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HomeMy WebLinkAbout2024-04-26 Stormwater Management Oversight Committee Agenda Packet 1 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. STORMWATER MANAGEMENT OVERSIGHT COMMITTEE Regular Meeting Friday, April 26, 2024 Community Meeting Room & Hybrid 10:00 AM Stormwater Management Oversight Committee meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on YouTube https://www.youtube.com/c/cityofpaloalto, and on Zoom. Committee member names, biographies, and archived agendas and reports are available at https://www.cityofpaloalto.org/City-Hall/Boards-Commissions/Storm-Water-Management- Oversight-Committee. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/99098475635) Meeting ID: 990 9847 5635 Phone: 1(669)900-6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to Karin.North@CityofPaloAlto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to Karin.North@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting. 2 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. CALL TO ORDER PUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Commission majority may modify the agenda order to improve meeting management. APPROVAL OF MINUTES 1. Approval of Minutes from March 14, 2024 (5 min) OLD BUSINESS ITEMS NEW BUSINESS ITEMS 2. Review Proposed Budget for Fiscal Year 2025 and CIP 5 Year Plan for FY 2025-2029 (30 min) 3. Memorandum for Fiscal Year 2025 Proposed Budget (10 min) 4. Trash Control Update (30 min) COMMITTEE QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT 3 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. 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 karin.north@cityofpaloalto.org. 2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone 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. o 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. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. o 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. o 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. o When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 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 your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 990-9847-5635 Phone: 1-669-900-6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329-2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. 1 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. STORMWATER MANAGEMENT OVERSIGHT COMMITTEE Regular Meeting Thursday, March 14, 2024 Community Meeting Room & Hybrid 1:00 PM Stormwater Management Oversight Committee meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on YouTube https://www.youtube.com/c/cityofpaloalto, and on Zoom. Committee member names, biographies, and archived agendas and reports are available at https://www.cityofpaloalto.org/City-Hall/Boards-Commissions/Storm-Water-Management- Oversight-Committee. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/99098475635) Meeting ID: 990 9847 5635 Phone: 1(669)900-6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to Karin.North@CityofPaloAlto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to Karin.North@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting. 2 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. CALL TO ORDER Present: Mickelson (chair), Bower, Mossar, Perman Absent: Keller, Owes, Wenzlau Called to order at 1:08 P.M. PUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. There were no public comments. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Commission majority may modify the agenda order to improve meeting management. There were no agenda changes. APPROVAL OF MINUTES 1. Approval of Minutes from the October 5th, 2023 Stormwater Management Oversight Committee Meeting (5 min) MOTION: Committee Member Mossar Moved to approve the Minutes from October 5th, 2023 as presented. Committee Member Perman seconded the motion. MOTION PASSED: 4-0 OLD BUSINESS ITEMS 2. Sign memorandum regarding FY 2023 expenditures Chair Mickelson recommended amending the memorandum to add “relying upon the information provided by staff” in the 2nd paragraph, to read, “We have reviewed the expenditures for Fiscal Year 2023 and compared them with the provisions of the Storm Water Management Fee approved by Palo Alto property owners in 2017. Relying upon the information provided by staff, we find that the attached spreadsheet describing the expenditures for Fiscal Year 2023 fairly summarizes the use of the revenue generated by the Storm Water Management Fee and that the expenditures are compatible with the provisions of the ballot measure.” MOTION: Committee Member Perman moved to approve the memorandum as amended. Committee member Mossar seconded the motion. 2 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. MOTION PASSED: 4-0 NEW BUSINESS ITEMS 3. Stormwater Management Fee rate increase (5 min) - No Action Taken 4. Overview of Budget Process (15 min) - No Action Taken 6. Staff Update on the Stormwater Management Fund Capital Improvement Program (CIP) and discussion (20 min) - No Action Taken 7. Discuss updates to BCC Workplan (15 min) Committee Member Perman identified a misspelled word in the workplan draft. MOTION: Committee Member Mossar moved to approve the workplan, assuming typos be corrected. Committee Member Bower seconded the motion. MOTION PASSED: 4-0 8. Terms ending in 2024 (5 min) – No Action Taken COMMITTEE QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). No questions or comments. Future meeting time to be determined by scheduling poll. ADJOURNMENT MOTION: Committee Member Mossar moved to adjourn the meeting. Committee Member Bower seconded the motion. MOTION PASSED: 4-0 Meeting adjourned at 2:12 P.M. 3 Regular Meeting March 14, 2024 Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at www.CityofPaloAlto.org. 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 karin.north@cityofpaloalto.org. 2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone 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. o 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. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. o 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. o 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. o When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 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 your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN Meeting ID: 990-9847-5635 Phone: 1-669-900-6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329-2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. 1 FY 2025 BUDGET PROCESS UPDATE SWM Fee Revenue •Proposed Increase (Dec-Dec CPI): 2.6%, +$223,000 Operating Expenses – Anticipated Adjustments •Base Program – general increases, fee revenue alignment •Maintenance, GSI & Innovative Projects – no changes Capital Expenses •Planned reappropriations for GSI and Storm Drainage System Replacement and Rehabilitation. •Proposed: Louis Road System Upgrades (SD-24000) postponed; Hamilton System Upgrades (SD-25000) & Center Drive Capacity Upgrades (SD-26001) added to 5-year CIP. STORMWATER MANAGEMENT PROGRAM ADOPTED ACTUALS ADOPTED ACTUALS (04/17/24)Projections (04/17/24)Proposed Fiscal Year 2025 Budget Year 6 Year 6 Year 7 Year 7 Year 7 Year 8 (Amounts in 1000s, as of April 2024)2023 2023 2024 2024 2024 2025 REVENUES 8,361 8,477 10,057 7,008 8,410 10,319 Fee Revenue 8,167 8,191 8,568 6,862 8,234 8,791 Interest Earnings 110 221 189 141 169 228 Storm Drain Violation Fines 3 - 3 3 4 3 Storm Drain Development Review Fees 81 65 81 1 1 81 Other Revenue - - 1,216 1 1 1,216 From Reserves - - - - - - EXPENSES - Base Program 4,887 3,408 5,653 4,163 4,996 5,924 Flood Control Improvement 133 75 158 112 134 163 Engineering Support 408 298 450 280 336 446 Storm Water Quality Protection 1,157 759 1,564 1,208 1,450 1,671 Emergency Response 153 89 166 108 130 176 Administrative Support Costs 1,204 750 1,348 924 1,109 1,540 Storm Drainage Maintenance 1,832 1,437 1,967 1,531 1,837 1,928 To Fund Reserves (3,521)4,108 (3,496)1,245 708 177 EXPENSES - Project & Infrastructure Program 6,995 961 7,900 1,600 2,706 4,218 Capital Improvements Projects*4,433 36 4,986 1,305 1,229 2,714 Storm Drain System Repairs*953 626 1,305 1,123 802 Debt Service 949 38 949 20 24 Capital Program Engineer Support 155 155 155 190 190 197 Green Municipal Infrastructure 380 79 380 85 102 380 Innovative Projects 125 27 125 - 38 125 Subtotal - non Major CIP 2,562 925 2,914 295 1,477 1,504 Total Expenses 11,882 4,369 13,553 5,763 7,702 10,142 *CIP totals excl. CFWD/Reapps and S&B STORMWATER MANAGEMENT PROGRAM Adopted Budget Adopted Budget Current Yr Projection*Proposed Budget** Fiscal Year 2025 Budget Year 6 Year 7 Year 7 Year 8 (Amounts in 1000s, as of April 2024)2023 2024 2024 2025 Revenue Collected Fee Revenue 8,167 8,568 8,234 8,791 Interest Earnings 110 189 169 228 Development Fees, Violation Fines, Other (Includes Grant Funding)**84 1,300 6 1,300 Total Revenue 8,361 10,057 8,410 10,319 Base Components 4,887 5,653 4,996 5,924 Base Program (Incl. Flood Control, Engineering and Administrative Support, Water Quality, Emergency Response)3,055 3,686 3,158 3,996 Storm Drainage Maintenance 1,832 1,967 1,837 1,928 Project & Infrastructure 6,840 7,900 2,706 4,218 Capital Improvements Program**4,433 4,986 1,229 2,714 Recurring System Repair (SD-06101)**953 1,305 1,123 802 Debt Service for Past Capital Projects 949 949 24 - Capital Program Engineering Support 155 155 190 197 Green Stormwater Infrastructure (GSI)380 380 102 380 GSI - CIP Design/Construction 150 150 102 GSI - Consulting Services 85 85 278 GSI - Other unassigned tasks 145 145 - - Innovative Project 125 125 38 125 Innovative Project - GSI Consulting Services & Outreach 100 100 31 100 Innovative Project - Rebates 25 25 7 25 Total Expenses 11,727 13,553 7,702 10,142 Net Impact (3,366)(3,496)708 177 *FY 2024 Projections and FY 2025 Proposed are subject to change as the current FY and budget development process is still in progress. **FY 2023 Proposed includes estimated remaining funding and grant revenue anticipated to be reappropriated from FY 2022. FY 2025 PLANNED CIP PROJECTS Capital Improvement Project Program Amounts in 1000’s FY 2024 Budget1 FY 2025 Budget2 FY 2026 Budget FY 2027 Budget FY 2028 Budget FY 2029 Budget SD System Replacement & Rehab (SD-06101)1,338 1,462 661 645 1,575 718 Projects Identified from Ballot 6,372 2,508 6,410 2,838 -3,496 Corporation Way System Upgrades and Pump Station (SD-21000)3,965 West Bayshore Road Pump Station (SD-20000)1,416 990 220 West Bayshore Road Trunk Line Improvements (SD-23000)990 1,428 ---- Hamilton System Upgrades (SD-25000)-90 6,063 --- Center Drive Capacity Upgrades (SD-26001)--127 2,838 -- Louis Road System Upgrades (SD-24000)-----3,496 Green Stormwater Infrastructure (SD-22001)1,861,940 ---- 1 Reflects budget for current year estimate or what has been spent to date this FY and what is planned to be spent for the remainder of the FY. 2 Includes unspent funds anticipated to be reappropriated from FY 2023 to FY 2024. Current Salary and Benefits estimates are also included but are subject to change. Storm Water Management Oversight Committee MEMORANDUM Date: April 6April 26, 2024 To: Honorable Finance Committee of the Palo Alto City Council From: Members of the Storm Water Management Oversight Committee Subject: Review of the Proposed Fiscal Year 2024 Stormwater Management Fund Budget As directed by the City Council, the Committee met to discuss the Fiscal Year 2025 proposed Stormwater Management Fund budget on Thursday, April 6 March 14, 2024. Prior to the meeting, Public Works staff provided informational materials about the approved 2017 ballot measure and the proposed budget for the Committee’s review. During the meeting, staff presented information and answered questions from the Committee members. We have reviewed the proposed budget for Fiscal Year 2025 and compared it with the provisions of the Storm Water Management Fee approved by Palo Alto property owners in 2017. We find that the attached spreadsheet describing the proposed budget for Fiscal Year 2025 fairly describes the relationship between the budget and the ballot measure. Staff and the Committee concur that funding generated by the Storm Water Management Fee will be applied solely to fund the capital improvement projects, green stormwater infrastructure projects, innovative stormwater projects, enhanced maintenance of storm drain system, and storm water quality protection programs specified for implementation in the ballot measure in Fiscal Year 2025. Because funds available for green stormwater infrastructure and innovative projects are not being utilized fully, the Committee supports efforts by staff to continue to identify and promote new projects that meet the goals associated with the ballot measure, such as the proposed Green Stormwater Infrastructure capital improvement project. Attachment: Fiscal Year 2025 Proposed Budget Storm Water Management Oversight Committee MEMORANDUM Date: April 26, 2024 To: Honorable Finance Committee of the Palo Alto City Council From: Members of the Storm Water Management Oversight Committee Subject: Review of the Proposed Fiscal Year 2024 Stormwater Management Fund Budget As directed by the City Council, the Committee met to discuss the Fiscal Year 2025 proposed Stormwater Management Fund budget on Thursday, March 14, 2024. Prior to the meeting, Public Works staff provided informational materials about the approved 2017 ballot measure and the proposed budget for the Committee’s review. During the meeting, staff presented information and answered questions from the Committee members. We have reviewed the proposed budget for Fiscal Year 2025 and compared it with the provisions of the Storm Water Management Fee approved by Palo Alto property owners in 2017. We find that the attached spreadsheet describing the proposed budget for Fiscal Year 2025 fairly describes the relationship between the budget and the ballot measure. Staff and the Committee concur that funding generated by the Storm Water Management Fee will be applied solely to fund the capital improvement projects, green stormwater infrastructure projects, innovative stormwater projects, enhanced maintenance of storm drain system, and storm water quality protection programs specified for implementation in the ballot measure in Fiscal Year 2025. Because funds available for green stormwater infrastructure and innovative projects are not being utilized fully, the Committee supports efforts by staff to continue to identify and promote new projects that meet the goals associated with the ballot measure, such as the proposed Green Stormwater Infrastructure capital improvement project. Attachment: Fiscal Year 2025 Proposed Budget Trash Load Reduction Plan Stormwater Management Oversight Committee April 26, 2024 Background 2014 - City submitted a Long-Term Trash Load Reduction Plan to the Water Board 13 Trash Management Areas were designated based on land uses City has been a leader in litter control with several actions and programs City complied with Trash Load Reduction Requirements in previous permits Provision C.10: Trash Load Reduction New Stormwater Permit Reduction Requirements Achieve 90% reduction by June 30, 2023 Trash Load Reduction (6/30/2023)~75% Submitted an updated Long-Term Trash Load Reduction Plan Trash Load Reduction (March 2024) – 87% Achieve 100% reduction by June 30, 2025 Ongoing Trash Control Measures Street Sweeping On-Land cleanups Trash Container/Bin Management Storm Drain Inlet Cleaning Anti-Littering and Illegal Dumping response Public Education and Outreach Covered Load requirement Ordinances – Single-use bags, EPS, smoking Effectiveness of these Control Measures are confirmed by Trash Assessments Percent Trash Load Reduction Credit: 46% as of June 2023 Current: 55% as of March 2024 Full Trash Capture Systems Three (3) high-flow capacity Full Trash Capture (FTC) Devices One Small Catch Basin Type FTC Device Bioretention Areas Percent Trash Load Reduction Credit: 32% Updated Trash Load Reduction Plan Investigated areas for trash capture device installations Identified new or enhanced control measure scenarios to achieve the 100% benchmark Estimated planning-level costs for implementing new/enhanced trash control measures Proposed Four control measure scenarios and timeline for implementation Trash Control Measure Implementation Scenarios Implementation Scenario High-flow Capacity Full Trash Capture System Catch-basin Types of Full Trash Capture Devices Trash Inspections on Private Property Other Trash Controls in Public ROW Relative Costs A One (1) system at Palo Alto Avenue and Guinda Street 254 small FTC devices 58 Private Property Inspections --$$$$ B One (1) system at Palo Alto Avenue and Guinda Street 49 small FTC devices 58 Private Property Inspections Trash Assessments $$ C --286 small FTC devices 61 Private Property Inspections --$$$ D --49 small FTC devices 61 Private Property Inspections Trash Assessments $ Questions?