Good morning everyone. Welcome to our
special city council meeting. This
meeting is a goal setting meeting and um
the Hillsboro City Council meeting is
now called to order. Um city clerk, may
we please have the roll call.
>> Thank you. Mayor Cole Adams present
Kwick
>> present.
>> Ragdale present. Cole
>> present.
>> Thank you.
Um this me meeting um will be conducted
and at least the presentation will be
from uh city manager Doug Davis and
assistant city manager Mandy Brown where
they will be outlining our goal setting
and work plan going forward for fiscal
year 20 um 26 27 with a review of 202526
goals and status. I will now um turn it
over to our city manager Doug Davis.
>> Thank you madame mayor and good morning
everyone. Um, as you said, we're going
to be looking at our goal setting
sessions. And good morning to staff.
Thanks for all the hard work you put
into this. And for the people in
attendance, Dr. Weineberg, thanks for
being here. Uh, so we're going to go,
this was a structure meeting where we're
going to go over the previous goals of
the uh, last fiscal year and give you an
update as to kind of where we're at with
that. That should be fairly quick and
that'll be done by our department heads
as they go through their individual
goals. And then the second part of the
meeting will be to set the goals for the
following fiscal year. Some of these
will be carryovers as they're things
that are multi-year programs and then
others will be new ones as well. It is
fairly structured in its format in the
way we have it here. But I don't want
that to take away from the creativity.
It's just a structure for us to move
forward. The goal here is to capture
everything that we kind of want to do in
the following year and the updates and
then to move forward. And so with that,
Mandy will start taking us through the
slides and we'll have our department
heads report out.
>> Thank you. Um yes, as he said, it it is
very structured in how it's presented,
but um as we go through, especially the
previous year's goals and updates, feel
free to ask questions during um to add
clarity and department heads and staff
can um can answer as we go along rather
than waiting to the end. um if that
serves the council well.
So just the agenda which uh city manager
Doug Davis already went through.
Um revisiting the goals that were agreed
upon last year just at a high level have
these listed on these first two slides.
We're going to walk through each one
briefly just to say uh where we're at.
Many of these will carry over to this
year um when you look at the list of
proposed goals, but it does give a
status update um of where we are.
So the first one was to improve
community's emergency preparedness and
resiliency efforts um with the major
projects listed in that first column. Uh
the townwide chipping program which as
you know the town does in partnership
with Firewise um thanks to Dr. David
Weineberg. And so a status of the last
chipping program um over a thousand
homes and 41 participants uh traffic
control provided by public works this
time which was a huge help. So big
thanks to public works um and we were
able to secure a grant actually through
the state um funded by our uh tied to
our SP 1383 requirements. Uh so this
shipping program was entirely grant-f
funded this past year. Um and so not
missing a beat, Dr. Weineberg is already
working on the next shipping program for
June 2026.
The next goal was to provide support to
H&N to enhance emergency preparedness.
So they completed their H&N strategic
plan with uh community engagement and
working with CCFD closely. So the next
step will be to implement that
three-year strategic plan. Um and I
don't know if um anyone wants to add
anything to that. Um any other details?
Council member Chwang or William?
>> In progress.
Great. Um next one is to
reduce risk and impacts caused by power
outages. U we do have a new PG& rep. So
the town has been working closely with
her um to establish communication
methods and make sure that the town is
uh kept apprised of outages. Uh how we
can bring that forward to our residents
and make the tools for power outages
more available. and when they know when
their power is coming back on. And we
have been speaking with her recently
about doing a study session um just to
give some additional information on
their processes. Um we also have been
working with them, this is more recent,
on the tree trimming that they do in
town. Um and we're reworking, they're
going to let us know in advance before
they come in and do some of the tree
trimming so that we can share that
information with public works. um and so
we know when they're going to be here um
because sometimes they will leave
certain limbs around um so that we're
aware of of what the work that they're
doing.
>> You're the mayor.
>> Yes.
>> Could I just ask um so this morning the
biggest news is uh San Francisco is
looking into partways with PG&E. I
wonder if that kind of a conversation
are the staff following up on sort of
the process or if uh PCE is uh also
looking into um just what what that
formation is going to look like um going
forward. J
>> I know it's been discussed um and I
there was an article I think in the SF
standard with uh uh I believe it was u
Mr. Weiner who has sponsored the bill to
do that. So it has to go through the CPU
and go through an eminent domain
procedure. But something that I know
that the SFPUC has been approached in
the past to take over for electrical
services in San Francisco and to provide
an alternate option to San Franciscans.
Um has been discussed potentially in the
peninsula. I'm not sure if the city
managers association uh will take that
or if there will be somebody that also
sponsors something. Similarly, at the um
public works director's uh meetings and
the city engineers meetings, we have
requested meeting with somebody and
higher up with Peny because uh not just
our community but all the other
communities in the peninsula have had
the problem with Peny cutting trees and
uh leaving the debris at the side of the
road which is a fire hazard and a hazard
for vermin. But uh there's just a really
a poor lack of communication and Piny
and the reps have chosen to not
communicate with any of the cities. So
we're going to be a little more formal
as a group of all the cities of public
works directors to try again to reach
out to Peny's leadership to see if
they'll even talk to us because as you
know our previous even government
liaison uh has left Pug Gugen so there's
also a void and some communication
between the groups.
Yeah, I I I think that is worth uh
looking into just follow up to make sure
that we're you know because we our
residents also experienced you know
challenges with BG&'s um blackouts um
and the lack of notices and the the
delay in you know reservicing the
electricity. So I do think that this is
something um of interest that we should
follow up and and and see what that is.
Yes, you may continue. Thank you.
>> Thank you.
Council Member Schwan.
>> And then the uh next project was the
wildfire preparedness building code
amendments for council considerations.
So, we did have the study session to
discuss potential code modifications.
I've been engaged with Firewise on their
input and recommendations.
Um right now staff is working to bring
something forward um for additional
council consideration and integrating it
with some of our other plans, the safety
element, um the vulnerability assessment
which you'll see more in the uh the next
year's goals. Um but theformational
update scheduled for April um on this
and then educational materials are
already being circulated and you'll
you've seen some in the bill inserts.
there will be another bill message with
educational um materials and
recommendations on things you can do
voluntarily um in your next um solid
waste bill. So, this is ongoing unless
staff wants to add anything.
» Um I just have a clarifying question. Um
Council Member Adams also has a
question. You may go. You may
>> Thank you. I just want to go back. I
think we skipped number four in
discussion. So, we'll come back.
>> I'm sorry. That was a big one, too.
um improve access to wireless service.
Yes, as you know, we had the community
meeting to solicit feedback and that
helped inform the scope for a
telecommunication needs assessment RFP
which is out now. Um so it's been posted
and been circulated to uh qualified
firms and so we hope to have that uh
closed and someone on board in the next
month.
>> Thank you. Um my question on item five,
the wildfire preparedness and the code
um amendments. Is that going to be part
of a discussion in a city council
meeting or is it a study session? What
are you anticipating in terms of the
format of that?
Uh yes, there will be a discussion on
how we'll approach that and what the
sequencing will be based on uh sorry
assembly uh AB130
an interpretation of how we'll integrate
any upgrades to the code.
>> So it would actually be part of a city
council public session discussion,
public hearing discussion, not a special
part of the discussion in April.
>> Okay. Thank you.
Yes, Mandy, you may proceed.
>> And then the next um goal is largely uh
billing and planning. So I will pass it
off to um Tim Anderson and Liz Ree to go
through this slide
clerk multifamily housing. U right now
we've initiated finished phase one and
um are moving on to initiating phase
two. Could you move it closer? We can't
quite hear you.
>> Sorry.
>> Tobin Clark, uh, multif family housing
site. Uh, we've engaged with management
services and completed phase one. Uh,
moving on to phase two at this time. And
same with town hall complex. Uh, phase
one, uh, initial study looking at
placement and needs. Moving on to master
plan development phase two.
Sorry.
» For number three is the accessory
dwelling unit ADU program. Um we're
excited that we exceeded the housing
element um promise for this last year in
terms of ADU permitting. Our goal was 50
a year. We were at 58. And um we
developed an ADU informational interview
and video series. Those videos are going
to be up on our website
soon. And we also linked in a digital
ADU rental questionnaire. You'll hear
more about this in at the next city
council meeting um when I'm presenting
our annual progress report and our ADU
ordinance update. Um, but the next steps
on those are again at the next city
council meeting, we'll have an update to
that ADU ordinance. And one of our
planned uh programs is in our
partnership with hip housing to continue
to promote our ADU rentals and matching
program is in the next couple months to
hold an ADU mixer here at town hall for
those who have an ADU or may be
interested in in in building an ADU and
have any interest in in rentals. Number
four is to continue to implement the
programs and fees related to our housing
element. One of the items that you've
heard me discuss several times before
the council is our affordable housing
impact fee and that includes also
exploring any type of inclusionary and
loo fee pathways. And that is um it's
similar to an impact fee that would be
assessed on
uh new single family um residential
construction and those fees would be uh
set aside to subsidize
affordable deed restricted units and
that could be for ADUs or there' be
other opportunities for the town to use
that funding.
In related to that, we are working with
several other similar jurisdictions that
had similar housing element programs in
their housing elements um specifically
Portola Valley, Athetherton, and
Woodside to partner with them to do a
nexus study because we all need the same
data to justify the same impact fees.
So, that's something that we're working
on with those jurisdictions to initiate
that nexus study.
And then we also have a consultant um
that we've initiated work with to
develop our objective design standards.
This is something that um is
statemandated and we've been talking
about for a while. So we're excited to
get that um program launched. The next
phase of that is that we'll have a city
council study session to review those um
the results of that nexus study and any
proposed fees and then also to we'll
have several phases of community
engagement. um presenting any proposed
objective design standards to the ADRB
as well as the community and the city
council.
>> Um I have a Yeah, go ahead. Um Vice
Mayor Rexdale.
>> Um uh first of all, thank you all for
coming here so early in the morning and
being so incredibly organized. Um I had
just one um uh request for the uh a in
preparation for the ADU mixer. My
understanding is that the application
through hip housing and we have talked
to them about it um is a little more
detailed than is needed if someone is in
a separate building. It talks about your
cooking habits and sleep and wake habits
and those kind of things. Um so I was
wondering if that's something maybe we
could talk to them about before that mix
or if someone's in a separate building
maybe that could be um simplified a
little bit so we don't scare people
away. Sure. And um I know that this has
come up previously and we've staff has
spoken with Hip Housing about that
before as well. And none of those
questions are mandatory. It's part of
their effort to create really compatible
living together agreements so that if
somebody has um a particular preference
that perhaps isn't a top of mind, but
they see it in the application, it may
occur to them that that would be a deal
breakaker that they weren't aware of.
So, uh, they're not mandatory from what
I understand from my conversation with
hip housing, but absolutely that's
something that we can talk with them
about before that mixer so that they
come um with options.
>> Thank you. Yeah, maybe making them
really obvious that they're not
mandatory instead of a tiny little
asterisk or or whatever it is. And um
through the mayor, uh, Council Member
Adams had a question to you.
>> Yes, Council Member Adams.
>> I just want to follow up. I've also
heard about this and I think we need to
condition uh having the application be
more applicable first to ADUs but also
to Hillsboro residents and that would be
a condition of the mixer and also of
some of the support we give to them
because I don't think they've been
responsive in a productive way.
>> Sure. I think that's reasonable and we
have an expanded relationship with them
outside of just the standard um match
program. So, I think it's reasonable
that we could request um a bit more
customization.
>> I also council member Schwang, do you
have a question?
>> Yeah, mayor. Thank you so much. Um this
question is actually for Tim. Thank you
so much for the updates and I want to
thank um our ad hoc committees for both
uh the Tobin Clark and also for the town
hall. Um when you mentioned that the
next step is the master plan development
what does that mean and what is the
expectations of uh this coming year you
know whether it's at the council level
or is it going to be a public outreach I
just want to have a clarity because last
year it was relatively quiet and I know
the ad hoc committees have been working
hard uh behind the scenes but you know
at the end of the day is the council
um need to receive the presentation. So
what is the process?
» Sorry, not to steal it from him.
Um are you asking about both Tobin Clark
and town hall or one specifically?
>> Well, I I'm mo interested in both
because we haven't heard much about uh
either. Sure. uh at least you know from
the public perspectives or on the
council and so um I I was just wondering
when you said the next step that is the
uh what is this the master plan
development what does that mean?
>> Sure.
>> Is it very is seems very broad.
>> Yes it is. Um so so both are I mean
they're quite different from each other
in terms of context but the initial
phase for both of these phase one is so
much behind the scenes work
understanding access understanding
limitations in terms of utilities
understanding what can actually be done
there in terms of site constraints um
both for Tobin Clark and for town hall uh that process started
more uh earlier than Tobin Clark and um
but is not necessarily less complicated.
I know at the last presentation to city
council, we brought back some of the
assumptions that had been discussed in
the subcommittee meeting that included
eliminating um CCFD from the program and
that had originally been a really large
portion of the program. So, um
eliminating that just because the needs
couldn't be met and CCFD has um an
alternative uh that really changed what
could be considered on the site as well
as exploring opportunities to um annex
and potentially expand the footprint of
the site. So, when we talk about a
master plan, what's what's going into
that is test fitting the site. So
looking at what are the necessary
elements of the program, what are some
of the um the bonus elements of the
program that could be accommodated here
but may not necessarily be a set
requirement. So all of that work is
continuing to go on. Um and our plan is
to bring back I think for both of the
subcommittees um certainly for town hall
complex in the next um in the next
months in the in the near future to
bring back a subcommittee update to the
full city council about what has been
done to date and sort of what the next
steps are. The master plan um
specifically for town hall is looking at
where the buildings would be located,
what um what work is necessary to
accommodate the utilities and the
construction needs, what the parking
configuration would be. I know that in
the past we talked a lot about the
parking constraints just due to the
site, the size of the site and whether
or not underground parking would be
required, but there are um trade-offs
with that versus above ground versus
annexation, which would expand the
footprint and potentially address the
needs to go or uh eliminate the need to
go uh below grade or above grade. So,
it's all of those considerations. The
master plan development is uh which is
the phase two which is the next step is
really saying this is where things
should be. This is what the program can
be. These are the estimated costs
associated with that and then moving
forward with really robust community
engagement and understanding um all of
the moving uh pieces that go into those
elements of the program. So through the
mayor, uh just to follow up, uh I I
think that you know to the city manager
and to the staff, this is critical
because the housing cycle is important
for us to meet the standards. Um but by
the same tokens I think that you know uh
it's a very passionate shall we say uh
subject matters for our uh town
residents and and so I I think that you
know um while we were talking about the
master plans I think that the regular
updates going forward would be really helpful because
the pathway while the ad hoc committees
are passionate about it and and grateful
for for their dedications it at the end
of the day is the full council who's
going to be uh you know making the
decisions on this and we need to
incorporate and bring the public along
the way in terms of where we're looking
at those things and so um I I do hope
that coming forward we'll we'll have a
much more robust and regular update so
that we know uh the full council and the
public know where we're at the town in
terms of all this progress that we're
Thank you.
>> Um, thank you. I also have some
follow-up questions. Um, going back to
um, well, first let me just make a few
comments that may address some of um,
the issues um, council member Trang
brought up um, the ad hoc committee for
the Tobin Clark. um very involved in
that with um council member Adams and
the consulting teams and we are hoping
to transition from an ad hoc to a sub a
regular standing subcommittee which will
do regular briefings to the city council
um in the very near future. We are about
to enter uh conversations with CSM and
those conversations cannot be open to
the public at this stage and that's why
it remains an ad hoc. After that, we
will transition and we'll be doing
regular briefings to the city council.
So, thanks for bringing that up and
that's noted. Um, regarding the fees,
the affordable housing impact fees, how what are the general parameters? How
are those calculated? I mean, in
general, not exact numbers, but what are
the thoughts or criteria behind how they
established?
>> Sure. So, uh, that will be determined
through this nexus study that we want to
do in partnership with other similar
jurisdictions because, um, you know,
similar to, uh, our community, those
jurisdictions don't have the same impact
fees that larger jurisdictions that have
more commercial and hotels have. So,
establishing a fee that is specifically
tied to the development of above market
rate single family residential
requires a unique set of data. So, we
haven't determined what that fee would
be um or exactly what the um uh trigger
would be. Uh the initial thought is that
it would be a fee that's a minor
percentage similar to our other impact
fees like we have a school impact fee,
construction, uh road impact fees that
are assessed on new construction that
this fee would be similarly assessed to
those projects. I think the initial
threshold is um new single family above
market rate construction. So if somebody
does a demolition and rebuild or if it's
a vacant lot and they're being building
a new house, this fee would be assessed
on that so that those funds could be
earmarked to go towards this um what
we're calling right now a housing choice
fund. And those funds would be available
to subsidize units that were being
developed with a deed restriction. So if
they're guaranteed at a below market
rate level, there would be a way for
them to qualify for that subsidy. And so
determining what that fee is and also
what the appropriate way to distribute
those funds equitably, it would be part
of the nexus study
>> and and that is a consulting a
consultant who would be advising you in
terms of how to calculate those impact
fees.
>> Correct. And our hope with partnering
with Pullola Valley and other similar
communities is one there's a cost
sharing. Um we need to develop the same
data. Um and
if we're using the same data in a
similar way it makes it makes it easier
to assess those fees if there's um you
know if if it's similar to how other
jurisdictions are doing it.
>> And and the reason I'm asking this
question is because we don't have any
commercial activities.
>> Correct.
>> Currently. So who are we going to be
comparing with ourselves to would be I
assume but most of the other communities
except for maybe ain but even Woodside
has some commercial
>> correct
>> I don't think ain has any
>> so
>> right
>> you know because we don't want to be in
a situation where later on someone would
say well why are you comparing
yourselves to other communities that
have commercial activities and the
impact fees there would be different
>> yes
>> so we'll have to select communities that
are very similar to ours correct
>> absolutely Okay. Y
>> and also regarding the design standards,
you said we already have a consultant
that's going to help us design that or
come up with a plan on that. Is that
>> Yes. So we have a consultant on board.
It's good city company. We've worked
with them before on um several projects.
So they're very familiar with um our
municipal code and the um character of
the community. And so they are working
with us to review our existing design
standards to determine if any of them
and some of them are are already
objective or if they could be tweaked to
read as more objective as they currently
are. Under state law, we cannot add any
subjective design standards and
currently most of our design standards
outside of the ADU ordinance are
subjective. So we want to strengthen
those so that we can continue
implementing them and the way to do that
is to um make them objective and it also
provides more clarity for applicants. It
makes the the review process and the
ministerial review processes that we're
required to do under state law much more
streamlined and it's a way to preserve
our design standards in a way that stays
true to the character of the town.
>> Okay. So these design standards
specifically apply to ADUs and single
family residents. We're not talking
about design standards for multif family
housing.
>> Absolutely not. No, those are those projects would be separate. Yes.
>> Okay. Um yes. Um Council Member Adams
has additional questions. Go ahead,
>> Madam Mayor. Um I want to make sure that
I didn't misunderstand the deed
restricted affordable housing
uh ADU issue that you brought up. Is
this something people could elect to do?
And what would be the benefit to the
citizens?
>> Correct. Right now we don't have any
requirement for deed restricted units.
Um the benefit to them would they would
be eligible for this subsidy if they
deed restricted their unit. So the
benefit to them is that they're these
additional funds would be available to
them.
>> But it would not influence at all the
application to have an ADU.
>> No, absolutely not.
>> Okay. Thank you.
>> Okay, great. Um I think we c we may
proceed to the next section. Thank you.
Thanks for asking those questions.
>> And this next one um next goal is
enhance quality of life and the first
item was to the bolster the code
enforcement program um which largely
also is building and planning. So, I'll
let um Tim speak to it in a second, but
this has really been a citywide um or
townwide uh effort this year with moving
this function from the police department
to the building and planning department.
Um right now it's filled with a a
contract code enforcement officer, but
working with HR to develop a job
description uh for a code compliance
coordinator, do that recruitment um
which is in the final stages. Um and
then obviously HPD does support some of
our code enforcement activities still
and uh Chief Colola uh has been very
helpful in especially the gas leaf
blowers and sending u patrol out there
to remind gardeners about the ban and
give them the resources. So um we've
actually received quite a few
compliments on code enforcement which is
not always the case in every town. So,
um it's a work in progress, but we're
it's been um going very well so far. And
I'll let Tim add a little bit about the
code compliance coordinator position.
>> Uh yeah, as Mandy just explained, we've
taken on the role of code enforcement,
but changed the title to be more
descriptive of what we're planning for
that position. And it's going to be one
part traditional code enforcement uh you
know regulating of the municipal code
illegal parked vehicles, garbage cans,
uh property line disputes, trees, etc.
But another portion of it is going to be
to help out building staff uh monitoring
construction sites for uh longevity of
the project. Uh whether or not they're
tracking their bonds correctly, that
they're on track to complete the
project. And also just being another set
of eyes out there in the in the field
daily. um able to take a look at the
site conditions, current site
conditions, whether or not they're using
their dumpsters or whatever elements
that they have imposed on them for
construction as their their construction
management plan. Uh another enforcing u
body out there in the field. We've
traditionally um over the past 2530
years just had one field inspector daily
out making rounds going to um not
necessarily everywhere in town but just
wherever they're called for that
particular day. And this is going to be
an additional support mechanism. They'll
have a list of projects that either that
have become on our radar because they're
falling behind or they've had parking
issues or several neighbor complaints or
they're starting too early. Um, and
that's going to be a big portion of what
the code compliance coordinator along
with just the standard code enforcement
operations is going to accomplish for
her. And as uh Mandy said, we're in the
final stages. I think to gez, today's
Monday, Thursday, I believe is our final
interview. And hopefully we'll be giving
an offer sometime to an applicant um
sometime later in the week or early next
week. So, it's coming close.
Um, I I do have a follow-up question on
that specific issue. Um, regarding
construction fencing, it was always my
understanding that when a project is
under construction, they're required to
have a green fence. Um, if it's I guess
if it's adjacent to the right of way.
I'm not sure if they what the language
is around the requirement. And when
projects are not compliance with that,
what are the exceptions that would allow
that? Because sometimes residents will
send me a photo and say, "Why is this
going on, so to speak? There's no
construction fence. There's mud all over
the place, etc., etc. Could you just
>> Yeah. And not every project will require
construction fencing. There are certain
thresholds that that get them into that
uh restriction or, you know, that
element needs to be applied. And that's
at the $750,000 valuation to where we
can then have a construction comp uh
management program, which gives us all
the tools to make sure that they're
parking in their correct location, that
they have ingress and egress that's not
tracking mud. We still do try to monitor
the ingress and egress regardless of the
level of uh or valuation of the project,
but uh the fences aren't necessarily
immediately or automatically required.
So, so it depends on the value of the
project
>> more and we can evaluate a project
that's below 750. If we if it warrants
that it needs fencing, if there's a
hazard or if it's something that needs
to be uh addressed, then we can impose
that with just a simple correction
notice. And with regards to the
schedule, if a project I believe is it
two years for each bond, could you just
explain how that works again in terms of
how long once you get the permit,
>> how long do you have to complete your
project?
>> Every project uh will be given the
aotted time based on valuation. So
depending on the size scope of work, um
what doesn't entirely get recognized is
the fact that that bond is only
applicable to the single family
dwelling. And as we know, most of these
projects also will have an ADU or they
might get a new pool and and an ADU and
a pool house or cabana, new landscaping.
Um all those are separate permits, not
under the timeline of the single family
dwelling. So we will hear
quite often that a project's been going
on for three three and a half years.
Well, if we look at the actual building
permit, typically that has for the
single family dwelling has not expired
or has not gone past. It's all the
additional work on site that gives the
neighbors specifically the impression
that this project is three and a half,
four years long.
>> That's really helpful to know um in
terms of clarification. And is there a
state law that precludes us from putting
um time limit on the permits let's say
for ADUs or other accessory structures?
I mean what what is what are the rules
currently and are we constrained by
state laws? Uh you can be constrained by
state laws if the but what we hang our
hat on is those projects that are have
uh posted a bond for completion. Uh that
is the the carrot. That's what that's
what hopefully motivates them to stay on
track and get to completion within a
reasonable amount of time. Um each bond
um also has the option of requesting a
90-day extension uh with reason if they
have reasons that you know that they can
indicate or give to us that show why
this has been delayed. Uh we then send
out a notice to the adjacent neighbors
to see if there's any objection to any
uh 90-day extension. And typically the
first 90-day extension, we have no
objection. It's when we start getting
into the second request uh that we start
to hear from the neighbors that this is,
you know, this needs to stop, they need
to finish, and they need to pay a
penalty. So,
>> when you say reasonable amount of time,
what is a reasonable amount of time for
the initial bond for, let's say, an
accessory structure?
>> Uh, well, for an ADU, it's a 12 month.
>> Okay. Uh but if if if a project is not
bonded, then the state does allow for a
permit to run for quite some time if the
applicant andor general contractor is
savvy enough to navigate. There are ways
to fail an inspection and then wait 180
days to call for a reinspection and your
permit is still active even though
you've gone another six months.
>> Gotcha. Thank you. Um Vice Mayor Ragdale
have questions.
Uh Tim, that is all super interesting
and very helpful. Thank you for asking
those questions. Um get William's
attention. I would love um an article in
our newsletter. William or Mandy um some
kind of FAQ because that is something
that even if people don't call us or
don't call you, it's something that
they're thinking when they drive by a
construction site that they think is
going on for too long and they may be
annoyed by that. Um, I just think that
that's super helpful. Just
>> everything you just said,
>> we've got it recorded into some kind of
an FAQ. I think that super super
helpful. I had a quick question. Um,
comdev, is that community development
something software or
>> Yeah, that's that's our permitting
software.
>> Okay.
>> Thank you.
>> Yes. Um, Council Member Adams,
>> thank you so much, Tim. and I know it's
going to be very helpful to get this CCC
person on board. Uh we're all looking
forward to that. Will that person also
be charged with, for example, if they
see a construction fence go up, but they
don't see a permit for work, which I
know I've had complaints about a
construction fencing that was up for at
least two years without any work
happening. So, it may have been that
they were readying the site or
something, but do we have a way that
this CCC can really check against the
records while they're doing these
inspections of the town?
>> Um, yes. um anything that rises to the
level of say suspicion that you know
we'll we'll check on every project any
property any address if it just looks to be abnormal or or or we're not
aware of why there would be a
construction fence and as I said earlier
having that that's also being done
currently by the building inspector who
has a finger on the pulse of all active
permits uh but having this additional
individual out in the field is only
going to make things you know better for
us and be able to uh identify any
infractions.
>> Do we have any restrictions on people
putting up construction fencing without
a construction project?
>> Um we do we we well first and foremost
if it was a fence uh regardless if it's
a temporary construction fence uh
potentially could require uh planning
review or you know we want to make sure
that it's actually located on the
private property not in the public
rightway. um if it's up for a certain
amount of time without the benefit of a
permit, it can become a nuisance under
chapter 8 of our municipal code. Uh so
there are mechanisms in place, but it's
not
the fence example is not something that
we've had often.
>> No, it's an unusual circumstance and I
believe there was a chainlink fence
there already, so they wouldn't have
needed a fence permit, but they put up
the green uh sort of whatever it is. you
can't see through all the way around
their property. Um, not a very
attractive
thing, but maybe not against an
ordinance. I didn't know.
>> Familiar with the property and I believe
it's being addressed.
>> Thank you.
Um, any no additional
questions? We'll move on to the next.
Um, thanks Mandy for accommodating this
uh
in-depth analysis of your presentation.
Thank you.
>> And more to come on this.
>> Yeah.
>> Uh the next item under here is to create
an age inclusive community. And this is
an example of one of the goals that came
from becoming an age friendly community.
And it's you won't see it on our next
list of goals, but that doesn't mean
that it's not going to continue. It's
really become a component of many of our
programs. Um and so when uh the bike
pedestrian master plan for example or
the website refresh was done um a lot of
those principles and uh contacts in the
community that helped with the age
friendly initiative uh were contacted
and integrated and the youth commission
uh has really taken this and run with it
on their tech days. Uh, and so this will
be something that we'll continue to
reference and include in our other
projects, but you won't see it as a
standalone um project in the proposed
list for today. Um, but that's not to
say that it's not happening.
Uh, the next item is to explore the
potential property donation of 40
Baywood. And so, as you know, this uh
town voted to accept the property
contingent upon the property tax issue
being resolved. Um and so we are moving
towards that with an executed agreement
and you'll see this carry over into next
year with um taking ownership of the
property and preparing some plans and
feasibility studies. So this is one that
will most definitely carry over to the
proposed list of goals um but reached a
big milestone um in the 2526 year.
Uh the next item is to enhance common
spaces in town. And this is uh providing
staff support and coordination with our
wonderful Hillsboro Beautification
Foundation. And actually at our March
meeting uh we'll be updating the
memorandum of understanding that the
town has to better reflect uh how things
work. This was something that came out
of a conversation with HBF leadership
and they'd been discussing it and um
have approved the revisions um and
worked closely with um director of
public works and city engineer Paul
Willis um and the city manager's office
to just make those updates. And so that
will come for consideration the council
at the regular March meeting.
And then the last item was to explore
the potential of development of a
walking trail around Crocker Lake. and
we've done some um background research
on the past conversations and uh we've
kind of reached agreement with HBF to
just continue monitoring the situation
um passively, but uh that it was sort of
a mutually agreed upon objective, but we
again it'll kind of continue being
monitored. You won't see it as a
standalone goal or priority. Um but
staff is aware of this interest and
we'll incorporate it into future plans
um as it fits.
Um before we go forward yes um Vice
Mayor Ragdale have a question and I also
have a question.
>> I was just wondering um with the
continue monitoring what what are we
monitoring?
» Something to add to that?
>> Yeah. So, um, because I actually put
this on last year, um, I've had some
discussions with staff that 40 Baywood
really has kind of gotten in that lane
and there's so much work involved with
bringing up 40 Baywood. And I I think
that 40 Baywood will provide um, a lot
of what Crocker Lake would. So, in my
mind, I think we do 40 Baywood first and
then Crocker Lake because it's kind of
um it's a lot of the same work and I
think it would really it it would be a
lot to take on both at once. So, we
still have so much work to do with 40
Baywood as far as how we're going to
administrate it, how we're going to pay
for it, how how it's going to be open to
the public, what uses it's going to
have. So, um I just wanted to speak up
because it was I put it on last year. I
feel that it makes sense to really focus
on 40 Baywood first.
>> Uh, thanks for that clarification. I
appreciate that. And also um the
question I have about the Crocco Lake um
walking trail, which sounds like it
could be a fantastic experience.
However, um we are obligated if it
becomes a walking trail. I I need to
know from a legal standpoint, are we
obligated to open it to the entire
community beyond Hillsboro? Yes, that's
we would be required to open it beyond
just town residents.
>> Yes, that's what that was my
understanding. I just wanted to clarify
that and Vice Mayor Ragsdale have a
follow-up. Oh,
>> I I appreciate the clarification. I
understand. Uh just wanted to check just
what what are we monitoring?
There's um in the language of the deed,
we're just moni we just there's some uh
timing around that, but we also need to
have some discussions with our um public
works department regarding vegetation
management in that area with CCFD um on
the vegetation management as well and
the concerns with the water as well as
our um risk management uh insurance pool
of what that would take in terms of the
town. So, it's a lot of different
stakeholders that we would need to to
bring together and really move forward.
So, at this point, we're prioritizing
the 40 Baywood work because a lot of the
insurance questions will be done at 40
Baywood and hopefully we have a model
that we can translate over to a walking
trail um should we get uh should we move
on to that as the next priority.
» Thank you.
>> And just one follow up on that. If we
were to revisit that in terms of ongoing
research and execution of the trail,
again, the issue of fire mitigation in
that very enclosed corridor, I'm sure
remains paramount. So, we'll need to
address that and make sure that that's
part of the plan going forward.
>> Definitely.
>> Um, yes, by uh council member Trunk. So
um I want to ask a questions regarding
creating the age inclusive um community
and um I do appreciate I think that you
know um there was a uh an estimate of
over uh close to 90% of uh you know the
um residents uh in the county that are
really uh aging in place and and you
know um approaching uh to the um the
aging
uh group shall we say. Uh my my question
is regarding the uh imple you know um
the applications or the creating the uh
age friendly um uh community is that u
about the mobility and and I would urge
that our res uh our staff look into the
autonomous cars. you know, it it's here
to stay. Um and obviously there's a lot
of attractions um on the rider side of the the interest and also um to the
SAM transport uh you know uh in terms of
uh the shuttles because as we increase
the ADU the infrastructures of our town
is going to change the dynamics and so
to relieve the congestions. I think
those are um areas that may we we may
want to look into to to come ahead of
time as to what are the plans for these
type of um mobility uh for our seniors
in town. Um I think that that is going
to be uh paramount uh in terms of all
the activities that we want to uh
include or provide the services.
>> Um I have a question for council member
Chuang. Um is that does SAM trans have a
formula in terms of when and how to
determine to actually provide
transportation within a community? Is it
based on how many people are registered
to I mean what what is the criteria for
that?
>> Right. Samsung really is about buses and the shuttles and and the ready
wheels and I think uh in those space um
you know uh they primarily focus on the
underserved. However, uh for the last
five or six years when we start talking
about the impact of the housing and the
densities of those housing units, um I
think that part of the that equation is
trying to relieve the traffic uh by
having uh less cars, right? And to that
extent I think that people are looking
into autonomous cars as one of the
solutions so that you can get out of the
car but you are hopping into another car
right um and then for um uh the transit
there are ready wheels sort of on demand
shuttles that while currently there are
pilot programs for the underserved
communities uh in uh north fairy oaks
and also in Halfoon Bay there are
opportunities I think for the cities to
talk to them about what are the models
that we can come up with that is going
to serve our uh communities so that our
seniors um will get out of the car and
be able to take those options as you
know viable options and availabilities
to to be able to go to their doctor's
appointment, grocery shopping or field
trip you know with friends.
>> Thank you.
Um, Council Member Adams,
>> uh, just an add-on to that, I think we
also ought to include the Youth
Commission in that conversation to
provide more alternatives for their
transportation besides just ebikes to
get places and not to label it as the
old people's bus, but to look at
shuttles that could take all of our
population, young mothers with children,
all kinds of people that are really
stuck. So, I think I think it's a great
suggestion and I think it should be one
of our priorities to develop maybe some
relationships with autonomous cars, make
sure that we are permitting them and so
forth. Thank you.
>> Thank you. Um, Vice Mayor Ragsdale,
>> um, I I love all of this discussion. Uh
just um one other thing that we do have
um through Peninsula Family Service,
there is Got Wheels, which is just an
individual car, so it doesn't
necessarily um take cards off the road,
but for people that need it for and that
is for older um older people. Uh but
it's for $5. It'll take you anywhere.
And it does seem like in conjunction
with 40 Baywood, it would be great to
have this discussion if we could have a,
you know, shuttle to pick people up or
remind them about gut gutw wheels, um,
etc. And we do have commute.org, but
that that's really for commuting to
work.
>> Okay. Thank you. Yes. Um,
Miss Brown, you miss Thank you. I
believe this topic came up last year and
so we did do some preliminary research
with some other cities that have
implemented uh city sponsored shuttle
services in partnership with private
companies. So um we can revisit that
research and open those conversations
again.
>> Thank you.
>> Um moving on, the next goal is improve
town infrastructure and I will turn this
over to our uh director of public works
and city engineer Paul Willis.
>> Hello again. Uh thank you for the
opportunity to present the public works
department and what we're working on. As
you know, about half of the town's
budget is spent through public works,
whether through one of the enterprise
funds or through our general fund. Um
but going through our list, you some of
you may have had the opportunity to tour
the Daryl Tank site. The Daryl Tank site
is the largest water tank and piece of
infrastructure within the town's uh
system. It is a 2 milliongal
concrete tank that's capable of
withstanding a 8.0 earthquake. And the
reason why this is significant, this
project and all of our other projects in
the next 5 years are really built to um
work in conjunction with the future
Highline project. And the goal is uh
this is the highest point of
distribution in the town. It allows us
to transfer water to all of our other
tanks, whether they're mid-level or the
lower level. And in the near future,
when the Highline comes into play and is
fully operational, we will have
mid-level tanks that are not going to be
needed any longer, that are much smaller
that we'll be able to abandon, remove,
and uh maybe even sell those properties
if that's the council's goal, or turn
them into parks or or whatever else you
need. But uh this uh Daryl tank is the
first piece to make all of that
feasible. And again, it supports our
future goal of being both seismic and
wildfire resilient because of its
location. Again, it's a much larger tank
than was there before and increases our
capacity and our resilience.
Um the next project you've heard is the Highline Water Project. the Highline
Water project, we were previously
awarded a brick grant and then with the
change administration, it was potenti it
was put on hold and then we heard before
last holiday that uh it's back on. So
other than the news that it's back in
operation and the the brick grant will
be coming, we have still haven't gotten
the magical piece of paper that's sent
to us from FEMA that says here here's
your money. uh but with the uh
assistance of Mandy and our consultant,
we've gone forward with the uh HMA grant
or HMGP I think is the formal name and
that is another source of funding. We're
looking forward to uh continuing that
process. You've probably also heard that HMGP grant or when you saw the the
approval for that last month, the the
dollar figure did go up and that's due
to a couple factors. number one time
it's delayed a year and a half and
number two when we looked at the details
the HMGP or HMA grant had about 11%
increase due to tariffs so now the
tariffs may be deemed not uh correct
we'll see if that affects our overall
costs because it's such a big project
but uh we we on when we apply for these
grants we ask for the best case scenario
because you can't go back and ask for
more and then uh we hope that we're
fully approved. Then if we don't use it
all then we don't have to go back to the
other partners whether it's Milbury
Berlingame for additional funds. So
that's the case on the Highland water
project. Uh street resurfacing projects.
We're very proud of our streets as you
know we have the highest PCI pavement
condition index in the whole peninsula
and uh we want to keep it that way and
we we achieve those goals uh by
leveraging grants. We also achieve them
uh by being smart coordinating with
utilities and having moratoriums on
streets. So if we spend millions of
dollars on a project uh we don't cut
them and the utilities don't cut them
for period of between two to five years.
So we preserve them and we do this by
sending out coordination letters in
advance to the utilities so they know
and companies like PG in the past have
actually uh moved up projects or delayed
projects so they don't affect these
streets. Uh but we also receive a major
part of our funding through our building
uh permits that go through because when
a contractor does significant work and
damages a roadway, they pay their fair
share to replace or fix the roadway on
behalf of the entire public. We have a
dedicated fee and Tim's group just does
an incredible job collecting that. The
more successful we are in uh issuing
permits, the more funds are available to
the public to fix the roadways. So
that's uh just a really key part. Uh
next item number four, bike and ped
master plan. We had received grants last
year for the bike ped master plan. You
maybe are participated in in the
surveys. Uh we worked with the schools.
We worked with the local bike ped
groups, our representatives, and we had
a really good plan that's in place. Uh
we continue to identify upcoming project
improvements and priorities. I've spoke
to our commissioner about the next one
that we hope to to put in the books and
we're talking to our designers about
that. We don't have any money for it
yet, but there's a plan. So, we hope
that it'll be funded just like the last
one. And, uh, the eucalyptus pathway, as
you remember, when we did get the
funding. Uh, every time I drive by
there, there's always at least three or
four people enjoying that. such a a nice
piece to our community and we want to
keep adding to that to provide a safe
way to the schools, but also an option
for mobility for just anyone that wants
to enjoy the outdoors and and do it in a
safe protected area, not in the roadway.
And then finally, uh establishment of
utility underground districts. Uh this
is something that uh we've been working
on with our commissioner. uh public
works right now is very just been
supportive of reviewing the documents or
providing GIS information uh so that way
we know precisely where those
opportunities uh lie. So I think that's
my summary. I did want to mention that
none of this would be possible if we
didn't have dedicated members of our
staff. So Sarah Bachmann who you met is
here behind me. She's our senior
analyst. So, she knows everything from
valves to tools to every bit and part
that we spend in public works. And then,
of course, without further uh I don't
have to do any more introduction,
there's Natalie Griman, our deputy
director, who handles all of our capital
projects, our designers, and upcoming
future uh planning for the CIP.
» Um, thank you Paul for that
presentation. I do have a couple of
questions but I will defer to my
colleagues first. Um Vice Mayor Rexdale
I
>> think it it's okay to give comments and
opinions right in this yes yes
discussion
>> um uh just such a fantastic pivot for
the highline funding. Uh congratulations
to all of you and wherever it ends up
coming from just um that pivot was um
just remarkable and thank you. Um, and
uh, I think I mentioned this before, but
with regard to the repaving, our street
was repaved and just handled so
perfectly, the communication and um, I
have a little pun, but it was a very
smooth process. So, um, I just really
um, appreciate that as as a resident.
Um, and then just a thought popped into
my head when you talked about um,
decommissioning some midlevel um, water
storage. when you said the word park, of
course, I thought dog park. So, um, just
something to keep in mind. Thank you.
>> Thank you for that. And I just want to
comment on on the paving of your street.
Uh, council members do not know when
streets are paved. We never tell you the
names because that way when you come
here, you can vote on them and know that
you are not biased. So, we pave the
worst first.
>> Thank you.
>> My street is heavily used. Thank you.
Um, Council Member Adams,
>> thank you. This will just be a quick
compliment to everyone at public works.
Uh, you when you come against the rock
in the road,
you figure out a way to go around. And,
uh, I think that kind of spirit is
reflected in our Highline project, a
great project that you designed. And we
will eventually get that done. I'm
absolutely certain of it and we're very
proud of having the highest rated uh
streets in San Monteo County and that
doesn't come without your effort. Um and
also the undergrounding of utilities has
been quite a wonderful project that was
worked on extensively by our assistant
city manager and I wanted to make sure
we reflected that it's a very complex
concept.
uh and I think we will be having uh some
more information for the council and for
the citizens soon. Uh so I wanted people
to know that that was coming. But this
also reflects back with our relationship
with PG&E that we talked about earlier.
I think working on our relationship with
PG& not just in looking in alternatives
but also looking at how we can make that
better at all times in all ways for all
parties is something that is a good goal
for us to have. It matters uh just about
daily. So thank you for everything that
department has done and great
accomplishments this past year.
Um, I have a follow-up question. Council
member Chong, do you have a question as
well or comment?
» It It's not not related.
>> Okay, it's not related. Thank you. Um,
so just quick questions. Um, I certainly
want to um thank the staff for your um
advanced thinking on the funding. Darot
Tank is a great examples. you know,
we're looking forward to the Highline
project, but really Dereotank is
instrumental because you look ahead, you
figure out the the plans and we were
able to get it done before all these
funding issues to be of issues, right?
So, I I commend you for that. Um, I also
want to say um about the PCI is such a
bragging rights among the counties.
We're at 82. Um, and I have to say many
cities that I work with regionalwise um
are looking into measure A um and the
county for the funding and um so for you
to be able to lead the way and then
figure out um in in advance where the
PCI rating was going to be and how we're
going to you know have a systematic way
of paving the roads are critical and we
the residents are enjoying it. Uh so
really thank you for that. Um also I
want to say that you know the the the
bike and pedestrian master plan continue
to be a issues. I mean I I understand
that there is interest in terms of
everyone wants in the ideal way to have
the pedestrians the bike the the the
vehicles all on the roads but the
reality is speed is an issue. So I think
that you know that would be something
that we'll have to work closely with the
PG on
uh the speed um so that if everyone
slowed down that will likely to have the
sort of a scenic weight of having the
vehicles the pedestrians and the um the cyclists all enjoy the roads. But
until then I think that there's uh you
know mindset and outreach and
reinforcement. I think that we all have
to kind of bring together uh into the
fold to make that happen. So, thank you.
>> Thank you. Um just to follow up, thanks
again for the presentation and thanks
for all the work you do at public works.
The residents love you guys. So do we.
Um well, we love all of you guys
actually. You kind of want to see.
Um but anyways regarding the permits and
the costs or sort of the reimbursement
that would come towards perhaps um
repair or maintenance of our right of
way. Um I is sort of when you stated
that I thought so clearly as we issue
more permits for let's say multif family
housing going forward it will also
generate additional funding that could
go towards maintaining our right of way.
Is that is that an accurate assessment?
Exactly correct. And the intent was that
because uh about 13 years ago when I
first started, one of the major
complaints was on a particular street
was the damage to the roadway was always
done by the contractor with their heavy
equipment and the gouging of the
roadways. So now they're paying their
fair share according to how big their
frontage is or how much uh work they're
doing. And then that goes into our
deposit account that we track every
year. And it helps pave not just that
roadway, but the roadway for all because
remember the construction vehicle
doesn't just go to that home. It travels
all the way to get to the plant or the
dump or wherever else they're going.
>> Yeah. I I just think that's an important
point um because going forward, whether
it's the next two, five, 10 years, there
will be increased construction um within
the town. and um just reminding our
residents that that would eventually
once those permits are should bring back
revenues that could be that will be used
to maintaining the roads and the
infrastructure. So, thanks for pointing
that out. Appreciate that. Um I don't
I'm sorry. Um go ahead. Um Council
Member Adams. Yes.
>> Thank you, Madame Mayor. This kind of
ties into the next uh slide as well, but
when we talk about 25 miles per hour in
Hillsboro,
um I would encourage us to also wear
that as a flag that we really will
enforce a slower speed than what we have
right now and um gives people time to
look at the beautiful roads, highest
rated in San Monteo. But as council
member Schwang points out, this would
make everybody safer and we are trying
to do so much on that. So it isn't
necessarily a public works problem, but
it segus into the next section.
>> Um, were you suggesting that we consider
lowering our speed limit below 25 miles
an hour? I wasn't clear on that.
>> No, I I'm not sure it's 25 miles an hour
everywhere, but it's pretty close. I
don't know.
Yeah, it's 25 miles everywhere in town
except for a couple streets and I think
one is Black Mountain and the other is
Crystal Springs, but everywhere else is
25 miles hour.
>> So, your suggestion is that we enforce
the 25 miles hour or were you suggesting
something slower than 25 miles hour?
>> No, I suggest that we have a
conversation about what we want, but at
least that we enforce what we already
have.
>> Oh, okay. Yeah, got you. Thank you. All
right, so we can move forward with the
next presentation.
» Thank you. And we wouldn't be able to
pay for all those wonderful projects
without our diligent and dedicated
finance team. So, I'll turn it over to
finance director Jan Cook to discuss the
slide.
>> Good morning.
First, I'd like to introduce the team
from finance that's here. We have Rich
Santiago, assistant finance director.
And then we also have Gigi Ing, who is
our budget analyst. So, she's the one
that prepares the book and helps with
the presentation and gets all the nuts
and bolts together for our budget. So,
um, so there's two goals here, uh, both
kind of long-term looking. Uh, the first
one is something that the city council
studied late this fall. It's the long
range financial funding plan and that
really has had two aspects to it. One is
looking kind of more internally at what
we can do to leverage our current
operations to provide additional savings
or revenue uh which is translating
primarily into the second one you see
there on the first number one which is
uh the building and planning uh fee
review which is well underway. And then
the second thing is to really look at
our operational
efficiency from our budgetary
perspective and also looking at what our
long-term needs are uh from a capital
basis. And with that study, what was
recommended and uh city council brought
forward for staff to to continue on was
to looking into a feasibility for a tax
measure. And so we are well on on our
way in reviewing that with uh
consultants and that um process will be
unfolding um over the next couple of
months.
The second one is the water and sewer
rate studies. Uh the city council will
be considering
uh issuing a Proposition 218 notice for
both the water five-year rate series as
well as the sewer rate series. And those
um will be coming forward uh primarily
in the next few months as well. But
they'll be implemented starting in the
sometime in 2627.
With that, I'd be happy to answer any
questions that you have.
Um, any question from the any questions
from the um council?
>> Yes, council member Adams.
>> Sorry, I I skipped over your slides for
the next one, but this is a question for
you. Uh, first of all, I want to just
compliment all the work that you and
your staff do and your reputation around
the county when I talk to other cities
is not just impeccable but admirable.
So, thank you. Uh the SFPUC did announce
its rates
uh this past week and I wanted to know
if in our discussion that will be
happening uh at our next council meeting
will reflect the actual uh rate rather
than the projection.
Yes, those that information has been
provided to us and we will be
incorporating that into the the water
rate study projections. Yes.
>> Yes. by Sam Rex.
>> I just want to say that it may look like
only two goals, but you guys do so much
work and so much is put on your
department and it's amazing how small
and efficient and amazing your
department is and you also are doing the
CCFD work and that's also having a
changeover of systems. So, um, thank
you.
>> Any additional questions from the
council? I just have one followup
regarding um I echo what my colleagues
just stated. Thanks for all the work you
do. Of course, without the work you do,
we couldn't get anything done. So um
specifically as we conduct long-term
financial analysis, are we um does that
incorporate um reimbursements for
services that are being provided by Town
of Hillsboro to um let's say CCFD or
other JPA services that we may provide?
Does that include it?
Yes, there is. So, uh, one of the
recommendations was to look at what
we're charging CCFD for finance
services. So, that is another piece of
that. And then, uh, the other piece
which is incorporated into a consulting
uh, project that CCFD is underway on is
looking at um, CCFD as a as a district
or different structures. uh um and
within that one of the actions would be
in that analysis to look at uh cost
sharing formula and whether that should
be adjusted based on you know current
operational services that are provided
to the three cities.
>> Okay, thank you.
Okay, no additional questions on that.
Um we can
>> um yes
>> I I just want to add a comments that you
know uh the share services is is
critical to any kind of a JPA and
anytime that we're looking at it uh it
is critical that we actually reflect uh
the services that we provide and that is
a ongoing process and I you know I'm
very grateful that you are on it. Um I
also think that um periodically the the
town will review on the staff hourly
rates and that is ex exactly reflecting
of the services that we are charging
whether it was to the permit fees or to
the share services that we provided for
uh CCFD and other agencies. Um because
we're an public agency and we're not in
this to make money. we're really
reflecting the staff hours for providing
the services to make you know uh
evaluations or or project uh permits
process or or something like that. So I just want to make that clear and thank
you for your excellent work.
>> Thank you. Okay, we may proceed to the
next presentation. Thank you.
>> Next item uh will be presented by Chief
Kola.
>> Good morning. I wanted to give an update
on our drone as first responder. Uh we
went live with that in October and since
then we've learned a few lessons um that
we're we're working with with Brink. Uh
one is the battery life uh doesn't last
as long as we thought it was. So it's
been in uh been sent back for repair uh
at least one time. Um, we also are
interested in probably researching
different uh areas where we could put
additional pods. That way we have
coverage longer throughout town.
Uh, the next steps we have with our
drone program is we're going to uh
ask more officers uh to become drone
pilots. And we're also uh re uh
releasing that to our uh reserve
officers to get them trained to see if
uh they'll be willing to fly.
The next part uh for the statewide uh
nextgen 911 is a cloud-based system that
we were going to go to. Unfortunately,
there's been some delays with DOJ and uh
the state of California. they're not on
the same page. And so we're all set on
our end, but we're waiting for the state
and DOJ to come together with
standardized laws.
This coming uh council meeting in March,
we will be presenting to council on
consent uh handheld uh radios for our
department. Our radios are 20 years old
and they are in dire need of
replacement. So, uh the recommendation
from staff is that we do the Motorola
LTE radios which will allow us to have
better reception throughout town in
areas where our network doesn't reach.
Uh this also will allow our handhelds to
be taken out of the area and still have
remote access to the town. So we're
really looking forward to this
opportunity
and uh new procurement. We are also
bringing in March uh staff report for
individual uh issued rifles and uh that
will allow each officer to have uh
standardized operating practices
and it will also uh maintain it almost
like handguns. You know, we don't issue
uh officers
uh rotating handguns. They each have
their own uh they each have their own
handguns. And so we'll our idea is that
everyone has a standardized operating
procedure. And so that is coming to you
in in March. Um as for the
departmentwide safety upgrades, uh we
have uh secured the exterior of our our
police department. We've also
implemented several CA uh cameras and a
new locking system throughout our
facilities. Uh the next step for us is
we're researching uh uh I'm sorry uh
testing verata cameras. their mobile
cameras that we're using and we can
deploy those in uh different scenarios
such as the Memorial Day parade or uh
the concourse or different events
throughout town and some mobile unit
that we're in the testing process for.
Uh step two, our generator replacement.
Our generator is over 30 years old and
so we're in the process of uh getting
that replaced. Unlike uh sim I'm sorry,
similar to a vehicle, the generator is
going to need to be built. And so once
we have all of our
permits in order, which is our next
steps, is to obtain the construction
permits as well as the public notices.
We have a school that's within 1,000 ft.
even though it's in Berling game, we
will need to set out notices to let them
know that we are replacing the
generator. So that is one of our next
steps. And uh number three, uh ongoing
recruitment and retention. We are having
interesting time finding qualified
officers who want to become police
officers. So, uh, my staff has roundtled
some different ideas as to how we can
get qualified candidates and possibly
laterals enticed to come over to our
department. And one of those re one of
those uh ideas we had was to go to the
Traverse Air Force Base, which they were
scheduled to do today, but had to uh
postpone. Um, but they plan on going in
a couple weeks down to the Air Force
base when they have a career day. That
way they can set up a booth and, you
know, entice officers to come, military
personnel to come and work for our town.
And then we have our annual wellness
checks. Those are scheduled for the end
of April. And these are one- on-one
sessions with a a competent counselor
that will uh you know talk through
anything that our officers have. And we
also have increased uh instruments in
our gym facility for their wellness as
well.
» Great. Um thank you for that
presentation. Um, I do have a few
questions, but I will ask my colleagues
to comment. So, ask questions if they
have any. Starting with Council Member
Crow.
>> And Madame Mayor, sorry for
interruption. Just to add a little bit
into that as well. Chief Coochie uh and
his team had an emergency to attend to,
so they're not here, but they are
working closely with the police
department as well in the drone program.
So, we're looking at integrating and
having the drones be able to respond to
the majority of the fire calls that come
in as well. We just want to let you make
you aware of that.
>> Thank you. That's uh u that's a good um
input. I do have questions around that.
So, thanks for clarifying that.
>> Yeah, council member.
>> Thank you. Thank you, Chief. And thank
you everyone for the work this year and
the reports. Um a couple quick questions
for the the camera technology and also
the generator. Hopefully, we will have a
new police department sometime
relatively soon. Will these be things
that can be reusable with new
construction as we're investing in them?
>> Yeah, the generator can absolutely be
moved. Uh they'll need new permits for
it, but it's absolutely something that
we could use in the future building.
>> And the cameras, too. Obviously, we need
them.
>> Yes, cameras, too.
>> Great. Thank you. And then um I'm sure
this is a discussion that will come up
when it comes on the council agenda, but
could you just expand a little bit more
why you think I think what residents are
going to say about the individual rifles
or why why do we need to bring more guns
into Hillsboro? Why how often are these
rifles used and why does each
um officer need their own rifle?
>> Right.
the the rifles aren't used on a daily
basis. They're used on instances where
it's a high stress type of call,
barricaded subject. Um, and so the
rifles allow for longer range and uh
ease of use. Let me let me get my notes.
rifles. The reason why we're going to do
uh
individual rifles is because they're in
they're issued to the same they're
issued the same way duty handguns are
issued
and they won't rotate between shifts and
seek to apply the same standards to the
duty rifles.
Thank you. Um any um Vice Mayor Rexdale,
>> thank you very much. Um I appreciate all
this information and um super excited
about the drone program continuing and uh drone first responder and glad
that we're working with CCFD and also
working out the um intricacies of
batteries etc. Um I had a two uh
questions. Um, one is with regard to the
flock cameras. I know we have a very
detailed privacy policy. Um, I but I
also know that the topic has been in the
news and come before other councils. Um,
I personally am I'm good with our
privacy policy, but I'm wondering if
that's something we can put forward in a
more noticeable way. if um I don't know
if if anyone is getting concerned um
with regard to data sharing which I know
we don't do and um we're not allowed to
do also by state law but I think that
the public may need a reminder of that.
Um and then the the second comment is
with regard to the speed limit just
because we're on that page now. I I I
love that we have the motorcycle officer
and we're working on enforcement and
just
keep that up. And I think it might be 15
miles per hour near the schools.
Um
I'm not positive on that, but I think
we're allowed to reduce it to 15 miles
per hour at the school near the schools.
To my knowledge, it's 25 miles per hour
is reduced in a residential area.
>> Do you want to?
>> Yeah. and and also relation to the
schools there is a 15 m an hour when children are present
>> when children
>> so you'll see the posted speed limit
which is generally the black and white
speed limit which is primopascious speed
right can't go over 25 but then there's
conditional speed limits and one of
those would be the yellow sign that says
15 miles an hour when children are
present
>> perfect thank you
>> yes um council member Adams yes
>> thank you madam mayor uh it seems to me
we replaced our rifles last year.
Different rifles.
>> No, those were our handguns that we
replaced.
>> Okay.
>> They were they were our handguns with a
red dot optic for it.
>> Well, I think it's a great idea to have
an individual rifle for an individual. I
think that really makes a lot of sense.
Um, but thank you for that
clarification.
>> Yeah. So I I um I appreciate that
comments on the rifles and and I think
basically the points that I'm taking
from your presentation is again creating
a specified identification in terms of
who the rifle is assigned to regardless
of when it's used. We can trace it to
that specific officer. Is that am I
correct in that assessment?
>> Correct. And it would allow the officer
to train with their own personal rifle.
And that way they'll get used to how it
operates and uh how to clean it and and
all all there is and exactly the sling
will fit exactly to their body
>> for quickness of deployment.
>> Right. And the rifles are are typically
only used in specific um high stress
situations such as hostages or
emergencies etc. when they need long
range. It's not something that an
officer carries around.
>> Correct.
>> On a reg like a hand unlike a handgun.
>> Correct. In specific situations where it
is needed.
>> Okay.
>> But not on a they wouldn't respond to it
on an an alarm call unless
>> it warranted that type of response.
>> And and it will be consistent with the
um standard operating procedure compared
to other um police departments. Is that
correct?
>> Correct. There are other agencies in San
Monteo County like San Bruno and South
San Francisco. They also offer uh issue
uh individual rifles.
>> Thanks for that clarification. And I
think the question um posed by council
member Crowley um and Adams is these are
the questions the residents will be
asking us. So we we just that's why we
asking all these questions so we'll have
more information
>> there. And also um let me finish my
questions regarding the flu camera
security issue. Um I agree with Vice
Mayor Ragsdale that um it would be
important to put out more information
regarding the privacy of information on
that. Several residents have reached out
on the specific issue on flock cameras.
>> Correct. We we have all of our
information publicly available on our
privac uh transparency portal.
>> Okay. and and and that basically
explains to resident in terms of where's
the information stored how are they
reassured that there's privacy around it
because those are the questions I get
from residents.
>> Yes.
>> In light of what's been in the news
recently.
>> Correct.
>> I think it's probably a good idea for us
to consider having a more open
discussion on city in city council in
the sometime in the near future to
address that as well.
>> Certainly. I think as the updates come
out about both the drones and our um
privacy related to the flock cameras
that we can give an update on that. And
one of the just as a talking point, one
of the key things to remember is that we
only our data is only shared between law
enforcement agencies. Uh and that
sharing happens through the Nick Rick,
which is our northern California
regional intelligence center. So that is
our highest level of security that we
have in the nine barrier counties. So,
they're a top secret group that both
works uh mostly with the military and
federal uh FBI,
but none of that information is shared
with any commercial companies. And I
think where we've run into some of the
issues that you may have heard about in
the news is where there's a a kind of an
information sharing that happens between
the the vendor and a private company and
that none of that occurs here within
Hillsboro. and and actually I would say
I don't think there's any agencies in
Sonteo County that share with any
commercial industry. So that really is
the concern. So it's just just as a
talking point I think we need to
reaffirm that at each chance that we
get. So we'll do some messaging on that.
>> Okay, great. Thank you. And um regarding
the drones increasing um utility by
other officers and CCFD um sharing, I
think it's a wonderful idea. I mean,
residents love to know that the drones
can be used to for things like fires,
you know, picking up uh early warning
signs. Um, and you may not have the
answer to this at this point. Neither
does finance. I just wondered, are we
going to be um reimbured for some of
those services um if CCFD uses it since
that's a JPA or is that an issue that's
not been discussed yet or even
entertained at this point?
No, I I believe we're not going to
charge them for any any mutual aid
usage. It would just be like any other
mutual aid that our department offers.
Uh whether it be for the SWAT team or
K9 officer going to another agency, we
wouldn't charge.
>> So, at this point, it's deemed mutual
aid. And in terms of the procurement of
these drones, um, are we as are we
partnering with any of the other JPAs
with regards to CCFD's use? I'm I'm you
know very well I'm on the board of CCFD.
So I'm totally on board with this
concept. I just wanted some more
information on the cost sharing.
>> Yeah, on the funding point at this
point, it would be a a Hillsboro funding
is it would be come from the town and
not from the JPA from the agreement
there. That being said, you know, we are
right now going through a an RFP which
is looking at a couple of different
variations, not only the governance of
CCFD, but also the cost sharing between
the three cities. So, that will be
implemented within that cost sharing
study. So, not that it would be a peruse
type of charge, but it would be an
additional service that Hillsboro has
that maybe the other agencies don't
have. So, it would be taken into
consideration very similar to how we
provide financial services for CCFD as
well. So, it's just another uh aspect of
the, you know, what Hillsboro is putting
into the CCFD compared to the other
cities as well. And I will say in the in
the future, um that we'll probably see
these autonomous drones more as a
countywide roll out and it may be even
it while we're administering our own
right now because it's, you know,
considered one of our newest
technologies that's probably going to
have the greatest impact on public
safety. I think that you'll see that
system go out countywide and it may be
taken over at that point uh by the
county. I have some uh close
associations with the department of
emergency management and a few key
employees there and I know they're
working on that right now.
>> Thank you. That's that's very helpful.
>> That is a goal of um Mr. Caligie as
well.
>> Okay, great. Thanks. That's very
helpful. And one final comment is on
recruitment and first of all all the
work you're doing on wellness and um
health maintenance of our officers. I
think that's wonderful. Thanks for for
doing that um and keeping that as a top
priority. Um with regards to recruitment
um have we or do we have any internship
programs for college students who are
interested in criminal justice as a
major or career? Do we have any pipeline
that we can bring in a college student
or graduate student who may be
interested in this area? Maybe not
necessarily to be specific to be a
police officer but in criminal justice
or to be a police officer.
>> Yeah, we were talking about that in our
brainstorming meeting and we were
talking about going up to CSM and doing
career days doing career days there as
well. Plus, they offer monthly um
host testing for entry level entrance
into the academy where they also have a
separate test for what they call the
WSTB, the work test, work sample test
battery, which is the physical test
involved in um in becoming a law
enforcement officer. and we were going
to set up uh a time when they do those
testings to go there trying to seek
people that are interested in law
enforcement but haven't really gotten
all of the information they need or
where they want to go. So, you know,
kind of get them right before they make
any decisions and be able to educate
them on next steps, etc.
>> Okay. And I'll add to that too that
there also are listed in the job fairs
as well that we have two or three times
a year within the county. Uh that law
enforcement plays a role in that as
well. And statewide in the state of
California, of course, retention and
hiring law enforcement is becoming more
and more difficult. And I think that
you'll see uh post police officer
standardized training uh come out with
some systems like the chief just spoke
about where people can kind of take that
first step into it by taking a test or
seeing what's involved without making a
full commitment. In other words, just
seeing if it might be something for
them. Whereas in the past, if you wanted
to go through that battery of tests, you
would have to apply at an agency, have
your application accepted, and then be tested into that part. So it's
kind of a easier entry for people who
may not be fully committed to it but are
just have an interest in it. It it
allows them to take a look at it.
>> Yeah. I think a lot of um students um
college students or graduate students
who are interested in criminal justice
may not even understand what's on the
front lines. So any opportunity to give
them hands-on experience I think is a
good idea. Yeah. Thank you. And yeah we
may proceed to the next.
>> Oh I'm sorry. I'm so sorry. Uh council
member Tron go ahead. Sorry.
>> Thank you through the mayor. Um chief,
appreciate your uh presentation. um
really um and and Chief and I had a
conversation regarding the flot cameras
because it's in the news and I think
that the equivalent that is examples
that we can uh uh describe is you know
how we have the the Microsoft 365 and
William would always you know be on our
tail to say did you guys you know not
you not click on the fish fishing emails
not to do this not to do that and go
through the training And I think that
unfortunately some of the agencies are
uh for the lack of better word not very
diligent about that and I think that
transpired the the sort of the outreach
uh the the breach of uh privacy. Um I
think that is of concern. Um I do think
that uh in conversation with chief and
the captain um and by the way captain uh
captain sher is um a cyber security
expert that has been respected and well
uh recognized in the region. Um I I do
want to um have you guys talk about a
little bit about your audit. uh there is
a uh very uh detailed audit process that
you will be able to make sure that is
ongoing things if if you don't mind
elaborate that a little bit. Correct. We
do a monthly audit where we go in and we
make sure uh all the agencies that we
have agreements with are abiding by our
policy. So uh one by one we'll go
through and we'll check we'll do we'll
also do random audits. One of the um one
of the options when an when an officer
from another agency wants to run a check
for one of our uh for a plate they have
to put down a reason code per our
policy. And the reason code will also
make them state if it's a case number or
basically what type of offense. It makes
them give a reason for looking for that
specific vehicle. And so what we'll do
is we'll do an audit. We'll make sure
that anybody that's running it has the
proper reason for it. If not, then we'll
terminate our agreement with um that
particular agency. We have not have have
had any agency uh use our data in a way
that's not within our policy.
>> Thank you. And I think the flock camera
the intent of the flock cameras is
really focusing on the license plates
and it's not about the drivers or the
make of the cars. And also the other
part of it is that the agency
collectively up and down the state um
are using that as a tool. So, and I
think most recently either San Mattel or
San Francisco has uh done um some kind
of uh public announcement that through
the success and collaboration with the
various agencies and the flock cameras
footage be able to uh make some
significant arrest.
>> Correct. I think it should be noted that
Flock is one of our most important
investigative tools that we have here in
Hillsboro and and and we're very lucky
that council approved us getting this um information this this product.
And so I I think that one of my goals
for next year is to increase the cameras
that we have in town.
uh crime has gone down considerably in
town because of because criminals know
that this technology is available and I
believe that's uh attributed to the low
burglary rates we've had this year.
>> Thank you. And Captain Shane, would you
like uh to talk a little bit about the
dashboards? you know because we have for
the transparency we do have all these
information updated on the our PD's
dashboard. Correct.
>> Correct. That dashboard is available on
the PD section of the town website. It's
the flock transparency portal. It also
has our most up-to-date uh privacy
policy uh for review. That dashboard may
seem limited in that it's it's typically
one page, but it outlines every agency
that we have an open agreement with. Um,
and to my knowledge, they're all state
and below. We don't share with any of
our federal partners, uh, if that was a
concern for anybody, uh, listening. And
it also, um, tracks our monthly usage
for vehicles run, um, by our officers,
as well as, um, how many plates were
collected in a a one-month period. I
believe you can go back and look at the
archival data if you want to go back and
see what January looked like of 2026
comparatively to 2025, assuming uh, that
data is available.
Thank you. Um and last questions that I
have is regarding the the drone the
batteries that you talk about. Um I do
believe that we have contract with
Brinks that they are on task in terms of
replacement in terms of parts and
upgrades
that that part is not at our expense but
they would look into it and be able to
repair them. Right, Chief?
>> Yes, that's correct. So, we uh returned
one of our drones, the one that's in the
back of the PD. We returned that and
it's uh expected to come back next week.
And and I also uh want to uh you know I
do believe that we have some public you
know listening in on um the fact that
when we are select making the selection
or the PD is making the selection one of
the criteria is to make sure that the
privacy issue is critical that the
manufacturer is the integrity of the
manufacturer is solid in terms of
replacing parts in terms of the
information collections and so forth.
Correct. Uh the replacement turn
turnaround time is fairly quickly uh
considering the
change it needed to have. Thank you
chief.
>> Thank you. All right. Thank you. We will
now proceed to the next presentation.
Thank you.
» Lee. This slide will be presented by
assistant director of building and
planning Liz Reese.
» All right. Our um first of the tier 2
priorities is the safety element update
and in looking at uh updated
requirements associated with SB 739 I'm
sorry dyslexia 379
um that requires that climate adaptation
is a component of the safety element. So
in looking at those requirements and
evaluating current and best practices as
it relates to climate planning and
wildfire responsiveness,
we identified that the best approach uh
to addressing our safety element as well
as um our second goal which is a
comprehensive update would be to do a
tiered approach, a two-phased approach.
So the first phase would be a climate
and hazard vulnerability assessment and
that would be a really technical
analysis of the town's um exposure and
vulnerability in terms of wildfire
evacuation and climate risk and it would
address those requirements of SB 379
in including the climate adaptation
component of the safety element. The
second phase would be taking that data
and the findings that result from the
phase one vulnerability assessment and
looking at how those could be
implemented in a broader general plan
update. So the general plan is comprised
of the individual elements, but they're
all related and this data would be
applicable to all of those um those
elements. And so phase two would be
looking at the implementation plan and
developing a work program and schedule
to then go into G2 which is a
comprehensive update to those general
plan elements. The housing element is
already updated, completed and
certified.
Next in sequence are all data informed
updates. So the circulation element was
waiting on the completion of the bike
ped master plan which now we can use the
data from that to update our circulation
element. The remaining elements that
need to be updated are land use uh
conservation and open space and noise
and all of those would be updated based
on the data and findings from that
climate and hazard vulnerability
assessment. And the goal is that by
doing this phased approach, it can be a
truly comprehensive and strategic update
where the data is being collected one
time and using AC using it across the
board to do a really um
I keep saying the word comprehensive,
but to do a comprehensive update because
all of those elements speak to each
other and it's important that they're
updated at the same time using the same
information and also from a cost-savings
standpoint um we believe that there are
potential grant opportunities by doing
the phase one vulnerability assessment.
So, our goal is, of course, to um you
know, be strategic about how uh how how
money is spent to collect that data, but
also to make sure that we're we're doing
it all at one time and using it um in a
way that makes sense to get everything
up to date at one time.
And of course, um, as part of the the
phase two development, we would return
to city council for policy direction,
um, and have a conversation about
defining the scope, the schedule, the
sequencing, and really making strategic
and targeted updates to those elements.
» Thank you, Miss Ruiz, um, for the
presentation. Um, any specific question
from the council? Council member Adams.
Thank you so much, Liz. Um, you all have
been doing a great job on this and I
just want to say I think or maybe ask
the question when was this section the
conservation
uh the uh open space no when was that
last reviewed?
>> Those were all updated in 2005.
And so unlike the housing element, the
other elements don't have a state
mandate for how frequently they get
updated. 20 years is the recommendation.
So we're at that time where these need
to be updated anyway. Um so so it's it's
time.
>> Thank you.
>> Um I have a follow-up question on that
specific that was going to be my
question. Um in a recent conference that
we attended um the Cal City's conference
in Southern California, there was a
specific discussion around that that we
do not need to necessarily
do it from scratch. We can do addendums
to what we have from 2005. Um looking at
the projected cost of 100 to 200,000.
Um perhaps you can talk to us about how
we can do this more economically uh
feasible.
>> Absolutely. The goal is to not start
from scratch. The goal is to build off
of the information that we already have
in the elements. Um the cost would
really be driven by that phase one
climate and hazard vulnerability
assessment. um because it is such a
technical analysis and we want to make
sure that we have the the cutting edge
study in terms of evacuation analysis
and looking at um wildfire resiliency
planning. Um so of course like I said we
will explore all grant opportunities any
and all grant opportunities to ensure
that the cost savings are maximized
where possible. Um but in terms of the targeted updates to those elements,
we would be building off of what's
already there. We wouldn't be um
starting from scratch.
>> Okay, great. And and um
yeah, I think the climate um resiliency
updates is critical. Understandably, a
lot has changed since 2005. So having
that information will be helpful,
specific information to residents in
terms of how how is this useful. So,
thanks for clarifying that. I appreciate
it. Um, Vice Mayor Ragdale,
>> thank you, Liz. That that um made a lot
of sense with the the order of things
kind of being in order and also all at
once at the same time. Um, the climate
action plan. So, that's not an element.
It's a separate document, but is
informed by the general plan and the
elements.
>> Yes. And yes. um it's currently a
separate document um but under SB 379
the CL climate adaptation has to be a
component of the safety element and so
we've been talking with the city
manager's office um and are interested
in partnering with the youth commission
on their project as it relates to the
climate action plan to make sure that we
don't have redundancies but anywhere
that there are related topics that
they're speaking to each other and
getting updated at the same time.
>> Perfect. Perfect. And thank you. And our youth commission is is gung-ho on
this and uh I really appreciate you guys
um incorporating their help. Thank you.
>> Thank you. Okay, we could proceed to the
next um presentation.
>> Great. And I think we have um one more
slide and then we may take a a short
break if that works.
>> Perfect. I was going to suggest that.
>> Um so this last one is u improve
transparency, efficiency, and customer
service through system implementation.
And we could probably have an entire
presentation on systems and IT and roll
out, but just have some very high level
updates. Um, and so I'll ask our uh city
clerk, Lisa Natish, to speak to the
agenda management system implementation
that is underway and will continue into
next year.
Thank you. Yes, we are working on the
agenda management system. Um I think
within days of of Margaret joining the
town, we brought her in and had her
start speaking with our project manager
with the uh the vendor. So uh Margaret
and I have completed the training with
the vendor and then we'll bring in uh
the staff who work on the staff reports.
So this uh system allows staff to work
on staff reports in the system, route
them for approval, and then there uh is
the component that builds the agenda,
the minutes document, and then there's a
great transparency piece that's on the
website where you'll get to see um the
agenda, the minutes, the video, any
supplemental materials, everything all
in the same place uh on the website. So
we're working to complete that very
soon.
Um yeah, I I have one quick uh followup
regarding the video. Are we archiving
our own video now? In other words, is
that information
>> stored by us?
>> Yes. So, the videos are currently on the
website. They're just on a link from the
agenda page. Uh now, uh so you can get
to them now, but in the new system,
everything will be all in the same
place, all in the same page. So really
easy for residents and uh anyone who's
interested to access all from one link.
So everything will be associated with
the meeting all in the same place.
>> Yeah. And I I think my question and
maybe um that can be this can be looked
into later on like who stores that video
who who who
actually keeps that and how let's say 20
years from now someone wants to access
that. Um the companies change hands
multiple times. technology has changed.
How do we do we have any control over
that information?
I mean, it doesn't have to be answered
at this time. We could certainly look
into it and maybe at a later time give
us an update. I've always been curious
as to um um just with my experience on
21 and what is it 21 and me in terms of
genetic archiving of people's genetic
information that then changed hands and
who eventually gets a hands on it is I
was just curious. Yeah.
>> Yeah. Right now they're stored on the
town's YouTube account. Um, but we can
uh can look into storing the original
video files and ensuring that there's a
duplicate storage for those.
>> Um, but we do also have minutes. Um, so
>> but I think the videos are extremely
valuable because they're very detailed
and um, yeah, if YouTube gets bought out
by another tech company and refuse to
let go of our information, etc. All
right. Anyways, um, I Yes, go ahead.
Vice Mayor Rexdale, you have a final
comment.
>> Final comment like that. They're so
good. Um I I just had um a a request and
or an offer. Um when you and Margaret
are working on the um agenda and the the
new way that it's going to look, um I'd
love to be your guinea pig. you know, I
have a hobby of looking at other
meetings and agendas and I'm happy to um
click around and um obviously the whole
council would like to um have input on
uh what it looks like because we have we
see other agendas from other board. So,
I'm sure we would all have um some very
helpful input.
>> Great. Thank you.
>> Thanks.
>> Yes, Council Member Adams. I also
already want to compliment you on some
of the upgrades you've already done
under this system. Uh particularly the
readability has been increased
tremendously with the use of upper and
lowerase and this isn't just for the
council. It's for anyone who's looking
at our agendas. Uh one of the things so
thank you. I'm sure it's going to get
even better. I also am handy guinea pig.
Um the other thing is with regard to the
website, I would really like to again
complement our CCAC but also make sure
that uh we start uh some kind of a photo
library program so that we have more
photos of the town. It's not easy to
photograph this town without
sightspecific
images and we need a lot of really
vibrant and high quality highdefin
images and we have a lot of uh
photographers in town that we could
enlist to do this. And that library will
really keep our website uh looking not
only current but more interesting. And
if we get a band of photographers who
know how to take uh and how to how to
take images that are nonidentifiable but
still interesting and also how to get
releases so that we can use them. I
think it would be a a good goal for us
to have.
>> Yeah. I I I would like to follow up on
that. Um, another uh thing I learned
from that conference was actually for
the general plan updates really using
more visuals in terms of what our
general plan looks like and using photos
from the town would be extremely useful.
Like they said, a picture is worth a
thousand words. We can convey a lot of
information using digital um photos as
well as graphic. And we have questions.
Yeah, go ahead. Vice Mayor Rexel.
>> Sorry. Uh, Council Member Kick and I are
so eager to uh share, she agreed that I
could share that our William Lee is on
it with the photos and CCAC and they're
working on uh on exactly what you talked
about. Thank you.
>> Great. Um, go ahead. Um, Vice Mayor
Rexel, I'm sorry.
>> Go ahead, Council Member Crowley.
>> Great minds think alike. We just at the
CCAC, we just said let's start to
solicit photos um for the homepage. So
great. And I just wanted to um point out
there's one small change that I think
has been really helpful this year on the
part of building and planning and um and
the city manager's office that um you've
both started to post just the agenda
separately from the full packet. And I
think that's just so useful when you
want to just simply um access the
agenda. You don't have to wait till
everything loads. So thank you for that.
>> Yeah.
>> Thank you. Uh
thank you for the great work. Um you
know uh it it obviously was felt and
especially when we were assessing the
agenda. I also want to compliment the city manager's office for answering
the question answering phone calls
within three rings. Um that was always
you know we have we have residents who
um hesitant to call the town hall for
questions and I always encourage them to
do so. But uh it's it's wonderful to see
that it's been picked up regularly and
consistently and quickly uh because I
think that is much appreciated. Um one
other comments that I want to make and
that is the our townwide mobile app. I I
do think that we need to promote that
more. Um I I do you know I think we want
to drive the the information to our
website. Unfortunately, people are not
going to be sitting in front of their
desktop or laptop at all times. The
phone is really the critical ones. So,
to the extent of the YouTube
instructions, maybe there's um ways that
we can um invite the mayor or you know,
some other um staff members to do a
quick demo of how to get onto the
website and how to be able to sign up
and promote uh some of the you know,
easy access. some information. I think
that will be really critical. Thank you.
>> Thank you everyone. I think I agree with
the staff. This is a perfect time to
take a break. And with that said, we'll
adjourn for a 15 minutes, 20 minutes
break. We could grab some lunch, early
lunch. Okay, sounds good. It's midnight.
» We We have this just set up as a small
break to take that. I will I believe our
city clerk just informed me that lunch
uh items are there if you want to grab
something real quick. But uh
>> lunch is here if you would like it to be
a lunch break, if you'd prefer it to
just be a brief break, whatever you'd
like to do.
>> It it is probably appropriate to take um
20 minutes, 15 to 20 minutes if someone
wants to grab something to eat and then
we'll come back in about 20 minutes.
>> Okay, let's do it in 20.
>> Yeah, mjourn for a break.
Okay, we will now resume our special
city council meeting where we are
discussing our goal setting for 26 27.
And um here is the proposed work plan to
be presented by assistant city manager
um Mandy Brown.
>> Thank you. And
>> I'm sorry, city manager uh
>> I will open it up and then of course
we'll we'll hand it over to the talented
Miss Brown here to get us through it. Uh
just a few things on this. This is uh
the culmination of some of the meetings
that the commissioners have had with
department heads. You will see some of
these projects are continuing projects
from the previous year. And something
that we've done and uh just to keep in
mind here, these are some of these
projects are are going to be ongoing
over course of years. So it might seem,
you know, why are we reviewing this at
this time? We just picked out some of
the major ones that we think the council
needs to keep updated on and keep
getting input about. And also
85 to 90% u of what the department heads
do with their departments is kind of not
listed in here. Previously we've gone
through department uh presentations but
I think we've had a enough meetings on
that category to where you understand
the kind of the breadth of work that
each department is doing. This is really
just on that 10% portion that would be
new goals or things that we want to look
into doing uh in the following year. At
this portion, I want to this is where we
want to get as much creativity and
everybody's thoughts as we can
financially. Of course, we'll have to uh
to have a serious conversation with our our director Cook over there to make
sure that we can financially do a lot of
these uh items up there. And I will say
that, you know, recently the vice mayor
and mayor and myself attended a meeting
uh at the county with uh Mike Caligie
and also supervisor Corzo put on and one
of the biggest conversations in that was
of course uh VLF, the vehicle licensing
fund and the budgeting related to that
and it uh it was not optimistic I would
say is the is the outlook that we're looking at here. Jan uh has been
working uh to put together our budget
process for the upcoming cycle. At this
point, we have that VLF funding within
our budget. Um but we just need to keep
in mind that that may not be available
or it may be a smaller portion than we
anticipate uh that being. So, while
we're going to go through all these
goals now, if at a certain point we need
to scale back anything, we can certainly
revisit some of them because of
budgetary. But that being said, this is
the time when we're not going to think
about the budget as much as we are just
going to think about some of the things
you want to do. And I would say here
that this is a at a very high level.
We're just looking to put the goals out
there, not really the nuance of how
those goals are done. Once we get the
direction from the council, we'll put
our departments to work to come back to
city council meetings to give you some
strategies and some options for you to
select on how to achieve those goals.
And with that, I'll turn it over to
Mandy.
Thank you. Um, so as Doug said, we
really tried to take some of the the
feedback from last year's goal setting
um, as well uh, to make sure that we are
streamlining this goal list. So this
slide has the proposed uh, list of goals
based on that input we'd received. And
you'll notice that some of the
operational or legally required items
have been removed. That doesn't mean
that they're not getting done. Um, but
we are focusing the conversation on more
of those specific projects. And when
there is something that is legally
required listed here, it's because it
requires a substantial amount of
community engagement or feedback or is a high visibility item for council. And
so we've we've tried to incorporate that
feedback. We also have that full list of
goals, the big um sort of Excel
document. Um and based on feedback from
last year, there was uh interest in some
additional details on the proposed goals
of how much would it cost, how much
staff time, what does small amount of
staff time mean. So we've uh attempted
to provide that information, not
necessarily trying to get into the
nitty-gritty and we are still in the
budget development phase. Uh so those
numbers are not set in stone, but I did
ask we did work with staff to provide
some of that preliminary information to
inform your discussion today. Um and so
that's prepared. Um it's also in the
PowerPoint um that we'll just walk
through.
Um and again, just like in the first um
session of the prior year's goals, um
jump in for questions or comments as we
go along. I'm not going to talk for a
long time um and then ask for questions.
It'll be a an iterative process.
Um so the that first goal A remains the
same related to community emergency
preparedness and resiliency efforts.
Yes,
>> Madame Mayor, may I just comment on it?
Could it it now just references wireless
service rather than telecommunications
and
>> we can make that change? Okay.
Thanks for that clarification. Yeah.
» Um okay, so the the telecommunications
um needs assessment. So, we have those
specific milestones, but really focusing
on the third column of the key projects
and initiatives, continuing that
wildfire preparedness that we had
already spoken about, Highline Water
Project and grant funding, and then
advancing technology to improve public
safety and transparency.
» Mayor,
>> yes,
>> just a quick comments. Um I I I do think
that you know um through the council
member Adams and also the rest of the
council's um support um the idea of
telecommunication
um update um you know or just the plan
for the future is it's is set in such a
way is a much better it facilitate much
better conversation uh rather than when
we have a project and then we have to
react to that. So compliment to the
staff and also to the council for doing
that.
» Thank you.
>> Uh next goal area was implement the
housing element and maintain compliance
with state requirements. So carrying
over the projects of Tobin Clark and
town hall uh with some uh proposed
milestones listed for each of those
projects. uh comprehensive general plan
update with that safety element and then
the housing element programs and fees
which is the nexus study and the
objective design standards that Liz
spoke about.
>> Um I have um some comments on the
section and it sounds like council
member uh Chuang also you may go first.
>> Yes, thank you. Um I uh again I I I want
to reiterate uh the importance of the
regular updates on um the Tobin Clark
project and also the town hall projects.
I know that there's a lot of discussions
behind the scene. I think that it would
be helpful to bring it to daylight so
that we have you know in the public
setting would be able to hear in terms
of the process in terms of the pathway
going forward. um because both of the uh
you know uh project requires large
effort from the staff um and you know
and then there's the funding mechanisms
that um we have spent some money on the
toben clark um but not on the town hall
um so just in terms of be mindful of the the dollar amount that we're going
to be spending on these projects I think
it's more critical for us to the current
in terms of the progress or if there are
any change of trajectory that we need to
know about um so that uh it's uh it's
transparent to the public and also for
um everyone to get involved and because
everyone has a stake in this
>> right and and I I concur with that with
those sentiments um just um for
clarification and correct me if I'm
wrong for the Tobin Clark project the
399,100
is the amount we discussed in October of
last year.
that was um and and this is where I was
trying to understand how the money is
moved that was moved into capital from
into capital projects from reserve
um to um basically meet the um the
request for the consultation which is
539 539,000
over I believe 41 months. It's it's a
project that goes until 2029,
I believe. So, in other words, this is
not additional funding. It's funding
that we discussed um in October, four
months ago. Is that correct?
>> The phase 1A and 1B was approved and
that was the the 144 and the 399 is for
the phase 2. So, because it would be in
fiscal year 2627 and it may extend
beyond that. So this is the additional
scope that was not already approved by
council. Um that would take place in
next fiscal year. Um so it's not
including what's already been committed.
>> But what was approved in October was a
total for in terms of the current budget
um for the consultants was 529. It
includes this 3.99. Is that correct?
>> Yeah. So Mandy's right. There was
originally a budget in professional
services for that first amount and that
additional amount the 399 that's what
was taken to council. Now they haven't
spent yet but we already put that
dedicated money as a transfer for that
project. So if they use it there isn't
an additional transfer or amendment
needed in 2627 but the spending might
occur in 2627.
>> Okay. So it's just reflecting when the
spending might occur. You're not asking
for additional to that October funding.
Okay, I just wanted a clarification on
that. And with regards to the town hall
project to be determined
um in 2020
um four I believe we approved 429,000
I'm sorry 424,000 something to that
effect. um 442 $442,700
and that is still in budget from and
this was in October of 2024. Correct. So
is that do we have any feedback in terms
of how much of that has been spent? What
percent what is the reserve out of that
if any?
Um, of that there's about 80 just over
$80,000 remaining and that gets us
through the end of phase one. And so the
contract with EHDD and red dot is to
bring is through the end of phase one
and then phase two would be determined
whether or not we wanted to enter into
another contract with them or do an RFP
for a new consultant to partner with. on
phase two.
>> It was my understanding that that 442700
was for phase one and two. That was what
was presented in October of 2024.
Is that not correct?
I I would have to look back um at
exactly the details of what we were
calling phase one and phase two, but um
perhaps it's that it was phase one and
phase two and then this would be for for
phase three. But what their contract
included was uh coming up with a master
plan, a master site plan with site
adjacencies, determining the
feasibility, how to accommodate our
parking needs. So the remaining budget
will cover that. What wasn't concluded
is the next phase which would be
construction documents and actually
going into the design development.
>> Okay. So according to the documents from
October of 2024,
the amount that was authorized in that
resolution was for phase one and phase
two which took us through the master
planning. I'm sorry. So it's probably
phase three that we're talking about
going forward.
>> Yes. I apologize for the question. that
amount does include the master planning
um because that's what was outlined.
>> Yes, that just gets us up through the
end of coming up with a master plan and
then concludes at um a natural break
point where we would then decide what to
do about the design, development and
construction documents.
>> Okay. Okay. And and just let me just go
back slightly on Tobin Clark. That
amount that was approved um October of
last year, which is four months ago for
um 539 100, that was for phase one and
two, correct? I mean, that's what the
agenda package stated back then.
It included the master plan for phase
one and two.
and and and I'm I didn't mean to stump
you. I just felt like these are such big
numbers that we need to be clear and so
does the public in terms of what we're
paying for and um these are huge numbers
and also to clarify to the residents and I think it's all in there. I'm just restating this such that when
>> residents reach out to us instead asking
questions we are clear we're all
speaking the same language. Yeah.
>> Yes. So what was included in the
previously approved budget was for phase
1A which is the due diligence and phase
1B which is the preliminary master plan
and then for Tobin Clark the phase 2
master plan is the scope that would
return to council for that additional
amount that has been set aside.
I I think we'll need I would need more
clarification on that. Looking back at
that agenda package and what was
written. Um
it was my understanding that that budget
included phase one and two and this
project is estimated to go through 2029.
If there is a change that I'm not aware
of, it would be good to clarify that
>> just not just for the council but for
the residents as well.
>> Yes, we can clarify that.
>> Okay, great. Um I think
um those are my questions for now on
those um two. Well, one one quick
question I have on the um sort of going
back to item A. I'm sorry about this. Um
I didn't ask the question earlier
regarding the implementation of incar
video cameras. Is that for um the police
officers vehicles in car videos? Is that
the camera we're talking about?
>> Yes, that's correct. And it's going to
be from Axon, which is an existing
company we already work with with our
bodywn cameras. And what this camera
system is, it's a
it's got four total cameras inside the
vehicle. The the front facing is a dual
paint. They call it a dual view, which
is like a panoramic view, which also has
the capability of an ALPR, a license
plate reader. Uh, but that's an
additional cost. The original just comes
with the dual pane. It also has two side
view cameras and one camera back on the prisoner.
It's beneficial. Re reduces liability
for the town and it also uh protects the
officers with uh false allegations.
>> Right. Right. Thanks for that
clarification. Um any additional um
questions on item A and B from the
council?
Seeing none and no uh well we haven't
gone to public comment yet. Um you may
proceed. I'm sorry. Thanks Mandy.
>> Uh thank you. And uh goal C uh remains
unchanged. enhance quality of life with
the some of the returning key projects
being the code enforcement um with
specific milestones related to the code
enforcement position um and activities
execution of the 40 Baywood agreement
and working towards operations. So
including that financial analysis to
determine the operational and facility
needs revenue potential. Um
the next one is formalizing the town's
role and partnership in the annual
Memorial Day parade. Um being able to
support the parade in any negative fund
balance. Looking at studying the
feasibility of establishing a foundation
either independent or under the town to
support fundraising efforts um to allow
um tax deductions um for donors to the
parade um and any other fundraising
efforts. and then uh delineating the
process and roles for the vendor
agreements uh really with our risk
management JPA make sure that they're in
accordance um with our the town's
policies
and the last one is the update the
climate action plan and this can be
dovetailed with some of those efforts in
the safety element that Liz was
referring to um but our climate action
plan is from 2010 and the youth
commission is very interested in
supporting and uh being engaged in
leading this effort. We've also had um a
few members of the public ask to be
involved in some stakeholder group um
once this process is brought forward. So
um looking to coordinate that with the
building and planning assessments that
would be be done.
>> Um question um Council Member Krick.
>> Uh yeah, thank you so much Mandy for all
of this. I just wanted to um
just shine some light a little bit on
this um 501c3 idea which is number two
under the parade. Um and in uh what we
have been doing uh we've been pushing
not pushing but we've been using HBF for
some foundations to the parade because
they have a 501c3 status and then
they've been giving money to the parade.
But um when they were audited that it it
causes problems with their audit. So HBF
is not opposed to our starting some kind
of Hillsboro Community Foundation. Um
which is one reason why we sort of
stayed away from doing that when we
established the parade is because we
didn't want to get an HBF lane or HSF's
lane by creating HCF. But now it looks
like we're at the point that we've got a
couple different things that could
benefit from a community fund and
hopefully residents that well we do know
that there are residents who are willing
to donate for both the parade um
potentially 40 Baywood and potentially
for the town hall project for some kind
of community room that it would be very
useful for us to have a an entity where
the town um and and Mandy is looking
into this. That's why there's a figure
associated with this because it would
probably um it it we'd need to hire a
consultant to look into it and to help
us set it up. But I think it it could be
something that would be very beneficial
for all these different things.
>> Um I thanks for that clarification. I
actually have a question. Um and it's
more of a legal question for our city
attorney.
How what are the legal parameters around
the town itself or the city council or
whatever can form a 501c because I the
last time this subject came up on the
day a couple of residents reached out to
me and said implied we didn't know what
we're talking about so please clarify.
No, we are aware of cities. Oh, thank
you for the question, number one. And
number two, yes, we are aware of cities
that have established nonprofits. Um,
used them for a variety of fundraising
mechanisms. Um, but it is something
we've helped cities establish in the
past. And so, it is something that the
town can do. Um, we'd want to look at
what the uses would be and make sure
it's consistent with nonprofit law. Um,
but yes, we'd help you with all the
documentation to establish that.
>> So, but it does sound like it's
possible. It's just a matter of
structuring it within the legal
constraints. Got you. Thank you.
Appreciate that. Thanks. Thanks for
those thoughts. Um, Council Member
Adams.
>> Yeah, along those lines, that those were
my questions. The other question is, um,
it takes a while to do a 501c3. We may
not need a 501c3. We may need something
else, but uh, I think they have to be
really careful about mission mission
creep can, especially when we start
talking about all the other things that
this could accept money for. And what we
don't want is people solicited for
donations in advance of projects that
we've already uh approved because that
can really complicate things as well.
And uh so I think it's tricky uh because
yes, it doesn't compete with other uh
501c3s that we have in town, but it
does. So, I think we need to talk about
it uh carefully, but I'm just not clear
about what our relationship is right now
with the parade. Let's just stick with
the parade because I haven't been
involved in the, you know, the mechanics
and the administration of it. What is
our relationship? because I know that
council members get involved in
orchestrating it, but there are also
chairs that run it and the finance for
it. I assume we do some inind donations
of all kinds of things uh protection and
security forces and participation and I
do hear that there's a little issue
around uh liability and insurance. So,
can we just um get a clear definition of
our current relationship and the
problems that we're trying to solve?
>> Sure. And I'll I'll speak to some of the
issues you spoke about and I think
Council Member Kroll's probably most
qualified to speak on some of the other
issues there with relation to the to the
finance of it. It's, you know, it's
always been a a town supported event. It
is probably our biggest event uh since
Concourse is now out of town and we have
the parade every year. So I think it's
an sort of our signature thing. It
started out as a centennial parade and
then was uh very very popular and has
evolved to to where it's at now. On some
of the issues with the as you were
discussing the liability, a lot of that
is just timing um and working with our
volunteers to make sure they understand
that some of the liability requirements
um that are there are sometimes a bit
arduous for an average vendor. So, a
vendor who may be used to showing up to
like a popup market or a street fair
where they're they're selling their
foods or or items that are happening
there, when it comes here to our city
and we're using it as a city event, our
insurers are looking for a much higher
coverage than most of them carry. So, a
lot of that is just us working with
those vendors to make sure that they are
one willing to carry that insurance and
then also that they have that in place.
And I think us being involved in a more
formal matter as the city helps relieve
some of that burden from the volunteers.
are really there for exactly
what they do. And the parade doesn't
happen without the volunteers. And it's
their creativity that makes it such a
great event. They I don't know if that
was if staff was told, hey, we need you
to find these drivers and cars and
things like that. We just don't that
wouldn't be within our wheelhouse
compared to how good a job the
volunteers do. So, it'll always be an
amalgamation between this volunteer
group and the city. And I think what
this is looking to do is take some of
that burden off of the volunteers and
the the $5,000 amount that's listed up
there. That's just sort of a running uh
balance that we have over the years with
the parade. Uh and we think that that
dollar amount right there is kind of
sufficient to shure up some of the
financial shortcomings there. And of
course, all the the staff hours and that
kind of stuff is somewhat embedded.
that's within our cost of doing business
on a day-to-day uh basis. Um, and we've
always gotten amazing help from our our
allies around the county who come in and
help, particularly the police academy
and other police agencies that we've
used as well. We pay them back, of
course, every time they have a big
event. Our Hillsboro officers go to
their cities to do it like kind pay. So
this part about the liability and the
insurance and the financing part of it,
I think this just helps formalize it
because you got to remember this group's
been running for a very long time with
just people who know each other, right?
We're and and so we're looking to sort
of formalize that so that the next
generation uh coming through and running
this parade when myself and people
who've worked on it for so long are no
longer here that they have a good
framework to move forward. And I'll let
Miss Kwick speak on the rest.
>> Yeah. and and council member Chong could
do about the history of it. But the city
manager, right, it started in 2010 to
celebrate our centennial and it was such
a popular event that residents came to
us and said, can we do this again and we
will help. So, um it could not be done
without the support of HPD and public
works and and for fortunately for the
town I think because I think it's a
great community building event and now
we have children who come up and say,
"Mrs. acrylic. I grew up with this
parade. Um and uh when the concore left,
one aspect of the conc was this carnival
that we had every year. So now the
parade has taken that on. Um and and the
support of the city manager's office,
too. So from the very beginning, we were
really lucky. We had the support of the
city manager, the police chief, and the
public works director. And without that
triumvirate, I don't think we could have
continued. And then the volunteer part
of it is we the volunteers um take care
of the logistics and we have been
quietly fundraising. We've have kind of
a friends of the parade committee and we
quietly send them a letter every year
and they have underwritten the stage,
the sound system, the carnival, um you
know those different logistical things.
But in the past three years, I think
we've run a $5,000 deficit three years
in a row from what we've quietly
collected and what it's actually cost
because the costs particularly of the
sound system and the stage keep going
up. But the volunteers bring uh one is
in charge of the food trucks and the
food trucks don't cost us anything and
we don't pay them anything and they
don't pay us anything. They just come,
they sell. So, it's kind of a win-win.
Somebody's in charge of the carnival and
we usually we hire a um we hire a
company that brings in the games.
Somebody's in charge of of um recruiting
all of the convertibles. Somebody uh
Leslie has been in charge of recruiting
the dignitaries to ride in the
convertibles. We have a committee that
reaches out to sports teams, scouts,
schools, community, uh, service
organizations to ask them to be to
participate. And then, uh, Council
Member Trang has overseen the observance
ceremony part of it. Um, and then Julie
Bordon, who's the chair, is really the
logistics chair. She works with Wreck.
underwrites the portaotties, which
is nice. um and and she oversees kind of
the setup of the field and and um the
cable cars that uh are shuttle people
from parking to the site and that also
carry the kids in the parade. So, it's a Oh, and then we have uh
volunteers who oversee the community
music festival. They sign up all of the
acts and they make sure that that all
runs really well. Anything that I'm
leaving out? So, so it's definitely a
partnership and now it's been in
existence for, you know, going on 16
years and um and that's kind of how it
works, but it it it we have never uh
solicited kind of corporate
underwriting. And now I think we're at
the point where we could do that, but we
would need a 501c3 or some kind of
entity that realtors and banks and, you
know, different corporations could
possibly give to. We would need that,
right? Well, I think based on what you
just said, I mean, what I enjoy
listening to is just the um sort of um
groundwork. Basically, it's a community
event and all the volunteers who step up
and um keeping it at that level is just
really wonderful, but of course
offsetting the costs such that we're not
running a deficit on it. And I think if
we were to partner it with the as you
mentioned the Baywood and town hall, we
will need to do financial analysis of
both of those entities. Um we'll need to
do financial analysis of both of those
entities so we know what is the scope of
the amount of money we're talking about.
you already outlined what's necessary
for the parade which sounds fairly
nominal as we decide how to move forward
with the 501c. So it sounds like the in
on this section at least the key issue
is
what do we want to be included in this
501c for solicitation
doing the financial analysis for those
two big other Baywood and town hall and
even with town hall figuring out how
much of that we want to solicit for and
what we cannot solicit for etc and then
making the decision about a 501c do my
colleagues want to add anything else to
that
>> well there will be u there will be
financial implic applications with the
501c3 and forming a nine, you know,
their 990 annually. So, the audits that
would be necessary, I I'm not sure who
this 501c3 would be managed by the
board. So, I guess you're working on
looking at ways to do this. Okay. Okay.
Thank you.
>> Great. Thank you.
>> All right. Yes.
>> Thank you. Um I I thought that city
managers and uh council member Corle uh
summarized it very well in terms of the
scope and the depth of uh the Memorial
Day parade. Um I and and the events that come with. Um I I do want to uh uh
sort of I I I see the sort of the uh
evolutions as to we we could use a
better funding, we could use a better
management of risk management and all
that encompassing and so the discussion
is about the 501c3
uh or some types of that 501c. Um, I do
want to suggest that all these other
cities, either through their chambers of
commerce or through their um, recrecks
and parks departments have uh, continue
to also work on many of those community
events at different levels. And I wonder
if we want to uh at least find out what
are the best practices out there for
supporting all these community events in
our town. The Memorial Day parade and
the music festival and the carnival that
come with uh is one of the best events
in terms of
uh bringing the community uh together,
you know, young and old and it just
all-encompassing. And so it is wonderful
and to the extent that we want to
sustain that so the operation is
smoothly um is admirable and is actually
worth considerations. I'm just saying
that 501c3 may not be the only
direction that we're go looking at.
There may be other um ways that we can
help support the event successfully and
you know financially sound. So I would
implore that we also explore on those
area. I I also caution the area of
looking at the 40 bay woods and and all
the other um and also the town complex
in that same scope because again I I
think that the residents may have a
different perspective as to what belongs
to the town, what is their tax dollars
go to and what are the nonprofit
consider. So with that in mind, I think
that we want to consider not just
focusing on the 501c, but also the other
options that may come through
>> and we can perhaps have a more in-depth
discussion on funding for these issues
and have open up some study group of
some sort. Okay, sounds good. We can
move. I'm sorry. Go ahead, Vice Mayor
Rexdale.
>> Or other issue. Okay, go ahead. You may.
Yeah. um on on this issue. I I
appreciate everything that's been
brought up and and hope that all of
those things are um looked into with
501c3 or otherwise and um great
expertise on um on council and obviously
with BBK. So I think we're we're in good
hands to figure out the all of all of
these things. Um I just had a few things
to potentially add. Um two are um I mean
things that I think we are working on
but to our quality of life but also
safety. One is um ebike education and
enforcement. Um I know we're working on
that. Great partnership between HPD and
the schools and and we had the fantastic
presentation last month um by assistant
city manager. I just want to make sure
we capture that as something we're
working on. Um, and then something that
I know we've been contacted about as
council is the um cancer rates in town
among the um kids. Uh, which may or may
not be related to pesticides or maybe
something else, maybe coincidence, maybe
not. Um, so just something to um to keep
in mind and especially in terms of
recommending that people don't use
pesticides
um uh just like we don't in town. Um
and then uh the last thing is uh back to
quality of just quality of life. Um, we
had been talking about our our
subcommittee with the ordinance
revisions for events and also um,
business licenses. I just want to make
sure we have that um, captured. I know
we're still working on it. Thank you.
>> Okay. Um, so on item we're moving to
item D. Is that correct, Mandy?
>> Oh, are we done with item C?
>> Through the mayor, if I may, I just
wanted to offer additional clarification
about the toen clerk topic. You are
absolutely correct that the agreement
approved in October fully encompassed
phase one and phase two. I think the
part that I was making confusing is that
there was language added to the
agreement um to clarify that the
consultant wouldn't move on to phase two
without first coming back to the council
to present phase one and the council
authorizing them to move forward. But
the agreement fully encompassed those
phases. So I apologize for the
confusion.
>> Okay. Thank you for that clarification.
Okay. Um
we can proceed to item D, ensure
long-term financial security.
>> Yes. Thank you.
» So none of this is possible without the
long-term financial security. Um
beginning with the implementation of the
water and sewer rates and this outlines
that 218 process.
The second key project is the
implementing the recommendations from
the long-term financial funding which
Jan um went over regarding the building
and planning fee study, the tax polling
measure process, and then the general
fund policies um to support replenishing
reserves um and making sure that the
town stays in good financial footing
moving forward.
The third key project is implementing
systems, processes, and training. So not
only for the town but also also for
CCFD. Uh this represents a very large
amount as you can see on the chart.
Amount of staff time is um actually we
had the town has just rolled out their
own financial system so they know how hard it is and they get to relive it
for a second time um with CCFD. Um and
so knowing what is coming forward and how much staff time that takes um
that that will be coming forth and it's
really something that yes we need to do
um but it is going to take a lot of
staff effort and so being mindful of
that um that t tax on finance staff um
as we move forward throughout the other
goals that that may rely on their
expertise as well.
Um before before we move on to um I'm
sorry, are you done with item D in terms
of the presentation? Yes. Okay. Um I I
do have several questions and what you
just finished off on. So I will ask my
questions um now um regarding the
CCFD financial system implementation.
It says the system is paid for by CCFD
and the town staff time to implement.
Could you just clarify what that means?
So, Central County Fire Department is a
completely separate financial entity and
the town finance staff uh manages the
overall finances for uh Central County
Fire on a fee for service basis.
basically. Um, and so right now we do
our core work which is all the
accounting, the ACT for the audit,
supporting the budget process, making
sure the policies are in place. So kind
of the standard, you know, everyday
things. And then in addition to that,
the Central County Fire Department
financial system provider is sunsetting
that system as of December. And so we
are faced with needing to replace that
system. So, Central County Fire
Department, it's their financial
responsibility to buy that system, but
it's the town finance staff
responsibility
to select that system, going through an
RFP, doing the due diligence, um,
putting together the agreement. um that
becomes the software for service
agreement and then implementing that so
that it's a live general ledger accounts
payable accounts receivable system that
will be used starting in roughly
sometime between January and April of
next year. So it's town finance staff uh
primarily rich and my time.
>> Will it require additional time
overtime? Uh I mean what what would be
the impact financially on finance
department from a time hours cost
perspective?
>> It's absorbed within our time. So it
just uh to what Mandy was saying it just
is additional time on our plate.
>> Is there is there the possibility of us
recouping the cost of that from CCFD's
budget? Well, I think as I mentioned
earlier, uh we are currently with a an
RFP, I believe it's with Matrix is the
name of the company that's doing not
only review of the governance of CCFD,
uh but we'll also be looking into the
cost sharing portion of it. And I know
right now um that our finance department
uh is having increasing amount of work
being asked for them to do especially
during anou year when we were
negotiating with them and now with this
new implementation I believe it 77,000 a
year or whatever uh we get from CCFD uh
doesn't come close to covering that that
staff's time. So I think that'll be uh
looked at as we move forward. And also
if C if there is a governance change in
CCFD then they they should have a do it
with uh eyes wide open on what the
aspect of that might be for them
handling their own finances. Um, so I
think all those things are going to kind
of be looked at and I will say that uh
in working with Chief Pooie uh he is
very aware and dealing with our our
partners over in Berlingame all parties
are aware that the the what is being
asked of Hillsboro finance is beyond uh
what they're being compensated for. So
at the end of this study, if everything
were to stay the same, I think all
parties are in agreement that there
would be a greater uh fiscal
contribution uh towards uh Hillsboro for
the financial services they're providing
for the overtime of uh Jan and Rich if
they got overtime, which they don't. But
it is quite a bit of work that they're
putting into that. So it it's not
something that goes unnoticed by us. And
I think even our partners are saying
like what we're asking finance to do is
really more than we're paying them to
do. So trying to shear that up.
>> Yeah. Is it something that you envision
potentially even needing a part-time
like half FTE staff to help you do if
you're not able to execute it and carry
out your main work obligations?
» Potentially.
>> We will contemplate that if it's needed.
Um, but we're
freshly off of the town finance system
implementation, so we're very dialed in
on how to do this. So, we will be as
efficient as we can be
>> and we'll leverage whatever resources we
can from CCFD.
>> Um, and if if something else is needed,
we'll we'll let you know.
>> Well, thank you. It's very important
work and thanks again for all the work
you've been doing. Just a reminder based
on the funding currently of the the way
the JPA works if we do bring on
additional staff or additional items
again that's a portion of that is also
absorbed by us
>> right as a town entity. Um so it's kind
of something you have to get an
agreement with all your partner cities
and then present to the fire board. Um,
and this is one of those issues where I
when I do speak to the fire board, it's
one that the fire board needs to be very
well aware of so that they can bring
back to their respective councils
because it is a decision that affects
the finance of whatever city uh the fire
board members are on if that makes
sense.
>> Correct. Yeah. Thank you. Any additional
questions from the council?
>> Yes. Um, council member Tron,
>> uh, I I just want to add another flavor
to it and that is the whole idea of the
fire services being merged by Berling
game and Hillsboro is exactly because
there's a share cost that we can reduce
and and so in this case we have the
financing instead of uh the from the
Berling game or her Hillsboro or
additional creating another finance
departments for central county. I think
that in this case um you know we have
Hillsboro finance department to thank
for uh for Jan to spearhead it in that.
So that does cut down the cost. Uh that
being said I think that you also uh are
in a position a driving seats position
to select the type of system that is
going to be going into the
implementations at central county.
Correct. And that is much needed.
Correct.
>> Yes. All right. So I I I do think that
we we it it is a it is it is a JPA um
that we're collectively uh sharing some
of the positions to cut down the cost
but at the same time we also realize
that many of these are personnel and so
the cost is going to go up as we move
forward with it and so um I think that's where we're looking at uh in
terms of currently whether we'll need to
change the sort of the dynamic of the
three the two agencies ver I mean the
one agencies with Hillsboro Berling game
and then you know providing contractual
services to Milbury.
» Um yes council member Adams.
>> Uh thank you mayor madame mayor. Uh I
have a question about support tax
polling measure process and it may be
that uh because the status and notes are
written with pending results at the end
instead of at the beginning but uh we
have already approved the survey but are
you saying that we also need to approve
management of the consultant? I would
suspect we've already done that part.
And is the 122,900
in addition? Okay. Sorry.
>> No, sorry, that's a bit confusing.
That's what was already approved by
council.
>> Thank you.
>> Okay, seeing no additional comments from
the council, we'll move on to item E.
Okay. Um item E is uh similar language
improve transparency, efficiency and
customer service. And so this is
implement programs and software to
improve internal efficiencies. So this
is the agenda management system that
city clerk Lucish spoke about. um the IT
strategic plan which um administrative
services manager William Lee can provide
specific detail um onto that effort, but
that's really getting at uh safeguarding
the town's systems um and and working
with our IT provider on rolling out some
of those key projects to protect to
protect us from uh losing power or
outages um and security moving forward.
Uh, one of the new new legislative um
requirements is that the town move from
A.NET to A.ca.gov
web domain. Um, so that requires
updating business cards. Um, our
website, town communications. Uh, the
fortunate thing is that everybody's
doing this. So, we're not alone. Every
town is making this this switch at one
time. And some have opted to go with
the.gov
Um, and we've gotten input from our CCAC
to dodo the.ca.gov.
Um, our office assistant Katie gets
calls about Hillsboro, Florida,
Hillsboro, Oregon. So, this will
hopefully help cut down on those those
calls um at public works and at town
hall. Um, and then implement that comm
uh building and planning permit
software. There's a lot of
configurations. There's a lot of things
that it can do. So really taking
advantage of that full suite of
offerings.
Uh the second project is reviewing the
city council handbook. So this is a
document that has been in existence I
think um Lisa found a version from 2006.
So it's been in place for um a long time
and it has documented current
procedures, some Brown Act information
that's been updated over the years uh
responsibilities for council members and
it's provided to new council members. uh
but it's never been formally adopted by
the city council. And so what we'd be
looking to do is look at that handbook,
see um what's in there. Um having a
discussion with the full council on
things like mayor rotation um and again
the roles and responsibilities. And it
could also be helpful for prospective
council members looking at um whether or
not they want to run to see what what
they'd be signing up for um and have
that document approved at a council
level. And so that would be a staff
effort and also largely a city council
effort. Um so I should have put city
council and the departments involved
there. Um but working on updating that
handbook.
Um and then the last one is um an
internal sort of uh employee requested
to evaluate feasibility of paid family
leave program. This is something that
we've seen in other jurisdictions. Um
kind of some some agencies moving to
some version of paid leave. Um right now
depending on the bargaining group um
there's um SDI or um unpaid FMLA. So it
would be looking at what other
jurisdictions offer and exploring
whether or not that would be something
that the town uh wishes to do in the
future. And so um that's an internal
research project. Um we would evaluate
the uh anticipated costs and present it
to council for consideration um at some
point in the future.
Um, could you just clarify? You said
unpaid FMLA. I thought obviously I'm
mistaken that there was a state mandate
that some of that FMLA must be paid. Is
that not the case?
>> Uh, no. FMLA is unpaid. Um, and there
are some units in the town that pay into
state disability and so they get some uh
not all uh payback through uh through
that program but not all bargaining
units participate in that. Um, and so
this in there's a pilot program from
Foster City um where they looked at
doing a partially paid family leave for
basically all reasons that would be
covered under FMLA. So, it's not just um
pregnancy or a new child. It would be
anything that's covered under FMLA is
covered under their it's called a I
think it's called care program. Um and
so because Foster City is doing this
pilot, it's been a big talk in the HR
world for Sano County as well as the the
Bay Area.
» Okay. Um any further questions along
those lines? Okay. Yes. Um Council
Member Council Member Adams. Yes. Um,
one thing about the uh transition
toca.gov.
Um, at the League of California Cities,
I talked with a city that had gone
through this and their prediction was
that it takes of a full year largely
because of a review by the state of
every aspect and they would submit an
aspect and it would take a couple of
months to get back. So, this is going to
be a big project and I would recommend
that we make sure we have enough funding
uh to maybe get a consultant to help us
go through this because this is going to
be much more than advertised.
» Uh, thanks for that information.
Appreciate it. Yes. Um, Vice Mayor
Rexdale,
>> thank you. Um, all right. I have to
switch switch the glasses. Um, so with
regard to the family paid leave, uh,
thank you so much for looking into this.
Um, as we've mentioned before, up here
we're all moms and four of us are
grandmothers. Um, and, uh, I think it's
super important to, um, support that.
And I think it also would really help
with uh recruiting and retention which
is worth you know so much so much you
could can't even quantify how much uh
recruiting and retention is worth. So um
thank you for following that uh how
that's going in Foster City. Um, and uh,
with regard to the council handbook, um,
I think it's a great idea to add to it,
update it, um, and maybe have a
subcommittee of, um, two council members
who are who it won't affect, who um,
maybe are not going to run again or
something to um, you know, who have been
mayor and that kind of thing, I think
would be um, would be helpful. And then
of course we would all appine because we
love to do that. Thank you.
>> Yeah. Thanks for those suggestions.
Yeah. Um
any additional questions to item E
before we ask for public comment.
>> Yes. Council member Schwang.
>> Thank you. Um I just want to uh kind of
bring to attention that uh when it comes
to the transition to CA.gov
web domain um the effort from the staff
is is is noted as small and um council
member Adam just said that otherwise and
so I just want to kind of bring this uh
to sort of a uh medium to make sure that
we did reflect the effort of the staff
and that it is not a huge undertaking
albeit mandated yeah so
>> okay thank you we will that's the last
I'm sorry council member Adams you have
a question your comments Just a comment
um in the I really think it's a great
idea to review the city council handbook
and uh I would want to make sure that uh
we make it something particularly for
new council members. So I'd like to
volunteer on that. But that it also um
in addition to the legal aspects of the
council membership, some handy hints,
some things that experienced voices can
be quoted and helpful in helping uh not
just council members who've been
elected, but people who are
contemplating running. It's really
important. Okay, those are some good
comments and and you know I I think we
can we're going to have the opportunity
to come back and and comments and
discuss and promote some of these
subjects. Okay, you you can go ahead and
add to that.
>> I just want to quickly add to what
council member Adams said. So, this has
kind of been on my radar screen for a
while. So, I actually have interviewed
some former mayors and gotten feedback.
And if you remember, I asked this uh
city clerk last year to ask people to
send their comments or so. So so we have
started to collect some of that
information. I would love to be able to
yeah um help that inform.
>> Thank you. Um
so let's get public comments and we're
going to come back and try to have a
little bit of a discussion before we
prioritize our choices. Um do we have
any public comments on any of these
issues?
>> Thank you, Mayor Cole. Yes, Dr.
Weineberg, would you like to provide
comments?
» Thank you very much. Um, one quick in
June, our two chipping projects are from
the 8th to tw to the 12th and the 22nd
to the um 26th. That's 10 working days.
We're going to be doing about 1437
additional homes. And I have a lovely
map here that I'll be happy to show. The
white areas are the areas that have not
been shipped and will include everything
else in Hillsboro. So, we'll finally get
that chip off our shoulder.
Maybe we can get um a copy of that as
part of these notes or minutes if anyone
is listening so they can take a look at
that map.
>> It's available for a picture.
>> Yeah.
>> Um then the other point I wanted to
bring up and I may be way outside my
lane. I admit this. Um,
we feel at Firewise that we need a
uniform reference point for defensible
space and building standards
and that is chapter 7 in the state code.
Ideally,
this chapter should be
put into our codes. Now, that's why I
say I'm way outside my lane.
um but not for it to be a mandate
because I'll come to that in just a
moment why but the insurance industry
does
use these codes that the state have plus
and I think we should be uh clear to
them that we are aware
why
the WOOI fortunately was reduced a great
deal in the past year. That's very good
news for Hillsboro.
We have no very high severity, just some
small smidgen of high and some moderate,
about 25 28% of our surface area.
Chapter 7
would allow these people who are going
to want to do improvements to either
their a whole new home or a major
remodel which under chapter 7 is 25% or
more of the property.
And for those who are doing incremental
changes,
I really by having a reference point,
they'll know what to aim for, especially
from this simple standpoint of return on
investment. I want them to get the kind
of advice they need from the architects,
from the town, um, landscape architects,
etc. so that when they do spend their
hard-earned dollars, they get as close
to that code as possible.
Uh lastly,
um my firewise at a lively internal Z
meeting that we had sent to the town
council that you received a few months
ago now maybe uh the lowhanging fruit
changes we'd like to make sure are
included which were basically about
vents
about having um standards of um for the
class A roofing and covering eaves. But
what I'm asking for here was the other
side of the argument to consider the
standard of the uh uniform um reference
point for which everything would be
included. Thank you.
>> Thank you. Um Dr. Weinberg, appreciate
that.
>> William, I'll I'll I'll bring this map
up to you at some point.
>> I think it's helpful. Um, so we're going
to bring I'm sorry. Do we have
additional comments from the public?
>> No additional comments. Thank you.
>> Okay. And not nothing um remotely on
Zoom.
>> Okay. We'll close public comment and
bring it back to the council and we can
have some discussion before we finalize
our preference. Um
I think
um just I would just make a
clarification question and comment based
on what Dr. Weinberg just um submitted
um with regards to wildfire preparedness
and the building code amendments. I
believe hopefully that's coming to the
council within the next few months in
terms of the amendments adoption or
changes to our MUN code and specifically
it sounds like uh Dr. Weineberg was
commenting or suggesting having a
uniform defensible space class A roof uh
fire resistive vents covering eaves etc.
But those will be discussed at a
different meeting. It's just a heads up
as we move forward in terms of our
priorities at this point. Am I correct
in that? I believe so. Okay. Um,
in terms of additional comments on the
other things, I think we've been
commenting as we went along, but I'm
happy to open it up to my colleagues if
you you want to add anything else we
haven't covered or discussed. Um, Vice
Mayor Ragdale.
>> Um, I only have one. Um, and thank you
for taking our comments all along. I I
think that was uh super helpful, but I
um I missed the boat on one by my own
fault. Um, with regard to PG Genie, I
know P Genie not not great to deal with,
but my power was out two mornings in the
past week. Um, and the communication has
improved. So, I don't know if that's one
tiny little bright spot. Um, and also
where you have to um where you want to
search and enter your address. It used
to be, you know, now your your
internet's out, right? and you're using
the cell coverage, which we know is not
fantastic in certain parts of town. Um,
but now it remembers the last address
you typed in because before you had to
retype in your address and wait and wait. So, um, a tiny little bright
spot. Um, and then clarification with
regard to um, PCE.
uh we are already detached from P Gen in
one respect which is we get your you get
your clean energy most of the town you
get your clean energy from PCE but the
distribution is through PG& um so to the
extent if if we did separate uh which I
don't have an opinion on but if we did
separate um we would need someone else
to provide that distribution and billing
they're they're on the same bill so
that's just little thing to add.
» Thank you, Council Member Crowley.
» Thank you, Madam Mayor. So, I have one
kind of general comment and a couple
comments on things that are in this and
then one suggestion for something to
add. So, general comment, just a great
job organizing and presenting today. I
thought everything was really succinct
and um and I just s between the
volunteer party on Thursday um and then
just seeing and hearing from all of our
staff today, it just I'm so struck by
how it's it's hard to to walk that line
between the personal touch of a small
town and the professional efficiency
that you want. And I really think
Hillsboro does it. And it's because of
the dedication of everybody here and
also the Aspree decor. So I really
appreciate it. It's I think it's a tough
thing to do and I think I think you do
it and I our residents feel that and
appreciate that and I feel it and
appreciate that. So thank you. Um so a
couple comments on the things that are
already in here. Um I I I love and Tim
and Liz know this that we are really
focusing on code enforcement because
it's been we've had a lot of complaints
about projects either how they're
managed or how long they go. So um so
two things I I think the new code
enforcement person will be great and a
great help to building and and I'm just
wondering are there any cost
efficiencies now that it's being taken
out of HPD? Are we saving some money
someplace that it will help to fund this
new staff member? That might be that
might be a question that you look into
or might be something. Um and then um
and this is something that I brought up
before. We do collect some funds from
the projects that run over. Is there,
and this may be a city attorney
question, is there any way that the
neighbors who are impacted who have to
live with this? It's very stressful to
be next door to a building site. I mean,
it affects your life every single day
for years and you get no benefit from
it. You get dust, you get noise, you get
disruption, your peace of mind is
affected. Is there any way that some of
that money that we collect for the
projects that go over can somehow
benefit the neighbors who have had to
live with the effects? So, I'll leave
that to the city attorney. I know we
can't use public funds for private use,
but I think if there was some mechanism
in which we could, you know, we get some
compensation for it that the neighbors
could somehow get compensated. I think
that would help a lot. Honestly, I think
any neighbor that you talk to would
rather the project be finished than get
a dime. But if if that's not happening,
um and uh and one of my colleagues
mentioned uh adaptive reuse of the tank
sites, that's probably a little too
early to put on this year's work program
because I think we're a few years out.
But that's definitely something to start
to use to start to think about like can
we use the tanks themselves for
something or how can we use the sites
that can be on for the future. um under
bike and pedestrian master plan as we're
executing that uh one fallout of our
beautiful streets. I love our streets
and I also think as I said before
everything communicates and our nice
streets communicate something about the
quality of life in Hillsboro. So I think
it's a real benefit to everyone but the
smooth streets do encourage speeding
unfortunately. Um, so as we're looking
at the bike and ma pedestrian master
plan, can we look at ways to mitigate
speeding on some, especially on our wide
straight roads that now are beautifully
paved? And are there any other places
that we could do safe pathways because
they're certainly not sidewalks,
pathways like eucalyptus? Um, because
it's I mean it is it's a great benefit
to be able to walk safely in Hillsboro.
So, um, looking at that and those are my
comments on what we already have and my
comment on something to add. Could we
look at internships with either CC, CSM
or BHS, which I think was also brought
up and I did at Council of Cities talk
to another council member who said they
use interns, free interns for their
foyer requests. So, they said, you know,
these young people are really, really
good at investigating things online and
so they funnel all their foyer requests
to their interns. So, is that something?
And I know um our Rotary Club, which is
now called Rotary Club of Berling Game
in Hillsboro, we support BHS students
through a scholarship program, but they
are always looking for internships. So,
I think if the town of Hillsboro could
even provide one internship to a BHS
program, it would be very warmly
received. Thank you.
>> Um thank you and thanks for your
comments on internships. Um I I I I
agree. I think there's a lot of hidden
talents amongst our young uh students.
Um I assume we will put them through the
privacy um training as far as
information and how to procure and
secure information because a lot of it
will be private information that cannot
be disclosed. So that would be a
critical aspect of of that as well. Um
any you know before I I have some
comments on a few things but I would
like my colleagues if they have Yeah.
Council member Adams you may go ahead.
» Thank you Madame Mayor. Um I wanted to
uh ask if we should be considering other
generators that are in town whether we
need to do an assessment. uh since uh
our police generator was so old. Um I
think the public works one is fairly
new, but if there's one here for the
town, I'd just like to see uh our do an
assessment of where we might need that.
uh the as far as the construction I had
complained about uh the fact that the
neighbors don't get the direct benefit
uh because usually it's their streets
that were torn up in addition to the
fact that they've been uh putting up
with a lot of noise and chaos for a
while. I got a pretty good answer that
in fact there is a rotation for our
streets that can't really be adjusted.
Uh, and it is sad because the people who
could be benefiting from that fee often
don't. So, there might be some other way
to look at that. I want us to also look
at our volunteer recognition. I was so
sad that I wasn't able to attend our
recognition this year. And I'd like for
us to have um a discussion as a council
about how we recognize and recruit our
volunteers just so that this amazing
work that they done that they do is
appropriately recognized and that
they're comfortable and able to attend
and invited to those uh recognition
ceremonies.
And I completely agree with council
member Krill on speeding. I do feel we
need a campaign and I would love to have
uh as I said I'd love to have us be a a
city that is proud about the zen of
driving through our town. And I think
this is a fiveinut
uh problem. Everyone needs to add five
minutes to wherever they're going and
that we tell our construction
contractors we will enforce this and
that we care about the health and safety
of our citizens. And in fact, we view it
as a real benefit that you don't have to
go quite so fast uh to get through our
town. Um, but I also reiterate what
council member Krill said. This was a
great process and so uh very clear and
also uh delivered to us in a timely
fashion. So, thank you.
>> Thank you. Um I um council member
Schwang.
Uh
so I I do like the process of the
presentation of last year's review and
then having the council's comments then
the going forward the 26 27 that the
department has have the comments and
then we are able to chive in to ask
questions and clarify some of the the u
comments because it's really hard to
pack in everything in here. So the
different interpretation I think the
clarification was very helpful. Um I do
want to um add on to the ADRB and in
terms of the residents comments
regarding the constructions. I think you
know the exciting part is that we
continue to have robust constructions in
our town and I know that because I live
in a zone where there are constantly
several houses are big constructions
coming on. Um, so I do understand that
when pedestrians, residents walk by
those houses and find that to be
nuanced, if there's no action going on
or that if there's way too long dragging
on to them, they walk daily. They see
that they see the obstructions of the
fences or the construction trucks.
However, I do think that we need to and
maybe this is a CCF CCAC um you know
newsletters um outreach is to say how
much our directors uh department heads
are so accessible in terms of answering
the questions. like they have questions
but if they talk to you in person they
understand sort of the circumstances as
why it takes so long because every
construction is different and I want to
say but the perception is out there if I
walk by the same construction site and
it's taking forever or if the constru
contractor's trucks and workers trucks
are parked everywhere which I experience
constantly or the violations of the leaf
blowers I experience constantly and at
some point it's really hard to make a
you know make a call to the PD and says
can you come out here and the officers
cannot win it cannot site uh the
contractors or the the perpetrators
without seeing that action taken place.
So those are all things that I think our
resident need to understand it does take
time. Um so um to the extent I think
that the you know to have the
co-efficiency I think is uh important
and we can constantly strive that. I do
know that
in the past uh the the building planning
sent out your inspectors to do spot
check. I wonder if that is still ongoing
because it's not just in this is in
addition to the permit check that you
have to go through but there are spot
check that you come by so that if
contractors or workers are doing things
that are not necessarily
up to code shall we say that you have
the the the the idea that you have spa
checks is going to uh discourage them
from doing things that they are not
supposed to So I wonder if that is
continue to be reinforced and advocate
that is important. Um I do think that
the eBike continue to be a issues. I
think that we need to change the the
wording on that the e throttles. I've
been to several of the uh meetings that
the uh supervisors and the legislators
have put on. Um there's a different uh
distinctions between the e- throttles
versus the ebike. And I think that it is
encompassing upon us to as we move
forward with the literatures to be able
to make the distinctions so that is
clear to our residents so that they
would know the difference. Um and then
you know I I think it is a known fact
that this council support any kind of
reinforcement to keep our population
safe you know be it students or parents.
Um the lastly I'm excited about the um
the pedestrian and the uh psych bicycle
uh master plans. I do think that speed
is continue to be a issues however we do
it. Um we talk about the alamino riale
that there are project that is happening
right now between Berling game and
Samuel. I believe that Milbury will be
next. Those are all great ideas in terms
of the Grand Boulevard scenario. The
reality is that when you're trying to
pack pedestrians,
cyclists, and the drivers all in the
same road, the perspectives are
different. And so we need to really take
a good look at that and to see how
process what kind of process that we're
able to um implement that it will be
effective. So to that um and then I echo
my um council colleagues. It's a great
presentation, a lot of thoughtfulness.
Again, it demonstrate um our staff's uh
professionalism and commitment to serve
our community. So thank you very much.
I just wanted to say also I am in
support of what uh council member
Ragstell had added ebike education
enforcement the use cancer study
pesticide use and the business licenses
and and events.
>> Okay, go ahead.
>> Um yes, Vice Mayor Rexdale.
>> Everyone just has such good ideas and we
all start thinking I like that. I like
that. So, um I was just thinking when
Council Member Adams was talking about
generators, it made me think about when
the power goes out and your neighbors
have generators. Um I'm not saying we
need to regulate them, but just, you
know, when we have on our website, um
helpful hints for people if we could
recommend any generators if they are out
there that aren't quite so loud. Um,
that would be fantastic because the the
ones in use, at least in my
neighborhood, are, you know, the power's
out before you click your light. You you
hear the generators coming in every
direction. So, if there are ones that we
could, you know, point people to, um, I
think I think that would be Yeah, there
we go. I think that would be great. Um,
the volunteer recognition event was
amazing, but we miss you terribly. Um,
and yeah, I think it's great to to talk
about um how we recognize um that that
event was lovely and I would love to
replicate that in the future. And um but
recruiting, it's it's great to um think
of different ways to get the word out
beyond people that that we know. Um and
then I am all for a campaign regarding
speeding. Um and I love the, you know,
add five minutes to your day. Hey,
you've already got the slogan there. Um,
and uh I would just add to that um
stopping at stop signs just, you know,
they're not they're not suggestions.
They are they're there for a reason.
Thank you.
>> Okay. Thank you. Um those are all um um
great additions. Um I as I look at this,
I was just trying to see how we can
efficiently prioritize.
Um it sounds like we we love all
everything you've put forth, but we
can't we don't have Jen just told us we
don't have like limitless funds to just
spend whatever money we want. So my
question is there are a few items here
that I was wondering if we could put
aside as exceptions. for example,
budgeted needed zero dollars and staff
effort was small. Can those I mean
sounds like these are basically in
progress being done for we can start
with the um on a item a is that's what's
up. Okay. Item A2
um that one is slated as this is the
prep.
Yeah.
Um, repair wildfire preparedness
building code. I mean, it says zero
dollars, small effort. Can we just sort
of make exceptions to those and not have
us rank this because I'm not sure how
we're going to do the ranking? I was
just going to ask if we can put if it's
zero dollars and small effort, if we
could just exclude those and put them to
the side because it's getting done
anyways and it's not, we don't have to
contemplate financial impact. Is is that
something we can do? Yeah, certainly. I
mean, the whole list, the goal was to
get agreement um to make sure that the
list is correct and we I've taken notes
on the additions um which it sounds like
there's consensus in bringing those
forward. Um what I can do is I can put
the revision to this, which is the
summary slide. It doesn't have the
specific details on it. Um I can have
William put up the revised list. And
what we've done in past years is um not
last year uh is each council member can
give their top three or five um
priorities so that we know which sort of
areas to focus on first. Um but the plan
was to get consensus on the full list,
but it sounds like we've already done
that so we're ahead of schedule.
>> Yeah. So and and before you confirm that
I probably should have gotten some
consensus from my um colleagues. What I
was suggesting is items that are not
going to impact the budget as of now
based on the projections and have a
small require small staffing effort to
put those aside. Meaning it's almost a
done deal. It's in the pipe works. It's
going to be done and just prioritize
some of the more challenging um um items
in terms of our ranking because
otherwise we have 18 items
and I already have 10 that I would like
to see it on. So we'll probably what is
the number that you were going to
recommend? Five or four
>> through the mayor.
>> Yeah. Wait, let me just hear from the
staff.
>> I I think the focus what we're showing
you here is just all in and it does feel
like is this the the total breath of the
entire list. This is all the things that
the department heads and commissioners
had agreed upon and some of the issues
that are coming forward from each year.
If we got consensus on all this, this
is, you know, if any of this falls into
a feasibility issue where we're going to
run into a fiscal issue or a staff time
issue or something like that, that's
when the second phase of this comes into
play where we come back to you and tell
you, you know, for example, like item A4
there, uh these are the this will be the
fiscal impact. This is our
recommendation. You'll be getting those
specifics at a council meeting. Now, if
we come forward and something, you know,
un unforeseen happens and we have a
fiscal issue, then that would be the
time that we would decide perhaps this
issue is something we can put off till
another year. But everything you're
seeing right here, we're going to
attempt to make within our bandwidth. I
think the the goal would be is if
there's things here that you feel like
this is where your time and effort
should be invested first, then those
would be the the kind of the the task
that we would try to tackle. But the
goal here is to tackle everything that's
on this list.
>> Oh, okay. So, we get to have everything
basically.
>> Yes. You get it all.
>> Okay. Gotcha.
>> Okay. That's a lot better. Um, yeah.
Through the mayor.
>> Yeah. I think that's good.
>> I I think that that's what I was going
for is that I do believe that our uh
staff have the competency and knows
where they're at in terms of what's on
their plate in terms of the prior
prioritizations of all these tasks. I
think that unless the council have any
issues regarding any of the items that
we think that can be table or that is
not really our priorities that should be
known. I've been to other um uh workshop
where you you prioritize three but
there's like more and and so it's always
a tough uh situation and plus I think
that you know the the notion that the
commissioner has spoken to the
department heads the department heads
have gone through within their
departments in terms of the projects I
think we respect that aspect of it and
give us the comfort that we know should
there be any issues you have the
confidence and we have the confidence
and trust us that you're going to bring
it back to us for discussion.
>> Um, so having said that, let me then
make a few comments on things that do
have don't have a
number or amount estimated and small
effort. Um, I I do feel strongly that we
should explore um paid family leave for
um staff and evaluate the physibility of
that. I think it is critical to um the
culture of not just the workplace but
the whole community. So that's something
I would like for um the t the staff to
continue to explore and see how that can
be done and bring it back to the council
at a later time. Um but in general I
think we've all talked about um all
these issues we all all in on all of
them with regards to um current
procedures and responsibilities for
council members and provide updates and
adopt I agree a subcommittee but I think
the subcommittee should be someone who
is not um currently running to be on the
city council. I think it's an inherent
bias or someone who is not going to be
running very soon to be on the city
council. So, I think um we we can do a
subcommittee and report back to the
council for approval in terms of what's
um established. And I at this um I I'm
inclined
to appoint myself and council member
Krik to do this. I just
>> I'd like to do is um we normally like to
agendaize the formation of a
subcommittee as a topic on an agenda. So
the public can comment and then council
can have a discussion about it with the
public there. Okay.
>> So I'd recommend waiting to point the
subcommittee, but staff can bring back
an agenda item at your regular meeting
for that purpose.
>> So this will come back to the council
then. Okay. Great. And with regards to
the um transitioning to ca.gov
web domain. I appreciate the comments
from council member Adams in terms of
being sober about how long this could
take and planning appropriately. it
could be very frustrating not only for
the residents but especially for the
city council members as well who are
using the domain to get work done or
communicate. So just we may even need
some um workshop or education as we make
the transition if we were to go that
route because that could be impactful.
Yeah.
and and again it looks like we may end
up needing a subcommittee regarding a
501c potentially as was discussed and
that's still there lots of other option
maybe we don't do a 501c maybe we do we
can explore that after we get some
feedback from legal counsel is that the
understanding okay
and um I think those are all my comments
on the items but I like the idea that we
get to have everything
Go ahead. Yeah, council member Adams.
>> I love getting everything too and I am
totally suspect of something that says
zero budget needed because even the ones
that are here uh implement educational
resources that could take some money. Uh
another small and zero execute 40
Baywood agreement that could take some
money. So, I think all of this will
unfold, but what a great uh menu you've
given us and we really appreciate it.
>> Yeah. And I really want to thank Mandy,
special applause for her. This was
outstanding. We love this format. It was
extremely useful in terms of the
discussion, very deliberative
discussion. And I want to thank my
colleagues for a very enlightening and
informative discussion this morning,
afternoon. Um and of course to the staff
and department heads. You guys um really
are running a great town and we're very
grateful and we're extremely thankful.
Thank you so much. And and with that
said, unless there's anything else to
add, I will now um this meeting is now
adjourned. Thank you.