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HomeMy WebLinkAbout2019-05-07 Policy & Services Committee Agenda PacketPolicy and Services Committee 1 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Tuesday, May 7, 2019 Special Meeting Community Meeting Room 6:00 PM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday 12 days preceding the meeting. PUBLIC COMMENT Members of the public may speak to agendized items. If you wish to address the Committee on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers/Community Meeting Room, and deliver it to the Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Committee, but it is very helpful. Public comment may be addressed to the full Policy and Services Committee via email at City.Council@cityofpaloalto.org. Call to Order Oral Communications Members of the public may speak to any item NOT on the agenda. Action Items 1.Recommend the City Council Approve the 2019 Workplan to Address the Council Priority "Transportation and Traffic" Future Meetings and Agendas Adjournment AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs or who would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550 (Voice) 24 hours in advance. Council Member Tanaka will be participating from 16 Bowdoin Street, Cambridge, MA 02138 City of Palo Alto (ID # 10329) Policy and Services Committee Staff Report Report Type: Action Items Meeting Date: 5/7/2019 City of Palo Alto Page 1 Council Priority: Transportation and Traffic Summary Title: Approval of 2019 Transportation Workplan Title: Recommend that the City Council Approve the 2019 Workplan to Address the Council Priority "Transportation and Traffic" From: City Manager Lead Department: Transportation Recommendation: Staff recommends that the Policy and Services Committee recommend to the City Council the approval of the 2019 Workplan to address the Council Priority “Transportation and Traffic.” Background: At the February 2, 2019 City Council retreat, the City Council adopted four (4) priorities for 2019. The adopted priorities are: Fiscal Sustainability, Climate Change, Rail Grade Separation, and Transportation and Traffic. Half of the City Council priorities are the responsibility of the newly created Office of Transportation. To date a division of the Planning & Community Environment Department, the resources and functions are being transitioned to a separate Office of Transportation in response to the increasing prominence of mobility issues in Palo Alto and throughout the region. The new Office of Transportation reports to the City Manager’s Office. Transportation is consistently a top priority for City leaders as shown in its adoption, in some form, as a City Council priority in at least the previous six (6) years of City Council priorities. Closely related is the Council prioritization of Grade Separations, as this also relies on Transportation staff. The City Council adopted the Rail Grade Separation workplan on April 22, 2019 with direction to staff on many aspects of that program. The report is available online at: https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=67695.84&BlobID=70530. The draft minutes of the City Council action are also available online at: https://cityofpaloalto.org/gov/agendas/council/default.asp. Staff will follow up with the City Council soon as a next step for the Rail Grade Separation (Connecting Palo Alto) City Council priority. City of Palo Alto Page 2 The workplan described in this report focuses on the rest of transportation services provided by the Office of Transportation, and effectively assumes the workplan for the Office to reflect the Council’s priority interests in traffic and transportation. Other related issues should be acknowledged as not included, such as roadway maintenance, street lighting, and management of multi-party construction affecting streets. While these activities clearly impact traffic, for the purpose of providing a focused and discrete workplan this report is limited to functions of the Office of Transportation. It provides information in six (6) categories as described in the discussion section below. Discussion: Office of Transportation Overview: The Office of Transportation is currently being established as a separate office reporting to the City Manager. The proposed Fiscal Year (FY) 2020 Budget includes a section that provides an overview of the Office and some initial performance metrics that can summarize some of the work done by the Office in a quantifiable way. These metrics help to articulate key ongoing performance objectives for the Office. A key consideration is that the City Manager is currently recruiting a new Chief Transportation Official (CTO) to lead the Office. Given this recruitment and concurrent reorganization of duties of the Office of Transportation, the descriptions provided here are likely to evolve over the coming year and beyond. The Transportation-specific content of the Proposed Budget are Budget pages 283-294 (https://www.cityofpaloalto.org/civicax/filebank/documents/70817). The Office also has projects listed in the Capital Improvement Program list. Recapping a few key pieces of information presented in the budget, staff included the Mission Statement, Purpose, and Goals and Objectives here as a guide for thinking about the Transportation workplan. Mission: The Office of Transportation’s mission is to preserve and enhance the quality of life for Palo Alto residents, visitors, and businesses by providing efficient and cost-effective transportation services for all modes of transportation. Purpose: The purpose of the Office of Transportation is to improve the safety of the users of all modes of transportation, reduce reliance on single-occupancy vehicles, address congestion, and reduce through traffic and non-resident parking in Palo Alto neighborhoods, leading to an integrated transportation system that serves local, regional, and intercity travel. Goals and Objectives: Goal 1: Provide, design, and implement transportation services that meet or exceed the expectations of Palo Alto residents; encourage transportation alternatives to single occupancy vehicle trips; and improve traffic flow and parking availability. Objectives: • Improve traffic flow [and safety] on major streets City of Palo Alto Page 3 • Increase ease of public parking • Increase ease of travel by bicycle in Palo Alto • Increase ease of walking in Palo Alto • Increase number of shuttle riders Goal 2: Ensure that services are delivered efficiently and continue to improve. Objectives: • Institute a revised community engagement process for transportation projects. • Revise the RPP Program to enhance its effectiveness and sustainability. • Increase or add automated data collection systems. Goal 3: Increase the professional capacity of the members of the Office of Transportation. Objectives: • Work collaboratively with staff to create and institute a professional development plan to optimize the abilities and productivity of Transportation staff. • Develop a career development plan to promote the retention of Transportation staff. The Transportation Office enhances safety and mobility of Palo Alto’s transportation system while protecting environmental resources and preserving the community’s quality of life. Work performed by the Office generally falls into the categories of mobility, engineering (traffic operations, engineering, and infrastructure), and parking. Currently consisting of 13 FTE (plus two (2) additional positions requested and .48 FTE transfer from the Clerk’s Office in the FY 2020 budget), the Transportation team is responsible for the bicycle network, neighborhood traffic calming, traffic operations, parking management, area transportation studies, the Palo Alto Shuttle system, and regional transportation activities. The Office also provides some staff support to the Planning and Transportation Commission, the Pedestrian and Bicycle Advisory Committee, and the City/School Traffic Safety Committee. City of Palo Alto Page 4 Some Programs Within the Main Work Areas (Also Includes Rail Grade Separation): Mobility (and Transportation Planning) Transportation Demand Management Transportation Management Association Safe Routes to School (safety education) Palo Alto Shuttle Coordination with Transit Agencies (e.g., VTA) Grants/Funding Plan Updates (Bike/Ped Plan, Transportation Element, etc.) Planning and Development Review Parking Management Residential Parking Permit Management Parking Garage/Lot Management On-Street Parking Management Bicycle Parking Engineering (Traffic Operations, Engineering and Infrastructure) Bicycle Boulevard Implementation Transportation CIP Implementation Regular monitoring of all 101 traffic signals Ongoing Responses to 3-1-1 Requests Collaboration with Public Works on key projects such as the Adobe Creek Bike/Ped Bridge, the California Ave. Garage, and Charleston Arastradero improvements Neighborhood Traffic Calming Connecting Palo Alto – Rail Grade Separation Planning, Community Outreach, Staffing Working Groups, Contract Management, etc. Note: this list is not exhaustive, and programs may be refined with the new CTO and ongoing evaluation of Office workload and assignments. Workplan Horizon for Transportation: The City is in the process of reorganizing transportation services and recruiting for key positions in the Office including the Chief Transportation Official (CTO). The City brought in Wayne Tanda with the Municipal Resource Group (MRG) as a consultant to help advise the City on organizational recommendations in this process. While the City looks at these larger questions about organizational development and placement, the existing hardworking staff continue pushing forward with many required functions and programs as well as City initiatives. This workplan is a high-level summary of the Office of Transportation (OOT) initiatives, programs, and projects organized in the following six (6) categories: A. Activities Previously Approved and In Progress B. Activities Previously Approved but Being Reevaluated C. Big Initiative Activities D. Upcoming Agenda Items E. Staff Development and Recruitment Activities F. Other Proposed or Potential Activities Not Yet Resourced or Directed These activities coincide with the goals identified in the Proposed FY 2020 Budget and are intended to jumpstart the City Council in their thinking about the 2019 City Council interests related to transportation. City of Palo Alto Page 5 A. Activities Previously Approved and In Progress 1. Safe Routes to School 5-Year Plan 2. Citywide Traffic Signal Operations optimization and upgrades Middlefield North Traffic Calming Improvements 3. Bike and Scooter Share Programs 4. Updating the Transportation Impact Fee 5. Participation with the implementation of the Cal Ave. Parking Garage, the Charleston- Arastradero Corridor Improvement Project, and the Adobe Creek Bike and Ped Bridge B. Activities Previously Approved but Being Reevaluated 1. Bike Boulevard Implementation and Follow Up Report – Staff will update the Council with a follow up report in late Summer 2019 to provide data about the implementation of the Neighborhood Traffic Safety and Bicycle Boulevard Phase 1 project as well as bring information for the City Council to discuss Phase 2 of the project. 2. Embarcadero and El Camino Real Enhanced Bikeway Project – City Council approved a concept related to this project, but it is currently on hold due to the overlap of the project with the area that could be impacted by decisions related to grade separation proposals at Churchill Avenue. C. Big Initiative Activities 1. Rail Grade Separation (separate City Council Priority for 2019) 2. Evaluation and revision of the Residential Preferential Parking (RPP) Permit Program to enhance its effectiveness and sustainability – A report from MRG is scheduled to come to the City Council on May 13 which will provide an overview of the RPP program as well as begin consideration of program revisions. 3. Institute a revised community engagement process for transportation projects. 4. Consider data collection opportunities to increase automated collection systems. D. Upcoming Agenda Items Attachment A to this report provides a list of upcoming items related to Transportation that will come to the City Council, committee, or a commission in the coming months. It is not an exhaustive list and the timeframes are tentative. It is intended to give the City Council a general sense of the volume and type of work forthcoming related to Transportation. E. Staff Development and Recruitment Activities As stated in the budget, staff retention and development are paramount to increasing the professional capacity and bandwidth of the Office of Transportation. The Office has seen turnover in very key positions over the years, and development of a manageable workplan supported by the City Council is a key step to ensuring an environment that strengthens staff retention and sense of accomplishment in the work. Currently, the City is performing a recruitment for the Chief Transportation Official (CTO) position as well as for the Senior Transportation Planner position. If approved in the budget, staff will immediately begin recruitment on the proposed new Parking Manager (Transportation Planning Manager) and City of Palo Alto Page 6 Senior Engineer positions. In addition to working to get the Office fully staffed, focus is also being put on creating a professional development plan to optimize the abilities and productivity of individual staff. Given the rapid pace of change in the transportation field, it is important that staff remain actively engaged in professional development activities and individual growth. F. Other Proposed or Potential Activities Not Yet Resourced or Directed 1. Some items from the Sustainability workplan 2. Shuttle expansion with partnerships with other agencies 3. Planning for Connected and Autonomous Vehicle Technologies Policy Implications: This recommendation aligns with existing City policy and City Council direction. Resource Impact: Both staff and non-salary resources, such as consultants and the procurement of tools, will be necessary to complete this workplan. To complete the workplan and balance against other activities, a deliberate and judicious deployment of resources will be necessary. As portions of this workplan are developed more fully, resource needs will be identified at that time for the specific project in addition to any already allocated resources. There are additional staffing resources requested in the FY 2020 budget for Transportation Services (2 new FTE). Environmental Review: This report is not a project for the purposes of the California Environmental Quality Act (CEQA). Environmental review is not required. . Attachments: • Attachment A: Upcoming Transportation Reports as of 4-29-19 Attachment A: Upcoming Agenda Items to City Council, Committee, or Commissions (as of April 29, 2019): (Note: This list is not exhaustive. Other contracts and items will be scheduled as they come up as well). Category Work Item Timeframe / Date (Tentative) Parking New RPP Zone Proposals PTC on Mar 27; will go to Council in Fall once data has been collected. Parking RPP Evaluation Study Report City Council on May 13 Parking Parking work plan TBD after May 13 Parking Duncan and Parking Systems City Council on June 3 Parking Parking Funds Audit City Council June; One part is going to P&S June Parking Resolution to enforce parking temporarily in Lot B (Santa Clara County Lot) during Cal Ave. Construction Council consent in May 2019 Parking Dixon Contract Amendment City Council in June Rail Contract Amendment – AECOM City Council on June 3 Rail Follow up discussions per Rail Workplan TBD Engineering Middlefield North - Transportation Safety Project - Information Report to PTC to inform them of Council Action and the materials that will be used to make the changes permanent. Planning & Transportation Commission in Spring or Summer 2019 Engineering Conversion from LOS to VMT as CEQA threshold of significance as required by state law Will use VTA’s timeline on this. Will have some local action around June/Summer 2019. The conversion must happen before July 2020. Engineering San Antonio at Charleston concept design and community outreach PTC Info Report in May/June City Council in August (tentative) Engineering Emergency.Now signal preemption project Bringing contract in 2019 Mobility Safe Routes to School Annual Report City School Liaison Committee on May 16 City Council Study Session on June 3 Mobility Bike Blvd. Follow Up Report and Discussion City Council after Summer Break (late August) Mobility Extension of the existing Shuttle Contract for an additional 6 months City Council in June Mobility Extend shuttle service term with PCJBB: Embarcadero Route of Shuttle City Council on June 3 Mobility Contract award from Palo Alto Shuttle Contract RFP City Council in Summer or Fall 2019 Mobility TDM Ordinance City Council in Fall 2019 Mobility TMA Annual Report City Council in Dec/Jan Notes: - Traffic studies will come to Council as part of Planning Review for individual projects. - List does not include deliverable dates for Rail Grade Separation. Those are in the Rail Workplan.