as part of their environmental document that (as you know) they are paying the Town to review. This work should complete in Spring 2017 - in line with the Town’s expectations had we had to fund our $100,000 study.  

11. Work in the Atherton Channel - Walsh Road

On Wednesday (12/14/2016) afternoon, it was brought to the Town's attention that work in the Atherton Channel was taking place adjacent to 400 Walsh Road in Atherton. Our Code Enforcement Officer, along with our PW Engineer, went out to the site.

 

The homeowner at 400 Walsh Road had hired a contractor to install “rip-wrap” along the bank adjacent to their home in two (2) locations. They were using equipment to roll large stones from the shoulder of Walsh Road down a hill onto their property. These stones were moved from this “drop zone” to two different locations, where they were placed with a small excavator. There was apparently at least one Heritage tree removed during this time.

 

There were no permits applied for or received by the RWQCB, Fish and Game or the Town of Atherton for any of this work. This work has taken place inside an area being maintained by the Town for natural habitat restoration per agreement from a previous project within the waters. 

 

The homeowner and contractor were directed to cease and desist all work pending an investigation. Thursday (12/15/2016) the Public Works Department made a visit to the site. We have contacted the RWQCB to determine how best to move forward from here. Our resident who performed this work will be needing guidance on how to move forward. Most of the project has already been completed. We will be pursuing the property owner for construction permits and tree removal issues; but the RWQCB and Fish & Game also have jurisdictional authority. 

• Appointment of Chairperson & Vice Chairperson - Deferred appointment of Chair and Vice Chair until the January 2017 meeting.
• Approve Meeting Schedule for 2017 - Approved the 2017 EPC Meeting calendar to meet bi-monthly on the 3rd Thursday of every month beginning in January and deferred meeting time to be determined by Staff. Staff will coordinate with Committee Member Rakas on her work schedule to confirm if a 1:00 start time will work for her, or if the meeting should be later in the afternoon.
• Review and Prioritize Implementation of the Greenhouse Gas Reduction Measures of the Town's Approved Climate Action Plan (CAP) - Prioritized top 6 Greenhouse Gas Reduction Measures from the adopted Climate Action Plan they recommend should be implemented first. Some of the top 6 prioritized items combine 1-3 measures. Staff would like to present these 6 prioritized items of recommendation to the City Council at the January meeting. Following Council direction received, Staff would report back to the EPC accordingly at their January meeting, at which the EPC would begin discussing implementation ideas for the top prioritized measures. Final EPC recommended implementation items would then be presented to the Council for review and approval at a future meeting in 2017.
• Discuss Earth Day 2017- Deferred specific discussions on a possible 2017 Earth Day event to the January EPC meeting in order to first receive policy direction from the Council at their January meeting about which sustainability topics/areas are of prioritized preference to the Town. The Committee would then brainstorm Earth Day ideas around these identified top topics/areas of priority. They discussed their frustrations and struggles with the 2016 Earth Day event and that they would not be assisting in actual implementation of a 2017 Earth Day event but providing recommendation to the Council on the type of event/activities.
• Committee Comments - The Committee requested any restoration/water absorption design techniques that are planned for the section of the creek adjacent to Holbrook Park as part of the Marsh Road channelization project. If there are none, the EPC has requested that they are able to review and provide comment of such to the Council.