HomeMy WebLinkAbout1999-04-05 City Council (17)TO:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL
1 9
FROM:CITY M~’~2~AGER DEPARTMENT: PUL~:,I_C WORK~.;
DATE:APRIL 5, 1999 CMR:187:99
SUBJECT:APPROVAL OF COST-SHARING WITH THE CITY OF MENLO
PARK, AND APPROVAL OF A BUDGET AMENDMENT
ORDINANCE IN THE AMOUNT OF $61,836 FOR THE. SECOND
PHASE OF THE SAN FRANCISQUITO CREEK BANK
STABILIZATION AND REVEGETATION STUDY
REPORT IN BRIEF
This report requests Council’s approval for a subsequent cost-sharing agreement with the
City of Menlo Park and approval of a Budget Amendment Ordinance in the amount of
$61,836 for Phase 2 of the San Francisquito Creek Bank Stabilization and Revegetation
Study (Study). Palo Alto contributed 50 percent of the funding for Phase 1 of the Study,
which, was recently completed. The scope of work for Phase 2 of the Study includes
preparation of a creek side property ownership map; development of an existing conditions
report for San Francisquito Creek, summarizing the information gathered during Phase 1
of the Study; an analysis of the regulatory requirements applicable to San Francisquito
Creek; and the preparation of a master plan that will contain an inventory of bank
stabilization and revegetation techniques and site-specific recommendations for
implementation of the techniques. The Study will be managed by Menlo Park staff and
jointly funded by the cities of Palo Alto, Menlo Park, and East Palo Alto, the Santa Clara
Valley Water District, and San Mateo County. Staff recommends that Palo Alto contribute
25 percent of the Phase 2 cost of the Study. It is anticipated that Phase 2 will take
approximately eight months to complete.
CMR:187:99 Page 1 of 5
RECOMMENDATION
Staff recommends that Council:
Grant approval for a subsequent cost-sharing agreement with the City of Menlo Park,
which will provide a 25 percent contribution of the funding for Phase 2 of the San
Francisquito Creek Bank Stabilization and Revegetation Study (Study).
Approve a Budget Amendment Ordinance in the amount of $61,836 from the Storm
Drainage Fund Rate Stabilization Reserve to provide the necessary funding for Phase 2
of the Study.
3.Authorize the City Manager to negotiate and execute a cost-sharing agreement with
the City of Menlo Park for Phase 2 of the Study.
BACKGROUND
The San Francisquito Creek Coordinating Committee has been meeting regularly since the
February 2-3, 1998 flood to discuss the formation of a joint powers authority (JPA) to
oversee a regional flood control project and to identify opportunities to mutually address
creek-related issues. Committee representatives include the city managers or senior staff
members from the cities of Palo Alto, Menlo Park, East Palo Alto, Portola Valley, and
Woodside; management staff from the Santa Clara Valley Water District, San Mateo
County Flood Control District, and Stanford University; and Coordinated Resource
Management and Planning (CRMP) representatives. The first tangible product of the
Committee was a decision by Menlo Park and Palo Alto to pursue a consultant study of creek
bank stabilization and vegetation guidelines for use by creek side property owners. On
August 10, 1998 (CMR:347:98), Council gave its conceptual approval to a cost-sharing
agreement with the City of Menlo Park to fund 50 percent of the cost of Phase 1 of the study.
The agreement was subsequently negotiated and executed by the City Manager. Palo Alto’s
share of the Phase 1 costs totaled $112,250.
The study consultant, Royston, Hanamoto, Alley, and Abey, has completed Phase 1 of the
Study. The Phase i Work consisted of project coordination, information gathering, and field
surveying. The compiled information includes creek topography, profile, and cross-section
data; an assessment of the extent, acreage, and species composition of native and nonnative
vegetation and tree canopies; a geomorphic survey identifying existing channel
characteristics, including bank slopes and vegetative cover; an assessment of bank
stabilization needs; and a preliminary assessment of habitat suitability for the endangered
red-legged frog and steelhead trout.
CMR:187:99 Page 2 of 5
DISCUSSION
Staff frol~ Palo Alto and Menlo Park and the Study consultant are prepared to conduct
Phase 2 of the Study. The scop~~ ~ work for Phase 2 includes preparation of a creek side
property ownership map; develoi~ment of an existing conditions report for San Francisquito
Creek, summarizing the irfformation gathered during Phase 1 of the Study; an analysis of
the regulatory requirements applicable to San Francisquito Creek; and the preparation of
a master plan that will contain an inventory of bank stabilization and revegetation
techniques and site-specific recommendations for implementation of the techniques
(AttaclLment A). In addition, the consultant will develop a five to ten page brochure
outlining creek bank stabilization alternatives, permitting requirements, and creek bank
revegetation techniques. The brochure will be targeted at local residents and conservation
organizations within the San Francisquit0 Creek watershed. The scope of work also
includes presentation of the existing conditions report and the master plan to the City
Councils in Palo Alto and Menlo Park. It is anticipated that Phase 2 will take
approximately eight months to complete.
A not-to-exceed fee of $247,345 has been negotiated with the consultant for Phase 2 of the
Study. Phase 1 costs were shared equally by Palo Alto and Menlo Park. Staff believes,
however, that the benefits of the Study extend beyond these two cities. The Study will
provide a wealth of information that can be used to support a future comprehensive flood
and erosion control study for the creek. It will also assist local policy makers in joint
discussions and decision making for future creek policies and improvements. Therefore,
staff asked the Santa Clara Valley Water District (District) to assist Palo Alto in funding
Santa Clara County’s 50 percent share of the Phase 2 costs. At its March 16, 1999
meeting, the District Board approved a contribution of $61,836 toward the Study (25
percent of the Phase 2 costs). Staff recommends that Palo Alto match the District’s 25
percent contribution. The remaining 50 percent of the funding wil! be provided by the
Cities of Menlo Park and East Palo Alto, and San Mateo County.
RESOURCE IMPACT
A Budget Amendment Ordinance in the amount of $61,836 is requested to provide 25
percent of the funding for Phase 2 of the San Francisquito Creek Bank Stabilization and
Revegetation Study. This project will be funded from the Storm Drainage Fund Rate
Stabilization Reserve. Phase 1 of this project ($112,250) was funded by the General Fund.
Since the expenditures for this project belong in the Storm Drainage Fund, staff plans to
move the Phase 1 costs from the General Fund to the Storm Drainage Fund during the
1998-99 year-end closing process. The expenditures for this Study will reduce the Storm
Drainage Fund Rate Stabilization Reserve. As staff reported to the Finance Committee i~
March 1999 (CMR: 147:99), without a rate increase, the Storm Drainage Fund will not
have the ability to fund any new projects (e.g., capital work, future San Francisquito
CMR: 187:99 Page 3 of 5
Creek studies). The staff proposal for a storm drainage fee increase is scheduled to go to
the full Council in May 1999.
POLICY IMPLICATIONS
Approval of the joint funding is consistent with prior Council direction to participate in the
San Francisquito Creek Coordinating Committee~and to provide funding for Phase 1 of the
Study. While the dollar amount of this phase of the study ($61,836) is less than the City
Manager’s authority level of $65,000, it is appropriate for the City Council to approve the
work due to the intra-agency and multi phase aspects of the Study. The Manager will
subsequently negotiate the specific agreement language and execute the document itself.
TIMELINE
Phase 2 of the Study will be completed approximately, eight months following the approval
of funding from all participating agencies and the issuance of the Notice to Proceed to the
consultant.
ENVIRONMENTAL REVIEW
Council approval of the cost-sharing agreement with the City of Menlo Park and approval
of a Budget Amendment Ordinance do not require California Environmental Quality Act
(CEQA) review. However, future individual projects for creek bank stabilization or
revegetation will require CEQA review.
ATTACHMENTS
Attachment A: Consultant’s Scope of Work and Cost Breakdown for Phase 2 of the San
Francisquito Creek Bank Stabilization and Revegetation Study
Attachment B: Budget Amendment Ordinance
PREPARED BY: Joe Teresi, Senior Engineer
DEPARTMENT HEAD:
GLENN S. RObeRTS
Director of~ Works
CITY MANAGER APPROVAL:
/ / ~JUNE FL~MIN/(~ ....
~// City Manager ( /
cc: Dianne Dryer, City of Menlo Park
CMR: 187:99 Page 4 of 5
Pat Showalter, CRMP Coordinator
Randy Talley, Santa Clara Valley Water District
Walt Callahan, San Mateo County
Monika Hudson, City of East Palo Alto
CMR: 187:99 Page 5 of 5
ATTACHMENT A
Scope of Work- Phase II
San Francisquito Creek Bank Stabilization and Revegetation
December 7, 1998
Client Group
The term ’Client Group’ as used in this scope of work refers to the staff assigned to this study by
the Cities of Menlo Park and Palo Alto.
Project Area
The project are will consist of the riparian corridor of San Francisquito Creek from Junipero
Serra to Highway 101.
Task A - General
1.0 The project manager and other team members (as needed) will attend biweekly meetings
(up to 18 meetings in both Phase I and Phase II) with Client Group to discuss progress
and project tracking. Meetings may be more or less frequent as appropriate, up to the
maximum number of meetings.
The project manager will prepare and distribute a meeting summary after each meeting.
The project manager and principal-in-charge will coordinate and communicate with the
Client Group and the consultant team to ensure that all work is accomplished in an
efficient manner.
Task
3.0
3.9
C (continued from Phase I) - Assessment of Existing Conditions
Survey of Creek Corridor
The Consultant Surveyor will prepare a map, within the project limits, of all adjacent
property owners and ownership. For each parcel the following information shall be
shown: name of owner, address of owner contact, address of parcel, county assessor’s
parcel number, source document reference data relating to ownership or easements. Data
may be presented in tabular form and referenced on the map. Information presented on
the map shall be based on available recorded data.
On-site Investigations
Information on cultural, historical and archaeological issues relating to the Creek will be
researched and presented utilizing both text and graphic formats. The existing landscape
setting, urban edges, and Creek access will be classified and mapped.
4.5 Mapping will be put into AutoCAD R14 format for storage with the City’s GIS system.
Scope of Work- Phase II
December 7, 1998
5.0
5.1
Complete Environmental Regulatory Analysis
Meetings will be held with the environmental and regulatory agencies that have ~
jurisdiction over the Creek, once existing conditions are known, to establish concerns to
be addressed in the master plan.
6.0 Existing Conditions Report
6.1
6.2
6.3
6.4
6.5
The Consultant Team will prepare an Existing Conditions Report that includes a
summary of findings from the vegetative conditions survey, geomorphic conditions
survey, habitat suitability, and landscape setting.
The Consultant Team will present the Existing Conditions Report to participating cities
and agencies.
The Consultant Team will revise the Existing Conditions Report based on comments
from the participating cities and agencies.
The Consultant Team will present the revised Existing Conditions Report to the Menlo
Park and Palo Alto City Councils.
The Consultants will prepare a newsletter discussing the Existing Conditions Report for
distribution by the Cities. Newsletter will be produced in standard word processing
format, with conversion to Web Page being done by the City.
Task D - Master Plan
1.0 Preliminary Master Plan
Alternative solutions for revegetation and bank stabilization will be added to information in the
ExiSting Conditions Report to create a Preliminary Master Plan. The solutions will include and
integrate both structural and biological (vegetation) stabilization alternatives. Opportunities for
Public access to the Creek will be identified. The Preliminary Master Plan will contain the
following:
1.1 The Consultant Team will prepare an inventory of bank stabilization alternatives and an
explanation of which alternatives would be appropriate for specific sections of the Creek
based on slope stability information and geomorphic mapping from the existing
conditions report. Findings from the geomorphic mapping will be summarized.
1.2 The Consultant Team will prepare a revegetation plan and plant list. Included in this
section will be the following:
2
Scope of Work - Phase II
December 7, 1998
Descriptions of proposed methods for removal of invasive non-native species (note: these
will be generic techniques, not site specific plans).
A list of recommended priority areas for non-native vegetation removal, and discussions
of phasing to avoid extensive denuding of the area.
A list of suitable plant species for use in revegetation along the Creek and a description of
the appropriate position for their placement within the riparian corridor, their soil
preferences, and water and maintenance requirements.
Recommendations for priority revegetation areas along the Creek.
Explanation of techniques for plant establishment in the revegetation and stabilization
areas.
Cost estimates for typical plantings that would be used both in revegetation areas and in
bank stabilization areas.
1.3 The Consultant Team will make recommendations for wildlife and fisheries protection
and enhancement. The purpose of this component is twofold: first, to ensure that
revegetation and bank stabilization have no negative impacts on protected species; and
second, to integrate habitat requirements for these species into revegetation and
stabilization design, so that the project has a net beneficial effect on aquatic and terrestrial
wildlife. This will facilitate the complex permitting requirements for this project.
1.4 The Consultant Team will assess and map public access opportunities and cultural
amenities to be protected along the Creek. It will produce a summary of findings with
regard to cultural, historical and archaeological investigations. This will include a
discussion of how issues arising from these investigations might impact the restoration
project. The summary will examine how opportunities might be created to allow these
aspects to enrich the value of the Creek for the community.
1.5 A Preliminary Environmental Checklist will be prepared.
1.6 The Consultant Team will prepare a Preliminary Master Plan Report that incorporates the
bank stabilization recommendations and all the findings of the mapping and site
investigations from the entire consultant team into one concise document. This Report
will contain the following:
Table of Contents
Introduction
Goals
Context
Vegetation Restoration Guidelines and Plans
Creek Restoration Treatments and Plans
Fisheries and Wildlife Protection and Enhancement Guidelines and Plans
Landscape Setting, Urban Edges and Creek Access Guidelines and Plans
Plan showing Synthesis of Consultants Findings and Recommendations
Appendices
Credits
List of Figures
List of Tables
Scope of Work - Phase II
December 7, 1998
1.7
1.8
The Consultant Team will provide 10 copies of the Preliminary Master Plan Report to the
Client Group for review and comment.
The Consultant Team will present Preliminary Master Plan to participating agencies for
review and comment.
2.0
2.1
Creek Bank Stabilization Brochure and Permitting Guide
Creek Stabilization Brochure: A 5- to 10-page brochure will be developed on the topic of
bank stabilization alternatives based on findings from the Master Planning Process.
Permit requirements and procedures for stabilization alternatives will be explained. This
brochure will build on information provided during the Community Workshop and will
incorporate findings and recommendations of the Master Plan.
3.0 Revised Master Plan
3.1
3.4
3.5
Based on comments received from the respective reviews, the Master Plan will be revised
accordingly.
The Revised Master Plan will be presented to the Client Group for review and comment.
The Master Plan will be presented to the City Councils (two presentations to each City
Council).
A Newsletter with regard to the Public Workshop for Master Plan Presentation will be
prepared for distribution by City. Newsletter will be produced in standard word
processing format,, with conversion to Web Page being done by City.
The Consultant Team will conduct a Public Workshop to present the Master Plan.
4.0 Final Master Plan
4.1 The Consultant Team will prepare the Final Master Plan and submit 20 copies and a
reproducible, camera-ready copy to the City.
Summary Scope of Services and Costs
San Francisquito Creek
Phase II
December 7, 1998
A. General
1.0 Biweekly Coordination Meetings
2.0 Preparation of Meeting Summary Memoraridum and Distribution
3.0 Project Coordination
TASK A SUBTOTAL FEES $27,250
C. Assessment of Existing Conditions (continued from Phase 1):
3.0 Survey of Creek Corridor $6,408
3.9 Prepare Creek Ownership Map
4.0 On-site Investigations $14,160
4.4 Landscape Structure, Existing Urban Edge and Creek Access
4.5 Compile Information into AutoCAD R14 format
S.0 Complete Initial Environmental Regulatory Analysis $1,840
5. I Contact environmental and regulatory agencies
6.0 Existing Conditions Report:$44,785
6.1 Prepare Report of Existing Conditions
6.2 Present Existing Conditions Report to Cities and Agencies
6.3 Revise Existing Conditions Report
6.4 Present Revised Report to Menlo Park and Palo Alto City Councils
6.5 Newsletter re: Existing Conditions Report
TASK C (PHASE II) SUBTOTAL FEES $67,193
D. Master Plan
1.0 Preliminary Master Plan:$59,292
1.1 Inventory of Bank Stabilization Alternatives and Identification of
Conditions under which Stabilization Alternatives would be appropiate
1.2 Prepare Revegetation Plan and Plant List
1.3 Wildlife and Fisheries Protection and Enhancement
1.4 Public Access Opportunities
1.5 Preliminary Environmental Checklist
1.6 Coordination of Revegetafion and Bank Stabilization
Recommendations and Prepare Preliminary Master Plan Report
1.7 Provide Preliminary Master Plan to Staff
and Cities for Review
1.8 Presentation of Preliminary Master Plan toAgeneies
for Review
2.0 Creek Bank Stabilization Brochure and Permitting Guide
3.0 Revised Master Plan:
3.1 Revise Preliminary Master Plan
3.2 Presentation of Revised Master Plan to Staffand Cities for Review
3.3 Presentation of Revised Master Plan to City Councils
3.4 Prepare Newsletter for Distribution by City for Public Workshop
3.5 Public Workshop for Revised Master Plan
4.0 Final Master Plan:
4. I Prepare Final Master Plan and Submit 20 Copies and camera-ready copy
$18,830
$28,095
$12,685
TASK D SUBTOTAL FEES $118,902
PHASE II FIRM EXPENSES $34,000
PHASE II TOTAL FEES AND EXPENSES $247,345
ATTACHMENT B
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1998-99 TO
PROVIDE AN ADDITIONAL APPROPRIATION. OF $61,836 FOR PHASE
2 - SAN FRANCISQUITO CREEK BANK STABILIZATION AND
REVEGETATION STUDY
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June
22, 1998 did adopt a budget for fiscal year 1998-99; and
WHEREAS, on May ii, 1998, Council directed staff to continue
working through the San Francisquito Creek Coordinating Committee
to form a joint powers authority with other agencies affected to
address c.reek-related issues of mutual interest to all San
Francisquito Creek stakeholders; and
WHEREAS, on August I0, 1998 Council gave its conceptual
approval to a cost-sharing agreement with the City of Menlo Park to
fund 50.percent of the cost of Phase 1 of the San Francisquito Creek
Bank Stabilization and Revegetation Study; and
WHEREAS, Phase 1 of the study has been completed, and the
cities of Palo Alto and Menlo Park and the Santa Clara Valley Water
District desire to proceed with Phase 2 of the Study, with Palo Alto
contributing 25 percent of the Phase 2 costs; and
WHEREAS, the City of Palo Alto’s share of the cost for Phase
2 of the study is $61,836; and
WHEREAS, City Council authorization is needed to amend the
1998-99 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
SECTION I. The sum of Sixty One Thousand Eight Hundred Thirty
Six Dollars ($61,836) is hereby appropriated to non-salary expenses
in the Storm Drainage System Improvement Functional Area in the
Storm Drainage Fund, and the Storm Drainage Fund Rate Stabilization
Reserve is correspondingly reduced.
SECTION 2. This transaction will reduce the Storm Drainage Fund
Rate Stabilization Reserve from $292,000 to $230,164.
SECTION 3. As specified in Section 2.28.080(a) of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 4. The Council of the City of Palo Alto hereby finds
that approval of this Budget Amendment Ordinance does not require
a California Environmental Quality Act (CEQA)review. However,
individual projects in the future for implementation of the creek
stabilization methods will require CEQA review.
SECTION 5. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:City Manager
Senior Asst. City Attorney Director of
Services
Administrative
Director of Public Works
S : \ASD \ BUDGET \ 9 8 9 9 BU- 1 \ 9 9 BAO- 1 \WORDPERF \ SFCREEK2. WPD