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Home My WebLink About2020-08-13 Stormwater Management Oversight Committee Agenda PacketStorm Water Management Oversight Committee 1 Thursday, August 13, 2020 1 pm to 3 pm Special Meeting ****BY VIRTUAL TELECONFERENCE ONLY*** https://zoom.us/join Meeting ID: 990 9847 5635 Phone: 1(669)9006833 Pursuant to the provisions of California Governor’s Executive Order N-29-20, issued on March 17, 2020, to prevent the spread of Covid-19, this meeting will be held by virtual teleconference only, with no physical location. Agenda posted in accordance Government Code Section 54954.2(a) or 54956. PUBLIC COMMENT Members of the public who wish to participate by computer or phone can find the instructions at the end of this agenda. To ensure participation in a particular item, we suggest calling in or connecting online 15 minutes before the item you wish to speak on. Call to Order (5 min) Oral Communications (5 min) Members of the public may speak to any item NOT on the agenda. A reasonable time restriction may be imposed at the discretion of the Committee Chair. Old Business (5 min) 1.Approval of Minutes from the May 13, 2020 Storm Water Management Oversight Committee Meeting (5 min) New Business 2.Staff Presentation on the Fiscal Year 2021 Budget for the Storm Water Management Fund and Update on Overall City Budget (20 min) 3.Staff Presentation on Capital Improvement Program Projects (20 min) 4.Staff Presentation Stormwater Compliance Update and on Green Stormwater Infrastructure Plan Implementation (Including Stormwater Rebate Program) (20 min) 5.Staff Presentation on Grassroots Ecology Partnership (10 min) 2 August 13, 2020 Committee Member Comments and Announcements (10 min) Tentative Agenda Items for Future Meetings and Review Action Items (5 min) 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. 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When called please limit your remarks to the agenda item and time limit allotted. https://zoom.us/join Meeting ID: 990 9847 5635 Phone: 1(669)9006833 Storm Water Management Oversight Committee 1 DRAFT NOTES Wednesday, May 13, 2020 1 pm to 3 pm Special Meeting ****BY VIRTUAL TELECONFERENCE ONLY*** https://zoom.us/join Meeting ID: 971 6162 1501 Phone: 1(669)900-6833 Pursuant to the provisions of California Governor’s Executive Order N-29-20, issued on March 17, 2020, to prevent the spread of Covid-19, this meeting will be held by virtual teleconference only, with no physical location. Agenda posted in accordance Government Code Section 54954.2(a) or 54956. PUBLIC COMMENT Members of the public who wish to participate by computer or phone can find the instructions at the end of this agenda. To ensure participation in a particular item, we suggest calling in or connecting online 15 minutes before the item you wish to speak on. Committee Members Present: David Bower, Peter Drekmeier, Marilyn Keller, Hal Mickelson, Dena Mossar, Ron Owes, Bob Wenzlau Committee Members Absent: None Public Members Present: David Moss (Parks and Recreation Commission Liaison) Staff Present: Maybo Auyeung, Phil Bobel, Jon Hospitalier, Michel Jeremias, Karin North, Loretta Olmos, Jamie Perez, Vicki Thai, Isabel Zacharczuk Call to Order (5 min): 1:04 by Chairperson Mickelson Oral Communications (5 min): None Old Business (10 min) 1.Approval of Minutes From the February 13, 2020 Storm Water Management Oversight Committee Meeting (5 min) i.Minutes approved: 1:05 pm 2.Staff summarizes results from Survey Monkey (5 min) i.Wenzlau: survey felt “boxed in” with ability to prioritize based on the set topics. SWMOC has a fiduciary obligation first and foremost. 1.North: intent of the survey was to find other topics beyond fiduciary topics that are tangentially tied to the SWMOC’s interests. 2 May 13, 2020 New Business 3.Staff Presentation on the Fiscal Year 2019 Fund Expenditures and Fiscal Year 2021 Proposed Budget for the Storm Water Management Fund (10 min) i.North and Bobel: no projected shortfall in the Stormwater fund since it is part of an Enterprise Fund. Budget shortfalls are focused on General Fund. ii.Perez: operating budget included 2.5% CPI. Added an increase for annual SCVURPPP membership fee. No changes to maintenance. iii.Keller: budgets are protected compared to general fund, but are expenditures impacted from construction being limited due to COVID? 1.Bobel: difficult to estimate impacts to construction at this point. General feeling is that projects bid right now will get better prices. 2.Jeremias: larger, commercial projects are starting up next week. Smaller projects, such as home remodels, are slowly ramping up. 3.Bobel: the City has not been issuing building permits for the past two months so new projects have not been starting. 4.Bower: based on 2007 experience, it took a few years to get projects through the pipeline. In June 2009, there was little work available, so significant project savings could be found with a lot of contractors chasing a small number of projects. 5.Wenzlau: should the development and violation fines/fees row be lower? Is this something that the Committee makes a motion on or is this more of an FYI? a.Perez: proposed budget was developed prior to SIP and COVID—Council and Finance Committee are currently in talks for budget hearings, so we may receive direction to adjust this number. iv.GSI Preliminary Plan: 1.Hoping to get GSI Consultant RFP approved by Council end of June. 2.Bower: need to explain that consulting is the way that staff gets to future projects since consulting takes up the bulk of the budget. v.GSI Budget Plan: 1.Rebate Program will be partnering with Valley Water to further promote our City program. Allocated $25k for that partnership. 2.Wenzlau: consider using this money for those in need to create a social benefit with these economic resources. a.North: mentioned intent to develop GSI Maintenance Workforce Framework as part of EPA Grant submittal. vi.Planned CIP Projects: 1.Bobel: acknowledged distinction between one-year budget and five-year plan (which is not an authorization to spend). 3 May 13, 2020 4.Committee Discussion on Findings of the Fiscal Year 2019 Fund Expenditures and Fiscal Year 2021 Budget Projections and adoption of the Committee Memo on FY 2019 Fund and Committee Memo on Expenditures FY 2021 Proposed Budget (15 min) i. Mickelson: change dates on memo to make them current to when they were considered and adopted. ii.Mossar: last sentence regarding innovative funding is confusing given time lapse. Did staff make changes? Are those changes reflected in the budget? 1.North: staff worked on the partnership with Valley Water since the last meeting in February. 2.Mossar: change wording to “Committee continues to encourage staff” to make the memo clearer. iii. Mickelson: motion for FY19 Memorandum approved at 1:50. Moved forward by David Bower and seconded by Dena Mossar. iv.Mickelson: FY20 Memorandum—SWMF is only meant to be spent for stormwater-related measures and projects. Cannot suggest any flexibility that differs from that language. 1.Wenzlau: While we expend money solely for these said purposes, staff should consider local employment based on COVID impacts. 2.Mickelson: Add a sentence similar to“consistent with application solely for these purposes, the City should find modes of implementation of these expenditures that address the employment impacts and other social needs resulting from the COVID-19 crisis” as the last sentence of the Memo. v.Mickelson: motion for FY20 Memorandum approved at 2:02. Moved forward by Dena Mossar and seconded by David Bower. 5.Staff Presentation on Capital Improvement Program Project (15 min) i.Loma Verde going to Council for award of contract in June. Received seven bids. Lowest bid was $1.9 million and highest was $4.1 million. ii.Schaaf and Wheeler contract also going to Council in June for design for the other three projects. iii.Soliciting bids for Alma Box Culvert over Oregon Expressway to repair a crack on the outside of the box to help extend the life of the box. iv.Final EIR for Newell Road Bridge has been approved unanimously by ARB on May 7th. Going to Council with EIR soon for project approval. v.Mickelson: Is it typical to see such a wide range of dollar amounts for bids? 1.Jeremias: Yes, typical to see a wide range. It’s more surprising to see so many consultants bidding (7 bids for this project). 6.Staff presentation on EPA Water Quality Improvement Fund Grant Application and Rinconada GSI project (10 min) 4 May 13, 2020 i.Partnering with City of Santa Clara, County of Santa Clara, Grassroots Ecology, San Jose Conservation Corps, and San Francisco Estuary Institute ii.Grant Proposal includes three components: 1.Parking lot retrofits in Lot A in Palo Alto and Bower’s Park in City of Santa Clara: includes bioretention, bike parking, tree plantings, new refuse management, EV parking, and lighting 2.Guidebook for Greener Parking Facility Design: includes resources, lessons learned, and cost estimates for retrofitting parking lots 3.GSI Maintenance Training and Workforce Framework: Bay Area has a lack of qualified maintenance staff to address GSI. Framework will review available trainings nation-wide to identify which training programs would be the best fit to start training San Jose Conservation Corp members and help build local workforce. iii.Palo Alto using SWMF funds to provide cash match, in addition to cash match from City of Santa Clara and significant in-kind matching. 7.Committee approval to send a support letter for the EPA Water Quality Improvement Fund Grant Application (5 min) i.SWMOC signed a support letter to be submitted with the EPA Water Quality Improvement Fund Grant Application. 8.Staff Presentation on Stormwater Maintenance Program (20 min) i.Presentation by Jon Hospitalier, Assistant Director for Public Works Services Division ii.3 full-time staff members (100% maintenance of pipeline) and Manager 1.1.0 staff electrician for monitoring sites; 0.5 staff IT support iii.Hydroflushing truck used to hydroflush line and collect material that pulls back within the pipe. Cleans trash-capture devices on Park Blvd. 1.Conduct pipeline repairs (mostly smaller-scale). Larger pipe repairs go to Michel Jeremias’ group for repair. iv.Winter Preparations: clean out the pump stations annually 1.Hydroflushing of known hot-spots throughout the City v.Special Operations: Spill response emergencies, camera inspection at the pipeline, and minor levy repairs 1.Mentioned San Francisquito annual creek walk to identify any repairs that may need to occur prior to the start of the rainy season vi.Calendar of planned work based on wet/dry seasons vii.Owes: is most of the system designed for self-flushing without cleanout velocity? If we’re in a drought, does it mean that staff has to perform more flushing maintenance? 1.Hospitalier: not particularly, but usually staff has issues in areas with a lot of construction. 5 May 13, 2020 Committee Member Comments and Announcements (10 min) Tentative Agenda Items for Future Meetings and Review Action Items (5 min) Tentatively scheduled for June 11th and August 13th. Staff will cancel June meeting so next meeting will be on August 13th. Adjournment Moved by Dena at 3:05. 1 1 August 13, 2020 Stormwater Oversight Committee Meeting FY 2021 Adopted Budget •SWM Fee Revenue •increase by CPI (~2.5%) •+$186k •from $7.45M to $7.64M •Operating •SCVURPPP –membership fee increase (+$10k) •Base program –increase (allocated charges) •Maintenance –no change •GSI & Innovative project –no change •Management compensation reduction (-$52k) •Capital •Planned CIPs –CPI increase •Adjusted for cost estimates FY 2021 Adopted Budget 4 4 GSI Preliminary Plan FY 2018 Actuals FY 2019 Actuals FY 2020 Projection FY 2021 Adopted FY 2022 Projection Green Stormwater Infrastructure 366 376 72 380 380 GSI -CIP Design/Construction 330 330 -250 110 GSI -Consulting Services 36 46 72*130**130 GSI -Other unassigned tasks ----140 Innovative Project 2 1 61 125 125 Innovative Project –GSI Consulting Services --58 80 80 Innovative Project -Outreach ---20 20 Innovative Project -Rebates 2 1 3 25 25 Innovative Project -Other unassigned tasks ----- *$70k carried forward to FY2021 **Does not include additional $130k in FY2020 funding proposed for reappropriation NOTE: $250k, pending Council approval, to be used from reserves fund GSI features in Rinconada Park Improvements Project (PE-08001) 5 5 GSI Budget Plan Item Details FY20 Est. FY21 Est. GSI Plan Implementation •Engineering Spec. Document •Maintenance & Monitoring Manual •Establish performance metrics & baseline •Further prioritization of GSI projects •Future permit requirement compliance $130k Year 1 proposed for reappropriation $130k Year 2 Funding Needs & Strategy Analysis •Determine funding opportunities and feasible fit (e.g. state grants and loans, public/private partnerships) $58k -- GSI Outreach and Education •Promote Rebate Program and community- wide benefits •Develop outreach materials •Create an outreach strategy and plan to increase community support $70k Year 1-2 $20k Bioretention Area Maintenance •Support City Parks Department in maintaining bioretention areas •Begin to develop a trained workforce --$80k (Year 1) Rebate Program •Partner with Valley Water to issue rebates for rain barrels, cisterns, and rain gardens $3k $25k 6 6 Planned CIP Projects Capital Improvements Program (13)FY 2020 Adopted Budget FY 2021 Adopted SD System Replacement & Rehabilitation (SD-06101)424 2,069[1] Projects identified from Ballot 2,798 2,124 Loma Verde Ave Trunk Line Improvements (#1, SD-19000)2,386 Corporation Way System Upgrades and Pump Station (#2, SD-21000)206 1,879[1, 2] West Bayshore Road Pump Station (#4, SD-20000)206 190[1, 2] West Bayshore Road Trunk Line Improvements (#3, SD-23000)55[1, 2] Notes: [1] Includes FY2020 remaining budget reappropriated into the project’s FY2021 budget [2]Budget for combined design contract of the CIP projects 7 7 Planned CIP Projects Capital Improvements Program (13) FY 2019 Adopted Budget FY 2020 Adopted Budget FY 2021 Adopted FY 2022 Projection FY 2023 Projection FY 2024 Projection FY 2025 Projection SD System Replacement & Rehabilitation (SD-06101)412 424 2,069 282 588 628 Projects identified from Ballot 2,200 2,798 2,124 2,300 1,945 1,677 2,212 Loma Verde Ave Trunk Line Improvements (#1, SD-19000)2,200 2,386 Corporation Way System Upgrades and Pump Station (#2, SD-21000)206 1,879 1,862 West Bayshore Road Pump Station (#4, SD-20000)206 190 438 913 West Bayshore Road Trunk Line Improvements (#3, SD-23000)55 1,032 1,315 East Meadow Drive System Upgrades (#7, SD-22000)71 723 Louis Road System Upgrades (#11, SD-24000)291 1,489 LOMA VERDE AVENUE TRUNK LINE IMPROVEMENT PROJECT AUGUST 5, 2020 www.cityofpaloalto.org/LOMAVERDE 1 PROJECT UPDATE Public Outreach •Project signs •Project Flyers •NextDoor •Website •Coordination with Schools Project Timeline •City Council awarded construction contract to Stoloski & Gonzalez, Inc. – June 1, 2020 •Award process •Construction Start date –August 3, 2020 2 CONSTRUCTION UPDATE Pre-Construction Preparation •Coordination •Review submittals •RFI’s •Traffic Control Plan •Construction Staging •Schedule ID Task Mode Task Name Duration Start Finish Predecessors Resource Names 1 mobilize 1 day Mon 8/3/20 Mon 8/3/20 2 Lay out & pot hole start saw cutting 8 days Mon 8/3/20 Wed 8/12/20 3 Start utility relocations 920 ‐ 1068 15 days Mon 8/10/20 Fri 8/28/20 4 Louis Road relocating utilitys 5 days Thu 8/27/20 Wed 9/2/20 5 Geer Road utility relocating 5 days Mon 8/31/20 Fri 9/4/20 6 Labor day no work 1 day Mon 9/7/20 Mon 9/7/20 7 MH Sta: 29+27.89 3 days Tue 9/8/20 Thu 9/10/20 8 MH # 1 to MH # 2 include driveway 7 days Fri 9/11/20 Mon 9/21/20 9 MH # 2 to MH # 4 include driveway 8 days Wed 9/16/20 Fri 9/25/20 10 MH # 4 to MH # 5 5 days Tue 9/22/20 Mon 9/28/20 11 MH # 5 to MH # 6 3 days Tue 9/29/20 Thu 10/1/20 12 MH # 6 to MH # 7 2 days Fri 10/2/20 Mon 10/5/20 13 MH # 7 to MH # 10 6 days Tue 10/6/20 Tue 10/13/20 14 MH # 10 to MH # 12 4 days Tue 10/13/20Fri 10/16/20 15 MH # 12 to MH # 14 4 days Fri 10/16/20 Wed 10/21/2 16 MH # 14 to MH # 15 louis rd pipe work 8 days Thu 10/22/20 Mon 11/2/20 17 SD Laterals MH #1 thru MH # 4 7 days Tue 9/29/20 Wed 10/7/20 18 SD Laterals MH # 5 thru MH # 8 7 days Thu 10/8/20 Fri 10/16/20 19 SD Laterals MH # 9 thru MH # 11 3 days Mon 10/19/20 Wed 10/21/20 20 SD Laterals MH # 12 Thru MH # 15 3 days Thu 10/22/20 Mon 10/26/20 21 New Inlets 10 days Tue 10/27/20Mon 11/9/20 22 Concrete patching all areasto include ADARamps 9 days Mon 11/9/20 Thu 11/19/20 23 Paving include marking and monuments 7 days Wed 11/18/20 Thu 11/26/20 24 Clean up & CCTV 2 days Tue 11/24/20Wed 11/25/2 25 Thanksgiving No Work 2 days Thu 11/26/20 Fri 11/27/20 26 Punch list / Clean up 3 days Mon 11/30/2Wed 12/2/20 T M F T S W S T M F T S W S T M F T S W S T M F T S W S T M F T S 20 Aug 9, '20 Aug 23, '20 Sep 6, '20 Sep 20, '20 Oct 4, '20 Oct 18, '20 Nov 1, '20 Nov 15, '20 Nov 29, '20 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Progress Manual Progress Page 1 Project: 810 Loma Verde City o Date: Wed 7/22/20 Capital Project Update - Lome Verde Project Schedule Capital Project Update- Loma Verde Project Stormwater Compliance Update ●Field staff ●Funding analysis ●Enforcement Response Plan ●Trash Reduction Plan Stormwater Inspection Software GSI Plan Implementation Update ●EPA grant proposal ●GSI Plan implementation contract ●Rinconada project ●Outreach Plan ●Impervious surface analysis ●Southgate project Stormwater Rebate Program ●Valley Water (as of 7/1) ●Phone interviews ●Online survey ●Website reboot ●Signage Coming Up ●Coastal Cleanup Day (Month) ●Parks & Rec Commission (8/25) ●Green Streets Symposium (3 webinars): 9/10, 9/25 and 10/8 ●Stormwater Permit Draft ●S/CAP webinars ●Social media ads ●GSI website reboot (~ Jan. 2021)