Los Gatos City Council
March 21, 2023

PAGE 2 OF 6
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Feedback on 2023 Work Plan
DATE: March 13, 2023
BACKGROUND (continued):

This report evaluated the street network in the WUI on a neighborhood basis and identified the critical roadways for ingress and egress during emergencies.

During 2020, the Town’s wildfire mitigation efforts accelerated, with numerous changes the Town code being adopted, numerous budget actions taken to support wildfire mitigation, approval of an Ad Hoc Wildfire Committee’s Plan, and, in June 2020, the adoption by Town Council of the Roadway Vegetation Management Plan. The Roadway Vegetation Management Plan identified roadways where hazardous vegetation should be removed within the WUI. (A separate report was prepared to address vegetation in Town-owned Open Space.) The Roadway Vegetation Management Plan categorized approximately 31 miles of road into Priority Areas (Level 1, 2, or 3) based on the amount of encroachment identified along the road, the type of vegetation, and emergency egress and ingress needs. In general, the goal of vegetation management along roads is to provide 20 feet of clear width and 13.5 feet of clear height so vehicles of most sizes and types (including emergency vehicles) can be accommodated safely. In addition to the width and height requirements, all areas within 10 feet of fire apparatus are required to be cleared of non-fire resistant vegetation.

Priority 1 roads are evacuation routes that were identified as having dense vegetation. Priority 2 roads may or may not be evacuation routes and were identified as having encroachment of dense woodlands and/or flammable non-native invasive species. Priority 3 roads have minimal vegetation encroachment that could increase the intensity of fire and/or increase wildfire spread. Priority 3 roads were identified as not being in need of immediate vegetation management and were recommended for inspection “every few years.

In 2021 and 2022, staff executed contracts for roadway vegetation management on Priority 1 and Priority 2 roads, and some other areas within the Town boundary. In addition, with the support of earmark funding from the State, the Santa Clara County Fire Department (SCCFD) stood up a wildfire team that operates out of Vasona County Park. This team performed some vegetation management efforts in Los Gatos during summer 2022. Attachment 1 defines the Priority 1, 2 and 3 road segments, identifies evacuation route routes, and defines which segments had work completed in 2021 and 2022.

Funding of Vegetation Management Projects
The Town has been successful in competing for federal grants to support its Roadway Vegetation Management Program to support its wildfire protection efforts. Federal grants applied for to date are presented in Table 1.

PAGE 3 OF 6
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Feedback on 2023 Work Plan
DATE: March 13, 2023
BACKGROUND (continued):

Both grants are intended for multiple year project delivery, supporting work for roadway vegetation management during Fiscal Year 2023/24, 2024/25, and beyond. It should be noted that the Federal Emergency Management Agency (FEMA) grant covers two phases of work, with Phase I including the development of procurement documents, public outreach and engagement with residents adjacent to the roadway, and the issuance of a Request for Proposals (RFP) for an environmental consultant to provide environmental oversight and permitting assistance. The completion of Phase 1 Scope of Work must be done no later than January 25, 2024, with deliverables and reimbursement claims due February 9, 2024. Once Phase 1 has been submitted, the Town will await confirmation from FEMA of an obligation for Phase 2 and at that time will work on the implementation phase to prepare an RFP for hiring a contractor to conduct the vegetation management scope of work.

Table 1
Summary of Roadway Vegetation Management Funding to Date Granting
Agency
Grant Designation Total Project
Amount
Grant Agency
Share
Town Required
Match
FEMA DR4569 Los Gatos
Hazardous Fuel
Reduction -
Roadways
$1,963,169 $1,472,377 $490,792
Phase 1 $36,750 $28,000 $8,750
Phase 2 $1,926,419 $1,444,377 $482,042
USDA
Forest
Service
Fuels Reduction
Project -Roadways
$1,500,000 $750,000 $750,000
TOTALS $3,463,169 $2,222,377 $1,240,792
For both grants the match can be in the form of budget allocations or staff time for grant administration, development of the work plans, preparation of bid documents and field oversight of the work performed.

DISCUSSION:

In summer and fall of 2023, staff will continue the roadway vegetation management program.

The current work plan calls for continuing work in Priority 1 and 2 roadways, and if funds permit, Priority 3 evacuation routes. Field inspection of the Priority 1 and 2 roadways where vegetation management was completed in 2021 and 2022 has revealed that these areas may

PAGE 4 OF 6
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Feedback on 2023 Work Plan
DATE: March 13, 2023
DISCUSSION (continued):
require annual or bi-annual management. In other words, vegetation cleared in prior years has re-grown such that some areas do not meet the 20 feet wide, 13.5 high clearance goal.

In January 2023, winter storms revealed roadway vulnerabilities of a different type in relation to tree fall. Specifically, on Overlook Road two eucalyptus trees fell, blocking the roadway. An arborist report, provided by property owners along Overlook Road is presented in Attachment

2. This report indicates a need to remove these trees and staff does not dispute the finding of the report.

Eucalyptus globulus (commonly known as Tasmanian Blue Gum Eucalyptus) were planted extensively in California and thrive in the coastal climate. The National Park Service completed a study of these trees entitled “Eucalyptus: A Complex Challenge Fire Management, Resource Protection and the Legacy of Tasmanian Blue Gum” that describes the fire hazard of these trees as follows:

Constant shedding of bark is part of what makes these trees a fire hazard. The bark catches fire readily, and the loose strips tend to carry fire up into the canopy, casting embers outward. Despite the presence of volatile oils that can produce a hot fire, leaves of blue gum eucalyptus are classed as intermediate in fire resistance when green, and juvenile leaves are highly resistant to flaming.

Eighteen eucalyptus trees remain on Overlook Road. Removal and disposal of these trees and their stumps is estimated to cost $270,000 to $306,000 ($15,000 to $17,000 per tree). This price is based on the height and diameter of the trees and their proximity to structures. The annual General Fund allocation Town-wide for tree removal and management is $100,000.

Normally, removal of trees would require the replacement trees be planted. The cost of replacement street trees is not included in the cost noted above.

Overlook Road is identified as a Priority 3 area for roadway vegetation management. This is due to the high canopy of these trees and the limited fire hazard they present if the bark litter is regularly managed.

Throughout the Town of Los Gatos, the ownership of roadways varies. In some cases, the Town owns the land on which roads are located. In other areas, the underlying land is owned by a private entity and the Town has an easement over the road to allow for public use. Overlook Road was transferred to the Town as part of an annexation that occurred many years ago. Staff is still reviewing property records to verify who owns Overlook Road and also who may have planted the eucalyptus trees.

PAGE 5 OF 6
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Feedback on 2023 Work Plan
DATE: March 13, 2023
DISCUSSION (continued):

In addition to Overlook Road, community members from other areas have contacted staff requesting the removal of certain trees (eucalyptus and other species) along other roadways (e.g., College, Hilow, etc.). Staff plans to focus on the roadways identified in the Roadway Vegetation Management Plan and does not propose proactive removal of roadside trees in areas not identified as a Priority.

For 2023 staff proposes to complete: 1) up to $750,000 in vegetation management work in accordance with the USDA grant; and 2) complete the Phase 1 work required per the FEMA grant. Completing the $750,000 in vegetation management work is predicated on the Town allocating the $750,000 match in the proposed Capital Budget.

Staff is currently developing its work plan for the 2023 roadway vegetation management program. The final work plan is heavily dependent on whether Town Council would like to direct use of the available grant funding to removal of the Eucalyptus on Overlook Road.

CONCLUSION:

Staff is working to identify priorities for the 2023 roadway vegetation management workplan.

The work plan would normally focus on Priority 1 and 2 roadways as identified in the Roadway Vegetation Management. Staff looks forward to Council’s direction on whether the Overlook Road eucalyptus trees or other trees should be included in this year’s work plan.

COORDINATION:

This report was coordinated with the Town Attorney, Town Manager, and Finance Director.

FISCAL IMPACT:

Staff is seeking direction about the use of funds that are allocated through the Capital Budget process. The action requested in this report has no direct fiscal impact.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required. Appropriate clearances will be secured when the proposed work becomes a project as defined under CEQA.

PAGE 6 OF 6
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Feedback on 2023 Work Plan
DATE: March 13, 2023
Attachments:

1. Roadway Vegetation Management Plan Priority Road List

2. Arborist Report for Overlook Road Eucalyptus Trees

3. Public Comments

Attachment 1
Roadway Vegetation Management Plan Priority Streets
Location Priority Segment Length
(Miles)
Evacuation
Route
ARNERICH RD 1 0.50 Yes
AVENIDA PRIVADO 1 0.03 Yes
BLACKBERRY HILL RD 1 0.39 Yes
CENTRAL AV 1 0.18 Yes
CLELAND  AV 1 0.21 Yes
DEER PARK CT 1 0.10 Yes
DEER PARK RD 1 0.20 Yes
FAIRVIEW AV 1 0.10 Yes
FOSTER RD 1 0.24 Yes
FRANCIS OAKS WY (Private) 1 0.36 Yes
HICKS RD 1 0.94 Yes
KENNEDY RD 1 1.51 Yes
KENNEDY RD 1 0.55 Yes
KIMBLE AV 1 0.41 Yes
LARGA VISTA DR (Private) 1 0.34 Yes
MANZANITA AV 1 0.29 Yes
OAK HILL WY 1 0.31 Yes
RAVINIA WY 1 0.09 Yes
S KENNEDY RD 1 0.34 Yes
SANTA ROSA DR 1 0.26 Yes
SANTA ROSA DR 1 0.17 Yes
SHANNON RD 1 2.56 Yes
TWELVE OAKS RD (Private) 1 0.52 Yes
WOOD RD 1 0.48 Yes
OAK KNOLL RD 1 0.13
AZTEC RIDGE DR 2 0.10 No
BLACKBERRY HILL RD 2 0.67 No
BLACKBERRY HILL RD 2 0.15 No
BLACKBERRY HILL RD 2 0.10 No
CROSS WY 2 0.07 No
EUGENIA WY 2 0.21 No
FOSTER RD 2 0.64 No
FOSTER RD 2 0.12 No
FRANCIS OAKS WY (Private) 2 0.14 No
HAPPY ACRES RD 2 0.05 No
HICKS RD 2 0.13 No
JOHNSON AV 2 0.12 No
KIMBLE AV 2 0.09 No
LARGA VISTA DR (Private) 2 0.12 No
MIREVAL RD 2 0.33 No
S KENNEDY RD 2 0.17 No
SUVIEW DR (Private) 2 0.67 No
TOP OF THE HILL RD 2 0.50 No
TOP OF THE HILL RD 2 0.27 No
1 March 13, 2023
ATTACHMENT 1

Attachment 1
Roadway Vegetation Management Plan Priority Streets
Location Priority Segment Length
(Miles)
Evacuation
Route
TOURNEY LOOP 2 0.05 No
TOURNEY RD 2 0.20 No
WOODED VIEW DR 2 0.52 No
COLLEGE AV 2 0.37 Yes
CYPRESS WY 2 1.16 Yes
KENNEDY RD 2 0.10 Yes
SHADY LN 2 0.27 Yes
SKY LN (Private) 2 0.18 Yes
TERESITA WY 2 0.21 Yes
BACHMAN AV 3 0.22 No
BAYVIEW AV 3 0.03 No
CARDINAL LN 3 0.12 No
COLLEGE TERRACE CT 3 0.03 No
E MAIN ST 3 0.44 No
FORRESTER RD 3 0.49 No
HARDING AV 3 0.30 No
LOMA ALTA AV 3 0.51 No
LOS GATOS BL 3 0.18 No
OVERLOOK RD 3 0.27 No
PINTA CT 3 0.15 No
SHANNON RD 3 0.18 No
SHORT RD 3 0.19 No
SKY LN (Private) 3 0.13 No
SPRECKLES AV 3 0.06 No
STONYBROOK RD 3 0.09 No
TOP OF THE HILL RD (Private) 3 0.14 No
VISTA DEL MAR 3 0.16 No
VISTA DEL MONTE 3 0.49 No
W MAIN ST 3 0.30 No
WISSAHICKON AV 3 0.11 No
ALPINE AV 3 0.35 Yes
COLLEGE AV 3 0.27 Yes
CYPRESS WY 3 0.09 Yes
GLEN RIDGE AV 3 0.37 Yes
HARWOOD CT 3 0.22 Yes
HARWOOD RD 3 0.07 Yes
HERNANDEZ AV 3 0.30 Yes
JACKSON ST 3 0.48 Yes
JOHNSON AV 3 0.03 Yes
JONES RD 3 0.18 Yes
KENNEDY RD 3 0.13 Yes
KENNEDY RD 3 0.70 Yes
PAGEANT WY 3 0.12 Yes
PALM AV 3 0.09 Yes
PENNSYLVANIA AV 3 0.38 Yes
2 March 13, 2023 Page 175
Attachment 1
Roadway Vegetation Management Plan Priority Streets
Location Priority Segment Length
(Miles)
Evacuation
Route
PERALTA AV 3 0.11 Yes
PHILLIPS AV 3 0.50 Yes
PROSPECT AV 3 0.15 Yes
RESERVOIR RD 3 0.24 Yes
S SANTA CRUZ AV 3 0.25 Yes
SANTA ROSA DR 3 0.49 Yes
SANTA ROSA DR 3 0.09 Yes
SANTELLA DR 3 0.11 Yes
SHADY LN 3 0.60 Yes
SIERRA AZULE 3 0.17 Yes
SPRING ST 3 0.11 Yes
SUND AV 3 0.11 Yes
TERESITA WY 3 0.22 Yes
TOURNEY LOOP 3 0.10 Yes

30.55 3
March 13, 2023 Page 176

From: Colleen Eastman
To: Maria Ristow; Mary Badame; Matthew Hudes; Rob Moore; Rob Rennie; Town Manager; Arn Andrews; Rob Moulden; Clerk
Cc: Dean Rossi
Subject: Town of Los Gatos - Eucalyptus Trees
Date: Friday, February 17, 2023 3:08:43 PM
Attachments: image001.png

23.02.17 DCR to Town of Los Gatos.pdf

23.02.07 Geddes Arborist Repolrt.pdf
[EXTERNAL SENDER]
Dear Gentlepersons:

Attached please find correspondence from attorney Dean Rossi concerning the above-referenced subject matter.

Very truly yours,
Colleen Eastman
Legal Assistant
[email protected]
San Jose l Danville
MAIN 408.495.3900 |
1570 The Alameda, Suite 316, San Jose, CA 95126
NOTICE: Please direct all mail to the Danville office at 208 W. El Pintado Road, Danville, CA 94526.

This message may contain information that is attorney-client privileged, attorney work product, or otherwise confidential. If you are not an intended recipient, use and disclosure of this message are prohibited. If you received this transmission in error, please notify the sender by reply e-mail and delete the message and any attachments.

ATTACHMENT 3

Town of Los Gatos
February 17, 2023

On January 11, the day after the catastrophic failure of the trees, Mr. Geddes inspected all of the eucalyptus trees, both fallen and standing. He inspected them again at the end of January before the destruction of the two stumps. Mr. Geddes’s report speaks for itself. The trees present a “present threat to life, limb and property and infrastructure” and need to be removed.

He found evidence of white root rot and was surprised by how little root mass remained to support the fallen trees. He considers it “highly likely” that the 18 remaining trees have suffered similar root zone compromise. The Town’s strategy of occasional pruning could not and cannot “prevent advance of root pathogens and decay.”
In addition, the Residents have consulted with the Santa Clara County Fire Department, Fire Prevention Division. The Fire Prevention Division manages the brush abatement and defensible space program and sends reminders to homeowners each January to clear vegetation, and levies financial charges against homeowners for violations and non-compliance. The Fire Department is aware of the Town’s eucalyptus trees on Overlook Road, and says that they have no way to protect the Residents if these trees ignite. Again, these trees are flammable and explode in fireballs. The Fire Department would have no other choice but to retreat. Indeed, the Santa Clara County Firesafe Council highlights such fireballs as the primary reason to recently remove eucalyptus trees in Redwood Estates: “Eucalyptus trees are notorious for being extremely flammable and spreading firebrands. When the oils in the trees heat up, the plant releases flammable gas, which ignites into a fireball. This accelerates the eucalyptus fire hazards in a region and discourages firefighting efforts.” See https://sccfiresafe.org/projects/redwoodestates-hazardous-tree-removal/.

Essentially, individual, as well as Town and community, wildfire preparedness efforts are meaningless in the Glen Ridge neighborhood as long as these trees are standing.

The Town has previously been advised to remove eucalyptus trees. For example, in 2020 the Town commissioned a wildfire preparedness report and recommendations from SWCA Environmental Consultants. The report is entitled, Town of Los Gatos Roadway Vegetation Management Plan. On page 4, the recommended treatments include “Removing all non-fireresistant vegetation located within 10 feet of roadways [including] combustible vegetation such as eucalyptus trees… .” Overlook Road is highlighted in this report as an area to be addressed.

See https://www.losgatosca.gov/DocumentCenter/View/25236/Los-Gatos-Roadside-VegetationManagement-Plan.

Despite this report, despite the Town’s stated focus on wildfire preparedness, and despite the recent scare from the lightning complex fires of August 2020, to date, the Town has not taken the recommended actions regarding these trees – removal, pruning, nothing. Their existence contradicts all wildfire preparedness efforts in the Glen Ridge neighborhood. It appears the Town is maintaining a known hazardous and dangerous condition on its property that endangers Town residents.

Town of Los Gatos
February 17, 2023

It is our understanding the issue of these eucalyptus trees is on the agenda for the Town council meeting on March 21, 2023 and that Town staff is preparing recommendations. Again, we urge these trees to be removed without delay. We ask the for the immediate removal of these 18 eucalyptus trees without delay.

Very truly yours,
DEAN C. ROSSI
DCR/ceje
Enc.
cc: Client

PREPARED BY: Nicolle Burnham
Director of Parks and Public Works
_________________________________________________________________ Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 03/21/2023
ITEM NO:12

DESK ITEM
DATE: March 21, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Direction on 2023 Work Plan
REMARKS:

This desk item is provided to respond to Council Member questions noted below and provide additional public comments.

1. What is the opinion of the Town Arborist regarding the risk of the Eucalyptus trees falling on Overlook, College, Hilow, and other locations?
The Town Arborist is clear that no one can specifically predict which trees will fall or when.

However, the recent drought did likely weaken root systems on many trees, and the nonnative eucalyptus is among the species impacted.

With respect to the trees on Overlook, the Arborist had recommended the removal of these trees some years ago, but resident opposition prevented the work from moving forward.

2. Are there other vulnerabilities that Council needs to consider? There are no known systemic vulnerabilities that staff is aware of with regard to species of tree. The winter 2023 storms have demonstrated that wind impacts all species of trees.

Since the roadside work started in 2021, staff is observing rapid regrowth of vegetation in areas where past management work has been completed.

PAGE 2 OF 3
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Direction on 2023 Work Plan
DATE: March 21, 2023
REMARKS (continued):

With regard to the overall Roadside Vegetation Management Program, the Council may want to consider how private roadways will be managed. The total list of 31 miles of priority roads includes some private roads, and other private roads (e.g., Highland Avenue) are not included at all. Staff is not spending Town funds to address these private roads; however, they do contribute to wildfire risk.

3. If the Council chooses to remove all of the Eucalyptus on Overlook, what is the total cost? What could be achieved in terms of Wildfire Roadside Mitigation with the remaining funds?
Eighteen eucalyptus trees remain on Overlook Road. Removal and disposal of these trees and their stumps is estimated to cost $270,000 to $306,000 ($15,000 to $17,000 per tree).

The actual cost will be determined based on competitive bidding and so may vary.

Assuming the Town allocates $750,000 to the Roadside Vegetation Management Program for Fiscal Year 2023/24 and $300,000 of that is used for removal of eucalyptus on Overlook Road, the remaining $450,000 will be used on Priority 1 and 2 roadways where vegetation was not removed in 2021 or 2022. With approximately five miles of priority 1 and 2 public roadways remaining, staff believes that funding may be adequate to complete work on those roadways.

4. Can the annual $100,000 Tree Removal funding be diverted for the Eucalyptus removal? The allocation for Town-wide tree management has proven inadequate in the last five years. Each year, staff has returned to the Council to increase this allocation as shown below. This funding is used to respond to critical tree-related issues, both during storms and those that occur on a more routine basis. The funding is intended to be used for regular tree trimming and block pruning; however, in recent years block pruning and regular trimming efforts have been minimal as funds have been directed to addressing tree fall and storm damages.

Fiscal Year Actual Spending – Tree
Allocation
2022/23 (YTD) $200,000
2021/22 $216,408
2020/21 $240,401
2019/20 $240,063
2018/19 $244,878

PAGE 3 OF 3
SUBJECT: Receive a Report on Roadside Fire Fuel Reduction (Vegetation Management) (CIP 812-0130) and Provide Direction on 2023 Work Plan
DATE: March 21, 2023
REMARKS (continued):

Attachment 4 contains public comment received between 11:01 a.m., Monday, March 20, 2023 and 11:00 a.m., Tuesday, March 21, 2023.

ATTACHMENTS:

Previously received with the Staff Report:

1. Roadway Vegetation Management Plan Priority Road List

2. Arborist Report for Overlook Road Eucalyptus Trees

3. Public Comments
Received with this Desk Item:

4. Public Comment

From: Rob Stump
To: Maria Ristow; Mary Badame; Rob Rennie; Matthew Hudes; Rob Moore Cc: Laurel Prevetti; Nicolle Burnham; Clerk
Subject: Re: Strategic Priorities - Wildfire Preparedness and Prevention Date: Monday, March 20, 2023 6:32:59 PM
Attachments: Item 12-Roadside Fuel Reduction Program 230321.pdf [EXTERNAL SENDER]
Dear Town Council Members,
Attached is some background information on Roadside Fuel Reduction that I would like to provide as you consider/discuss Item 12 on your agenda tomorrow evening.

As usual, I want to make myself available to the Town to provide legwork and leadership on wildfire initiatives if and when you would like to call on me.

Thank you,
Rob Stump
ATTACHMENT 4

Los Gatos Town Council
Agenda Item 12 – March 21, 2023
March 20, 2023
Town Council Members:

First, thanks for your continued focus on wildfire preparation and prevention. It is an item that requires ongoing focus, planning and funding.

Speaking of funding, I have created a table that provides a view of funding for roadside fuel reduction that has been committed or needs to be committed through FYs 24/25 and 25/26 (Public Works can confirm or correct my numbers as appropriate). When roadside fuel reduction was being planned and programmed in 2019, it was projected to be a six-year project (first pass). The cost per year was projected to be $500,000. Over the life of the project, the Town was projected to spend $3 million.

Here is the overall status of funding past, present and future:

FY Funding Source $ Amount Town $s Notes
2020/2021 Town of LG $500,000 $500,000 Year 1 of 6 completed 2021/2022 Town of LG $500,000 $500,000 Year 2 of 6 completed 2022/2023 USDA $750,000 $0 Year 3 of 6 to be completed
2023/2024 Town of LG $750,000 $750,000 Town match for USDA grant (BBB) FEMA/Town of LG $36,750 $8,750 Development Work, no fuel reduction. Town match secures total
Phase I funding of $36,750.
2024/25, 2025/26 FEMA/Town of LG $1,926,419 $482,042 Town match of $482,042, secures total Phase II funding of $1,926,419.

Totals $4,463,169 $2,240,792
Town will have contributed an
average of $375,000 over a six-year
period
If the funding for FYs 23/24 ($750,000) and 24/25 ($482,042) is approved, the Town will have exceeded the original projected funding of $3,000,000 for a first pass through the 31 miles of roadway. This “additional” funding can be put to good use. Here are some thoughts:

1. Tree Removal – Public Safety Threat: the current case in point would be the Eucalyptus trees on Overlook Road. Under the circumstances, I think it would be appropriate for the Town to use some funds purposed for roadside fuel reduction for removal of the Overlook Road trees. Since the funding level this year is $750,000, we may be able to accomplish some or all of the Overlook Eucalyptus removal and still achieve 5 miles of roadside fuel reduction. Public Works will be able to determine if both can be accomplished. Otherwise, $250,000 should be applied to Overlook tree removal in 2023. With that level of funding, a majority of the trees can be removed and others can be scaled-down to a safer height until they can be removed at a later date.

2. Weed Abatement: weed abatement goes hand-in-hand with roadside fuel reduction. As you have heard me suggest, we need to consider two weed abatement passes on the same 31 miles of roadway. A rough cost estimate for this work is between $300,000-$450,000/year (abatement costs ranging from $5,000 to $7,500/mile).

Los Gatos Town Council
Agenda Item 12 – March 21, 2023

3. Accelerated removal of non-native trees e.g., Eucalyptus: consider removing all Eucalyptus trees on Town owned rights-of-way in the VHFHSZ. This can be done with existing roadside fuel reduction funding. We should also pursue grants that offer a public/private cost sharing for removal of Eucalyptus (and other flammable trees) to assist and/or incent private property owners to remove these trees.

4. Repeat the Trim Cycle: if there are funds remaining, we should revisit the roadways completed in FYs 20/21 and 21/22. Living on Foster Road, one of the first to be addressed, I can tell you the roadside foliage is growing rapidly. In a second pass, the Town may also decide to remove trees left in place as a cost saving measure.

The Council should take this action in FY23/24:

1. 23/24: approve $750,000 for Roadside Fuel Reduction. This funding will ensure we meet the matching requirements from the USDA grant = $750,000.

2. Overlook Road Eucalyptus Removal: authorize Parks and Public Works to use up to $250,000 from the roadside fuel reduction funding to remove and radically reduce the height of any remaining trees.

From a longer-term perspective, the Council should note that it needs to approve $482,042 for FY 24/25 for Roadside Fuel Reduction to meet the required FEMA grant match. The funding approved by the Council will trigger FEMAs commitment of an additional $1,444,377 to our roadside fuel reduction efforts.

Once again, thank you for your efforts in making Los Gatos more wildfire resilient! Best regards,
Rob Stump

From: Mary O'Connell
Sent: Tuesday, March 21, 2023 10:11 AM
To: Council <[email protected]>; [email protected] Subject: Overlook Eucalyptus Trees replacement petition [EXTERNAL SENDER]
https://agra-production.s3.amazonaws.com/data_exports/reports/54211/overlook-road-eucalyptustree-removal.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-AmzCredential=ASIAUPZJ2B3HDAU5KVWH%2F20230321%2Fus-east-1%2Fs3%2Faws4_request&X-AmzDate=20230321T170639Z&X-Amz-Expires=15&X-Amz-SecurityToken=IQoJb3JpZ2luX2VjEMb%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLWVhc3QtMSJHMEUCIF bfXyH%2FaSbRWStXyWLB3NCoLSqDHmrSQcz8267%2BZJzsAiEApI4CKkZ5aRy7Klr3NFd1411GWwMbl%2B hcpzfDXYRjoyMquwUIj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARAAGgwzMDg3ODg0NjUzNTgiDCC WBHjjGUa8EZ0yhCqPBfyiDbmRk%2B8LDmIklh70%2FDnMrxs7hHKemVqI23p633qJLXTm571c9IzZ8VUiTo GEA7bdSZw34aw2vfIpJdMOb8kkDlA1eNaZ4wLMY3x0JQboabK04PYI6t1sitn3Kjqu%2FxCUVaMRySyA%2F ZSti3wn7rLCQ%2FVUXM5JPXBrtC%2FhHK5uEqDWqQpbaTXM%2BxMl0zPBuQui%2F4kuFFsZEzrBjwJ2Yd6 ljqG2BUIU2PK2zP3xXdcnoAa4hgE3TPXaZ4UAK%2Ffr2LOpscs3Nrsb5jXXMvIb6xFu8mSF5TtDZ6cmSJM%2B qW78HWdgvwJBrzBInXaPtdqg6Ja%2BedsAT9HH9fu%2FXHve1APy%2B90Pl87WoppS286WfTKNkmP%2Ft 8UGfnkdPc55ExI3EK9jLVXbKEp2Hz0qCICnJiHTiDohuXwReHy0dlUg%2BC3oeQ6clXw6wuE9oKWjLF4A%2B dGYjUwWKXoCbddnZnA9hREBvxh3ZXZQFDGcdLNqSlkcQZc0QPyvfTVYcTcYEw7ae3FufxHoEFNCMaCr4px E1iET5F%2BnSahUez8RaZEViwGX6gObVfYw21kb5zQsa%2BhPNIq3w5dgzvhvi2cwBX9lgvLhBmJQKKCRF9q 5IC89%2F%2BDbMpvL1bTsfhZUcfLIoG3hX3fj4cXX%2Fr4TQJbrqPPrlJG3i5eYM3gaoQCktz700jBK2aj4T4hL 4ldNtXvt9rECgVyqmzBfKodyuNZYUzoumTzMl9fFqm8u5HxOXLrSwk2qGV8WfTfkm8%2FPvUEH4Bv7%2FA A1Rt%2BfqWfETz2EY2WCTvdokJY%2Fx2WENZj8XTMZHgiKRmBs84pXEDctFOw2fPK22MWUkFdsy3w8Ek %2FfVeg68p1BvXl2MQ9O%2BD1Kr3wWfgUwjurmoAY6sQGAhz4QYi52gFhTMHhfWz9GjNr6rWzhUfZbJOi %2B0Tb0WwfYwHMAFofVrBCziwyLgZ%2FfK9KRzpu%2FsYgIntBi7cNw%2FhBhwRi8ggFM13BcU0%2FjcUlt 5eLJ61EkWmkRm8haAhXL48LluogjHetnRZNJ55lLAA75aIlRdLyf8yq27%2BwQCv5kg2Tss%2BzLLWtUQa3JG 1TbST29CS0xn2m2lnHgh1Hzpi1XLiZLf0rVGy8RIGoNgxQ%3D&X-Amz-SignedHeaders=host&X-AmzSignature=257134c9083c24eb9f6a217f62d274bf2d90757acf203ebe185b44c8a67b5a72 Kind regards,
Mary O Connell

Overlook Road Eucalyptus Tree Removal
To: Los Gatos Town Council
The 18 eucalyptus trees on Overlook Road are a threat to life. They are a real concern to residents who live, walk and drive under these trees, particularly during winter storms and fire season . This petition is a call for action to The Los Gatos town council. These trees need to be removed immediately and replaced with more native and appropriate trees. Help us convince Los Gatos Town Council by signing our petition.

Why is this important?
On January 11, the day after the catastrophic failure of two of these trees, Mr. Geddes a local independent arborist, inspected all of the eucalyptus trees, both fallen and standing. He inspected them again at the end of January before the destruction of the two stumps. Mr. Geddes’s report speaks for itself. The trees present a “present threat to life, limb and property and infrastructure” and need to be removed. He found evidence of white root rot and was surprised by how little root mass remained to support the fallen trees. He considers it “highly likely” that the 18 remaining trees have suffered similar root zone compromise. The Town’s strategy of occasional pruning could not and cannot “prevent advance of root pathogens and decay.” In addition, the Residents have consulted with the Santa Clara County Fire Department, Fire Prevention Division. The Fire Prevention Division manages the brush abatement and defensible space program and sends reminders to homeowners each January to clear vegetation, and levies financial charges against homeowners for violations and non-compliance. The Fire Department is aware of the Town’s eucalyptus trees on Overlook Road, and says that they have no way to protect the Residents if these trees ignite. Again, these trees are flammable and explode in fireballs. The Fire Department would have no other choice but to retreat. Indeed, the Santa Clara County Firesafe Council highlights such fireballs as the primary reason to recently remove eucalyptus trees in Redwood Estates: “Eucalyptus trees are notorious for being extremely flammable and spreading firebrands. When the oils in the trees heat up, the plant releases flammable gas, which ignites into a fireball. This accelerates the eucalyptus fire hazards in a region and discourages firefighting efforts.” See https://sccfiresafe.org/projects/redwood-estateshazardous-tree-removal Essentially, individual, as well as Town and community, wildfire preparedness efforts are meaningless in the Glen Ridge neighborhood as long as these trees are standing.

The Town has previously been advised to remove eucalyptus trees. For example, in 2020 the Town commissioned a wildfire preparedness report and recommendations from SWCA Environmental Consultants. The report is entitled, Town of Los Gatos Roadway Vegetation Management Plan. On page 4, the recommended treatments include “Removing all non-fire- resistant vegetation located within 10 feet of roadways [including] combustible vegetation such as eucalyptus trees... .” Overlook Road is highlighted in this report as an area to be addressed. See https://www.losgatosca.gov/DocumentCenter/View/25236/Los-Gatos-Roadside-VegetationManagement-Plan.

Despite this report, despite the Town’s stated focus on wildfire preparedness, and despite the recent scare from the lightning complex fires of August 2020, to date, the Town has not taken the recommended actions regarding these trees – removal, pruning, nothing. Their existence contradicts all wildfire preparedness efforts in the Glen Ridge neighborhood. It appears the Town is maintaining a known hazardous and dangerous condition on its property that endangers Town residents.

Signed by 171 people:

Name Postcode
Mary O Connell 95030
Anita Goddard 95030
Linda Rodriguez 95030
Jovian Hayden 95030
David Goddard 95030
Kim Celestre 95030
Jennie Magid 95030-5812
Gerard Hayden 95030
Chelsea Bedard 95030
Daniel Moffat 95030
Linda Nanez 95032
Lucy Zhan 95030
Jeremy Wang 95030
David Chesarek 95030
Aileen Braga 95032
Shigeru Iwamoto 95030
Dianna McKay 95030
Sunil Rajasekar 95030
Jeff Littfin 95030
Marcus Goddard 95030
Liz Olson 95032
David Krueger 95030
Bobbi Vandegrift 95030
David Britz 95030
Joanna Whitley 95030
Linda Poncetta 95030
Deborah Johnson 95032
Carolyn Harnish 95030
Charlene
Bernhardt
95030
Mary Ellen
Kaschub
95030
Kate Krueger 95030

Name Postcode
Lizanne Rixen 95032
Merrily Doore 95030
Marcia Farnady 95030
Julio Casal Martin 95032
Betsy Contro 95030
D Farnady 95030
margo simmons 95030
Marika Beyaert 95030
Kurt Stauss 95030
Kristin Codding 95032
Valerie Kilduff Siri 95030
Bryce Braga 95032
Chris Mullen 95032
Ryan O'Malley 95032
Dan Berris 95030
Brett Schwarz 95032
Stefanie Johnston 95030
Alisha Schoen 95030
Long Chow 95070
Anjali Pioso 95030
Stefan Pioso 95030
Ken Crafford 95030
Lauren Shelly 95030
Anne Kiernan 95030
Tara Speed 95128
Christina Mendez 95030
Thomas Goddard 95030
Denise Le 95032
Frank
Galaszewski
95008
Drew Sullivan 95030
Jean Hardwicke 95030
judy Wallace 95030

Name Postcode
Monique Miller 95003-3019
Susan Pinkel 95030
Florence Sullivan 95030
John Vossoughi 95030
Olga Montserrat 95032
Cathi Galaszewski 95008
John Stannard 95030
Maria Ramirez
Gemassmer
95030
Debra Milner 95030
Andrew Conn 95030
Lisa Breen 95033
Caroline
Dempsey
95032
Michael Schmidt 95030
Chuck Sullivan 95030
Lauren Rudsten 95122
Lidia Delgado 95030
Bob Simmons 95030
Susan Stepovich 95030
Greg Stepovich 95030
Marc Los Huertos 91711
Dean Yonenaga 95030
Samantha S 95939
Jimmy
Abrahamsson
95030
Susan Gellatly 95030
Stephen Gellatly 95030
Lauren Kutting 95030
Elizabeth N. 95032
Kit O’Malley 95032
Brittain Melehan 95032
Susan Tavana 95930

Name Postcode
Abbie
Steinbacher
95032
Ashley Vandeg 95030
Alex Vandegrift 95030
Vicki Vandegrift 81302
Leticia Madeiros 95032
Jade Petersma 95030
Doug Petersma 95030
Mitzi Anderson 95030
Lauren Fulcher 95032
Sharon Herald 95030
Nastaran
Nazarian
95030
Scott Carter 95030
leslie holms 95030
Maureen Cappon
Javey
95030
John Bernhardt 95030
David Stonesifer 95030
Dan Griffith 95030
Sharon Adams 95032
Elaine Cardinale 95030
Chad Kutting 95030
Ilona Merli 95030
Mark Petersma 95030
Louise Murphy 95030
Andrea Swan 95032
Anna Harbison 95030
CHLOE CALLAHAN 95030
Angelina Mullen 95032
James
Cunningham
95032
Kelly Haserot 95032
Judy Etherington 95030

Name Postcode
Abby Goddard 95030
Dana Burns 95030
George Malek 95030
Derek Bell 95030
James Adams 95032
Guy Ramon 95030
Michal Ramon 95030
Laura Mayer 95030
Tony Pock 95030
Danny Sabour 95030
Natalja Turok 95030
Marico Sayoc 95030
Dale Greenley 95030
Jacquelyn Rider 95030
Thomas Greenley 95030
Joan Laird 95030
Julie San Juan 95030
Eric Raff 95030
Ed SanJuan 95030
Eric Einarsson 95030
Douglas Laird 95030
Yang Cao 95030
Keith White 95030
Kate Paisley 95030
Patricia Carter 95030
Christine Stein 95030
Melinda Lloyd 95030
Alan Messer
Monika Baraniuk
95030
Robin Sedgwick 95032
Ellie Gholami 95030
Evelyn Edwards 95030
GP Grewal 95032

Name Postcode
Praveena Johnson 95030
Godwin Johnson 95030
Pratheepa
Rajasingh
94547
Madhan
Devadoss
94547
Donna Passage 95032
Sonja Shevelyov 95030
Bob Braham 95030
Lisa S 95032
John Stauss 95030
Terrie
Christiansen
95030
Lynn Stanghellini 95030
Joann Wu 95030
Denise Leffers 95030
Laura MurphyWilkens95030
Tracy Qiu 95030
Karen Pock 95030

PREPARED BY: Nicolle Burnham
Director, Parks and Public Works
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 03/21/2021
ITEM NO: 13
DATE: March 14, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Direction on Project Priorities
RECOMMENDATION:

Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program (CIP) Information and provide direction on project priorities.

BACKGROUND:

On March 13, 2023, staff presented a review of the Five-Year CIP to the Finance Commission in preparation for development of the 2023/24 budget. In the meeting, staff sought feedback from the Finance Commission on funding strategies and opportunities and for recommendations to Council on these.

DISCUSSION:

The report presented to the Finance Commission (Attachment 1) contains detail regarding some of the Town’s CIP needs and projected funding from available sources. As demonstrated in the report, the capital program needs exceed the available funding capacity of the program.

Staff has recommended project priorities and is seeking direction from Council on these priorities.

PAGE 2 OF 2
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program (CIP) Information and Provide Direction on Project Priorities.

DATE: March 14, 2023
DISCUSSION (continued):

At its March 13, 2022 meeting, the Finance Commission provided the following five recommendations for Town Council to consider:

1. Staff should provide more frequent updates on capital projects (similar to what is in Attachment 4 to the report to the Finance Commission) and include the year of project, start date, original budget, original planned completion date, and changes in scope.

2. Council should set a maximum expenditure limit for large projects.

3. Council should support the request for the three additional ongoing annual projects in the staff report.

4. All projects should be fully funded for their current phase over the Five-Year Plan.

5. Council should direct staff to develop more realistic estimates for the amount of the General Fund to be transferred to the capital program over the Five-Year Program based on available and anticipated funds rather than a flat $800,000 and future surpluses.

CONCLUSION:

The input from Town Council will aid staff in developing the CIP Budget for Fiscal Years 2023/24 – 2027/28.

COORDINATION:

This report has been coordinated with the Town Attorney, Finance Director, and Town Manager.

FISCAL IMPACT:

There is no fiscal impact from the discussion of this staff report.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under the California Environmental Quality Act, and no further action is required. Individual capital projects will have their own environmental clearances.

Attachments:

1. Finance Commission Report and Attachments (from 3/13/23 Finance Commission Meeting).

2. Public Comments

PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408)354-6832
www.losgatosca.gov

TOWN OF LOS GATOS

FINANCE COMMISSION REPORT
MEETING DATE: 3/13/2023
ITEM NO: 7
DATE: March 8, 2023
TO: Finance Commission
FROM: Laurel Prevetti, Town Manager
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Recommendations to the Town Council
RECOMMENDATION:

Receive preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program information and provide recommendations to the Town Council.

EXECUTIVE SUMMARY:

The existing Town of Los Gatos Capital Improvement Program is supported by funding from numerous sources and includes 14 annually funded projects and 54 one-time projects for discrete locations. The largest funding sources for the capital program support roadway enhancements (including bicycle and pedestrian infrastructure), while sources for buildings, parks, and trails are smaller.

This report identifies the funding sources available for capital projects. Future projects and needs are discussed in the context of the following categories: 1) Ongoing and Annual Projects; 2) Underfunded Existing One-Time Projects; 3) Infrastructure Backlog Items; and 4) Other Project Types for Consideration.

Based on the available information of funding sources (Attachment 3), the status of existing ontime projects (Attachment 4) and the needs of the Town, capital project recommendations are presented in Attachment 5.

PAGE 2 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
BACKGROUND:

This report is provided annually to the Finance Commission and Town Council to raise awareness about the current status of capital projects and discuss priorities for the upcoming budget cycle. The report provides preliminary information to allow for Commission recommendations and Council direction on project priorities and raise awareness about the Town of Los Gatos capital program.

The Town of Los Gatos Capital Improvement Program (CIP) supports the safe and efficient operation and management of Town-owned infrastructure and assets. Town-owned assets include 17 park and open space areas that total 24 acres, 112 miles of roadways (236 lane miles), 12 public buildings totaling 139,373 square feet, and 23 surface parking lots (including lots in parks), and one underground parking structure. These major assets are supported by ancillary assets like restroom buildings (five total), sidewalks, storm drainage systems, retaining walls, traffic signals and signs, and street lighting.

Summary of Funding Sources
The CIP is five-year plan that is revised annually to guide investments in the Town’s infrastructure. Each year, the Council adopts the Five-Year Plan and the capital budget for the first year of the Plan. The Capital Budget is supported through numerous funding sources as described in detail in the Adopted Capital Budget. The flow of any budget surplus to the General Fund Appropriated Reserve (GFAR) for the capital program is depicted in Attachment 1.

Attachment 2 graphically identifies the other inputs to GFAR and other sources for the capital program, including:
• Measure G: In past years Council has directed staff to allocate 50% of the Town’s dedicated one-eighth sale tax revenue to capital projects of any type. The revenue is added to the General Fund Appropriate Reserve (GFAR) for distribution to projects of any type.
• Construction Impact Fees: These fees are assessed on new construction and can be used to support projects of any type.
• Gas Tax: This revenue source comes from a per gallon tax on gasoline sales collected by the State and distributed to the Town and is allocated to street related projects. • Refuse Vehicle Impact Fees: These are paid by the Town’s waste hauler to mitigate impacts to our roadways that results from the waste collection vehicles. These funds are allocated to street related projects through the GFAR. • Utility Undergrounding Funds: This funding is derived from the Town’s Construction Tax. These funds are used to support street related projects.

PAGE 3 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
BACKGROUND (Continued):
• Measure B: The 2010 Measure B program provides funding each year that is used for street related projects through the GFAR. The 2016 Measure B provides a more diverse funding portfolio for the Town. Annual revenue from 2016 Measure B is provided for street related improvements (distributed through the GFAR); but additional revenue supports the Safe Routes to School staffing and program, plus various capital projects (e.g., Highway 17 Pedestrian Overcrossing, Los Gatos Creek Trail Connector at Route 9, etc.) through grant distributions.
• Traffic Mitigation Funds: Development projects are charged Traffic Mitigation Fees to offset the increase in traffic that is generated by the development. This source is used to support traffic improvement projects that were identified in development of the impact fee program.
• Storm Drain Funds: New development is charged per square foot of impervious surface. Funds are allocated across three areas of the Town based on geography and are available for use for storm drainage related projects. • General Fund Special/Capital Projects Reserve: If additional General Fund surplus is identified, the Council may add it to the General Fund Special/Capital Projects Reserve.

The Council may then direct some or all to the GFAR for use on projects of any type. • Grant Funds: An increasingly important source of project funds for the Town’s Capital Budget, grants support projects ranging from building enhancements to bike lane installations to vegetation management and wildfire mitigation. Staff continually considers and evaluates grant opportunities and once received, works to manage the grant requirements carefully to meet the various grant requirements of each program. • American Rescue Plan Act (ARPA): While much of the ARPA funding was used to bolster economic development in Town, Town Council did allocate up to $2.9 million of ARPA money for capital projects of any type. In August of 2022, Council allocated $580,000 of that $2.9 million to specific projects; holding the remaining $2.23 million in reserve for future projects (see Attachment 6).

Each year as budget development progresses, staff evaluates and considers each of these funding sources, identifying the current balance in each and forecasting potential future revenues that may be available for projects. Attachment 3 is a preliminary estimate of available capital funds for 2023/24 through 2027/28.

Capital Budget Distribution to Projects
In developing the CIP projects are “bucketed” into three program categories: Streets, Parks and Trails, and Public Facilities. Those three buckets are further divided as shown in Table 1.

PAGE 4 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
BACKGROUND (Continued):

Table 1
List of CIP Programs and Project Types
Program Name Project Type
Streets Street Reconstruction and Resurfacing
Street Repairs, Maintenance and Safety
Street Improvements
Bridges
Parks and Trails Parks
Trails
Public Facilities Town Infrastructure
Equipment
Table 2 is the history of new funding (exclusive of carryforward from prior years) to each of these Programs over the past five years. Carryforward has been excluded to provide an overview of new funding into the capital programs.

Table 2
Summary of Funding History by Program (Exclusive of Carryforward) Existing Capital Projects
The new funds noted above plus carryforward from previous years are assigned to specific projects. Each year funding is allocated to certain ongoing projects such as roadway resurfacing and retaining wall and guardrail replacement. Generally speaking, funding is allocated as available and the scope of work each year is established to match the available funding. Table 3 presents these annual on-going allocations.

PAGE 5 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
BACKGROUND (Continued):

Table 3
Ongoing and Annually Funded Capital Projects
Project No. Funding
Program Project Type1 Project
831-4605
Parks and
Trails 1,3,4 Parks Playground Fibar Project
832-4507
Parks and
Trails 3 Forbes Mill Footbridge Improvements
821-2002
Public
Facilities 3,5 Town Beautification
812-0134 Streets 1,2,3 Measure B Education & Encouragement 813-0221 Streets 1,2,3,5
Sidewalk Improvements - Multiple
Locations
813-0231 Streets 1,2,3 Bicycle and Pedestrian Improvements 816-0414 Streets 3,4
Stormwater System - Pollution
Prevention Compliance
816-0420 Streets 1,3,4,5 Annual Storm Drain Improvement Project 811-9901 Streets 1,2,3,5 Street Repair & Resurfacing
811-9902 Streets 1,2,3,5 Annual Street Restriping
811-9903 Streets 1,2,3,5 Pavement Rehabilitation
812-9910 Streets 1,2,3 Traffic Calming Projects
813-9921 Streets 1,3,4 Curb, Gutter, Sidewalk Maintenance 815-9930 Streets 1,2,3,5 Retaining Wall + Guardrails Repairs Notes: 1. Project Types are: (1) Safety, (2)Traffic/Transportation, (3) Quality of Life, (4) Regulatory or Legal Mandate, (5) Effective Management of Existing Assets and (6) Improvement In addition to the 14 ongoing projects, the current capital program includes an additional 54 one-time projects. While these one-time projects may span numerous years the project is still

PAGE 6 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
BACKGROUND (Continued):
considered one-time in that it has a specific starting and ending point. Attachment 4 provides the list of these projects, their current status, and expenditure history.

DISCUSSION:

In considering funding priorities for the CIP, staff follows the guidance provided by various Town documents including: Council Strategic Priorities, General Plan, Bicycle and Pedestrian Master Plan, Pavement Management Program, Stormwater Master Plan, Facilities Condition Assessments, the Americas with Disabilities Act (ADA) Transition Plan, and legislative mandates.

Project ideas and needs are also identified from field observations by Town staff, input from residents, and Town Commission discussions.

For this discussion and to provide insight into the considerations for CIP recommendations, projects are presented and discussed in four categories:
1) Ongoing and Annual Projects;
2) Underfunded Existing One-Time Projects;
3) Infrastructure Backlog Items; and
4) Other Project Types for Consideration
At the conclusion of the report, staff identifies the recommended capital projects and priorities for the Proposed Capital Improvement Program (Attachment 5).

Ongoing and Annual Projects
As noted in Table 3, there are currently 14 ongoing and annual projects supported in the Capital Budget. With the Proposed Five-Year CIP 2023/24 – 2027/28, staff is recommending that these project categories be maintained. Each of these projects support various identified strategic initiatives of the Town, such as quality public infrastructure and safety for all modes of travel (motorist, cyclist, and pedestrian) and playground safety. Staff will evaluate whether any of these programs can be combined in an effort to reduce the total number of projects that require separate oversight.

Starting with Fiscal Year 2023/24, staff is recommending the following new annual on-going projects be established:

PAGE 7 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
DISCUSSION (continued):
• Roadside Vegetation Management: Recent CIP’s have included funding to support this critical wildfire reduction strategy and the Town has been successful in securing grant funds to support this work. While extensive work was completed in 2021 and 2022, all priority roadways have not been addressed, and the recent rains in January and February 2023 have resulted in accelerated vegetation growth in areas that were previously cleared. It is clear that keeping pace with the vegetation management demand will not be a one-time effort. An ongoing and annual project with funding will help staff plan deliver a sustained effort in this area. • Open Space Vegetation Management: As part of its wildfire prevention efforts, the Town has completed a plan to manage vegetation in its open space property and environmental clearances for this work is underway. Once the environmental work is completed, open space vegetation management will require a sustained effort similar to the roadways. As such, staff recommends establishment of an ongoing project with funding for this work.
• Americans with Disability Act (ADA) Compliance: The Town completed a transition plan that assessed all Town assets for compliance with the ADA. It is important that the Town continue to upgrade its buildings, sidewalks, and other features to meet this legal requirement. Staff recommends establishing an ongoing project with a small amount of funding (e.g., $25,000 to $30,000 per year). This small amount would support the procurement and installation of ADA compliant fixtures (such as push-button doors, water fountains, etc.) that can be replaced or installed during the course of other ongoing work.

Underfunded Existing One-Time Projects
For the next five-year CIP, the goal is to finish currently funded priority projects and provide supplemental funding for those in progress. Attachment 5 provides a list of all current projects (Annual Ongoing and On-Time), their current status and funding, along with recommendations for priority of future funding. If it would like, the Finance Commission should provide recommendations to Council to further prioritize the underfunded projects and if a project is defunded, then the funds could be reallocated to the remaining projects.

For example, staff recommends that project Winchester Boulevard Complete Streets (813- 0238) be considered for defunding at this time. The current funding of approximately $543,000 is from GFAR and could be reallocated for use on different project(s). The Winchester Boulevard Complete Streets Project was intended as the permanent phase of the Winchester

PAGE 8 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
DISCUSSION (continued):
bike lanes that were previously installed. The Complete Streets Project would provide further enhancement of the area, making the bike lane infrastructure more permanent and possibly adding landscape features. Staff has applied for grant funding for this project and was unsuccessful.

This project also has a commitment of $1,734,250 from the 2016 Measure B program. A grant agreement for the Measure B funds has not been executed at this time and it may be possible [with authorization from the Valley Transit Authority (VTA) Board of Directors] to have those funds allocated to a different Los Gatos Measure B Project, such as the Highway 17 Overcrossing.

Infrastructure Backlog Items
When considering new projects for future funding, staff continues to consider the project needs that were identified in the CIP report presented as Item 13 in the Town Council meeting of March 1, 2022. Needs that were identified in March 2022 included:

Facilities Needs: Facility assessments were completed in 2022 for all Town-owned facilities and deficiencies were identified. While the total 15-year funding need for facilities was estimated to be $19,957,500, five buildings represented 84.5% of that cost: Adult Recreation Center ($2,051,500), Civic Center ($6,424,000), Library ($1,620,000), Police Operations Building (POB) ($1,492,500), and the Theatre ($5,274,500). Minor improvements (characterized as less than $1 million per building 15 years) were identified at park restrooms, the Parks and Public Works Yard, the Youth Recreation Center. The 2022/23 capital budget did address a number of facilities related needs and these improvements are currently underway. Notably, there is some overlap between these costs and the ADA Upgrade Requirements discussed below.

Civic Center is the building that was identified with the largest need and has not yet been allocated much funding. The largest upcoming expenditures and needs are in the mechanical system.

While some work has been completed at the POB, a more important issue relates to Police Department operations being split between two locations. A portion of the Department operates out of the Civic Center, while another portion is located at POB. This disconnect in locations creates operational challenges and Police Department has asked that Parks and Public Works conduct a study to evaluate what modifications would be needed at POB to allow staff from Civic Center to be relocated to POB.

PAGE 9 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
DISCUSSION (continued):

ADA Upgrade Requirements: The Town contracted consultant services to perform analysis of all Town owned assets (including buildings, sidewalks, parking areas, sidewalks, trails and parks) for compliance with the ADA. The study identified over $25 million in necessary upgrades.

Staff has been addressing these issues in the context of other projects when possible. For example, planned improvements to the Adult Recreation Center include plans to improve the parking area and walkways to the building; the annual curb, gutter and sidewalk project provide annual funding to for ADA ramps at intersections; and staff is currently using grant funding to work with a contractor to address sidewalk tripping hazards.

Despite all of this effort, upgrading facilities to comply with ADA requires concerted staff time (the transition plan identified some 11,000 items that need attention). At this time, there is no dedicated funding for ADA compliance nor is there staffing to specifically manage this program.

The Town ADA Coordinator is the Chief Building Official and the majority of corrective action is led by PPW. As noted above, Town staff recommends creating an annual project to begin to address these needs.

Pavement Maintenance: In 2016, an assessment of street pavement was conducted and revealed a Pavement Condition Index (PCI) of 67, on a scale of 1 (Lowest) to 100 (new roadway). Based on this, the Town Council set a PCI goal of 75. The current PCI is 73. It is common for the PCI goal to be increased as a goal is achieved. Therefore, the Town should be considering an increase in PCI goals to 78. Funding of $4.4 million annually is required to achieve that goal.

It should be noted that the pavement maintenance funding serves a dual role, whenever possible, of enhancing crosswalks for pedestrian safety and providing bike lanes. When planning paving projects, the design team considers necessary bicycle and pedestrian improvements and incorporates those into the work plan each year.

Stormwater Infrastructure: In 2020, a project was created to perform Stormwater Master Planning. While initially conceived as a Town-wide project, the funding was not adequate to analyze drainage systems throughout the Town so a select number of systems were evaluated and improvements were recommended. The value of those improvements were estimated at $15M.

During the January 2023 rainstorms, additional areas of drainage concern were identified. For example, Loma Avenue has very few catch basins so the road is subject to flooding during rain events, and the Town-owned pipe that runs between homes on Belridge and Belcrest Drives is the cause of persistent concern from residents and is inaccessible for maintenance activities. In

PAGE 10 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
DISCUSSION (continued):
addition, other drainage problems have arisen during this past fall at Oak Grove and at Maple Place. Emergency repairs were completed, but long-term improvements may be needed.

Perhaps most notably, the Town does not have complete mapping of the storm drainage system in our Geographic Information System (GIS). Staff has entered some limited data when they are available, but the lack of system wide mapping that identifies pipe locations and structures hinders analysis of the system and makes routine maintenance more challenging.

Other Project Types for Consideration
Prior year CIP’s have not mentioned or presented a holistic plan for the Town’s parks and trails.

Past Council discussions indicated that there may be interest in a Town-wide Park Master Plan, or a Master Plan for certain parks, like Oak Meadow, but these have not been funded at this time.

Los Gatos Creek Trail has not received significant funding in recent years. Data provided by Santa Clara County Parks indicates that Los Gatos Creek Trail near Vasona had 342,043 users in 2021 and 346,057 users in 2022. While usage south of Vasona may be lower, the Vasona data does provide some indication that Los Gatos Creek Trail sees a high volume of usage.

North and south of Vasona Park, the trail lacks signage to support wayfinding, and in some cases has access slopes that are steep and challenging for users (e.g., the south side of Lark Avenue). In addition, PPW does not have record of recent inspection of the Forbes Mill Pedestrian Bridge and the timber walkway on the north side of the bridge. While Caltrans performs structural inspection of the support structure for the highway portion, the decking and fencing is the responsibility of the Town. The Town owns a second (much smaller) timber bridge over Ross Creek at Camino del Cerro that is similarly lacking in inspection data.

There is currently no dedicated funding source for Parks and Trails.

Staff Recommendations
Attachment 5 presents the staff recommended priorities for the 2023/24 through 2028/29 Capital Improvement Program. This table summarizes the information presented throughout this discussion. Since it will not be possible to fund all projects and needs, staff has identified projects by priority and will allocate funding in order of priority until funding is exhausted.

PAGE 11 OF 11
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five Year Capital Improvement Program Information and Provide Recommendations to the Town Council
DATE: March 8, 2023
CONCLUSION:

Staff has developed a list of proposed projects to fund for the five-year CIP. In developing that list, the primary focus is increasing funding to existing priority projects to insure they are funded through construction. Since some of the priority projects won’t be in construction until later in the five-year cycle or after, staff is proposing incremental funding each year to build the balance of the project budget.

COORDINATION:

This report was coordinated with the Town Manager, Finance Director and Town Attorney.

FISCAL IMPACT:

There is no fiscal impact from the discussion of this staff report. The Council will consider the Finance Commission’s recommendations on March 21 when it provides direction on the FY 23/24-2027/28 Capital Improvement Program.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under the California Environmental Quality Act, and no further action is required. Individual capital projects will have their own environmental clearances.

Attachments:

1. Flow of Funds Diagram

2. Capital Improvement Program Funding Sources Diagram

3. Preliminary Estimate of Projected Available Capital Funds for 2023/24 – 2027/28

4. Status of Currently Funded One-Time Capital Projects

5. Recommended Capital Project Priorities 2023/24 through 2028/29

6. Council Allocation of ARPA to the Capital Program

ATTACHMENT 1
Finance Commission
March 13, 2023
ATTACHMENT 1

FISCAL YEAR SURPLUS FLOW OF FUNDS

ATTACHMENT 2
Finance Commission
March 13, 2022
ATTACHMENT 2

CAPITAL IMPROVEMENT PROGRAM- FUNDING SOURCES

Preliminary Estimate of Projected Available Capital Funds 2023/24 to 2027/28 Adjusted Budget Proposed Proposed Proposed Proposed Proposed 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28

GFAR FUND
Revenues
8011 GFAR ‐ General Source Construction Impact Fees 110,000 110,000 110,000 110,000 110,000 110,000 8011 GFAR ‐ General Source Refuse Vehicle Impact Fees 871,800 871,800 871,800 871,800 871,800 871,800 8011 GFAR ‐ General Source Tesla Charging Stations 96,000 96,000 96,000 96,000 96,000 96,000 811‐0008 Shannon Road Repair Shannon Road Repair ‐ County of Santa Clara 1,500,000 ‐  ‐  ‐  ‐  ‐ 811‐0008 Shannon Road Repair Shannon Road Repair ‐ Granite Rock Construction 50,000 ‐  ‐ ‐ ‐  ‐ 811‐0008 Shannon Road Repair Shannon Road Repair 15,000 ‐  ‐  ‐  ‐  ‐ 811‐9901 Street Repair & Resurfacing VTA Measure B ‐ 2016 1,824,346 580,663 580,663 580,663 580,663 580,663 811‐9901 Street Repair & Resurfacing San Jose Water Company 143,713 ‐  ‐  ‐  ‐  ‐ 811‐9901 Street Repair & Resurfacing West Valley Sanitation District 55,545 ‐  ‐  ‐  ‐  ‐ 811‐9903 Pavement Rehab Crack Seal VTA Measure B ‐ 2010 180,000 180,000 180,000 180,000 180,000 180,000 812‐9910 Traffic Calming Projects Developer Contributions 10,000 10,000 10,000 10,000 10,000 10,000 813‐0235 Downtown Streetscape Revitalization COVID‐19 Income Replacement 192,917 ‐  ‐  ‐  ‐  ‐ 813‐9921 Curb, Gutter, Sidewalk Maintenance Developer Contributions 10,000 ‐  ‐  ‐  ‐  ‐ 821‐2504 Library Lobby Sound Mitigation Other Contributions 20,755 ‐  ‐  ‐  ‐  ‐ 841‐6101 Enterprise Resource Planning Upgrade From IT Fund 33,000 ‐  ‐  ‐  ‐  ‐ 812‐0133 VMT Mitigation Program General Plan Reimbursement 199,695 ‐  ‐  ‐  ‐  ‐ 832‐4503 Charter Oaks Trail Improvement Albright Development Fees 350,000 ‐  ‐  ‐  ‐  ‐ Operating Transfers In
8011 GFAR ‐ General Source From General Fund 2,350,000 800,000 800,000 800,000 800,000 800,000 8011 GFAR ‐ General Source From Measure G District Sales Tax Fund 656,978 650,194 667,414 687,073 706,006 724,213 8011 GFAR ‐ General Source From IT Fund 700,000 ‐  ‐  ‐  ‐  ‐ 8011 GFAR ‐ General Source From ARPA Fund 2,900,000 ‐  ‐  ‐  ‐  ‐

GRANT FUND
Revenues
812‐0129 ADA Transition Plan From ABAG Fund 35,000 ‐  ‐  ‐  ‐  ‐ 812‐0130 Roadside Fire Fuel Reduction USDA Forest Service 750,000 ‐  ‐  ‐  ‐  ‐ 812‐0134 Measure B Education & Encouragement VTA Measure B ‐ 2016 92,503 ‐  ‐  ‐  ‐  ‐ 813‐0218 Shannon Road Pedestrian & Bikeway Improvements VTA/TFCA 1,114,350 ‐  ‐ ‐ ‐  ‐ 813‐0227 Traffic Signal Modernization MTC Funding 700,000 ‐  ‐  ‐  ‐  ‐ 813‐0238 Winchester Blvd. Complete Streets (Final Design) ‐  1,734,250 ‐  ‐  ‐  ‐ 813‐0240 Winchester Class IV Bikeway VTA/TFCA 293,900 ‐  ‐  ‐  ‐  ‐ 813‐0241 Kennedy Sidewalk between LGB and Engelwood VTA Measure B ‐ 2016 138,740 693,560 ‐  ‐  ‐  ‐ 813‐9921 Curb, Gutter, & Sidewalk Maintenance TDA Article 3 Funds 62,884 ‐  ‐  ‐  ‐  ‐ 818‐0803 Highway 17 Bicycle & Pedestrian Bridge ‐ Design VTA Measure B ‐ 2016 2,738,853 ‐  ‐  ‐  ‐  ‐ 821‐2505 Battery Power Supply ‐ Library Community Power Resiliency ‐ OES 300,000 ‐  ‐  ‐  ‐  ‐ 821‐2505 Battery Power Supply ‐ Library Silicon Valley Clean Energy Grant 213,000 ‐  ‐  ‐  ‐  ‐ 821‐2601 ADA Upgrade Public Restrooms ‐ Adult Recreation Bldg. CDBG Grant 78,979 ‐  ‐ ‐ ‐  ‐ 831‐4007 Oak Meadow Bandstand Area Improvements CA Parks & Rec Prop 68 196,730 ‐  ‐  ‐  ‐  ‐ 832‐4505 Trailhead Connector Project MTC Funding 4,800,000 ‐  ‐  ‐  ‐  ‐ 832‐4506 Charter Oaks Trail Repair CalOES 470,000 ‐  ‐  ‐  ‐  ‐

TRAFFIC MITIGATION FUND
Revenues
any developer specific locations

STORM BASIN FUNDS
Revenues
Basin #1 Drainage Fees 45,000 45,000 45,900 46,818 47,754 48,709 Basin #2 Drainage Fees 45,000 45,000 45,900 46,818 47,754 48,709 Basin #3 Drainage Fees 2,500 2,500 2,550 2,601 2,653 2,706

STATEMENT OF SOURCE OF FUNDS
March 6, 2023
1 ATTACHMENT 3

Preliminary Estimate of Projected Available Capital Funds 2023/24 to 2027/28 Adjusted Budget Proposed Proposed Proposed Proposed Proposed 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28

UNDERGROUND UTILITIES FUND
Revenues
Construction Tax 30,000 30,000 30,000 30,000 30,000 30,000

GAS TAX FUND
Revenues
Gas Tax ‐2106 114,962 132,914 114,962 132,914 132,914 132,914 Gas Tax ‐2107 262,082 264,561 262,082 264,561 264,561 264,561 Gas Tax ‐2107.5 6,000 6,000 6,000 6,000 6,000 6,000
Gas Tax ‐2105 192,026 220,260 192,026 220,260 220,260 220,260 Gas Tax ‐2103 (Prop 42) 277,170 332,617 277,170 332,617 332,617 332,617 Road Maintenance Rehab Account 682,836 829,760 682,836 829,760 829,760 829,760 March 6, 2023
2

Attachment 4
Status of Currently Funded One‐Time Capital Projects
Project No. Funding Program Project Catgory (see Note 1) Project Project Type (Annual / One‐ Time)
Status as of
2/17/23
Is Project
Funded
Through
Construction /
Completion?
FY 2022/23
Budget
FY 2022/23
Spent to Date
Available
Balance
811‐0008 Streets 1,2,3,5,6 Shannon Road Repair (Stabilization) One‐Time 100% Design N 1,138,879 146,430 992,449 812‐0129 Streets 1,3,4,5 ADA Transition Plan One‐Time Complete Y 31,300 16,450 14,850 812‐0130 Streets 1,3,5
Roadside Fire Fuel Reduction
(Vegetation Management) One‐Time Planning NA 825,191 ‐                825,191 812‐0131 Streets 1,2,3
E. Main Street Speed Table/RaisedCrosswalk One‐Time 35% Design Y 315,000 42,700 272,300 812‐0132 Streets 1,2 Local Road Safety Plan (LRSP) One‐Time Complete Y 20,000 19,999 1 812‐0133 Streets 2,4 VMT Mitigation Program One‐Time Study Phase Y 199,695 124,230 75,465 813‐0218 Streets 1,2,3
Shannon Road Ped & BikewayImprovements One‐Time 100% Design Y 1,274,357 64,371 1,209,986 813‐0225 Streets 1,6
Utility UndergroundingImprovements ‐ Rule 20A LGB One‐Time Complete Y 299,573 ‐    299,573 813‐0227 Streets 1,2,3,5,6 Traffic Signal Modernization One‐Time Construction Y 1,169,353 579,055 590,299 813‐0235 Streets 3,5,6
Downtown Streetscape Revitalization
/ Economic Recovery Efforts One‐Time Hold N 1,571,116 779,145 791,970 813‐0237 Streets 1,2,3,6
Hwy 17/9 Interchange and CapacityImprovements ‐ Hwy 17 Congestion Relief Project (@ SR 9) One‐Time Concept Design N 1,467,000 600,000 867,000 813‐0238 Streets 1,2,3,6
Winchester Blvd. Complete StreetsFinal Design One‐Time Hold N 602,836 12,593 590,244 813‐0239 Streets 1,2,3,6 Blossom Hill Road Traffic Safety One‐Time 100% Design
(Quick Build) Y 229,723 56,276 173,447
813‐0240 Streets 1,2,3 Winchester Class IV Bikeway One‐Time Complete Y ‐    ‐                  ‐ Notes: 1) Project Type: (1) Safety; (2) Traffic / Transportation; (3) Quality of Life; (4) Regulatory or Legal Mandate; (5) Effective Management of Assets; (6) Improvement March 8, 2023
1 ATTACHMENT 4

Attachment 4
Status of Currently Funded One‐Time Capital Projects
Project No. Funding Program Project Catgory (see Note 1) Project Project Type (Annual / One‐ Time)
Status as of
2/17/23
Is Project
Funded
Through
Construction /
Completion?
FY 2022/23
Budget
FY 2022/23
Spent to Date
Available
Balance
813‐0241 Streets 1,2,3
Kennedy Sidewalk ‐ LGB toEnglewood One‐Time
ConsultantSelection N 198,200 ‐    198,200
813‐0242 Streets 3,5 Parking Program Implementation One‐Time Bidding N 540,872 150,408 390,464 816‐0409 Streets 1,3,5,6
Hernandez Avenue Storm DrainImprovements One‐Time
Future Project24/25 N ‐    ‐                  ‐
816‐0416 Streets 1, 5 Oak Grove Ave Storm Drainage One‐Time Complete NA ‐    31,800 (31,800) 816‐0417 Streets 1, 5 Maple Place Storm Drainage One‐Time Complete NA ‐    23,900 (23,900)817‐0705 Streets 2,5 Downtown Parking Lots Seal coat &Restriping One‐Time Complete NA 15,161 ‐    15,161 817‐0708 Streets 5 Parking Lot 4 Repair & Waterproofing One‐Time 95% Complete Y 94,156 43,956 50,200 818‐0801 Streets 1,2,5,6
Quito Road Bridge (Delivered viaTown of Saratoga) One‐Time 100% Design Y 285,087 235,087 50,000 818‐0803 Streets 1,2,3,6
Highway 17 Bicycle & PedestrianBridge ‐ Design One‐Time 65% Design N 3,786,885 2,716,602 1,070,283 821‐2009 Public Facilities 3,6 Public Art Gateway One‐Time Hold N 7,000 ‐    7,000 821‐2010 Public Facilities 5 Waterproofing ‐ Town‐wide One‐Time Complete Y 3,595 ‐    3,595821‐2011 Public Facilities 3,6 Downtown Restroom FeasibilityStudy One‐Time
ConsultantSelection Y 25,000 ‐    25,000
821‐2117 Public Facilities 3,4,5,6 ADA Restrooms and HR Offices One‐Time 100% Design Y 577,259 52,259 525,000 821‐2119 Public Facilities 3,5,6 Civic Center Security Improvements One‐Time Complete Y 4,528 (146) 4,674 821‐2120 Public Facilities 5 Civic Center Plumbing Repair One‐Time Bidding Y 40,000 ‐    40,000 821‐2206 Public Facilities 3,5
Adult Recreation Center ‐ FloorRepair One‐Time Complete Y 195,440 154,201 41,239 Notes: 1) Project Type: (1) Safety; (2) Traffic / Transportation; (3) Quality of Life; (4) Regulatory or Legal Mandate; (5) Effective Management of Assets; (6) Improvement March 8, 2023
2

Attachment 4
Status of Currently Funded One‐Time Capital Projects
Project No. Funding Program Project Catgory (see Note 1) Project Project Type (Annual / One‐ Time)
Status as of
2/17/23
Is Project
Funded
Through
Construction /
Completion?
FY 2022/23
Budget
FY 2022/23
Spent to Date
Available
Balance
821‐2207 Public Facilities 3,5
Adult Recreation Center ‐ HVAC UnitReplacement One‐Time Complete 3/23 Y 310,000 195,000 115,000 821‐2302 Public Facilities 5,6
Building Replacement at CorporationYard One‐Time Construction Y 1,330,683 858,800 471,883 821‐2305 Public Facilities 4,5 Engineering Document Archiving One‐Time Complete Y                        ‐                           ‐                           ‐   821‐2308 Public Facilities 1,5 Rehabilitation of Automatic Gates ‐ 41 Miles Ave One‐Time Complete Y 25,000 24,235 765 821‐2309 Public Facilities 5
Termite Abatement at Water Tower ‐ 41 Miles Avenue One‐Time Study Phase Y 25,000                         ‐                  25,000 821‐2310 Public Facilities 3,5,6 Engineering Counter Modifications One‐Time Design Y 40,000                         ‐                  40,000 821‐2403 Public Facilities 3,5 HVAC Improvements ‐ POB One‐Time In Progress Y 25,000                         ‐                  25,000 821‐2504 Public Facilities 3,5 Sound Mitigation in Library Lobby One‐Time Study Phase N 22,000                         ‐                  22,000821‐2505 Public Facilities 5,6 Battery Power Supply ‐ Library One‐Time Bidding (6/30Complete) Y 533,581 507,446 26,135
821‐2601 Public Facilities 3,5,6
ADA Upgrade Public Restrooms ‐ Adult Recreation Center One‐Time Bidding Y 226,979 30,365 196,614 831‐3304 Parks and Trails 5
Belgatos Park Booster PumpReplacement One‐Time Complete Y 40,000 36,133 3,867 831‐4007 Parks and Trails 3,6
Oak Meadow Bandstand AreaImprovements One‐Time 100% Design Y 277,802 36,577 241,225 831‐4202 Parks and Trails 3,5,6 Town Plaza Turf Repair One‐Time Hold (Drought) N 27,000                        ‐    27,000831‐4610 Parks and Trails 3,5,6 Pinehurst Community Garden One‐Time ConsultantSelection N 120,936 250 120,686
832‐4503 Parks and Trails 1,3,5 Charter Oak Trail Improvements One‐Time Hold Y 474,891                         ‐                474,891 832‐4504 Parks and Trails 1,3 Open Space Trail Upgrades One‐Time Planned Summer2023 Y 152,000                         ‐                152,000 832‐4505 Parks and Trails 1,2,3,6
LGC Trail to Route 9 TrailheadConnector Project One‐Time Bidding Y 5,855,800 60,422 5,795,377 Notes: 1) Project Type: (1) Safety; (2) Traffic / Transportation; (3) Quality of Life; (4) Regulatory or Legal Mandate; (5) Effective Management of Assets; (6) Improvement March 8, 2023
3

Attachment 4
Status of Currently Funded One‐Time Capital Projects
Project No. Funding Program Project Catgory (see Note 1) Project Project Type (Annual / One‐ Time)
Status as of
2/17/23
Is Project
Funded
Through
Construction /
Completion?
FY 2022/23
Budget
FY 2022/23
Spent to Date
Available
Balance
832‐4508 Parks and Trails 1,3
Vegetation Management ‐ Town‐wide (Open Space) One‐Time Permitting N 24,643 24,185 458 832‐4510 Parks and Trails 3,5,6 Lynne Avenue Pedestrian Path Design One‐Time ConsultantSelection N 75,000 ‐    75,000
841‐6003 Public Facilities 4,5
Town‐wide Document ImagingProject One‐Time In‐progress Y 16,990 16,989 0 841‐6004 Public Facilities 1,5
Fire Suppression (Halon) for ServerRooms One‐Time Complete Y 34,640 ‐    34,640 841‐6101 Public Facilities 1,5
Enterprise Resource Planning (ERP)Upgrade One‐Time In‐progress Y 1,347,785 622,709 725,076 841‐6103 Public Facilities 1,5 EOC Communication Upgrade One‐Time In‐progress Y 25,308 1,025 24,283841‐6104 Public Facilities 1,5,6 IT Disaster Recovery Improvements One‐Time In‐progress N 86,038 57,959 28,080 Notes: 1) Project Type: (1) Safety; (2) Traffic / Transportation; (3) Quality of Life; (4) Regulatory or Legal Mandate; (5) Effective Management of Assets; (6) Improvement March 8, 2023
4

Attachment 5
Recommended Capital Project Priorities 2023/24 through 2028/29 Project No Funding Program Project Category (See Note 1) Project Name Project Type (Annual / One‐ Time) Projected Total Project Cost Prior Funding Projected Funding Gap Priority (1=High; 3= Low) 831‐4605 Parks and Trails 1,3,4 Parks Playground Fibar Project Annual 1832‐4507 Parks and Trails 3 Forbes Mill Footbridge Improvements Annual 1832‐4508 Parks and Trails 1,3 Vegetation Management ‐ Town‐wide (OpenSpace) Annual 1
821‐2002 Public Facilities 3,5 Town Beautification Annual 1811‐9901 Streets 1,2,3,5 Street Repair & Resurfacing Annual 1811‐9902 Streets 1,2,3,5 Annual Street Restriping Annual 1811‐9903 Streets 1,2,3,5 Pavement Rehab Annual 1812‐0130 Streets 1,3,5 Roadside Fire Fuel Reduction (VegetationManagement) Annual 1 812‐0134 Streets 1,2,3 Measure B Education & Encouragement Annual 1812‐9910 Streets 1,2,3 Traffic Calming Projects Annual 1813‐0221 Streets 1,2,3,5 Sidewalk Improvements ‐ Multiple Locations Annual 1813‐0231 Streets 1,2,3 Bicycle and Pedestrian Improvements Annual 1813‐9921 Streets 1,2,3,5 Curb, Gutter, Sidewalk Maintenance Annual 1815‐9930 Streets 1,2,3,5 Retaining Wall + Guardrails Repairs Annual 1816‐0414 Streets 3,4 Stormwater System ‐ Pollution PreventionCompliance Annual 1 816‐0420 Streets 1,3,4,5 Annual Storm Drain Improvement Project Annual 1NEW Streets 1,3,4,5 ADA Compliance Projects Annual 1831‐4202 Parks and Trails 3,5,6 Town Plaza Turf Repair One‐Time $ 42,000 $ 27,000 $ 15,000 1NEW Parks and Trails 1,3,4,5 Creekside Park Turf Replacement One‐Time $ 1,000,000 $ ‐    $ 1,000,000 1NEW Parks and Trails Parks Oak Meadow Park Parking Kiosk One‐Time $ 15,000 $ ‐    $ 15,000 1821‐2009 Public Facilities 3,6 Public Art Gateway One‐Time $ 111,000 $ 7,000 $ 104,000 1841‐6003 Public Facilities 4,5 Town‐wide Document Imaging Project One‐Time $ 25,000 $ 16,990 $ 8,010 1NEW Public Facilities 5 Library Improvements and Upgrades One‐Time $ 40,000 $ ‐    $ 40,000 1811‐0008 Streets 1,2,3,5,6 Shannon Road Reconstruction ‐ ConstructionPhase One‐Time $ 4,400,000 $ 2,555,000 $ 1,845,000 1 813‐0242 Streets 3,5 Parking Program Implementation One‐Time $ 600,000 $ 540,872 $ 59,128 1816‐0409 Streets 1,3,5,6 Storm ‐ Hernandez Avenue Storm DrainImprovements One‐Time $ 500,000 $ 82,180 $ 417,820 1 NEW Streets 1,5 Storm ‐ 195 Jackson One‐Time $ 25,000 $ ‐    $ 25,000 1NEW Streets 5 Storm ‐ Drainage System Mapping One‐Time $ 25,000 $ ‐    $ 25,000 1NEW Streets 1,2,4 Townwide Speed Survey One‐Time $ 80,000 $ ‐    $ 80,000 1831‐4610 Parks and Trails 3,5,6 Pinehurst Community Garden ConstructionPhase One‐Time $ 750,000 $ 135,000 $ 615,000 2 Notes: 1. Project Category (1) Safety; (2) Traffic / Transportation; (3) Quality of Life; (4) Regulatory Legal; (5) Effective Management of Assets; (6) Improvement March 7, 2023
1 ATTACHMENT 5

Attachment 5
Recommended Capital Project Priorities 2023/24 through 2028/29 Project No Funding Program Project Category (See Note 1) Project Name Project Type (Annual / One‐ Time) Projected Total Project Cost Prior Funding Projected Funding Gap Priority (1=High; 3= Low) NEW Parks and Trails 4,5 Oak Meadow Air Force Plane Coating One‐Time $ 55,000 $ ‐    $ 55,000 2NEW Parks and Trails 1,3,5 Tennis court recoatings ‐ La Rinconda andBlossom Hill One‐Time $ 60,000 $ ‐    $ 60,000 2 821‐2504 Public Facilities 3,5 Sound Mitigation in Library Lobby One‐Time $ 100,000 $ 22,000 $ 78,000 2NEW Public Facilities 5,6 POB Space Assessment and Recommendation One‐Time $ 75,000 $ ‐     $ 75,000 2813‐0237 Streets 1,2,3,6 State Route 17 / Route 9 Interchange  ‐ Constructon Phase One‐Time $ 12,500,000 $ 1,467,000 $ 11,033,000 2 813‐0239 Streets 1,2,3,6
Blossom Hill Road Safety ImprovementsConstruction One‐Time $ 4,322,000 $ 4,322,000 2 818‐0803 Streets 1,2,3,6
Highway 17 Bicycle & Pedestrian Bridge ‐ Construction One‐Time $ 26,000,000 $ 4,457,302 $ 21,542,698 2 832‐4510 Streets 3,5,6 Lynne Avenue Pedestrian Path Construction One‐Time $ 750,000 $ 35,000 $ 715,000 2NEW Streets 1,2,3,4,5 Inspection of Timber Pedestrian Bridges at LosGatos Creek Trail and Ross Creek at Camino delCerro One‐Time $ 50,000 $ ‐    $ 50,000 2 NEW Streets 1,5 Storm ‐ Loma Street Drainage Study One‐Time $ 75,000 $ ‐    $ 75,000 2NEW Streets 1,5 Storm ‐ University at Hwy 9 One‐Time $ 65,000 $ ‐    $ 65,000 2NEW Streets 3,5 Storm ‐ Harwood / Belridge Drainage Study One‐Time $ 75,000 $ ‐    $ 75,000 2NEW Parks and Trails 1,3,5,6 La Rinconada Play Structure One‐Time $ 250,000 $ ‐    $ 250,000 3NEW Street 5 University Avenue at Vasona Oaks Drive One‐Time $ 256,000 $ ‐    $ 256,000 3813‐0235 Streets 3,5,6 Downtown Streetscape Revitalization /Economic Recovery Efforts One‐Time $ 1,571,116 $ 1,571,116 $ ‐    3 813‐0238 Streets 1,2,3,6
Winchester Blvd. Complete Streets FinalDesign One‐Time $ 50,000,000 $ 602,836 $ 49,397,164 3 813‐0241 Streets 1,2,3 Kennedy Road One‐Time $ 2,000,000 $ 198,200 $ 1,801,800 3 Notes: 1. Project Category (1) Safety; (2) Traffic / Transportation; (3) Quality of Life; (4) Regulatory Legal; (5) Effective Management of Assets; (6) Improvement March 7, 2023
2

ATTACHMENT 6
Finance Commission
March 13, 2023
ATTACHMENT 6

COUNCIL ALLOCATION OF ARPA TO THE CAPITAL PROGRAM
Project Number Project Name
Approved
Funding
Allocation
Spent or
Encumbered to
Date
Balance
411-812-0131 East Main Street Crosswalk Improvements $ 300,000 $ 42,700 $ 257,300 411-821-2011 Downtown Restroom Feasibility Study/Design 25,000 - 25,000 411-821-2308 Rehabilitate Automatic Gates - 41 Miles Avenue 25,000 24,235 765 411-821-2309 Termite Abatement at water Tower - 41 Miles Avenue 25,000 - 25,000 411-821-2120 Civic Center Plumbing Repair - 110 E Main Street 40,000 - 40,000 411-821-2403 HVAC Improvements - Police Operating Building 25,000 - 25,000 411-821-2310 Engineering Counter Modifications - 41 Miles Avenue 40,000 - 40,000 411-831-4610 Pinehurst Community Garden Project 100,000 250 99,750 Unanticipated Repairs 100,000 55,700 44,300
Reserve for Future Capital Projects or Matching Funds 2,220,000 - 2,220,000 Total $ 2,900,000 $ 122,885 $2,777,115

Town of Los Gatos
Finance Commission Meeting – March 13, 2023
March 15, 2023
Dear Finance Commission Members,
On Monday evening, I outlined wildfire initiatives that need to be addressed in the coming fiscal year and other longer-term funding requirements.

Fiscal Year 23/24
The top priority remains roadside fuel reduction. The program that has been implemented to address vegetation on 31 miles of Los Gatos roadway in the high fire zone is now in its third year. In Fiscal Years 20/21 & 21/22, the Town funded Capital projects totaling $1 million that allowed around 10 miles of roadway to be completed. In Fiscal Year (FY) 22/23, $700,000 from Build Back Better will be applied to this effort. We need to keep-up the funding effort and commit another $500,000 for roadside fuel reduction in FY 23/24 and follow suit in FYs 24/25 and 25/26.

Once a first pass is made, the process needs to be repeated. We need to move to a 6-year trim cycle. While funding requirements will be far less than the first pass, roadside fuel reduction is on-going requirement.

In addition, the Town needs to fund a weed abatement program for the same roadways. Two weed abatement passes are needed annually – a total of 62 miles.

The Town needs to take this action to reduce fire risk along the roadways and ensure compliance with weed abatement requirements. An estimate for annual weed abatement is $300,000-$500,000 ($5,000-$8,000/mile).

Addressing Longer-Term Needs
As we think longer-term, piecemeal funding is a painfully slow process to make LG more wildfire resistant. We have had success with grants and should continue pursuing but we cannot depend upon grants as the primary source. In the longer term, we need to think about a Public Safety parcel tax – yes, wildfire preparation and prevention included. Other capital requirements include:

1. An Enhanced Communication System: a network of Loudspeakers allowing for voice commands across the hillside needs to be implemented. A proposal was received in 2022 with a quoted cost around $1.5 million for a turnkey system.

Town of Los Gatos
Finance Commission Meeting – March 13, 2023

2. Evacuation Route Road Width: we must meet the State requirement for 20 feet of clear road width. Needed roadway improvements including widening or periodic turnouts could total into the millions.

3. Eucalyptus Removal Program: we should aggressively take action to remove non-native Eucalyptus trees throughout the Town on public and private property.

4. Water Supply Reinforcement: San Jose Water Service mains need to be extended in some hillside locations.

Los Gatos has paid attention to the threat of wildfire and taken positive steps forward. We need to accelerate our efforts. This can only be accomplished through a long-term planning effort that includes funding. From a wildfire standpoint, the Town is almost in a constant state of emergency whether we admit it or not. We need to take steps now to match our actions with the ongoing threat.

I am happy to answer any questions and of course serve in any capacity that will move our planning and funding efforts forward quickly.

Best regards,
Rob Stump

PREPARED BY: Nicolle Burnham
Director of Parks and Public Works
_________________________________________________________________ Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 03/21/2023
ITEM NO:13

ADDENDUM
DATE: March 20, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Direction on Project Priorities
REMARKS:

This addendum is provided for Town Council consideration of two additional items:

1. The need for a funding allocation for Unanticipated Repairs; and

2. Considerations of equity in the identification of capital projects.

Unanticipated Repairs
In allocating American Rescue Plan Act (ARPA) funds in August of 2022, Town Council established an “Unanticipated Repairs” fund of $100,000. Since its creation, staff has used monies from this fund to complete emergency repairs in two drainage outlets, both along Los Gatos Creek Trail. These repairs needed to be completed quickly to prevent bank erosion and, in one case, the undermining of a water main. A total of $55,700 was spent on these repairs.

At this time, staff is planning to use this funding source to complete fence and sidewalk repairs that are required as a result of the storms of January and March 2023.

The value of this fund has been proven and, while not mentioned in the initial report, staff proposes to allocate another $100,000 of ARPA funds in Fiscal Year (FY) 2023/2024 for future additional Unanticipated Repairs.

PAGE 2 OF 2
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Direction on Project Priorities DATE: March 20, 2023
REMARKS (continued):

Equity Considerations
Attachment 5 to the Finance Commission Report (which is Attachment 1 to the Council Report) includes a prioritized list of projects for funding consideration. In developing the Proposed Capital Improvement Program, staff will add an equity consideration to projects. Equity consideration in capital spending will include considerations of:
 Geographic location in the Town;
 Economic diversity of the neighborhood served by the project; and  Age and physical abilities of the neighborhood served by the project.

ATTACHMENTS:

Previously received with the Staff Report:

1. Finance Commission Report and Attachments (from 3/13/23 Finance Commission Meeting).

2. Public Comments

PREPARED BY: Nicolle Burnham
Director of Parks and Public Works
_________________________________________________________________ Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 03/21/2023
ITEM NO:13

DESK ITEM
DATE: March 21, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Direction on Project Priorities
REMARKS:

This desk item is provided to respond to Council Member questions noted below and provide public comments.

1. What are the opportunities for cost sharing with the users of Creekside for the expense of turf replacement? Can the general public use Creekside given the use agreements? Staff is evaluating the opportunity for cost sharing for the artificial turf replacement at Creekside Park. While some of our user groups have indicated they are willing to cost share this improvement, no written agreements or funding commitments exist. Based on this, the Town is carrying the full cost of the turf replacement at this time. As the budget development progresses, staff will work to confirm and formalize outside funding commitments. Those commitments will be reflected in the final budget.

The use agreements at Creekside Park allocate 4,000 hours of playing time. The public has access for any additional hours outside of those 4,000 hours.

2. How is the Town going to pay for the Howe’s park playground replacement? Should it be included in the list of capital projects or does it come from an Emergency Repair/Unanticipated Projects fund?
The need to replace Howe’s Playlot is the unfortunate result of the storm of March 14, 2023 and therefore it was not included in the potential future project list. Staff is working with our insurance carrier to determine if any of the damage may be a recoverable cost, and that has not been determined at this time.

PAGE 2 OF 3
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Direction on Project Priorities DATE: March 21, 2023
REMARKS (continued):

At this time staff does not have a cost for the playground replacement and will develop one after the trees can be removed. While the Unanticipated Funds allocation may cover the repairs, past experience with playground construction suggests that full replacement could equal or exceed the value of that fund.

The Unanticipated Repairs fund proved critical in 2022 and early 2023 in addressing serious infrastructure issues that arose in relation to failures in the drainage system and also in the repair of sidewalks and fencing that resulted from the winter storms. Using that funding to replace the playground at Howe’s Playlot would leave no funds available to address emergency issues that may arise in the 2023/24 fiscal year.

3. Are the projects listed in Attachment 4 fully funded for the phase that they are in? If not what else is needed?
Attachment 4 identifies a number of projects that are not funded through construction.

Some of these are not funded through their current phase including: Town Plaza Turf Repair (831-4202), Kennedy Road Sidewalk (813-0241), and Shannon Road Stabilization (811-0008).

4. Does the funding identified in Attachment 3 cover all of the items in Attachment 5? The funding needs identified in Attachment 5 exceed the funding available in Attachment 3.

After hearing feedback from Town Council on this item, staff will build out the spending plan. This will be presented in the Proposed Capital Improvement Program for FY 2023/24- 2027/28.

5. How far do you think staff can get on the list for Attachment 5 in the next fiscal year? After receiving Council feedback about priority projects, staff will chart out the five year spending plan for the CIP. Tonight’s item is to seek feedback on project priorities for staff use building out that plan.

6. Why isn’t the table filled out in Attachment 5 for the annual projects? The spending plan for the annual projects will be built out after Town Council provides their feedback on priorities.

PAGE 3 OF 3
SUBJECT: Receive Preliminary Fiscal Year 2023/24 – 2027/28 Five-Year Capital Improvement Program Information and Provide Direction on Project Priorities DATE: March 21, 2023
REMARKS (continued):

Attachment 3 contains public comments received between 11:01 a.m., Monday, March 20, and 11:00 a.m., Tuesday, March 21, 2023.

ATTACHMENTS:

Previously received with the Staff Report:

1. Finance Commission Report and Attachments (from 3/13/23 Finance Commission Meeting).

2. Public Comments
Received with this Desk Item:

3. Public Comments

From: Peter Hertan
To: Clerk
Cc: Jackie Rose
Subject: Request for Capital Improvement Budget allocation for town Emergency Communications Date: Monday, March 20, 2023 12:43:36 PM
Attachments: LG Town Emergency Preparedness Capital Budget Request FY24-26 (rev 4).xlsx Town of Los Gatos Capital Budget Request.docx
[EXTERNAL SENDER]
The attached are for consideration during deliberation of item 13 on tomorrow evening’s town council meeting.

Peter

Town of Los Gatos
Town Council Mee�ng – March 21, 2023
Dear Town Council Members,
In recent town council mee�ngs, Patrick Dirks and I outlined Emergency Communica�ons needs that the town’s emergency communica�ons volunteers have recognized need to be funded.

That funding is needed as soon as possible to reach the level of preparedness called for in responding to the most likely emergencies we expect to face: fire, earthquakes, and major storms. Yes, there are other emergencies we train for, but these three require substan�al mobiliza�on and coordina�on of efforts where normal communica�ons facili�es are likely to be disrupted.

We have iden�fied five areas in need of moderniza�on and strengthening:

1. The Civilian Emergency Radio System

2. The neighborhood Incident Command Posts (ICPs)

3. The Emergency Opera�ons Center

4. The CERT Trailer

5. Messaging between the EOC, ICPs, and the CERT Trailer Civilian Emergency Radio System
Just as the na�on’s first responders adopted a modern digital radio network (P25 system) beginning a decade ago as recommended na�onally by the 911 Commission (because of interoperability needs, efficiency, and reliability), the same jus�fica�on applies for CERT, DART, town staff and council to move to a digital radio system. That system is DMR (Digital Mobil Radio) and is second only to the P25 system for providing the benefits of digital radio technology. DMR is being adopted by the private sector, as well as ham radio. It has become the civilian alterna�ve to P25, and has the advantage of more suppliers and lower costs. Finally, DMR provides dedicated radio frequencies that the FCC assigns exclusively to each license holder (such as the town of Los Gatos) without the general public having shared access that would interfere with use during emergencies.

The CERT world adopted GMRS radio-based communica�ons decades ago (before digital radio was available). GMRS suffers from scarce, shared, radio channels that are used by the general public for rou�ne cha�ng, resul�ng in congested channels frequently unavailable in emergencies. In addi�on, there is a need for other groups in town, such as DART and the town staff to use a common radio system because of coopera�ng ac�vi�es.

In the January heavy rains, the Fron�er land-lines and the Verizon cellular network were down in certain loca�ons of town for significant amounts of �me causing loss of these facili�es for coordina�on of civilian ac�vity. While we would like to have GMRS be the backup communica�on system, that can be problema�c due to the reasons noted above. We are fortunate that DMR overcomes the limita�ons of GMRS radio.

We have chosen to adopt repeater radio technology that provides both GMRS and DMR capability so that DMR can be phased in without obsole�ng the investment in GMRS radios.

Civilian Incident Command Posts
Los Gatos has just over 12,000 households. The CERT organiza�on divides the town into 12 CERT “neighborhoods” serving the needs of about 1,000 households each. The objec�ve is to provide an Incident Command Post (ICP) for each neighborhood as an emergency supplies depot, a command center, and organizing loca�on. The town, through the Police Department, has built and fully equipped six such ICPs (Civic Center, Almond Grove, Los Gatos Almaden, North Santa Cruz/Daves Ave, Belwood, and Vasona/JCC). These are growing and thriving.

However, the other half of Los Gatos is not yet being well-served by the CERT organiza�on. Of the six other neighborhoods, three have no ICP (or CERT organiza�on: Kennedy East, Blossom Hill/Shannon, Santa Rosa/Hicks), and three have temporary ICPs, two located in backyards (Vista Del Monte, and Rinconada), and the Kennedy North/Shannon Fire Sta�on temporary ICP.

Emergency Opera�ons Center (EOC)
The emergency radio communica�ons area of the EOC has been in need of structural improvement in order to provide a noise-free, good working area for radio communica�ons.

The County EOC, San Jose’s EOC and several other city EOCs, and hospital EOCs provide a separate room for their emergency radio opera�ons for the same reasons as mo�va�ng our request in Los Gatos. The solu�on could be a separate room within the Police Opera�ons Center, or structural changes to the back area of the EOC.

CERT Trailer
The town Police and DART each have mobile command posts, built into trailers. Last year, the Police Department put new emphasis on the use of the CERT trailer for opera�onal purposes during emergencies, and began equipping the trailer with modern equipment, supplies and work areas. It is very close to being completed.

Messaging between the EOC, ICPs, and the CERT Trailer
Voice communica�on is ideal for immediate, short, urgent informa�on. However, during emergencies, digital (TCP/IP) messaging provides much greater message accuracy and seven �mes the throughput of voice messaging. The County and the City of San Jose have both adopted digital technology for messaging during emergencies. Fortunately, our town manager’s office funded the equipment that provides for Los Gatos to have digital connec�vity between our EOC and the County (along with the City of San Jose) in an emergency.

However, we all have seen the transi�on from telephone voice calls to text messaging, email, and other forms of digital messaging. We are fortunate that our residents have at least one mobile messaging pla�orm: their smartphone, tablet, and/or notebook. But, there is currently no use of these modern, universal devices, in our Civilian emergency communica�on ac�vi�es.

That is easily remedied by using any one of the emerging low-cost Satellite internet providers to go between the field and the EOC. We plan to pilot such use star�ng this summer to understand how best to integrate this technology, long ago adopted by our first responders.

Atached is a spreadsheet with a summary of these Capital Budget items, programmed for implementa�on in FY24, 25, and 26. We request these funds be provided for use by the Town Manager’s office and the Police Department.

Respec�ully,
Peter Hertan
Town Emergencies Volunteer

Proposed Capital Improvements Budget Request - FY24-26
Capital Improvements - Essential Emergency Communications FY24 FY25 FY26 CERT Comms Upgrade: GMRS/UHF repeater(s), antennas, & filters $10K $10K $10K GMRS/UHF portable radios for CERT, DART, Town Staff & Council $20K $15K $15K ICPs (12): new (3), refurbish (3), & resupply (6) $46K $10K $10K CERT Trailer buildout $ 5K
EOC improvements (radio room, radios, antennas, filters, roof tower) $35K Satellite TCP/IP access between the EOC, ICPs & CERT Trailer $15K $10K $10K Contingency $ 9K $ 5K $ 5K
$140K $50K $50K
Operating Expenses Supplement - Emergency Preparedness FY24 FY25 FY26 Outreach for new CERTs $25K $20K $15K
(rev 5)
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