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Home My WebLink About2023-10-05 Stormwater Management Oversight Committee Agenda PacketStormwater Management Oversight Committee 1 Thursday, October 5, 2023 1 pm to 3 pm Special Meeting Community Meeting Room at City Hall ****BY IN PERSON and VIRTUAL TELECONFERENCE *** https://zoom.us/join Meeting ID: 990 9847 5635 Phone: 1(669)9006833 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.June 2023 and August 2023 Meetings were cancelled. 2.Approval of Minutes from the April 6, 2023 Stormwater Management Oversight Committee Meeting (5 min) New Business (60 min) 3.Approval of FY 2023 Actuals and review of Adopted 2024 Adopted Budget (30 min) 4.Staff Update on Storm Water Management Capital Improvement Program and discussion (30 min) 2 March 29, 2023 Committee Member Comments and Announcements (15 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. Public Comment Instructions Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to the staff liaison, Karin North at karin.north@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom-based meeting. Please read the following instructions carefully. A. You may download the Zoom client or connect to the meeting in browser. If using your browser, make sure you are using a current, up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers including Internet Explorer. B. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. C. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. D. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B-E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit 3 March 29, 2023 your remarks to the agenda item and time limit allotted. https://zoom.us /join Meeting ID: 990 9847 5635 Phone: 1(669)9006833 STORMWATER MANAGEMENT OVERSIGHT COMMITTEE MINUTES Page 1 of 2 Special Meeting April 6, 2023 The Stormwater Management Oversight Committee of the City of Palo Alto met in hybrid teleconference at 1:01 P.M. Present: Mickelson (Chair), David Bower, Marilyn Keller, Ron Owes, Bob Wenzlau, Catherine Perman Absent: Dena Mossar Oral Communications Old Business Approve last times minutes Final Memo Updated Workplan 2024-2025 1. Approval of Minutes from the February 2, 2023 Stormwater Management Oversight Committee Meeting. MOTION: Catherine Perman made the motion and Dena Mossar seconded. MOTION PASSED: 6-0 2. Update items for the Boards, Commissions, and Committee (BCC) Workplan MINUTES Page 2 of 2 MOTION: Catherine Perman made the motion and Dena Mossar seconded. MOTION PASSED: 6-0 New Business 2. Motion to express appreciation to staff for all efforts regarding Storm efforts. MOTION: Catherine Perman made the motion and David Bower seconded. MOTION PASSED: 6-0 3. Memo regarding Review of Fiscal Year 2022 Storm Drainage Fund Expenditures NO ACTION TAKEN 4. Staff Update Stormwater Management Fund Capital Program 5. Staff Update Embarcadero Trash Capture Device Project 6. Staff Presentation of FY 2024 Proposed Budget for Approval of Committee Member Comments and Announcements Tentative Agenda Items for Future Meetings and Review Action Items Adjournment: The meeting was adjourned at 2:21 P.M. October 5, 2023 www.cityofpaloalto.org Engineering Group Rajeev, Vicki, and Michel 1 OBJECTIVE: Implement projects that will reduce flooding risk •13 PROJECTS / 15 YEARS (2032) •9 PIPE UPGRADES •TWO NEW PUMP STATIONS •REMOVAL OF ONE EXISTING STATION 2017 BALLOT MEASURE CIP PROJECTS CORPORATION WAY AND WEST BAYSHORE ROAD PUMP STATIONS AND SYSTEM UPGRADES PROJECT October 5, 2023 www.cityofpaloalto.org PUMP STATIONS & SYSTEM UPGRADES (SD-20000, SD-21000, SD-23000 PROJECT STATUS UPDATE •February 7, 2023 –received two notarized and signed agreements to grant easements for installation of pump stations from private owner •Consultant is completing the final design to advance the project to construction •Bid documents to be completed end of October 2023 and bidding process for construction to be completed by end of February 2024. JAN 2023 AT EAST BAYSHORE ROAD PUMP STATIONS & SYSTEM UPGRADES (SD-20000, SD-21000, SD-23000 PROJECT STATUS UPDATE •Construction estimated to start Corporation Way Pump Station and Pipe Line Upgrades & West Bayshore Road Pump Station and Trunk Line Upgrades March 2024 and completed by end of July 2025. •Construction for West Bayshore Road Pump Station and Trunk line Upgrades & Corporation Way Pump Station and Pipe Line Upgrades will start and end at the same scheduled date. JAN 2023 AT EAST BAYSHORE ROAD East Meadow Drive Capacity Upgrades & East Meadow Circle Connected to Adobe Pump Station October 5, 2023 www.cityofpaloalto.org East Meadow Circle (SD-26000) & East Meadow Drive (SD-22000) PROJECT SCOPE •Prevent Flooding on East Meadow Circle Due to Back Up Flow from the System that Flows to Barron Creek When Water Surface in the Creek is Very High •Upgrade and install new storm system at E Meadow Drive and E Meadow Circle to accommodate the 10-Year Flow •East Meadow Circle:Install new 15-inch pipe •East Meadow Drive:Upsize 36- inch pipe to 48-inch pipe East Meadow Circle (SD-26000) & East Meadow Drive (SD-22000) ADDITIONAL PROJECT SCOPE •GSI Feature: Bioretention in public ROW •Storm Rehab: Replace and repair pipe failures from winter 2023 storm events PROJECT SCHEDULES •Solicit Bids: July 17, 2023 •Bid Closing: August 7, 2023 •Award Contract: October 2023 •Commence Construction: October 2023 •Complete Construction: April 2024 East Meadow Circle (SD-26000) & East Meadow Drive (SD-22000) PROJECT COSTS •Approximate Cost $1.56M Funding Source Contract Contingency Total Encumbrance 1 East Meadow Drive System Upgrades SD-22000 $487,590 $48,759 $536,349 2 East Meadow Circle Connection to Adobe Creek Pump Station SD-26000 $399,861 $39,986 $439,847 3 Storm Drainage System Replacement & Rehabilitation SD-06101 $256,805 $212,741 $469,546 4 Green Stormwater Infrastructure SD-22001 $86,867 $8,687 $95,554 5 Sidewalk Repairs P0-89003 $15,946 $1,594 $17,540 Totals $1,247,069 $311,767 $1,558,836 OCTOBER 5, 2023 www.cityofpaloalto.org STORMWATER MANAGEMENT FUND Financial Review Budget 2018-2023 Actuals STORMWATER MANAGEMENT PROGRAM Fiscal Year 2024 Budget (Amounts in 1000s, as of September 2023) Revenue Collected Adopted Adopted Adopted Adopted Adopted Adopted Adopted Budget Budget Budget Budget Budget Budget Budget Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 2018 2019 2020 2021 2022 2023 2024 Fee Revenue 6,927 7,128 7,449 7,635 7,838 8,167 8,568 Interest Earnings 130 130 226 153 153 110 189 Development Fees, Violation Fines, Other (Includes Grant Funding)** 121 121 121 121 697 1,913 3 Total Revenue 7,178 7,379 7,796 7,909 8,688 10,190 8,760 Base Components 3,996 3,836 3,989 4,251 4,399 4,887 5,675 Base Program (Incl. Flood Control, Engineering and Administrative Support, Water Quality, Emergency Response) 2,510 2,236 2,483 2,628 2,855 3,055 3,708 Storm Drainage Maintenance 1,486 1,600 1,506 1,623 1,544 1,832 1,967 Project & Infrastructure 2,427 1,866 2,290 3,762 6,337 2,443 7,745 Capital Improvements Program** 415 - 412 1,871 4,433 36 4,986 Recurring System Repair (SD -06101)** 400 412 424 437 450 953 1,305 Debt Service for Past Capital Projects 949 949 949 949 949 949 949 Capital Program Engineering Support 158 164 165 179 155 155 155 Green Stormwater Infrastructure (GSI) 380 380 380 380 380 380 380 GSI -CIP Design/Construction 330 330 340 250 150 150 150 GSI - Consulting Services 50 50 40 130 85 85 85 GSI - Other unassigned tasks - - - - 145 145 145 Innovative Project 125 125 125 125 125 125 125 Innovative Project - GSI Consulting Services & Outreach 100 100 100 100 100 100 100 Innovative Project- Rebates 25 25 25 25 25 25 25 Total Expenses 6,423 5,702 6,279 8,013 10,736 7,330 13,420 Net Impact 756 1,677 1,517 (104) (2,048) 2,860 (4,660) 9/27/2023 Stormwater Management Proiect Title FY 2023 FY 2023 FY 2024 5 -Year Budget Estimate Proposed FY 2025 FY 2026 FY 202/ FY 2028 Total SOURCE OF FUNDS Revenue from the Federal Government 5D-22001 Green Stcrmwater Infrastructure 1,216,351 1.216,351 0 0 0 0 1.216,351 Revenue trom the Federal Government Total 51,216,551 50 51,216,951 50 10 50 SD 51,216,361 Revenue from the State of California SD -22002 -rash Capture Deice Ytstallatan 613.00✓' 613,000 0 O 0 0 0 Revenue from the State of California Total 5613.000 5613.000 50 50 50 $0 10 $0 Total Sources 51,829,351 5613,000 51,216,351 50 50 50 50 51,216,351 USE OF FUNDS Capacity Improvements SD -21000 Corporation %Nay System Upgrades and Pump Staten 3.569,122 569,122 3,415,583 0 0 0 0 3.415,583 SD -26000 East Meadow Ciro* Ccrnectron to Adobe Credo Pump Stalon 0 0 634,016 0 O 0 0 634,016 SD -22000 East Meador Drive System Upgrades 0 0 631,669 0 O 0 0 631.669 SD -24000 Lass Road System Upgrades 0 0 0 354,998 0 1,638,095 1.982,847 3.975,940 SD -20000 West Bayshc a Road Pump Station 1.363,439 293,444 1.142,081 1.071,689 315.59E 0 0 2.529,366 SD -23000 West Bay -shore Road Truck Lne Improvements 936.199 115.799 874,603 1.546.642 0 0 2.421,245 Capacity Improvements Total $6867,750 5078,365 56,697,952 52,973,329 5315,596 51,638,095 51.982,847 513,607,819 System Improvements SD -22001 Green Stormwatrr Infrastructure 2.1 11,361 45.000 2,205,559 u 0 0 2.206,559 SO -22002 Trusty Capture Deice Insta latm 645,002 645,002 0 0 0 0 0 0 System Improvements Total 52,756,353 $800,002 S2.205.559 SO 10 50 SO 52,206,559 System Rehabilitation SO -06101 :garage System Replacement And Rehabiltatc" 1,729,340 ^.729,34ui 946,76, 500,390 1.432.808 628,546 781.828 4.390.329 System Rehabdrtat,on Total 51,729,340 51,729.340 5946,757 5600,390 51,432.808 5628,546 5781.828 54,390,329 Total Uses 510,353,453 53,397,707 59,850.268 S3,573,719 51,748.404 52,266.641 52,764.675 520,203,707