Belmont City Council
September 26, 2023

Safety Element Update Status Report
San Mateo County Planning and Building Department released a Request for Proposals (RFP) for the Multi-Jurisdictional Safety Element Project. The Department received two proposals in response to the RFP. The evaluation and selection committee determined the proposal submitted by PlaceWorks to be the most suitable based on the overall criteria of project understanding, qualifications of the consulting team, relative project experience, project approach and methodology, and proposed cost. The PlaceWorks proposed to partner with Climate Resilient Communities, a local nonprofit, to help lead engagement and outreach to community groups and hard-to-reach community members, and to provide equity reviews of work products. It was also recommended that Community Planning Collaborative be retained as the project manager for the Safety Element Collaborative.

The purpose of the Multi-Jurisdictional Safety Element Project is to address the safety element legal requirements and to share analysis and resources for greater efficiency for the jurisdictions participating in this collaborative effort. This project will update the safety elements of the County of San Mateo and six participating San Mateo County municipalities (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, and San Bruno) to comply with the latest requirements for safety elements, as described in Government Code 65302.

On April 11, 2023, The Belmont City Council adopted a Resolution entering into a Memorandum of Understanding (MOU) with San Mateo County to participate in the Safety Element Collaborative. The MOU outlined the services to be performed by the consultants and the participating agency’s contribution toward the costs of consultant services for the preparation of each jurisdiction’s Safety Element. All participating jurisdictions have a staff member representing their agency on a Collaborative Steering Committee (CSC), which will oversee project progress and provide input and project direction on issues.

Community Planning Collaborative is acting as the project manager for the Safety Element Collaborative.

The CSC held a project initiation meeting on July 26, 2023 (see Attachment B for the meeting slide deck).

At the meeting, the schedule and timing of the project, the role of the Collaborative Steering Committee, a summary of community engagement for the project (including the purposes and goals of engagement, the roles of team members, and details on types of engagement activities), and next steps were discussed.

Analysis
Safety Element Update Process
The Safety Element Update process includes several steps to ensure that the element includes the most up-to-date information, addresses climate change vulnerability, and integrates community input into the goals, policies, and actions. The Safety Element Update process includes seven primary tasks:

1. Initial Identification & Ideas. Research, review of background materials, and community input will be used to identify each community’s hazards, needs and assets for further analysis.

2. Conduct climate change vulnerability assessments. The vulnerability assessment will analyze how climate-related hazards may affect populations and assets in the participating communities especially as these hazards become more frequent and intense in the future. These assessments will follow the four steps outlined in the California Adaptation Planning Guide: 1) Identify exposure; 2) analyze 138

Safety Element Update Status Report
sensitivity and potential impacts; 3) evaluate adaptive capacity; and 4) conduct vulnerability prioritization. This task also includes conducting an evacuation constraints analysis and providing hazard mapping.

3. Compile background information on hazards. Background information will be updated to discuss the regulatory context that informs the Safety Element, the purpose of the Safety Element and the reason for updating them, and information about each of the key issue areas. This includes mapping, current and historic conditions and events, and how the issue may change in the future.

4. Prepare goals, objectives, policies, and implementation programs. This step includes identifying regional best practices, reviewing existing plans and requirements, and drafting the goals and policies.

The goals, policies, and programs build upon the data collection efforts, vulnerability assessment, and community and stakeholder feedback to detail the specific steps required to implement the Safety Element policies.

5. Compile Draft Safety Element. Once the individual segments of the Safety Element update are ready, the results will be assembled into a draft Safety Element. These documents will incorporate all the content and analyses prepared in prior steps.

6. Conduct environmental review. After the Safety Elements are drafted, a CEQA-compliant environmental analyses will be conducted along with required Native American tribal consultation.

7. Local and State Agency Reviews and Approvals. Jurisdictions that include State Responsibility Areas or Very High Fire Hazard Severity Zones must submit their draft Safety Element for Board of Forestry Review at least 90 days prior to adoption. (At this time, Half Moon Bay and San Mateo County are the only agencies that will need to go through the Board of Forestry Review process.) Once agency review is complete, the last step in the process is Public Agency Review and Approval, which includes study sessions and approval hearings at the Planning Commission and City Council.

Community Engagement
Due to the collaborative focus of this effort, the community engagement program is robust with numerous tools and different approaches to reach different communities. Community engagement will occur throughout the Safety Element update process, to inform the background information, mapping, vulnerability assessment, and goals/policies/implementation programs. The community engagement for this project will take an equity-focused approach to ensure that the Safety Element accurately reflects the hazards, vulnerabilities, and needs to improve community resilience.

The Safety Element Collaborative will conduct the following types of engagement opportunities:
◼ Project Website: Create an easy to access location for information regarding the Safety Element components, engagement efforts and tools, and draft deliverables. ◼ Community Workshops: Obtain input from residents, employees, and business owners across the county.
◼ Hard-to-reach Community Group Meetings: Create partnerships with Community Based Organizations and residents that may not have previously participated in planning processes. 139

Safety Element Update Status Report
◼ Stakeholder Meetings: Learn how businesses, service organizations, and utilities provide resources and adapt to climate hazards.
◼ Mapped Survey Tool: Reach those unable to attend workshops to obtain data on where hazards are occurring and lived experiences.
◼ Study Sessions: Inform decision-makers about the Safety Element project and get their feedback. ◼ Public Hearings: Ensure that the draft Safety Element is feasible and meets the needs of the community. Adopt the Safety Element.

Schedule
Overall, the project is expected to last for two years, from August 2023 to June 2025. The timing for the seven primary tasks is as follows:

1. Initial Identification & Ideas: August 2023 to October 2023

2. Compile background information on hazards: August 2023 to January 2024.

3. Conduct climate change vulnerability assessments: December 2023 to June 2024.

4. Prepare goals, objectives, policies, and implementation programs: March 2024 to September 2024.

5. Compile Draft Safety Element: August 2024 to March 2025.

6. Conduct environmental review: August 2024 to May 2025.

7. Local and State Agency Reviews and Approvals: December 2024 to June 2025. 2023 2024 2025

A S O N D J F M A M J J A S O N D J F M A M J
Task 1
Task 2
Task 3
Task 4
Task 5
Task 6
Task 7
City Involvement
There will be a considerable amount of city staff involvement for each of the identified tasks in the Safety Element Update Project. For each task, PlaceWorks has identified “Touch Points” when the city is expected to contribute to the project, and what those contributions would entail (see Attachment C). For example, for each of the outreach workshops, city staff would need to support the selection of the 140

Safety Element Update Status Report
workshop dates and times, review workshop approaches, support marketing of workshops, and provide city staff to support breakout rooms during workshops. Review and input for these types of tasks would involve staff from the City Manager and the Administrative Services Departments. In addition, city staff would need to form a technical advisory committee (TAC), to provide input at various junctures in the project timeline. TAC staff would include city staff from the Community Development, Public Works, Police, and the Parks and Recreation Departments, and staff from the San Mateo Consolidated Fire District.

Next Steps
The next steps anticipated for staff in the next two months are as follows:
• Review Community Engagement Plan
• Form a technical advisory committee (TAC)
• Prepare for outreach workshops
• Take part in outreach workshops
• Conduct TAC Meeting #1
• Support identification of and connection to hard-to-reach community groups • Support identification of and connection to stakeholder groups Alternatives

1. Take No Action.

2. Continue the Item and Direct Staff to Provide Additional Information.

Attachments
A. Recent changes in state law related to the Safety Element B. Collaborative Steering Committee Slide Deck for 7/26/23 Meeting C. PlaceWorks Graphic - Touch Points for Jurisdiction Input Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed:

A one-time payment was provided to the consultants after the adoption of the MOU, which covers the cost of the update and management costs. City staff time is covered through the General Plan Maintenance Account.

Source: Purpose: Public Outreach:

Staff Plan Implementation* Posting of Agenda
* Belmont General Plan 2035 Implementation
141
Attachment A – State Law Affecting Safety Element
California Government Code Section 65302(g) contains the requirements for Safety Elements, including that it must be updated upon each revision of the housing element or local hazard mitigation plan, but not less than once every eight years. In recent years, State legislation has updated the Government Code to include additional requirements for flood, wildfire, and climate change adaptation and resilience.
◼ SB 1241 added Section 65302(g)(3) to the California Government Code, requiring jurisdictions in a state responsibility area or very high fire hazard severity zone to provide background, historical context, and goals, policies, and implementation measures to address wildfire risks in a community.
◼ SB 1035, which established Section 65302(g)(6) of the California Government Code, builds on previous legislation and requires local governments to review and update their Safety Element during an update to their Housing Element or Local Hazard Mitigation Plan (LHMP), or no less than every eight years. Any revisions should include updated information related to flood hazards, fire hazards, and climate adaptation and resilience. ◼ SB 379 requires local governments to conduct vulnerability assessments as part of their longrange planning efforts and to prepare resilience and adaptation policies that will protect against harm caused by climate change.
◼ AB 2140 added Sections 8685.9 and 65302.6 of the California Government Code, enabling cities and counties to adopt an LHMP into the Safety Element. ◼ SB 99 established Section 65302(g)(5) of the California Government Code and requires jurisdictions to review and update the Safety Element to include information identifying residential developments in hazard areas that do not have at least two emergency evacuation routes.
◼ AB 747 added Section 65302.15 to the California Government Code (amended by AB 1409), requiring local governments to identify the capacity, safety, and viability of evacuation routes and locations in the Safety Element or LHMP. This work is being done as part of a separate countywide effort and is not part of the Multi-Jurisdictional Safety Element update project. 142

SAN MATEO COUNTY SAFETY ELEMENT

COLLABORATIVE STEERING COMMITTEE
MEETING #1 – PROJECT KICK-OFF

COMMUNITY ENGAGEMENT PLAN
July 26, 2023
143
Agenda

1. Introductions

2. Project Overview

3. Project Schedule and Timing

4. Role of the Collaborative Steering
Committee

5. Overview of Community
Engagement Plan

6. Next Steps
144

INTRODUCTIONS
145
Collaborative Steering Committee Meeting #1| July 26, 2023 Consultant Project Team
Project Manager
• Cathy Capriola,
Community
Planning
Collaborative
PlaceWorks
Consultant Team
•Tammy L. Seale,
Principal
•Eli Krispi, Project
Manager
•Jacqueline
Protsman Rohr,
Assistant Project
Manager
Subconsultant
Team
• Violet Wulf-Saena,
Climate Resilient
Communities
•Aaron Pfannenstiel,
Atlas Planning
Solutions
•Dennis Larson,
Nexus Planning &
Research
146
Collaborative Steering Committee Meeting #1| July 26, 2023 Steering Committee Introductions
Name
Title/Role
Jurisdiction/Agency
Division/Department
147

OVERVIEW OF THE

PROJECT
148
Collaborative Steering Committee Meeting #1| July 26, 2023 What is a Safety Element?
 Mandatory part of a General Plan.
 Identifies hazards of concern and related risks to the community.  Helps protect the community against natural disasters and other hazards.  Earthquakes
 Emergency evacuations
 Fire and smoke
 Flooding
 Sea level rise
 Other topics of concern
149
Collaborative Steering Committee Meeting #1| July 26, 2023 Why Update the Safety Element?
 Update background
information and policies.
 Incorporate the 2021
Multijurisdictional Local
Hazard Mitigation Plan
(LHMP).
 Ensure consistency with other
General Plan Elements and
applicable agency plans.
 Enhance eligibility for grant
funding.
 Comply with State regulations.

Safety
Element
EOP
LHMP Adaptation
Plan
Short-term, focused
plan with detailed
implementation
actions.

Details Jurisdiction’s
approach for
emergency response
and recovery.

Plan for
increasing
resilience to
climate change
hazards.
150
Collaborative Steering Committee Meeting #1| July 26, 2023 Safety Element Update per State Law
 SB 1241: Increased requirements for flood and wildfire sections. (Cal Govt Code Section 65302(g)(1-3))  Identify responsible agencies for protecting against these hazards and ensure continued coordination.  Refine current policies to minimize the risk for new buildings and essential facilities.  SB 379: Incorporation of climate change adaptation and resilience. (Cal Govt Code Section 65302(g)(4))  Prepare vulnerability assessment to identify the risks from climate change hazards.  Develop adaptation and resilience goals, policies, and implementation actions to increase community adaptation and build resilience.
 AB 2140: Incorporation of the LHMP. (Cal Govt Code Sections 8685.9 and 65302.6)  SB 99: Identify evacuation-constrained areas. (Cal Govt Code Section 65302(g)(5))  Review and revise the safety element upon each revision of the housing element or local hazard mitigation plan, but not less than once every eight years. (Cal Govt Code Section 65302(g)(6)) Not part of this project
 AB 747 / AB 1409: Identify evacuation routes and their capacity, safety, and viability and evacuation locations under a range of emergency scenarios. (Cal Govt Code Section 65302.15) 151
Collaborative Steering Committee Meeting #1| July 26, 2023 Project Approach
Project Initiation
Community
Engagement
Plan
Vulnerability
Assessment*
Background
Information on
Hazards*
Goals,
Objectives, and
Policies*
Implementation
Measures*
Draft Safety
Elements* CEQA Analysis*
Board of Forestry
Review* (where
required)
Public Hearings*
– Review and
Approval
*Staff, community, and stakeholder engagement included in this phase. 152
Collaborative Steering Committee Meeting #1| July 26, 2023 Community Engagement
Engagement Opportunities
 Community Workshops (virtual)
 Hard-to-Reach/Community Group
Meetings (in-person)
 Stakeholder Meetings (virtual)
 Public review of draft work products
 Planning Commission, City Council,
and Board of Supervisor Meetings
 Updates and Study Sessions
 Public Hearings
Interactive Tools
 Project Website
 Online Map Viewer
 Survey123
 Storymaps
153
Collaborative Steering Committee Meeting #1| July 26, 2023 Vulnerability Assessment
Summarize
vulnerability
assessment
results
Conduct
vulnerability
assessment
Conduct
evacuation
constraints
analysis
Identify
relevant
hazards
Identify
sensitive
populations
and assets
154
Collaborative Steering Committee Meeting #1| July 26, 2023 Background Information
 Hazard Mapping
 Online map viewer
 Updating Hazard
Background Information
155
Collaborative Steering Committee Meeting #1| July 26, 2023 Community and Stakeholder Engagement
Drafting Safety Elements
•Climate Change
Vulnerability Assessment
•Review of existing plans,
•Review of existing
regulatory requirements
Assessments
•Regional best practices
•Draft goals and policies
Goals, Objectives
and Policies • Draft
implementation
measures
• Implementation
recommendations
Implementation
Measures
• Administrative
draft elements
• Public review draft
elements
Draft Safety
Elements
156
Collaborative Steering Committee Meeting #1| July 26, 2023 Final Steps
 CEQA Analysis
 Environmental Checklist Memo
 CEQA document
 Tribal consultation
 Board of Forestry Review (where required; now Belmont, HMB, and SMC)  Public Agency Review and Public Hearings
 Planning Commission
 City Council
 Board of Supervisors
157

PROJECT SCHEDULE AND
TIMING
158
Collaborative Steering Committee Meeting #1| July 26, 2023 Project Schedule
Project Phase Schedule
Project Launch and Community Engagement Plan July – October 2023 Compile Background Information on Hazards* August 2023 – January 2024 Conduct Vulnerability Assessment* December 2023 – June 2024 Prepare Goals, Objectives, Policies* March 2024 – August 2024 Prepare Implementation Measures* June 2024 – September 2024 Prepare Administrative Draft Safety Element August 2024 – October 2024 Prepare Public Draft Safety Element* November 2024 – March 2025 Conduct Environmental Review* August 2024 – May 2025
Board of Forestry Review (where applicable) December 2024 – February 2025 Public Agency Review/Approval* March 2025 – June 2025
*Staff, community, and stakeholder engagement included in this phase. 159
Collaborative Steering Committee Meeting #1| July 26, 2023 Pacifica - Partial Scope through Task 3
Brisbane - Partial Scope through Task 4
#1
Project Launch
& Community
Engagement
Plan
#2
Initial
Identification &
Ideas (hazards,
needs, assets)
#3
Hazard Maps &
Release of
Vulnerability
Assessment
#4
Background
Information on
Hazards
#5
Goals,
Objectives,
Policies
#6
Implementatio
n Measures
#7
Safety
Elements
Drafted
#8
CEQA
#9
Board of
Forestry Review
#10
Public Agency
Board Review
#1
Project Launch
& Community
Engagement
Plan
#2
Initial
Identification &
Ideas (hazards,
needs, assets)
#3
Hazard Maps &
Release of
Vulnerability
Assessment
#4
Background
Information on
Hazards
#5
Goals,
Objectives,
Policies
#6
Implementatio
n Measures
#7
Safety
Elements
Drafted
#8
CEQA
#9
Board of
Forestry Review
#10
Public Agency
Board Review
TOUCHPOINT #1 TOUCHPOINT #4 TOUCHPOINT #2

SC MTG SC MTG
SC MTG
SC MTG

SC MTG SC MTG SC MTG
SC MTG
Workshop
Zoom; TP #1
2 sets
Workshop
Zoom; TP #2
2 sets
TOUCHPOINT #3
Hard to Reach Community Groups
Tool Kit for small group meetings; # of Touch Points;
Placeworks lead Stakeholders groups (up to 7)
Examples: Business, Environmental, Social Services, Seniors, Emergency Managers, Utility Providers HTR/Com Groups
CRC/CBOs
TP #1
HTR/Com Groups
CRC/CBOs
TP #2
HTR/Com Groups
CRC/CBOs
TP #3
HTR Com Groups
CRC/CBOs
TP #4
SC MTG
TAC-1 TAC-2A TAC-2B TAC-3 TAC-4 TAC-5A TAC-5B TAC-6
NOW - Belmont,
HMB, County

STAKEHOLDER

PLACEWORKS
TP #2

STAKEHOLDER

PLACEWORKS
TP #2

WEBSITE LAUNCH

PLANNING

COMMISSION

APPROVAL
Meeting #1
PW Attending

COUNCIL /
BOARD

APPROVAL
Meeting #1
PW Attending
PC/Council/Board BRIEFING
Status Update / Staff Providing
PC/Council/Board BRIEFING
Status Update / Staff Providing

PC WORKSHOP
Status Update / PW Attending
Maps, VA, Com Feedback

July 23 - Sep 23 Aug 23 - Nov 23 Dec 23 - June 24 Aug 22 - Jan 24 March 24 - Aug 24 June 24 - Sep 24 Aug 24 - Mar 25 Aug 24 - May 25 Dec 25 - Feb 25 Mar 25 - June 25

TECHNICAL

ADVISORY

COMMITTEES
Multi-Jurisdictional Safety Element
Project Dashboard
160

ROLE OF COLLABORATIVE

STEERING COMMITTEE
161
Collaborative Steering Committee Meeting #1| July 26, 2023 Role of the Steering Committee
 Meet virtually 9 times during project.
 Provide feedback at key points in the process
on community engagement and project
deliverables.
 Share information about hazards,
vulnerabilities, and policy solutions across
jurisdictions.
 Review approaches and concepts to addressing
key hazards of concern.
162
Collaborative Steering Committee Meeting #1| July 26, 2023 Discussion

1. What are some recent resilience or
hazard reduction projects in your
jurisdiction?

2. What are the projects getting the
community’s attention?
163

OVERVIEW OF COMMUNITY

ENGAGEMENT PLAN
164
Collaborative Steering Committee Meeting #1| July 26, 2023 Team Responsibilities
 Cathy Capriola
 Coordinate Collaborative Steering Committee and facilitate meetings.  Main point of contact.
 PlaceWorks
 Lead the development and implementation of engagement activities.  Attend virtual outreach events.
 Climate Resilient Communities
 Lead the identification and engagement of San Mateo County-based CBOs  Lead targeted outreach for hard-to-reach community members.  Provide language translation.
165
Collaborative Steering Committee Meeting #1| July 26, 2023 Community Engagement Plan Outline
 INTRODUCTION
 Project Overview
 Project Goals And Principles
 Community Engagement Purpose And Desired Outcomes
 PROJECT MANAGEMENT AND TEAM RESPONSIBILITIES
 PROJECT PARTICIPANTS
 Collaborative Steering Committee
 Agency Staff /Technical Advisory Committee
 Key Stakeholders
 Community Based Organizations
 Utility and Service Providers
 School Districts and Schools
 Public Agency Stakeholders
 Community Stakeholders
 PROJECT SCHEDULE AND OUTREACH TIMELINE
 PROJECT MARKETING AND COMMUNICATIONS
 Project Website
 Newsletters
 E-blasts
 Social Media
 Press Releases
 Marketing and Communications for Each Jurisdiction
 COMMUNITY AND STAKEHOLDER ENGAGEMENT ACTIVITIES
(Description of each activity, timing, and role)
 Community Workshops
 Hard-to-reach / Community Group Meetings
 Stakeholder Meetings
 Mapped Survey Tool
 Coordination With EJ Element Projects
 Planning Commission, City Council, and Board Of Supervisors Study Sessions
 Public Hearings
166
Collaborative Steering Committee Meeting #1| July 26, 2023 Purpose
 Transparency: Project staff will make documents and other materials related to the project widely accessible and shall be open about all components of the Safety Element and how community and stakeholder input will be used.  Education: The community engagement process will inform participants about the Safety Element and underlying issues, to empower them to provide better feedback and participate in a more engaged manner.
 Meaningful involvement: The feedback provided by participants will be treated as valuable contributions to the Safety Element development process.  Equity: Project staff will confirm the community and stakeholder engagement approach is sensitive to community characteristics, ensuring that their lived experiences with hazard risk and priorities for policies and implementation strategies are reflected in the updated Safety Elements. 167
Collaborative Steering Committee Meeting #1| July 26, 2023 Goals
 Provide opportunities for the community to provide input and expertise throughout the Safety Element update process and to collaborate throughout the process.  Raise awareness of hazard impacts in jurisdictions and countywide to vulnerable populations and key community assets.
 Obtain local knowledge and lived experiences to evaluate impacts and adaptive capacity of the community and infrastructure.
 Continue to build trust and relationships with the community.  Increase community capacity to participate in planning processes and plan implementation.
 Explore opportunities to link engagement with Environmental Justice outreach for benefit of community members where it makes sense for both collaborative projects.
168
Collaborative Steering Committee Meeting #1| July 26, 2023 Participating Agencies and Stakeholders
•Representatives from each participating jurisdiction.
•Provide feedback and input on community engagement and resilience strategies.

Collaborative Steering Committee
•Staff representatives from planning, building, public works, emergency management, parks, police/sheriff, fire, city manager/county executive’s office, and other departments. •Provide topic-specific feedback and guidance on the development of jurisdictions’ Safety Element.

Technical Advisory Committees
•Private and public service providers, utilities, and partners in emergency management, response, and risk reduction.
•Supports preparation of goals and policies that build upon the successes and lessons learned. •Leverage existing and potential programs that share resilience goals and/or co-benefits. •Reflects shared values and ensures a collaborative and equitable approach to implementation.

Key Stakeholders
169
Collaborative Steering Committee Meeting #1| July 26, 2023 Engagement Activities
Community
Workshops
Hard-to-Reach /
Community Group
Meetings
Stakeholder
Meetings
Mapped Survey
Tool
Planning
Commission, City
Council/Board of
Supervisor Study
Sessions
Public Hearings
Engagement will be coordinated with the Environmental Justice Element Collaborative for the County and the Cities of Burlingame and East Palo Alto which is being supported by the same consultant team. 170
Collaborative Steering Committee Meeting #1| July 26, 2023 Community Workshops
 Two rounds, two virtual workshops each round.
 Round 1: During preparation of the vulnerability assessment  Round 2: During development of goals, policies, and
implementation actions
 Workshop engagement opportunities
 Polls
 Small group discussions
 Live notetaking
 Mentimeter survey
 Jamboard collaborative brainstorming and notetaking
 Post workshop
 Post-event survey to registrants
 Workshop recordings on project websites
 Meeting summary memo for each round
Role of Steering Committee:
• Support selection of
workshop dates and times.
• Review workshop
approaches.
• Support marketing of
workshops.
• Provide Agency staff to
support breakout rooms
during Workshops.
171
Collaborative Steering Committee Meeting #1| July 26, 2023 Hard-to-Reach / Community Group Meetings
 Purpose: Reach specific groups that are often hard-to-reach, historically underrepresented in community engagement,
identified as vulnerable to the impacts of climate change, and/or offer focused expertise on a certain hazard,
population, hazard, or other component of the project.
 Led by Climate Resilient Communities
 In-person, small group meetings
 7 meetings total
 PlaceWorks and CRC to create a toolkit for small group meetings
 PowerPoint presentation
 Discussion questions and/or live polling exercises
 Promotional flyer and text for promotion through various networks
Role of Steering Committee:
• Support identification of
community groups.
• Provide connections to
groups if needed.
• Receive updates on meetings
and results.
172
Collaborative Steering Committee Meeting #1| July 26, 2023 Stakeholder Meetings
 Purpose: Support preparation of vulnerability assessment and safety element goals, policies, and strategies that build upon the successes and lessons learned, leverage existing and potential programs that share resilience goals and/or co- benefits, reflects shared values, and ensures a collaborative and equitable approach to implementation.
 Virtual meetings held over Zoom
 Six meetings of 8-12 participants
 Participant types
 Utility providers: PG&E, Peninsula Clean Energy,
water/wastewater providers, Caltrans, OneShoreline, etc.  Emergency management staff: Fire, police/sheriff, County Emergency Management
 Business owners/employers
 Agency and community partners
Role of Steering Committee:
• Support identification of
stakeholders.
• Receive updates on meetings
and results.
173
Collaborative Steering Committee Meeting #1| July 26, 2023 Mapped Survey Tool
 Purpose: Connect residents with information,
decision makers, and other residents in a
professionally facilitated community discussion that
builds public awareness of and trust in the project
process, without constraints on the time, place, or
method of public input.
 Platform: Survey123 for ArcGIS
 An interactive, map-based online survey that
stakeholders can access with any device with an
internet connection
 Location-based comments, attach images, and
incorporate other geographic information
Role of Steering Committee:
• Review draft map and survey
prior to public release.
• Support marketing of survey
tool.
• Receive summary of results
and discuss PlaceWorks’
recommendations for how
results will inform work
products.
174
Collaborative Steering Committee Meeting #1| July 26, 2023 Study Sessions and Public Hearings
 PlaceWorks to prepare briefing packets for at three points  Project initiation
 Draft goals, policies, and actions
 Draft element review
 Content
 Brief memo and set of slides
 Highlight work completed to-date, opportunities for public engagement, and next steps
 PlaceWorks will attend one study sessions and two hearings per jurisdiction*
 One study session of Planning Commission/City Council/Board for Draft Element
 One Planning Commission hearing
 One adoption hearing (City Council/Board of Supervisors) *PlaceWorks will attend additional meetings for those jurisdictions that requested additional meetings.

Role of Steering Committee:
• Review briefing packets.
• Each agency staff lead will be
responsible for securing
agenda placement and
noticing.
• Each agency staff lead will
present briefings.
• Each agency staff lead will
coordinate with the
PlaceWorks team for scoped
study sessions and public
hearings.
175
Collaborative Steering Committee Meeting #1| July 26, 2023 Community Communications
 Marketing or promotions will be needed to
promote the project, direct community to
project website, related online activities,
and opportunities for engagement.
 Possible advertising methods
 Agency email blasts/dedicated lists
 Agency digital or print newsletters
 Inclusion in newsletters or e-blasts from
City/Town Manager, City Council members,
or Supervisors
 Agency social media postings
 Newspaper advertisements
 Postings on online community calendars
 Word of mouth
176
Collaborative Steering Committee Meeting #1| July 26, 2023 Project Website
 PlaceWorks to setup and manage
 Content
 Explanation and key steps of the project
 Description of the Safety Element
preparation process
 Project schedule and updates as major
milestones are achieved
 Links to each Participating Jurisdiction’s
website
 Document library
 Links to relevant resources
 Frequently asked questions
 Contact information
 Online surveys and interactive exercises
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Collaborative Steering Committee Meeting #1| July 26, 2023 Discussion

1. What communication techniques
have worked well in your
jurisdiction?

2. Do you use unique communications
methods in your jurisdiction?
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NEXT STEPS
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Collaborative Steering Committee Meeting #1| July 26, 2023 Next Steps
 Create a Technical Advisory Committee (if your agency will have one).  Planning, Public Works, Police/Sheriff, Fire, Emergency Services at a minimum.  Pick a date for a City Council or Board of Supervisors study session.  Respond to our forthcoming data needs requests.
 Respond to questions regarding community engagement in your jurisdictions.  Set next Collaborative Steering Committee Meeting.
 Logistics: Contracting and Payments to SMC as Fiscal Agent.

Additional Questions?
Please contact Cathy Capriola: [email protected] | 916-257-3287 180
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Attachment C – Touch Points for Jurisdiction Input
Multi-Jurisdictional Safety Element
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Attachment C – Touch Points for Jurisdiction Input
Multi-Jurisdictional Safety Element
Community Workshops
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SB 1383 Local Assistance Grant Program Resolution and Update - Staff Report

STAFF REPORT
Meeting Date: September 26, 2023
Agency: City of Belmont
Staff Contact: Peter Brown, Public Works Director, (650) 595-7469, [email protected] Mia Muegge, SB 1383 Compliance Coordinator, (650) 435-1833, [email protected]
Agenda Title: SB 1383 Resolution Approval of Local Assistance Grant and Update Agenda Action: Resolution
Recommendation
Adopt a resolution authorizing an application for the SB 1383 Local Assistance Grant for up to $75,000 and receive an update on compliance with CalRecycle SB 1383 regulations.

Strategic Focus Area
Quality of Life
Background
In September 2016, Governor Brown signed into law SB 1383 (Lara, Chapter 395, Statutes of 2016), establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants (SLCP) in various sectors of California's economy. The law codifies the California Air Resources Board's Short-Lived Climate Pollutant Reduction Strategy, established pursuant to SB 605 (Lara, Chapter 523, Statutes of 2014), to achieve reductions in the statewide emissions of short-lived climate pollutants. Actions to reduce short-lived climate pollutants are essential to address the many impacts of climate change on human health, especially in California's most at-risk communities, and on the environment.

From 2016-2020, the California Department of Resources, Recycling and Recovery (CalRecycle) worked to develop regulations to achieve the goals of SB 1383. These new procedures were finalized by CalRecycle in November 2020 and went into effect January 1, 2022. Every city and county in California was required to have an enforceable SB 1383 Ordinance in place by that date. The law establishes statewide targets to reduce the amount of organic waste disposed of in landfills (50 percent reduction by 2020 and 75 percent by 2025). It also sets a goal to rescue at least 20 percent of currently disposed edible food by 2025 and redirect that food to people in need. SB 1383 also requires that all compostable household organic material be removed from the solid waste stream.

The City of Belmont Ordinance, adopted in November 2021, requires residents and businesses to either subscribe to and participate in an organic collection service or certify that they haul organic material to an authorized composting facility or community program. Mandatory enforcement of issuing fines will start on January 1, 2024.
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SB 1383 Local Assistance Grant Program Resolution and Update - Staff Report 2023 CalRecycle Grant Application
CalRecycle has been authorized from the Budget Act of 2022 to award grants to local jurisdictions to assist in the implementation of programs, such as SB 1383. Jurisdictions are eligible to apply for SB 1383 Local Assistance Grant Second Cycle Funding to be awarded up to $75,000. Applicants must certify that they have an enforceable ordinance (Belmont does), or similarly enforceable mechanism pursuant to section 18981.2 of Title 14 of the California Code of Regulations.

The funding awarded will be used to continue the City of Belmont’s current program of community outreach and education, on-going inspections and upcoming mandatory enforcement starting in January 2024. The application is now available with an application due date of November 2023. In February and March 2024, grant money will be awarded. Funding may also be used to extend the time during which the current part-time SB 1383 Coordinator position can implement the program.

The next step is for City Council to consider adoption of the SB 1383 Local Assistance Grant Program Resolution to authorize submittal for this coming grant cycle. CalReycle has provided template language to be included in the grant resolution, including a five-year provision which would authorize the City to apply for future similar grant application submittals for implementation of SB 1383 requirements without seeking a new resolution. Since SB 1383 activities will be required into the foreseeable future, this fiveyear provision is designed to streamline future applications. This grant program requires three progress reports and a final report, however, CayRecycle may require additional progress reports at any time during the grant term. Public Works staff is planning annual reporting to Council each fall to provide progress reports on SB 1383 compliance and grant implementation activities. During annual reporting, if future grants become available, Council will be informed.

Analysis
Belmont is continuing to address all six main elements of SB1383 regulations that apply to the City of Belmont. The 2021 CalRecycle Grant of $38,000 has been expended to the 75% level. Those funds have mostly been used for composting through the County Resource Conservation District partnership ($19,000), and education and outreach ($16,000). The current application for $75,000 is expected to be used for similar programs, but with an extra emphasis on enforcement, which will be a new activity in 2024. Below are the required programs that Belmont is addressing:

Organics and Recycling Collection Beginning in 2022, SB 1383 required jurisdictions to provide organic waste collection services to all residents and businesses, which is being achieved through Belmont’s Recology Franchise Agreement.

The City of Belmont has made a significant progress on acquiring green bins and reducing organic waste from the landfill. From April 2014 to April 2023, the City has seen residential organic waste increase

20.74 percent. Commercial and multi-family dwelling (MFD) organic waste has increased by 60.84 percent and 67.82 percent, respectively.
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SB 1383 Local Assistance Grant Program Resolution and Update - Staff Report This data shows that Belmont is moving in a sustainable direction and composting efforts are evident.

With the continuation of SB1383 implementation, it is expected there will be a further increase in citywide composting efforts in the coming year with a decrease in organic materials being placed in the solid waste stream.

Edible Food Recovery Belmont has passed the Edible Food Recovery Ordinance as part of the Office Sustainability’s Edible Food Recovery Program. The Recovery Program is managed by the San Mateo County Office of Sustainability to collect, receive, and/or re-distribute Edible Food for human consumption from Tier One and Tier Two Commercial Edible Food Generators. Tier One Generators consists of supermarkets, food service provider and distributor, and wholesale food vendors. Tier Two are restaurants with 250 or more seats, hotels with an on-site food facility and 100 or more beds, large venues, and large events. The 2022 Belmont Electronic Annual Report identified seventeen generators that contributed to 3,883 total pounds of edible food having been recovered. To meet our edible food recover provisions, the Office of Sustainability has also developed a website for commercial edible food generators, food recovery organizations, and food recovery services to help food-generator businesses to comply with the ordinance. The Office of Sustainability has also provided technical assistance to affected food facilities to help them ease into complying with the County model Disposable Food Ware ordinance.

Education and Outreach Belmont Public Works staff proposed a Public Awareness Campaign for SB 1383 and created a time frame in which to educate the community on the necessity for SB 1383 and the mandatory implementation measures through different communication methods.

With portions of the grant funding received from CalRecycle in 2022, the City brought on an additional

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SB 1383 Local Assistance Grant Program Resolution and Update - Staff Report part-time staff member, in June, whose title is SB 1383 Compliance Coordinator. Staff responsibilities have been to develop educational outreach material and track compliance activity. On August 1, at the National Night Out event, the coordinator spoke with community members at various neighborhoods about composting the provided educational material on the regulation.

Staff requested Recology reports of all property address accounts that have not subscribed to their compost collection services. These records show that there are currently a total of 174 accounts that are not subscribed to green bin composting services. Of those, accounts total of 116 are residential and 58 are commercial accounts.

Since identifying these non-complaint accounts, a mailer was sent out on July 30, 2023, to notify Belmont residents and businesses of the need to comply with SB 1383 provisions and provides educational resources. The mailer included a link for recipients to respond and provide feedback that they have acquired compost services. This allowed us to track the mailers effectiveness and efforts of the receivers to comply. Follow up phone calls and site visits are to occur in the coming months. Residential accounts have also received a bill insert in their August Recology bill to motivate them to properly sort compost material to keep the green waste stream clean and to encourage those without a green bin to request one.

This motivational message was also added to the end of July City Manager’s E-Newsletter, for the general public, which was sent to over 3,500 subscribers.

Procurement Requirements Belmont is in contract with the San Mateo Resource Conservation District Compost Broker Program to act as our direct service provider procuring and applying high-quality compost to local San Mateo farms and ranches. The compost helps them build soil heath, insulate carbon, and increase the soil’s water holding capacity. The City of Belmont receives 3.320 percent of the procurement credits associated with the procurement from this program. The purpose of this pilot project is to help cities with reaching their procurement targets as set forth by CalRecycle. These targets are based on jurisdiction population estimates. As of January 1, 2021, Belmont’s population was 26,470, which established the procurement target to be 2,118 Tons of organic waste.

The tonnage reported in Belmont’s 2022 Electronic Annual Report Summary was 96.10. This short fall is a result of the winter rains between October 2022 and March 2023, which prevented less spreading of compost to occur. While, the city’s procurement target was not met, efforts through this program did spread 1,679 tons of compost at 12 San Mateo County farms and ranches. The program is identifying additional partnership opportunities with the county’s agricultural communities to support our long-term SB 1383 compliance. It assesses innovative compost procurement and application funding strategies that Belmont and all San Mateo County cities are pursuing to fund long term.

Updates to the City’s Purchasing Policy were adopted by Council on July 25th. The Purchasing Policy provides guidelines for meeting requirements as set forth in Article V: Purchasing Control System of the Belmont Municipal Code. In that policy are environmentally responsible practices that provide city staff parameters for the purchase of office supplies at city facilities.

Capacity Planning Food Recovery Services and Food Recovery Organizations operating in Belmont provide information and consultation upon request, regarding existing or proposed new or expanded 187

SB 1383 Local Assistance Grant Program Resolution and Update - Staff Report capacity that could be accessed by Belmont and its Tier One and Tier Two Edible Food generators. The South Bayside Waste Management Authority works with the County of San Mateo to estimate existing Organics processing and Edible Food recovery capacities available in Belmont. The City is continuing to collaborate with the County to meet any needed increase in capacity of organic waste. Gathering this information has helped with reporting the number of food recovery services and organizations located in Belmont and the total pounds of edible food recovered by food recovery organization and services.

Contamination Monitoring Audits are continuing to be conducted by South Bayside Management Authority. Most recently, in early August, RethinkWaste and SCS Engineer team members along with Belmont’s SB 1383 Compliance Coordinator conducted annual contamination monitoring in Belmont.

These audits were performed in commercial and residential areas of Belmont. Prior to these audits, residents were provided with a bin monitoring notice to inform them of upcoming inspections. To keep organic waste stream clean, the RethinkWaste team checked for proper sorting of compost materials of all three containers and taking pictures for contamination purpose. Route review cart tags were left on bins explaining what materials or contamination was discovered, and tips for proper sorting. If no contamination was found, a good job tag was left. In the residential area, contaminants found in the wrong bin were food scraps in the garbage bins and plastic film in the recycling bins. A total of 78 Belmont addresses were reviewed.

In addition to the main 6 elements outlined above, the City is required to implement an enforcement mechanism and provide annual reports to CalRecycle regarding city-wide compliance. Enforcement of SB 1383 will take place on January 1, 2024. This will be accomplished with the help RethinkWaste and South Bay Waste Management Authority contract work and in house code enforcement, likely using Police Department and Public Work staff resources.

Alternatives

1. Take No Actions

2. Refer back to staff for more information
Attachments
A. Draft of Resolution
Fiscal Impact
☐ No Fiscal Impact
☒ Funding Source Confirmed
If awarded, the $75,000 grant revenue and expenditure
appropriation will be included as part of the FY 2023-24 MidYear Review. The grant award will continue to support SB 1383 compliance activities, such as educational outreach, inspections, and enforcement, and may also be used to extend the time period of the part-time SB 1383 Coordinator position to implement the program.

Source: Purpose: Public Outreach:
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SB 1383 Local Assistance Grant Program Resolution and Update - Staff Report Staff Discretionary Action Posting of Agenda

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RESOLUTION NO. 2023 –

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BELMONT

AUTHORIZING SUBMITTAL OF APPLICATION(S) FOR ALL CALRECYCLE

GRANT PROGRAMS FOR WHICH THE CITY OF BELMONT IS ELIGIBLE WHEREAS, Public Resources Code sections 48000 et seq. authorize the Department of Resources Recycling and Recovery (CalRecycle) to administer various grant programs (grants) in furtherance of the State of California’s (state) efforts to reduce, recycle and reuse solid waste generated in the state thereby preserving landfill capacity and protecting public health and safety and the environment; and,
WHEREAS, in furtherance of this authority CalRecycle is required to establish procedures governing the application, awarding, and management of the grants; and, WHEREAS, CalRecycle grant application procedures require, among other things, an applicant’s governing body to declare by resolution certain authorizations related to the administration of CalRecycle grants.

WHEREAS, The CalRecycle SB 1383 Second Cycle Grant Funding Award will be used to continue the City of Belmont’s current programs of community outreach and education, ongoing inspections and upcoming mandatory enforcement starting in January 2024;
NOW, THEREFORE, the City Council of the City of Belmont resolves as follows:

SECTION 1. authorizes the submittal of application(s) to CalRecycle for all grants for which the City of Belmont is eligible
SECTION 2. that the City Manager, or his/her designee is hereby authorized and empowered to execute in the name of the City of Belmont all grant documents, including but not limited to, applications, agreements, amendments, and requests for payment, necessary to secure grant funds and implement the approved grant project; and SECTION 3. that these authorizations are effective for five (5) years from the date of adoption of this resolution.
* * *
ADOPTED September 26, 2023 by the City of Belmont City Council by the following vote:

Ayes:

Noes:

Absent:

Abstain:
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ATTEST:

City Clerk

Mayor
APPROVED AS TO FORM:

City Attorney
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