6. Trip Generation, Distribution, and Assignment. Hexagon will group the potential HEU sites into up to 8 subareas and estimate trip generation for each subarea individually using trip rates from the Institute of Transportation Engineers’ Trip Generation, 11th Edition.
Hexagon will utilize the travel demand model to inform the distributions for each subarea’s trips on roadways immediately adjacent to the subareas. Hexagon will assign traffic to the study intersections based on the trip generation and distribution assumptions. The trip generation, distribution and assignment results will be provided to City staff for review and authorization before conducting the tasks below.
7. Evaluation of with Project Conditions. Trips generated by each subarea in Task 6 above will be added onto the near-term and cumulative volumes derived in Task 4 and Task 5 to generate with-project conditions traffic volumes under near-term and cumulative conditions. The Vistro model will be used to evaluate AM and PM peak hour intersection levels of service under the with-project conditions. The LOS results will be compared to the relative no-project conditions to determine intersection non-compliance based on City’s TIA guidelines.
8. Description of Deficiencies and Recommendations. Based on the results of the level of service calculations, intersection non-compliance resulting from the Housing Element Update will be identified and described. Recommendations will be formulated that identify the locations and types of improvements or modifications that might be feasible to address deficiencies.
9. Report. Our findings and recommendations will be added to our traffic study report for this project. Hexagon will respond to editorial comments on the draft and prepare a final report.
This additional work will require $33,000 of additional budget. Including our current budget of $64,250, this additional service proposal would bring the total budget to $97,250. All other provisions of our existing contract remain in effect. Please authorize the additional services by sending Hexagon a signed copy of this letter. We look forward to continuing work with you on this project.
Sincerely,
HEXAGON TRANSPORTATION CONSULTANTS, INC. Approved by:
Gary Black, AICP
President __________________________
M-Group
Authorized Signature
__________________________
Printed Name
__________________________
Date
Page F-2.20
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 ATTACHMENT E – CRC Scope of Work
Climate Resilient Communities (CRC) Proposal
Climate Resilient Communities (CRC) is a community-based organization working hand-in-hand with the Peninsula’s underrepresented communities by empowering community voices to implement climate solutions that bring about unity, resilience, and justice. Recognizing that in the Bay Area, as throughout the world, under-resourced communities are disproportionately vulnerable to the impacts of climate change, we work to support the frontline communities of East Palo Alto, North Fair Oaks, and Belle Haven through community action and engagement.
We emphasize community-based approaches to organizing and advocacy in relation to environmental justice. Through education and advocacy, CRC engages community members to encourage community action around climate change in the hopes of building resilience in the face of widespread changes and disasters, many of which will disproportionately affect those who CRC engages with.
Through the leadership of the City and the Climate Change Community Team, CRC will implement a robust, multifaceted community outreach and engagement program to evaluate community values and priorities for EJ and Safety Element strategies and policies. The information gained through this community outreach and engagement will be utilized to inform technical and environmental analysis, and to inform the final EIR recommendations.
A key feature of the community engagement will include the Belle Haven Climate Change Community Team (CCCT) that is currently being established. Modeled off of similar groups that CRC has helped to establish and manage in North Fair Oaks and East Palo Alto, the CCCT is comprised of motivated residents, community service providers, faith-based leaders, business owners, community-based organization and city affiliates. Together, this group aims to identify local vulnerabilities and learn how the community can be better prepared to face the impacts of climate change. While CRC facilitates the group, the team remains at its core, community-driven and community-led.
In East Palo Alto, the CCCT voices the climate and sea level related concerns of the EPA community and coordinates efforts to meet those needs, such as conducting a Climate Change Community Survey, exploring residents’ attitudes about climate change and its impacts; and the development of a Community Vulnerability Assessment pilot project, the findings of which the CCCT presented to the City Council to advocate for climate change priorities and to showcase practical, community-developed solutions to flooding, water security, and food security. The North Fair Oaks Climate Ready Team advocated and received funding to support a tree planting project to combat the urban heat island effect. The development of the Belle Haven team is already in progress, and team members thus far identified include representatives of the Neighborhood Association, Belle Haven Community Development Fund, Boys and Girls Club, Ravenswood School District, MPC Ready, Belle Haven Action, Boys and Sequoia Union High District, Menlo Spark, Sharper Image, Fit to Core Training, Community Gardens, and Menlo Together.
Through this work as well as other projects, CRC has extensive experience building information distribution channels through local CBOs and community events. We are adept at conducting surveys and focus groups, specializing in outreach to historically excluded communities. Just last year, CRC worked with the County of San Mateo to conduct community outreach and convene workshops to inform their local hazard mitigation plan. We convened more than 60 hard-to-reach residents from three communities (East Palo Alto, Belle Haven, and North Fair Oaks). In collaboration with the County’s Page F-2.21
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Office of Sustainability, we facilitated a workshop and held focus group discussions in Spanish and English in the summer of 2021. Although many workshops often try to offer simultaneous translation for workshops, we have found that non-native English speakers are far more likely to participate when immersed in a workshop hosted solely in their language. In this kind of culturally appropriate setting, residents are more comfortable expressing themselves. We took rigorous notes throughout the process and documented points of discussion in order to return a report on the findings of the focus group, identifying specific community priorities, to the County. We compensated attendees for their time and expertise.
Focus groups were also a critical part of the Vulnerability Assessment project in East Palo Alto with CalTrans and the County of San Mateo. We were able to convene four separate focus groups composed of people from our communities. As with all of our projects, we ensured that these groups were culturally and linguistically appropriate, convening a group of youth, a group of Pacific Islanders who had access to Samoan and Tongan translation, a group of Black residents, and a group of Latino residents.
CRC conducted the outreach to assemble these groups, facilitated the conversation, noted important themes, and summarized the content for the County. In doing so, we had an opportunity to educate these community members about some of the threats climate change can pose to them and built their confidence and capacity to participate in these conversations.
In partnership with the City of Menlo Park and M-Group, Climate Resilient Communities’ proposed engagement plan will capture the interconnected and interdependent nature of people, transportation, housing, and ecology in Menlo Park concentrating on the communities of concern. In particular, CRC will gather the lived experiences of historically marginalized people to develop a comprehensive set of goals and policies aimed to reduce exposure to environmental and health hazards as instructed by SB1000.
Given the need and requirements to fully engage the community, CRC proposes a plan as follows:
Phase 1: Community Outreach and Engagement before the release of the draft Environmental Justice and Safety Elements.
Climate Resilient Communities (CRC) will lead and manage all outreach and communication to achieve deliverables in collaboration with the City and M-Group.
Task A. Collaborate with the CCCT and other Community Based Organizations (CBOs) to refine the proposed outreach approach and methodology.
To engage with communities effectively, CRC will work with the CCCT to co-develop outreach activities and strategies that will ensure community buy-in and commitment to the project.
These activities will include the Community Kick-Off Workshop, focus groups, and a survey specific to the drafting of policies for Menlo Park’s Environmental Justice and Safety Elements.
CRC will also subcontract with three CBOs within the Belle Haven community to assist with the proposed focus groups and surveys. The Belle Haven CCCT will assist in this effort by recommending CBOs for consideration by CRC who will manage their work and provide a Memorandum of Understanding between the CBOs and CRC for the services. The CRC will work with CBO partners to leverage their expertise in culturally and linguistically competent community outreach and relationships of trust with the communities they serve to ensure they engage with the EJ and Safety Element process. Proposed community-based organization (CBO) partners include Boys and Girls Club, Belle Haven Action and Community Gardens. This approach was successfully implemented by CRC in East Palo Alto to build community participation and Page F-2.22
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 trust during a Community Vulnerability Assessment pilot project funded by the County of San Mateo Office of Sustainability and Caltrans in 2019.
Deliverables: CRC will provide a community outreach and engagement plan developed with feedback from the Belle Haven CCCT. Activities will include but not be limited to: a community workshop and focus group meetings (both online and in-person depending on health conditions related to Covid-19) that are targeted to critical key stakeholders and demographics; survey questions and input collection methods (both online and in-person) and a detailed timeline and/or event sequence that is tied to specific project deliverables. To achieve this, CRC will coordinate directly with the CCCT and facilitate CCCT monthly meetings. CRC will provide a summary of any CCCT feedback from their monthly meetings to M-Group within one week of the meeting. In consultation with CCCT, CRC will refine the identification of focus group participants, as well as identify three Community Based Organizations (CBOs) that will further assist in outreach efforts. CRC will prepare and submit an MOU to the City for each selected CBO.
Total costs for CCCT Coordination and Outreach Plan: $12,250. This covers personnel costs, including attendance, preparation of any materials, MOU efforts/coordination with CBOs, and creating meeting summaries for M-Group.
Task B. Conduct a Community Workshop focused on the Environmental Justice and Safety Element
The goal of this workshop is to convene community residents and leaders to build understanding and advocacy capacity around environmental justice and safety issues within the community. The subjects will be explained within the context of the Environmental Justice and Safety elements and the General Plan updating process. Residents will be shown what actions they can take in the planning process and on other fronts to advocate for amelioration of their environmental justice concerns. Secondly, the workshop will offer an opportunity to confirm the existing environmental justice and safety issues identified by CalEnviroScreen data analysis (as summarized in the neighborhood profiles), identify gaps, ground-truth the observations, and determine some immediate community priorities.
Deliverables: M-Group to provide draft presentation materials. CRC will compile presentation materials and finalize for the workshop. CRC will provide final materials to M-Group and the City for review in advance of the workshop. CRC will lead the workshop, obtain sign in/participation records, and provide an outcome summary.
Total Cost of Meeting: $15,565. This covers personnel costs (prep, attendance, summary), food costs and gift card costs.
Task C. Conduct 3 Focus Groups
CRC will develop and implement 3 focus groups to engage with community residents and leaders on environmental justice issues to further identify priorities and to receive extensive guidance on potential policies, programs, and investment solutions to include in the Environmental Justice and Safety elements. Rooted in an understanding that those closest to the problems are often closest to the solutions, CRC will develop and implement three focus groups, as recommended by the CCCT, to address multicultural and language barriers to meet residents where they are. In collaboration with the CBOs, CRC will lead distinct focus groups for the LatinX community in Spanish, an English-speaking group and either a youth group or a group Page F-2.23
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 for elderly residents. CRC will seek guidance from the CCCT to finalize the selection of focus groups for this process.
Deliverables: CRC and CBO partners will facilitate the focus group meetings and outreach. Prior to meetings or notification of meetings, CRC will provide draft outreach materials for review to M-Group and the City. CRC will provide a summary of findings in a report to M-Group.
Cost per Meeting: $14,793.33. This covers personnel costs, CBO costs, translation costs, printing, food costs and gift card costs.
Total Cost of all 3 Meetings: $44,380. This covers personnel costs, CBO costs, translation costs, printing, food costs and gift card costs.
Task D. Prepare and Distribute Survey
This task will augment, acknowledge, and respond to community feedback from the previous city-wide survey. CRC will conduct an Environmental Justice/Safety Elements survey to more deeply engage and solicit input from our residents suffering environmental injustices. The survey will seek to get community wide input on Environmental Justice and Safety element issues and affirm priorities and policies that emerged from the Environmental Justice Community Workshop and community focus groups. CRC will lead the development and implementation of the survey with guidance from the CCCT and support as needed from the City and M-Group. CRC will work directly with the Belle Haven CCCT to finalize survey questions and survey methodology. The survey will include comprehensive qualitative and quantitative elements and robust demographic and socioeconomic profiles of respondents. Responses will be analyzed with statistical rigor. Building off our previous collaboration with the Climate Change survey in East Palo Alto, CRC will subcontract to bring City Systems onboard to assist with the EJ and Safety Element Survey.
City Systems will assist CRC in facilitation of meetings with the Belle Haven CCCT and other community stakeholders to co-design the survey questionnaire, based on stakeholder-identified gaps in understanding of community awareness, concerns, and priorities regarding environmental justice and hazards. Second, City Systems will assist in preparing digital and paper-based survey forms, collaborating with other partners to provide all necessary translation of materials. Third, City Systems will prepare an online performance tracking tool that will enable volunteer surveyors to be assigned specific census blocks in which to conduct door-todoor outreach and log real-time progress. Using 2020 Decennial Census data, the tool will enable targeting of outreach efforts in specific blocks so as to align the demographic distribution of responses as much as possible with the population distribution. Fourth, City Systems will lead data cleaning and analysis, including the tabulation of responses by demographic and socioeconomic characteristics. These anonymized results will be disseminated in the form of static graphics as well as an interactive web dashboard. Fifth, City Systems will be available to assist CRC to give presentations about the survey results with community stakeholders, as needed.
Deliverables: CRC, in coordination with City Systems, the CBOs, and CCCT will craft and administer the survey questions. Prior to administering the survey CRC will provide a draft for review to M-Group and the City. CRC will also coordinate with City Systems to provide a final Survey report to M-Group and City of Menlo Park. CRC will also provide a signed MOU by City Systems for their services to the City for approval.
Total Cost: $53,650. Covers personnel costs, City Systems costs, CBO costs, translation, printing and mail costs, and gift card costs for survey completion and lottery.
Page F-2.24
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Task E. Provide a final summary report of outreach efforts to M-Group and the City.
CRC will prepare a final summary of the community outreach and engagement efforts with key outcomes collected and shared in summary form in a final report delivered to M-Group and the City.
Deliverables: CRC will provide a summary report of the outreach efforts (workshop, focus groups, and survey outreach efforts) to the City and M-Group for the purpose of drafting the Environmental Justice and Safety Elements.
Total Cost: $7,433. Covers personnel costs.
Phase 2: Outreach after the release of the draft EIR and EJ and Safety Elements Task A. Coordinate with CCCT on messaging for the delivery of draft EIR and Environmental Justice & Safety Elements
CRC will present findings and the draft EIR and Elements to the CCCT in collaboration with the City and M-Group.
Deliverables: CRC to provide a memo with recommendations on how to share documents with the community based on feedback and conversations with the CCCT.
Total Costs: $15,075. Covers personnel costs, including attendance, preparation of materials, and summaries for M-Group.
Task B. Get feedback from Community through outreach events CRC will coordinate with M-Group and the City to present the draft EIR and Environmental and Safety Elements to the community over three community meetings or workshops. CBOs will support the outreach with culturally and linguistically appropriate messaging for the population they serve.
Deliverables: CRC will conduct three meetings or workshops with the community on various documents related to the drafts EJ and Safety Elements. CRC will provide final materials to MGroup and the City for review in advance of the events. CRC will then provide summary reports of the community outreach and engagement efforts to M-Group and the City.
Cost per Meeting: $7,048.33. This covers personnel costs (preparation, attendance, and creation of summaries for M-Group), translation costs, printing, food costs and gift card costs.
Total Cost of all 3 Meetings: $21,145. This covers personnel costs (preparation, attendance, and creation of summaries for M-Group), translation costs, printing, food costs and gift card costs.
Work Plan and Preliminary Timeline
Task Description Projected Time (2022)
1) CCCT Meetings Monthly meetings from March-December
2) EJ Community Workshop Week of March 28th (Potential Date: March 31st) 3) Focus Groups Mid-April, Submit report of findings in late-April Page F-2.25
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 4) EJ/Safety Elements Survey Begins following Mid-May focus groups and will continue through the end of June.
Preliminary findings of survey at the end of May.
Survey Final Report submission at the end of
June.
5) Community Engagement to respond to
Draft EJ/Safety Elements in advance of
adoption hearings
June - October
Page F-2.26
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Proposed Budget for EJ and Safety Element Community Engagement Item Description Cost
Phase 1
Task A: Outreach Strategy and CCCT Coordination
Executive Director Execution of Deliverables, 100 hrs @ $63/hr $6,300 Outreach Coordinator Execution of Deliverables, 120 hrs @ $30/hr $3,600 Program Manager Execution of Deliverables, 50 hrs @ $47/hr $2,350 Subtotal Task A $12,250
Task B: Community Workshop
Executive Director Execution of Deliverables, 80 hrs @ $63/hr $5,040 Outreach Coordinator Execution of Deliverables, 100 hrs @ $30/hr $3,000 Program Manager Execution of Deliverables, 75 hrs @ $47/hr $3,525 Translation of Materials 3 hours X $80/hr (4 languages) $320 Interpreter at Meeting 3 hours X $80/hr $480
Gift Cards for Workshop attendees 40 attendees X $50 $2,000 Food 40 attendees X $20 $800
Notification Materials Printing $400
Subtotal Task B $15,565
Task C: Focus Groups
Executive Director Execution of Deliverables, 50 hrs @ $63/hr $3,150 Outreach Coordinator Execution of Deliverables, 150 hrs @ $30/hr $4,500 Program Manager Execution of Deliverables, 90 hrs @ $47/hr $4,230 CBO partnerships Personnel time for outreach and consultation, $7,500 each X 3
$22,500
Translation of Materials 3 hours X $80/hr (4 languages) $240 Interpreter at Meeting 12 hours X $80/hr $960
Gift Cards for (3) Focus Groups 40 attendees X $50 X 3 groups $6,000 Food for (3) Focus Groups 40 attendees X $20 X 3 groups $2,400 Notification Materials Printing $400
Subtotal Task C $44,380
Task D: Survey
Page F-2.27
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Executive Director Execution of Deliverables, 100 hrs @ $63/hr $6,300 Outreach Coordinator Execution of Deliverables, 100 hrs @ $30/hr $3,000 Program Manager Execution of Deliverables, 100 hrs @ $47/hr $4,700 CBO partnerships Personnel time for outreach and consultation, $7,500 each X 3
$22,500
Translation of Materials 3 hours X $80/hr (4 languages) $240 Interpreter at Meeting 2 hours X $80/hr $160
Consultant (City Systems) For
survey
110 hours X $125/hr $13,750
Mailing of Postcards for Survey Mailing Post $500
Lottery associated with Survey 10 X $100 gift Card $1,000 Survey Gift Cards 300 surveys X $5 $1,500
Subtotal Task D $53,650
Task E: Final Summary
Executive Director Execution of Deliverables, 61 hrs @ $63/hr $3,843 Outreach Coordinator Execution of Deliverables, 10 hrs @ $30/hr $300 Program Manager Execution of Deliverables, 70 hrs @ $47/hr $3,290 Subtotal Task E $7,433
Subtotal Phase 1 $133,278
Phase 2
Task A: Outreach Strategy and CCCT Coordination
Executive Director Execution of Deliverables, 115 hrs @ $63/hr $7,245 Outreach Coordinator Execution of Deliverables, 120 hrs @ $30/hr $3,600 Program Manager Execution of Deliverables, 90 hrs @ $47/hr $4,230 Subtotal Task A $15,075
Task B: Community Workshops/Meetings x3
Executive Director Execution of Deliverables, 50 hrs @ $63/hr $3,150 Outreach Coordinator Execution of Deliverables, 120 hrs @ $30/hr $3,600 Program Manager Execution of Deliverables, 85 hrs @ $47/hr $3,995 Translation of Materials 10 hours (for 4 languages) X $80/hr $800 Interpreter at Meeting 10 hours X $80/hr $800
Gift Cards for Workshop attendees 40 people X $50 X 3 meetings $6,000 Food 40 people X $20 X 3 meetings $2,400
Page F-2.28
m-group.us 51 E Campbell Ave, #1247, Campbell, CA 95009 408.340.5642 Notification Materials Printing $400
Subtotal Task B $21,145
Subtotal Phase 2 $36,220
Indirect Cost
Overhead 10% Overhead Cost $16,820
Total $186,318
Page F-2.29
1 CC Rev 20210301
CONSULTANT AGREEMENT
City Manager’s Office
701 Laurel St., Menlo Park, CA 94025
tel 650-330-6620
Agreement #:
AGREEMENT FOR SERVICES BETWEEN
THE CITY OF MENLO PARK AND METROPOLITAN PLANNING GROUP (M-GROUP) THIS AGREEMENT made and entered into at Menlo Park, California, this _____________________, by and between the CITY OF MENLO PARK, a Municipal Corporation, hereinafter referred to as "CITY," and METROPOLITAN PLANNING GROUP (M-GROUP), hereinafter referred to as “FIRST PARTY.”
WITNESSETH:
WHEREAS, CITY desires to retain FIRST PARTY to provide certain professional services for CITY in connection with that certain project called: Housing element update WHEREAS, FIRST PARTY is licensed to perform said services and desires to and does hereby undertake to perform said services.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS, PROMISES AND CONDITIONS of each of the parties hereto, it is hereby agreed as follows:
1. SCOPE OF WORK
In consideration of the payment by CITY to FIRST PARTY, as hereinafter provided, FIRST PARTY agrees to perform all the services as set forth in Exhibit "A," Scope of Services.
2. SCHEDULE FOR WORK
FIRST PARTY's proposed schedule for the various services required pursuant to this agreement will be as set forth in Exhibit "A," Scope of Services. CITY will be kept informed as to the progress of work by written reports, to be submitted monthly or as otherwise required in Exhibit "A.” Neither party shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents or other events beyond the control of the other, or the other's employees and agents.
FIRST PARTY shall commence work immediately upon receipt of a "Notice to Proceed" from CITY.
The "Notice to Proceed" date shall be considered the "effective date" of the agreement, as used herein, except as otherwise specifically defined. FIRST PARTY shall complete all the work and deliver to CITY all project related files, records, and materials within one month after completion of all of FIRST PARTY's activities required under this agreement.
3. PROSECUTION OF WORK
FIRST PARTY will employ a sufficient staff to prosecute the work diligently and continuously and will complete the work in accordance with the schedule of work approved by the CITY. (See Exhibit "A," Scope of Services).
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ATTACHMENT B Page F-2.30
2 CC Rev 20210301
4. COMPENSATION AND PAYMENT
A. CITY shall pay FIRST PARTY an all-inclusive fee that shall not exceed $982,000 as described in Exhibit "A," Scope of Services. All payments shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the City determines that the quantity or quality of the work performed is unacceptable.
B. FIRST PARTY's fee for the services as set forth herein shall be considered as full compensation for all indirect and direct personnel, materials, supplies and equipment, and services incurred by FIRST PARTY and used in carrying out or completing the work.
C. Payments shall be monthly for the invoice amount or such other amount as approved by CITY. As each payment is due, the FIRST PARTY shall submit a statement describing the services performed to CITY.
This statement shall include, at a minimum, the project title, agreement number, the title(s) of personnel performing work, hours spent, payment rate, and a listing of all reimbursable costs. CITY shall have the discretion to approve the invoice and the work completed statement. Payment shall be for the invoice amount or such other amount as approved by CITY.
D. Payments are due upon receipt of written invoices. CITY shall have the right to receive, upon request, documentation substantiating charges billed to CITY. CITY shall have the right to perform an audit of the FIRST PARTY's relevant records pertaining to the charges.
5. EQUAL EMPLOYMENT OPPORTUNITY
A. FIRST PARTY, with regard to the work performed by it under this agreement shall not discriminate on the grounds of race, religion, color, national origin, sex, handicap, marital status or age in the retention of sub-consultants, including procurement of materials and leases of equipment.
B. FIRST PARTY shall take affirmative action to insure that employees and applicants for employment are treated without regard to their race, color, religion, sex, national origin, marital status or handicap.
Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation and selection for training including apprenticeship.
C. FIRST PARTY shall post in prominent places, available to employees and applicants for employment, notices setting forth the provisions of this non-discrimination clause.
D. FIRST PARTY shall state that all qualified applications will receive consideration for employment without regard to race, color, religion, sex, national origin, marital status or handicap.
E. FIRST PARTY shall comply with Title VI of the Civil Rights Act of 1964 and shall provide such reports as may be required to carry out the intent of this section.
F. FIRST PARTY shall incorporate the foregoing requirements of this section in FIRST PARTY’s agreement with all sub-consultants.
6. ASSIGNMENT OF AGREEMENT AND TRANSFER OF INTEREST
A. FIRST PARTY shall not assign this agreement, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of the CITY thereto, provided, however, that claims for money due or to become due to the FIRST PARTY from the CITY under this agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of an intended assignment or transfer shall be furnished promptly to the CITY.
B. In the event there is a change of more than 30 percent of the stock ownership or ownership in FIRST PARTY from the date of this agreement is executed, then CITY shall be notified before the date of said change of stock ownership or interest and CITY shall have the right, in event of such change in stock ownership or interest, to terminate this agreement upon notice to FIRST PARTY. In the event CITY is not notified of any such change in stock ownership or interest, then upon knowledge of same, it shall be deemed that CITY has terminated this agreement.
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Page F-2.31
3 CC Rev 20210301
7. INDEPENDENT WORK CONTROL
It is expressly agreed that in the performance of the service necessary for compliance with this agreement, FIRST PARTY shall be and is an independent contractor and is not an agent or employee of CITY. FIRST PARTY has and shall retain the right to exercise full control and supervision of the services and full control over the employment, direction, compensation and discharge of all persons assisting FIRST PARTY in the performance of FIRST PARTY's services hereunder. FIRST PARTY shall be solely responsible for its own acts and those of its subordinates and employees.
8. CONSULTANT QUALIFICATIONS
It is expressly understood that FIRST PARTY is licensed and skilled in the professional calling necessary to perform the work agreed to be done by it under this agreement and CITY relies upon the skill of FIRST PARTY to do and perform said work in a skillful manner usual to the profession. The acceptance of FIRST PARTY's work by CITY does not operate as a release of FIRST PARTY from said understanding.
9. NOTICES
All notices hereby required under this agreement shall be in writing and delivered in person or sent by certified mail, postage prepaid or by overnight courier service. Notices required to be given to CITY shall be addressed as follows:
Deanna Chow
Community Development
City of Menlo Park
701 Laurel St.
Menlo Park, CA 94025
650-330-6733
[email protected]
Notices required to be given to FIRST PARTY shall be addressed as follows:
Geoff Bradley
Metropolitan Planning Group (M-Group)
307 Orchard City Drive, Suite 10
Campbell, CA 9500
408-340-5642
[email protected]
Provided that any party may change such address by notice, in writing, to the other party and thereafter notices shall be addressed and transmitted to the new address.
10. HOLD HARMLESS
The FIRST PARTY shall defend, indemnify and hold harmless the CITY, its subsidiary agencies, their officers, agents, employees and servants from all claims, suits or actions that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the FIRST PARTY brought for, or on account of, injuries to or death of any person or damage to property resulting from the performance of any work required by this agreement by FIRST PARTY, its officers, agents, employees and servants.
Nothing herein shall be construed to require the FIRST PARTY to defend, indemnify or hold harmless the CITY, its subsidiary agencies, their officers, agents, employees and servants against any responsibility to liability in contravention of Section 2782.8 of the California Civil Code.
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Page F-2.32
4 CC Rev 20210301
11. INSURANCE
A. FIRST PARTY shall not commence work under this agreement until all insurance required under this Section has been obtained and such insurance has been approved by the City, with certificates of insurance evidencing the required coverage.
B. There shall be a contractual liability endorsement extending the FIRST PARTY's coverage to include the contractual liability assumed by the FIRST PARTY pursuant to this agreement. These certificates shall specify or be endorsed to provide that thirty (30) days' notice must be given, in writing, to the CITY, at the address shown in Section 9, of any pending cancellation of the policy. FIRST PARTY shall notify CITY of any pending change to the policy. All certificates shall be filed with the City.
1. Workers' compensation and employer's liability insurance:
The FIRST PARTY shall have in effect during the entire life of this agreement workers' compensation and Employer's Liability Insurance providing full statutory coverage. In signing this agreement, the FIRST PARTY makes the following certification, required by Section 18161 of the California Labor Code: "I am aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of the Code, and I will comply with such provisions before commencing the performance of the work of this agreement" (not required if the FIRST PARTY is a Sole Proprietor).
2. Liability insurance:
The FIRST PARTY shall take out and maintain during the life of this agreement such Bodily Injury Liability and Property Damage Liability Insurance (Commercial General Liability Insurance) on an occurrence basis as shall protect it while performing work covered by this agreement from any and all claims for damages for bodily injury, including accidental death, as well as claims for property damage which may arise from the FIRST PARTY's operations under this agreement, whether such operations be by FIRST PARTY or by any sub-consultant or by anyone directly or indirectly employed by either of them. The amounts of such insurance shall be not less than one million dollars ($1,000,000) per occurrence and one million dollars ($1,000,000) in aggregate, or one million dollars ($1,000,000) combined single limit bodily injury and property damage for each occurrence. FIRST PARTY shall provide the CITY with acceptable evidence of coverage, including a copy of all declarations of coverage exclusions. FIRST PARTY shall maintain Automobile Liability Insurance pursuant to this agreement in an amount of not less than one million dollars ($1,000,000) for each accident combined single limit or not less than one million dollars ($1,000,000) for any one (1) person, and one million dollars ($1,000,000) for any one (1) accident, and Three Hundred Thousand Dollars, ($300,000) property damage.
3. Professional liability insurance:
FIRST PARTY shall maintain a policy of professional liability insurance, protecting it against claims arising out of the negligent acts, errors, or omissions of FIRST PARTY pursuant to this agreement, in the amount of not less than one million dollars ($1,000,000) per claim and in the aggregate. Said professional liability insurance is to be kept in force for not less than one (1) year after completion of services described herein.
C. CITY and its subsidiary agencies, and their officers, agents, employees and servants shall be named as additional insured on any such policies of Commercial General Liability and Automobile Liability Insurance, (but not for the Professional Liability and workers' compensation), which shall also contain a provision that the insurance afforded thereby to the CITY, its subsidiary agencies, and their officers, agents, employees, and servants shall be primary insurance to the full limits of liability of the policy, and that if the CITY, its subsidiary agencies and their officers and employees have other insurance against a loss covered by a policy, such other insurance shall be excess insurance only.
D. In the event of the breach of any provision of this Section, or in the event any notice is received which indicates any required insurance coverage will be diminished or canceled, CITY, at its option, may, notwithstanding any other provision of this agreement to the contrary, immediately declare a material breach of this agreement and suspend all further work pursuant to this agreement.
E. Before the execution of this agreement, any deductibles or self-insured retentions must be declared to and approved by CITY.
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12. PAYMENT OF PERMITS/LICENSES
Contractor shall obtain any license, permit, or approval if necessary from any agency whatsoever for the work/services to be performed, at his/her own expense, before commencement of said work/services or forfeit any right to compensation under this agreement.
13. RESPONSIBILITY AND LIABILITY FOR SUB-CONSULTANTS AND/OR SUBCONTRACTORS Approval of or by CITY shall not constitute nor be deemed a release of responsibility and liability of FIRST PARTY or its sub-consultants and/or subcontractors for the accuracy and competency of the designs, working drawings, specifications or other documents and work, nor shall its approval be deemed to be an assumption of such responsibility by CITY for any defect in the designs, working drawings, specifications or other documents prepared by FIRST PARTY or its sub-consultants and/or subcontractors.
14. OWNERSHIP OF WORK PRODUCT
Work products of FIRST PARTY for this project, which are delivered under this agreement or which are developed, produced and paid for under this agreement, shall become the property of CITY. The reuse of FIRST PARTY’s work products by City for purposes other than intended by this agreement shall be at no risk to FIRST PARTY.
15. REPRESENTATION OF WORK
Any and all representations of FIRST PARTY, in connection with the work performed or the information supplied, shall not apply to any other project or site, except the project described in Exhibit "A" or as otherwise specified in Exhibit "A."
16. TERMINATION OF AGREEMENT
A. CITY may give thirty (30) days written notice to FIRST PARTY, terminating this agreement in whole or in part at any time, either for CITY's convenience or because of the failure of FIRST PARTY to fulfill its contractual obligations or because of FIRST PARTY's change of its assigned personnel on the project without prior CITY approval. Upon receipt of such notice, FIRST PARTY shall:
1. Immediately discontinue all services affected (unless the notice directs otherwise); and
2. Deliver to the CITY all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated or produced by FIRST PARTY in performing work under this agreement, whether completed or in process.
B. If termination is for the convenience of CITY, an equitable adjustment in the contract price shall be made, but no amount shall be allowed for anticipated profit on unperformed services.
C. If the termination is due to the failure of FIRST PARTY to fulfill its agreement, CITY may take over the work and prosecute the same to completion by agreement or otherwise. In such case, FIRST PARTY shall be liable to CITY for any reasonable additional cost occasioned to the CITY thereby.
D. If, after notice of termination for failure to fulfill agreement obligations, it is determined that FIRST PARTY had not so failed, the termination shall be deemed to have been effected for the convenience of the CITY. In such event, adjustment in the contract price shall be made as provided in Paragraph B of this Section.
E. The rights and remedies of the CITY provided in this Section are in addition to any other rights and remedies provided by law or under this agreement.
F. Subject to the foregoing provisions, the CITY shall pay FIRST PARTY for services performed and expenses incurred through the termination date.
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17. INSPECTION OF WORK
It is FIRST PARTY's obligation to make the work product available for CITY's inspections and periodic reviews upon request by CITY.
18. COMPLIANCE WITH LAWS
It shall be the responsibility of FIRST PARTY to comply with all State and Federal Laws applicable to the work and services provided pursuant to this agreement, including but not limited to compliance with prevailing wage laws, if applicable.
19. BREACH OF AGREEMENT
A. This agreement is governed by applicable federal and state statutes and regulations. Any material deviation by FIRST PARTY for any reason from the requirements thereof, or from any other provision of this agreement, shall constitute a breach of this agreement and may be cause for termination at the election of the CITY.
B. The CITY reserves the right to waive any and all breaches of this agreement, and any such waiver shall not be deemed a waiver of any previous or subsequent breaches. In the event the CITY chooses to waive a particular breach of this agreement, it may condition same on payment by FIRST PARTY of actual damages occasioned by such breach of agreement.
20. SEVERABILITY
The provisions of this agreement are severable. If any portion of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by the mutual consent of the parties.
21. CAPTIONS
The captions of this agreement are for convenience and reference only and shall not define, explain, modify, limit, exemplify, or aid in the interpretation, construction, or meaning of any provisions of this agreement.
22. LITIGATION OR ARBITRATION
In the event that suit or arbitration is brought to enforce the terms of this agreement, the prevailing party shall be entitled to litigation costs and reasonable attorneys' fees. The Dispute Resolution provisions are set forth on Exhibit "B," ‘Dispute Resolution’ attached hereto and by this reference incorporated herein.
23. RETENTION OF RECORDS
Contractor shall maintain all required records for three years after the City makes final payment and all other pending matters are closed, and shall be subject to the examination and /or audit of the City, a federal agency, and the state of California.
24. TERM OF AGREEMENT
This agreement shall remain in effect for the period of May 10, 2021 through January 31, 2023 unless extended, amended, or terminated in writing by CITY.
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25. ENTIRE AGREEMENT
This document constitutes the sole agreement of the parties hereto relating to said project and states the rights, duties, and obligations of each party as of the document's date. Any prior agreement, promises, negotiations, or representations between parties not expressly stated in this document are not binding.
All modifications, amendments, or waivers of the terms of this agreement must be in writing and signed by the appropriate representatives of the parties to this agreement.
26. STATEMENT OF ECONOMIC INTEREST
Consultants, as defined by Section 18701 of the Regulations of the Fair Political Practices Commission, Title 2, Division 6 of the California Code of Regulations, are required to file a Statement of Economic Interests with 30 days of approval of a contract services agreement with the City of its subdivisions, on an annual basis thereafter during the term of the contract, and within 30 days of completion of the contract.
Based upon review of the Consultant’s Scope of Work and determination by the City Manager, it is determined that Consultant IS NOT required to file a Statement of Economic Interest. A statement of Economic Interest shall be filed with the City Clerk’s office no later than 30 days after the execution of the agreement.
IN WITNESS WHEREOF, the parties hereto have executed this agreement on the day and year first above written.
FOR FIRST PARTY:
Signature Date
Printed name Title
Tax ID#
APPROVED AS TO FORM:
Nira F. Doherty, City Attorney Date
FOR CITY OF MENLO PARK:
Starla Jerome-Robinson, City Manager Date
ATTEST:
Judi A. Herren, City Clerk Date
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EXHIBIT “A” – SCOPE OF SERVICES
A1. SCOPE OF WORK
FIRST PARTY agrees to provide consultant services for CITY’s Community Development Department. In the event of any discrepancy between any of the terms of the FIRST PARTY’s proposal and those of this agreement, the version most favorable to the CITY shall prevail. FIRST PARTY shall provide the following services:
Provide general consultant services for projects as determined by the CITY. The detailed scope of work for each task the CITY assigns the consultant shall be referred to as Exhibit A -1, which will become part of this agreement. A notice to proceed will be issued separately for each separate scope of work agreed to between the CITY and FIRST PARTY.
FIRST PARTY agrees to perform these services as directed by the CITY in accordance with the standards of its profession and CITY’s satisfaction.
A2. COMPENSATION
CITY shall pay FIRST PARTY an all-inclusive fee not-to-exceed $982,000 as described in Exhibit A-1, Scope of Services – “Menlo Park Housing & Environmental Justice Elements Budget”. All payments, shall be inclusive of all indirect and direct charges to the Project incurred by FIRST PARTY. The CITY reserves the right to withhold payment if the CITY determines that the quantity or quality of the work performed is unacceptable.
FIRST PARTY’s fee for the services as set forth herein shall be considered as full compensation for all indirect and direct personnel, materials, supplies and equipment, and serviced incurred by FIRST PARTY and used in carrying out or completing the work.
FIRST PARTY shall be paid within thirty (30) days after approval of billing for work completed and approved by the CITY. Invoices shall be submitted containing all information contained in Section A5 below. In no event shall FIRST PARTY be entitled to compensation for extra work unless an approved change order, or other written authorization describing the extra work and payment terms, has been executed by CITY before the commencement of the work.
A3. SCHEDULE OF WORK
FIRST PARTY’S proposed schedule for the various services required will be set forth in Exhibit A-1.
A4. CHANGES IN WORK -- EXTRA WORK
In addition to services described in Section A1, the parties may from time to time agree in writing that FIRST PARTY, for additional compensation, shall perform additional services including but not limited to:
x Change in the services because of changes in scope of the work. x Additional tasks not specified herein as required by the CITY.
The CITY and FIRST PARTY shall agree in writing to any changes in compensation and/or changes in FIRST PARTY’s services before the commencement of any work. If FIRST PARTY deems work he/she has been directed to perform is beyond the scope of this agreement and constitutes extra work, FIRST PARTY shall immediately inform the CITY in writing of the fact. The CITY shall make a determination as to whether such work is in fact beyond the scope of this agreement and constitutes extra work. In the event that the CITY determines that such work does constitute extra work, it shall provide compensation to the FIRST PARTY in accordance with an agreed cost that is fair and equitable. This cost will be mutually agreed upon by the CITY and FIRST PARTY. A supplemental agreement providing for such compensation for extra work shall be negotiated between the CITY and the FIRST PARTY. Such !&
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supplemental agreement shall be executed by the FIRST PARTY and may be approved by the City Manager upon recommendation of the Assistant Community Development Director.
A5. BILLINGS
FIRST PARTY’s bills shall include the following information: A brief description of services performed, project title and the agreement number; the date the services were performed; the number of hours spent and by whom; the current contract amount; the current invoice amount; Except as specifically authorized by CITY, FIRST PARTY shall not bill CITY for duplicate services performed by more than one person. In no event shall FIRST PARTY submit any billing for an amount in excess of the maximum amount of compensation provided in Section A2.
The expenses of any office, including furniture and equipment rental, supplies, salaries of employees, telephone calls, postage, advertising, and all other expenses incurred by FIRST PARTY in the performances of this agreement shall be incurred at the FIRST PARTY’s discretion. Such expenses shall be FIRST PARTY’s sole financial responsibility.
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EXHIBIT “B” - DISPUTE RESOLUTION
B1.0 All claims, disputes and other matters in question between the FIRST PARTY and CITY arising out of, or relating to, the contract documents or the breach thereof, shall be resolved as follows:
B2.0 Mediation
B2.1 The parties shall attempt in good faith first to mediate such dispute and use their best efforts to reach agreement on the matters in dispute. After a written demand for non-binding mediation, which shall specify in detail the facts of the dispute, and within ten (10) days from the date of delivery of the demand, the matter shall be submitted to a mutually agreeable mediator. The Mediator shall hear the matter and provide an informal opinion and advice, none of which shall be binding upon the parties, but is expected by the parties to help resolve the dispute. Said informal opinion and advice shall be submitted to the parties within twenty (20) days following written demand for mediation. The Mediator’s fee shall be shared equally by the parties. If the dispute has not been resolved, the matter shall be submitted to arbitration in accordance with Paragraph B3.1.
B3.0 Arbitration
B3.1 Any dispute between the parties that is to be resolved by arbitration as provided in Paragraph B2.1 shall be settled and decided by arbitration conducted by the American Arbitration Association in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association, as then in effect, except as provided below. Any such arbitration shall be held before three arbitrators who shall be selected by mutual agreement of the parties; if agreement is not reached on the selection of the arbitrators within fifteen (15) days, then such arbitrator(s) shall be appointed by the presiding Judge of the court of jurisdiction of the agreement.
B3.2 The provisions of the Construction Industry Arbitration Rules of the American Arbitration Association shall apply and govern such arbitration, subject, however to the following:
B3.3 Any demand for arbitration shall be writing and must be made within a reasonable time after the claim, dispute or other matter in question as arisen. In no event shall the demand for arbitration be made after the date that institution of legal or equitable proceedings based on such claim, dispute or other matter would be barred by the applicable statute of limitations.
B3.4 The arbitrator or arbitrators appointed must be former or retired judges, or attorneys at law with last ten (10) years’ experience in construction litigation.
B3.5 All proceedings involving the parties shall be reported by a certified shorthand court reporter, and written transcripts of the proceedings shall be prepared and made available to the parties.
B3.6 The arbitrator or arbitrators must be made within and provide to the parties factual findings and the reasons on which the decisions of the arbitrator or arbitrators is based.
B3.7 Final decision by the arbitrator or arbitrators must be made within ninety (90) days from the date of the arbitration proceedings are initiated.
B3.8 The prevailing party shall be awarded reasonable attorneys’ fees, expert and non-expert witness costs and expenses, and other costs and expenses incurred in connection with the arbitration, unless the arbitrator or arbitrators for good cause determine otherwise.
B3.9 Costs and fees of the arbitrator or arbitrators shall be borne by the non-prevailing party, unless the arbitrator or arbitrators for good cause determine otherwise.
B3.10 The award or decision of the arbitrator or arbitrators, which may include equitable relief, shall be final, and judgment may be entered on it in accordance with applicable law in any court having jurisdiction over the matter.
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1 TASK 1 - Project Administration
TASK 2 - Community Outreach & Engagement
TASK 3 - Housing Element and Related Work
TASK 4 - Environmental Justice and Safety Element
TASK 5 - Environmental, VMT and Fiscal Reviews
TASK 6 – Fiscal Analysis
TASK 7 – Public Review of Documents
TASK 8 – Transportation Analysis
TASK 9 – Environmental Analysis
TASK 10 – Adoption & Certifications
TASK 1 | PROJECT ADMINISTRATION
Task 1.1. Project Kick-off Meeting with City Council
M-Group will present a kick-off meeting with the City Council to over the approach to the Housing Element. MGroup will present the draft community outreach plan, schedule, and roles & expectations for the decision-making bodies.
Deliverable(s): Kick-off meeting presentation
Task 1.2. Housing Element Update to Housing Commission and Planning Commission After the kick-off meeting with the City Council, M-Group with City staff will provide an update to the Housing Commission and the Planning Commission on the Housing Element project. It is anticipated the community outreach will commence after the establishment of the Community Engagement and Outreach Committee.
Deliverable(s): One (1) Housing Commission Update Presentation One (1) Planning Commission Update Presentation
Task 1.3. Finalize and Update Schedule
M-Group will prepare a detailed schedule with milestones and dates for completion of tasks. Monthly updates will also be provided in the schedule. In the event of project delays, we will advise the City’s project manager on the strategies to correct and mitigate. The schedule will reflect tasks and milestones for City Council adoption of the Housing Element by December 15, 2022, and related project components.
Deliverable(s): One (1) final Schedule in MS Excel
Task 1.4. Project Management and Coordination
M-Group will communicate with City staff via telephone, video conferencing, and email throughout the project to ensure objectives and milestones are being achieved. It is assumed that there will be regular meetings (approximately every two weeks) with Planning staff, including staff with other departments and organizations.
M-Group will provide regular email progress reports to the City project manager. M-Group and City staff will maintain an online file transfer folder on Box (or other agreed-to platform) for all project materials, which will be accessible to City staff and consultants. We will coordinate with 21 Elements to ensure a cohesive product.
Deliverable(s): Bi-weekly meetings or phone calls with City staff (1 hour) Other scheduled calls/meetings
Agendas for calls/meetings with City staff (electronic copies in PDF) Call summaries with follow up items (electronic copies in PDF), M-Group staff will type notes during meetings
Set up document sharing folder
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WORK PLAN OVERVIEW
The process to develop the Housing and Environmental Justice Elements update is comprised of ten major task items which are further detailed by subtasks, optional tasks, and deliverables. The Scope, Budget and Schedule are all structured on the following 10 major tasks:
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2 Task 1.5. Coordination with HCD
M-Group will coordinate with HCD for the adoption of the housing element throughout the project. M-Group will utilize any HCD consultation work completed by 21 Elements.
Deliverable(s): Written call summaries or correspondence with HCD (electronic copies in PDF) TASK 2 | COMMUNITY OUTREACH & ENGAGEMENT
M-Group is dedicated to effective community outreach and engagement. We use proven methods and are always developing new tools for engagement, including online tools, videos and physical exercises to broadcast and elicit ideas. We are assuming that initial outreach for this plan will be conducted virtually due to the Covid-19 pandemic.
Our outreach approach draws from experience leading and facilitating complex planning processes as well as serving as City staff. Visual tools for envisioning changes to the City will be developed graphically for understanding by everyone. The core team are seasoned facilitators of public meetings who will tailor the approach to speak to a range of audiences through multiple media.
Focused and meaningful community engagement is an integral part of the Housing Element Update process both because it leads to a higher-quality, implementable plan, and because it’s required by the State. Government Code 65583(c)(7) requires: “The local government shall make a diligent effort to achieve public participation of all economic segments of the community in the development of the housing element, and the program shall describe this effort.” This is a crucial component towards developing inclusive and equitable housing strategies.
M-Group will develop a tailored community outreach program designed to reach all segments of the community, including disadvantaged people and others who find it challenging to engage with local government. Our comprehensive outreach approach could include but is not limited to community-wide and focus group meetings, website materials, online surveys, and other techniques to ensure broad participation of the affected public, including language interpretation and translated materials.
The following table summarizes the plan to ensure various groups are engaged in the process.
Outreach strategies
Group Strategy
Monolingual
speakers
x Flyers, Survey, and Website provided in Spanish
x Individual Phone calls with translation services
x Website with translation to a variety of languages
x Partner with local advocacy groups on translation services Lower income
groups
x Flyers and outreach materials provided to Social Service Providers and advocacy groups.
x Partner with Religious Organizations as many of these organizations represent a diverse group of people
People of
color
x Have community outreach meetings in all neighborhoods/Council Districts x Partner with specific local advocacy groups to spread message x Involve local advocacy groups in the public outreach process. This allows for a higher level of trust when the advocacy groups are part of the outreach effort. x Partner with local advocacy groups for translation services Renters x Obtain multifamily building addresses from the San Mateo County Assessors office to provide outreach to renters.
x Obtain single family home addresses which are not owner occupied. This will list will provide house rentals.
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3 Students x Flyers will be provided to local schools to assist with reaching families with young children.
x Flyers will be distributed to the local libraries
x Flyers will be distributed to local universities and community colleges.
Families with
young
children
x Flyers will be provided to local schools to assist with reaching families with young children.
x Flyers provided to daycare facilities
x Flyers will be distributed at the local Farmers’ Markets Seniors x Flyers will be distributed to senior centers, senior living facilities, and local community colleges with adult learning classes.
x Flyers will be distributed to the local libraries
Veterans x Provide information to the local US Department of Veteran Affairs Physically
disabled
x Ensure that all in person meetings are handicap accessible and have handicap parking.
Hearing
Impaired
x Provide closed captioning for virtual meetings and sign language translator onrequest at in-person meetings Visually
impaired
x Encourage the use of “Be My Eyes” app
Task 2.1. Housing Element Community Engagement and Outreach Committee (CEOC) Meetings Introduction/Training
M-Group and City staff will begin Community Engagement and Outreach (CEOC) meetings by conducting an online training session with the CEOC. There will be time for introductions so that the group will be able to meet each other, City staff, and M-Group consultants.
We will go over expectations for this group and provide guidance on meeting and communication protocols outlined in the Brown Act, as necessary. We will also explain how community outreach and their role as an advisory group will fit into the overall project.
Tour of Menlo Park Neighborhoods
City staff and M-Group will provide a tour of various neighborhoods in Menlo Park. The purpose of this tour is to ensure that all members have an awareness of issues in each of the various neighborhoods throughout Menlo Park. This tour is also intended for all members to meet in person to further build the relationship prior to providing feedback to City staff and project consultants. This will also help the group get to know each other better before delving into the meetings and discussions.
Due to Covid-19, it is expected that everyone will drive individual cars to each tour location. Everyone will also be required to wear masks and maintain proper social distancing from each other.
Monthly Meetings
It is anticipated that the group will meet monthly from approximately June 2021 to November 2021 or as necessary to cover the period of active community engagement for the project. The purpose of the monthly meetings is for the advisory group to discuss outreach events and provide feedback, course corrections and suggestions. As a body subject to the Brown Act, these meetings will be open to the public; and a public comment period will be provided.
At these meetings, the project consultant will provide a status update on the community engagement program and an outline of the planned outreach events for the month. The advisory group can provide feedback and suggestions on the planned events.
Project consultants will provide summary notes for each monthly meeting.
Community Engagement Plan Review
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4 The advisory group will review and provide comments on the community engagement plan. Affirmatively Furthering Fair Housing will be a strong focus of the draft community engagement plan. Members of the public who attend this meeting will also be given the opportunity to provide suggestions on the plan.
Deliverable(s): One (1) Training Session
One (1) Walking Tour
Monthly reports to the Community Outreach Advisory Group Meeting Notes
Task 2.2. City Council Housing Subcommittee Updates
M-Group along with City staff will provide periodic updates the City Council Housing Subcommittee. We anticipate three (3) update meetings with the City Council Housing Subcommittee. The first meeting will mostly consist of M-Group and City staff asking the subcommittee about priorities for the Housing Element Update.
Deliverable(s): Five (5) update meetings to the City Council Housing Subcommittee Meeting Notes
Task 2.3. Community Engagement Plan
In collaboration with City staff, M-Group will draft an innovative and inclusive community engagement plan that emphasizes contacting groups that are traditionally under-represented in a public outreach process, such as nonEnglish language speakers, disadvantaged communities, evening-time workers, people of color, renters, students, small businesses, seniors, families with young children, and other groups. The outreach will address affirmatively furthering fair housing (AFFH) opportunities and environmental justice. M-Group will use web-based tools to supplement outreach as part of community engagement. M-Group will work with the City to provide outreach and community engagement that accommodates traditionally hard-to-reach populations within the community.
For all community engagement and public meetings, M-Group will facilitate meetings, as needed, and produce relevant display materials and handouts for the public meetings in English and Spanish. M-Group will also create detailed written meeting notes for distribution. City staff will be responsible for scheduling, coordinating, noticing, facilities, and set-up for the public meetings. The Community Engagement Plan will include a list and all planned outcomes of all expected meetings, events, and activities.
Deliverable(s): One (1) electronic copy (MS Word) of the Community Engagement Plan One (1) electronic copy (PDF) general fact sheets
Attend at One (1) Joint Housing Commission/Planning Commission Meeting Task 2.4. Master Contact List
M-Group will develop and maintain a master contact list for the distribution of materials, meeting notices and announcements. As part of the Master Contact List, we anticipate providing information to various organizations and request that they further distribute information to their individual contact lists. The list will include the Housing Authority of the County of San Mateo, Housing Advocates, Schools, Libraries, Recreation Center, Religious Organizations (in and near Menlo Park), Community Groups, Major Employers, Senior Centers, and Survey respondents.
Deliverable(s): One (1) master contact list in MS excel format Task 2.5. Partner with Local Non-Profit Community Groups As part of the overall outreach approach, M-Group will partner with local non-profit community groups and involve them in the outreach program. We would also ask for their assistance with translation services.
Deliverable(s): Involve non-profit community groups in the outreach process Task 2.6. Social Media
M-Group will create and maintain a Facebook Page in English and Spanish for this project. M-Group will also maintain a Twitter account in English and Spanish for this project. We will periodically provide updates on these social media platforms regarding outreach and project milestones. !&
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5 Deliverable(s): Two (2) Facebook page (English and Spanish) Two (2) Twitter accounts (English and Spanish)
Task 2.7. Electronic Media
M-Group will develop email blasts and social media blurbs to provide consistent communication with individuals on the master contact list.
Deliverable(s): Various email blasts and social media blurbs Task 2.8. Print Media/ PDF Utilization
M-Group will utilize flyers prepared by 21 Elements. M-Group assumes 21 Elements will provide flyers in English and Spanish. M-Group assumes that the City will mail out the Flyers or print out hard copies to be distributed to various organizations. Flyers will be used in the following ways:
x M-Group will work with City staff to obtain multifamily building addresses from the San Mateo County Assessor’s office to provide outreach to renters. City staff can mail flyers to these renters. x M-Group will work with City staff to obtain single-family home addresses which are not owner occupied.
This will list will show addresses house rentals. City staff can mail flyers to these renters. x M-Group will work with City staff to get a list of known ADU address to also add to the renters list. City staff can mail flyers to these renters.
x Provided to local schools to assist with reaching families with young children. x Distributed to senior centers, senior living facilities, and local community colleges with adult learning classes.
x Distributed to the local libraries to be provided to their mailing lists. x Provided to all religious organizations, as religious organizations can have a spectrum of economic classes. x Provided to the local US Department of Veteran Affairs x Provided to Major Employers
x Provided to Daycare Facilities
x Provided to Park and Recreation List
x Provided to Social Service Providers
x Distributed to all individuals and organizational contacts in our Master Contact List. x Provided to all City facilities including the Belle Haven Neighborhood Service Center x Boys and Girls Club of the Peninsula (Belle Haven)
M-Group will utilize Posters (in English and Spanish) provided by 21 Elements. We assume City staff can print posters and assist with distributing posters to the following places: Grocery Stores, Goodwill, Walgreens, Menlo Park Library, Post Office, Local Hospitals and Clinics.
Deliverable(s): Assist City staff with various tasks regarding the distribution of print material Task 2.9. General Survey
M-Group will develop a survey in conjunction with City staff to gain information about the community, housing needs, housing related concerns, and issues that may not be readily evident. This survey will be provided in English and Spanish (with other languages upon request). Results of the survey will be available on the website.
Deliverable(s): One (1) electronic survey (In English and Spanish) Task 2.10. Housing Introduction Seminar
M-Group will provide a Housing Introduction Seminar online for people who want to understand Housing Issues in Menlo Park. This would be done in conjunction with 21 Elements. This seminar would also outline the major themes of the housing element update.
Deliverable(s): One (1) virtual housing introduction seminar Task 2.11. Focus Groups
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6 M-Group will work with City staff to identify appropriate community groups or other interest groups to engage as focus groups early in the planning process. We will conduct up to five (5) focus groups for groups up to ten participants as part of the Community Engagement at the beginning of the outreach program. One of the focus groups will include the San Mateo County Housing Authority and housing advocates. Meetings will be visually recorded and facilitated in Miro, an online whiteboarding tool. Real-time polling can be used in these stakeholder meetings.
Deliverable(s): Five (5) Focus Groups
Notes for each stakeholder meeting
Task 2.12. Individual Interviews (and/ or small group meetings) M-Group will conduct up to twenty-four (24) phone and/or video conference interviews as part of the community outreach. Individual interviews provides for communication with people who may have a difficulty speaking English, and translation services can be provided. Individual phone calls can provide flexibility when contacting people with disabilities. In addition, individuals without reliable internet access may be able to provide comment over the phone.
Deliverable(s): Up to twenty-four (24) individual interviews, with translation services One (1) electronic copy (MS Word) of the notes for each interview Task 2.13. General Outreach Meetings by Council District M-Group will conduct up to five (5) general outreach meetings, one for each council district. Possible locations for outdoor outreach meetings could include: Government centers, farmers’ markets, parks/outdoor public spaces, schools, community centers, and libraries.
Deliverable(s): Up to five (5) general outreach meetings, with translation services One (1) electronic copy (MS Word) of the notes for each meeting interview Task 2.14. Project Gallery (Main Library & Belle Haven Library) M-Group will work with City staff to prepare a gallery in a large conference room in the Library or other publicly accessible space (that is handicap accessible) or large room for the project. This would allow people to come and understand the project without internet access. This Gallery will have maps, a project website kiosk, a survey kiosk, comment box, posters, and project schedule. In addition, educational videos from the housing symposium can be provided. People would be able to come as go as is convenient for them during the hours of operation.
Deliverable(s): Assist City staff with setting up and maintaining two project gallery spaces, one in the main library and one in the Belle Haven neighborhood.
Task 2.15. Farmers’ Market Pop-up Booth
M-Group will host four (4) Downtown Farmers’ Market Pop-up booths. The pop-up booths will provide flyers, posters and other information about the housing element update and the outreach program. As an option (not included in this scope), additional pop-ups can be coordinated with the Menlo Park Chamber of Commerce events.
To the extent the Belle Haven Market has transitioned to a drive-thru mobile farmers’ market, we would collaborate an appropriate method to participate with them.
Deliverable(s): Host four (4) pop-up booths at the farmers’ markets Task 2.16. Webpage (optional)
M-Group will create and maintain a project web page that collects all comments, GIS resources, project documents, current activities/calendars, surveys, and links to related agencies and non-profits. The webpage will be designed to receive comments from the public throughout the Housing Element Update process, including the Public Review Draft of the Housing Element and Environmental Documents. M-Group will also create and maintain an email distribution list (master contact list) for providing project updates as outlined in Task 2.3.
Deliverable(s): One (1) webpage (in English and Spanish) !&
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7 Task 2.17. Non-Profit Policy and Engagement Technical Support (optional) M-Group will partner with a Bay Area based non-profit (i.e., ChangeLab Solutions) to provide technical support and recommendations on community engagement and policy issues. This additional member of the consulting team will assist in making recommendations to ensure that the policy making, and community engagement has a strong grounding in the most current and effective strategies for healthy and equitable community building.
Deliverable(s): Technical support, on-going as needed.
TASK 3 | LAND USE STRATEGY
Task 3.1. Preliminary Land Use Strategies Descriptions with Housing Commission M-Group in conjunction with 21 Elements, will provide an overview of site selection and specific strategies to implement the RHNA allocation. We will outline different type of site selection options could including:
x Analyze ConnectMenlo Zoning Changes
x 5th Cycle site Reuse
x Accessory Dwelling Units
x Consider Downtown Parking Lots
x Increased housing opportunities in the El Camino Real/Downtown Specific Plan Area x Housing opportunities at Religious Facilities per AB 1851 (new state law) x Convert Commercial Zoning to Mixed-Use
x Consider micro units on sites less than 0.5 acre
x Increase housing opportunities in single family residential areas We anticipate that the Housing Commission and the public will provide comment and feedback on the strategies presented.
Deliverable(s): Presentation at a special Housing Commission meeting for Land Use Strategies Task 3.2. Housing Workshop
M-Group will develop and lead a housing meeting that would allow people to provide input on where housing should go. This meeting will not be about what the options are, rather this meeting will give people the opportunity to place housing units on the various sites with the strategies outlined at the Housing Commission meeting. We will use online tools such as “Maptionnaire Community Engagement Platform” to gain location-based feedback.
We will summarize the comments at the end of the public workshop.
Deliverable(s): One (1) Community Workshop via video conference call, electronic agenda (pdf), and notes (MS Word) from the workshop
Task 3.3. Land Use Meeting with Planning Commission
M-Group present findings of the housing workshop to the Planning Commission. Comments from the Planning Commission would help form the three land use alternatives.
Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word) from the workshop
Task 3.4. Preliminary Land Use Alternatives: City Council Based on the comments from the Housing Workshop and Planning Commission meeting, M-Group will prepare three (3) Draft Land Use Alternatives. These three (3) land use alternatives will be developed in conjunction with the Community Outreach and information provided by 21 Elements. Each land use alternative will have pros and cons for each alternative, a summary of total units achieved, zoning changes, and land use changes that would be required. This meeting would allow the City Council and the Public to provide feedback on the three alternatives. These alternatives would be adjusted appropriately for the Planning Commission Decision on the preferred land use alternative.
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8 Deliverable(s): One (1) City Council Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
Task 3.5. Preferred Land Use Concept: Planning Commission Meeting Based feedback on form the City Council Meeting, M-Group will provide three (3) land use alternatives for the Planning Commission. Each land use alternative will have pros and cons for each alternative, a summary of total units achieved, zoning changes, and land use changes that would be required. In addition, our team will provide fiscal and VMT considerations for each alternative to assist with the decision making.
Deliverable(s): M-Group will assist in the facilitation of a PC workshop to decide on which land use concept to move forward on as the project description
Task 3.6. Objective Design Standards (Optional)
M-Group will prepare Objective Design Standards as needed for sites that are designated for by-right development. These Objective Design Standards could also potentially be weaved into an update for the Menlo Park El Camino Real/Downtown Specific Plan. Updating the Menlo Park El Camino Real/Downtown Specific Plan would require additional budget.
Subtask 3.6.1 Document Review
M-Group will review the General Plan and Zoning Regulations, as well as any other documents identified by City staff. This task will also include field visits and a physical survey of existing housing developments, following all relevant San Mateo County Covid-19 related safety requirements, as well as a review of recent developments in Menlo Park and neighboring communities. Based on a review of these documents and a survey debriefing, MGroup will develop a list of existing design guidance for which objective standards need to be developed. Where necessary, M-Group will develop potential solutions, illustrated by graphic representation and/or recommended development metrics.
Subtask 3.6.2 Staff Meetings
After the land use alternative is chosen, M-Group will work with City staff during a series of up to three (3) meetings to review and discuss how objective development standards would be developed.
Subtask 3.6.3 Stakeholder Meetings
M-Group will hold up to five (5) outreach stakeholder meetings on the objective design standards.
Subtask 3.6.4 Public Review Draft of Objective Design Standards After receiving comments from City staff, M-Group will provide a public review draft of the Objective Design Standards for review at a joint Housing Commission/Planning Commission meeting.
Subtask 3.6.5 Final Draft of Objective Design Standards Based on comments and direction from this meeting, M-Group will provide revisions for adoption of Objective Design Standards for City Council Review. M-Group anticipates that the Objective Design Standards will move forward after the adoption of the Housing Element.
Deliverable(s): Three (3) meetings with City staff
Five (5) stakeholder meetings
Attendance at One (1) joint Housing Commission/Planning Commission Meeting Draft Objective Design Standards
Final Objective Design Standards
TASK 4 | HOUSING ELEMENT
Task 4.1. Document Review
M-Group will review all applicable City, regional, and State documents pertaining to the Housing Element update, including but not limited to the City’s Comprehensive Plan, Coordinated Area Plans, Zoning Ordinance, building codes, State Memos regarding Housing Element Requirements/Affirmative Furthering Fair Housing (AFFH), and !&
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9 any other City of Menlo Park and State housing policies and programs. We will provide a memo of documents that will need to be updated.
Deliverable(s): One (1) electronic Memo (PDF) outlining documents that need to be updated Task 4.2. List of Current General Plan Policies and Programs M-Group will develop a word document of all current General Plan (Connect Menlo) policies and programs by chapter. We will refer to this list for internal consistency with the General Plan and to note if any current General Plan policies needs changes or revisions. The 2015-2023 Housing Element Policies and Programs will be part of this General Plan Policies and Programs list and will be analyzed as part of the 6th Cycle Housing Element Update.
Deliverable(s): One (1) word document of the current General Plan (Connect Menlo) policies and programs
Task 4.3. Review and Evaluation of Current Housing Element M-Group will work closely with the City staff and 21 Elements to determine the status, effectiveness, and appropriateness of the 2015–2023 Housing Element and the entire General Plan. M-Group will review and evaluate the current 2015-2023 Housing Element and Housing Work Plan to:
x Evaluate the status, effectiveness, and appropriateness of the current housing policies and programs and identify any barriers to implementation
x Evaluate the existing Housing Element in relation to current State housing laws and identify any omissions or deficiencies
x Preliminary analysis on General Plan policies to combat housing discrimination in compliance with the recently adopted affirmatively furthering fair housing state law Deliverable(s): One (1) electronic copy (PDF) Baseline Report that summarizes the findings and identifies missing information, revisions needed, and critical issues requiring further analysis.
Task 4.4. Review the City’s RHNA Allocation
M-Group will review the City of Menlo Park’s RHNA allocation. This will include an analysis of previous RHNA construction, existing goals and policies, housing needs and projected needs, and an opportunities and constraints analysis. This will also include preliminary analysis on General Plan policies to combat housing discrimination in compliance with the recently adopted AFFH state law. M-Group will integrate 21 Elements templates and information as a starting point for this review.
Deliverable(s): One (1) Baseline Review report in MS Word and PDF Task 4.5. Review City’s Vacant and Underutilized Land Inventory M-Group will review the City’s vacant and underutilized land inventory based on the 21 Elements inventory. We will augment this information as necessary. The zoning designations, land use designations, and development capacity will be also be assessed.
Deliverable(s): One (1) Electronic table of the vacant and underutilized sites in MS Excel. This table will note Assessor’s Parcel Number (APN), address, size of the parcel, address, Zoning Designation, Land Use Designation, description of existing use, availability of utilities, whether the site is publicly owned or leased, number of units that can currently be accommodated, income category anticipated to accommodate, and whether the site was identified in a previous planning period
One (1) Digital shapefile (ArcGIS) showing each vacant and underutilized site Task 4.6. Compile GIS Shapefiles for Analysis
M-Group will compile various GIS shapefiles for analysis. Shapefiles will include the 5th Cycle Reuse sites, Infrastructure, Zoning, Creeks, Roads, and Fire Hazard areas. These shapefiles will be provided on the City GIS portal. M-Group will keep a local copy of these shapefiles for our internal processes including site selection and land use alternative development.
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10 Deliverable(s): No specific deliverable
Task 4.7. Use of GIS for Site Selection in the context of AFFH M-Group will use GIS to ensure lower-income housing sites are not concentrated in low-resourced areas (lack of access to high performing schools, proximity to jobs, location disproportionately exposed to pollution or other health impacts) or areas of segregation and concentrations of poverty. We will also assess:
x Proximity to transit.
x Access to high performing schools and jobs.
x Access to amenities, such as parks and services.
x Access to health care facilities and grocery stores.
x Available locational scoring criteria for Low-income Housing Tax Credit (TCAC) Program funding x Proximity to available infrastructure and utilities.
Deliverable(s): No specific deliverable
Task 4.8. Prepare Land Use Options in GIS
M-Group will provide the three (3) land use options and the preferred land use option in GIS link so that interested persons can see the options. The preferred land use option will also be provided. These shapefiles will be made available for the City GIS portal.
Deliverable(s): Three (3) land use option shapefiles
One (1) chosen land use option shapefile
Task 4.9. Site Inventory and Regional Housing Needs Allocation (RHNA) M-Group, in conjunction with information provided by 21 Elements, will prepare a site inventory, map, and analysis clearly illustrating the City’s capacity to accommodate the new RHNA. The inventory will identify appropriately zoned sites with necessary infrastructure and services. In keeping with state law, we will document each parcel’s realistic capacity and prepare a map showing all identified sites. M-Group will compare the inventory of available land to the RHNA and draft the adequate sites analysis to clearly describe how the City will accommodate the needs of households at all income levels. The Housing Element Land Inventory and Identification of Sites shall be prepared through the lens of affirmatively furthering fair housing.
M-Group will, as needed, incorporate RHNA figures and data calculations as provided by the Association of Bay Area Governments (ABAG) and current demographic data. We will provide the Adequate Sites table and analysis for the Housing Element Update, which will include: analysis of housing opportunities, along with an “adequate sites analysis” showing the relationship between the City’s RHNA allocation and the City’s dwelling unit capacity, availability of potential housing sites based on zoning, infrastructure, and General Plan policies, requirements, and limitations. M-Group will also work with City staff and 21 Elements to identify potential zoning strategies to address need for additional housing unit capacity.
We will work with the City to determine viable sites based on new State Law requirements, requiring additional analysis for sites smaller than one-half acre, larger than 10 acres, and underutilized sites. We will also identify sites included in the past two housing element cycles that per AB 1397 are now required to allow affordable housing “by-right” in order to continue to count these sites in the inventory. No annexations will be analyzed as part of the site inventory and RHNA allocation.
If sites under one-half acre need to be utilized to meet the RHNA allocation, we can review the potential for micro units allow for an adequate density on a particular site. We will prepare a conceptual design to determine minimum lot widths. We will review parking standards and the potential need for tiny home building code allowances (such as the use of ship ladders and lower ceiling heights) to provide flexibility in the design. In addition, we will use walking score ranking to further determine suitability of individual sites for micro units. Additional options can be reviewed as needed.
In terms of affirmatively furthering fair housing, the identified sites will be assessed for the ability to replace segregated living patterns with truly integrated and balanced living patterns, transforming racially and ethnically concentrated areas of poverty into areas of opportunity. Site selection will ensure that sites zoned to accommodate !&
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11 housing for lower-income households are not concentrated in lower resource areas and segregated, concentrated areas of poverty, but rather dispersed throughout the community, including in areas with access to greater resources, amenities, and opportunity.
Where sites zoned to accommodate housing for lower-income households are located in lower resource areas and segregated concentrated areas of poverty, incorporating policies and programs in the housing element that are designed to remediate those conditions, including place-based strategies that create opportunity in areas of disinvestment (such as investments in enhanced infrastructure, services, schools, jobs, and other community needs).
Opportunity Sites
x Listing of properties will be identified by:
9 Address
9 Assessor Parcel Number
9 Size of Parcel
9 General plan land use designation
9 Zoning designation
9 For non-vacant sites, a description of the existing use of each parcel 9 Whether the site is publicly owned or leased
9 Number of dwelling units that the site can realistically accommodate. (including detailing number of units by income category)
9 Whether the parcel has available or planned and accessible infrastructure 9 The RHNA income category the parcel is anticipated to accommodate 9 If the parcel was identified in a previous planning period site inventory x The site inventory will be prepared using the standards, form, and definitions adopted by HCD. x If a site included in the inventory is owned by the city or county, the housing element will include a description of whether there are any plans to sell the property during the planning period and how the jurisdiction will comply with the Surplus Land Act
x Vacant sites zoned for nonresidential use that allow residential development, residentially zoned sites that are capable of being developed at a higher density (non-vacant sites, including underutilized sites), Sites owned or leased by a city, county, or city and county, Sites zoned for nonresidential use that can be redeveloped for residential use and a program is included to rezone the site to permit residential use. x General description of environmental constraints to the development of housing. x General description of infrastructure (planned/available) including water, sewer, and other dry utilities, including availability and access to distribution facilities. x For non-vacant sites, specify the additional development potential for each site within the planning period and explain the methodology to determine development potential. If Menlo Park relies on non-vacant sites to accommodate 50% or more of its housing need for lower-income households, the “existing use shall be presumed to impede additional residential development, absent findings based on substantial evidence that the use is likely to be discontinued during the planning period.” x Sites identified for housing development that currently or within the last five years contained residential units occupied by lower-income households, or were subject to an affordability requirement or local rent control policy, must be replaced one-for-one with units affordable to the same or lower income levels. x Demonstration of zoning to accommodate the housing need for lower-income households. x Determination of the consistency with affirmatively furthering fair housing (AB 686) x Map of sites will be included in the inventory.
RHNA Considerations
x Number of units built (i.e., building permits issued) between the start of the projection period (June 30, 2022) and the deadline for adopting the housing element (January 15, 2023) - (optional). x Number of units proposed using alternative provisions such as rehabilitation, conversion, preservation, or accessory dwelling units (optional).
x Analysis of whether inventory provides for a variety of housing types (Multifamily rental housing, Factory-built housing, Mobile homes, Housing for agricultural employees, Emergency Shelters, Transitional and supportive housing).
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12 x Replacing segregated living patterns with truly integrated and balanced living patterns, transforming racially and ethnically concentrated areas of poverty into areas of opportunity. x Determination of Adequate Sites.
x Site suitability for lower-income RHNA based HCD best practices x No Net Loss will be addressed as part of the analysis.
Junior ADUs/ADU’s (in conjunction with 21 Elements)
x Analysis of JADU/ADU to meet RHNA numbers, including a description of zoning available to permit ADU/JADUs, development standards and analysis of potential constraints on the development of ADUs. This analysis will also include a plan that incentivizes and promotes the creation of ADUs that can offer affordable rents for very low, low-, or moderate-income households and potential for state grants and financial incentives connected with the planning, construction and operation of affordable ADUs. (Gov. Code § 65583 and Health and Safety Code § 50504.5.)
x The ADU calculation will include a three-part approach: 1) development trends, 2) anticipated affordability (provided by 21 Elements) and 3) resources and incentives. Development trends will consider ADUs permitted in the prior planning period and may also consider more recent trends. M-Group will utilize a rent survey in assessing the potential for ADU/JADUs and affordability. M-group will also describe resources, incentives, policies, programs to encourage ADU/JADUs. (Common approaches include rent surveys of ADUs, using rent surveys and square footage assumptions and data available through the APR pursuant to Government Code section 65400. Resources and incentives include policies and programs to encourage ADUs, such as prototype plans, fee waivers, expedited procedures and affordability monitoring programs.) x The housing element will include a description of zoning available to permit ADUs, including development standards and analysis of potential constraints on the development of ADUs. M-Group will include programs as appropriate to address identified constraints. In addition, we will include a plan that incentivizes and promotes the creation of ADUs that can offer affordable rents for very low, low-, or moderate-income households and requires the California Department of Housing and Community Development to develop a list of state grants and financial incentives in connection with the planning, construction.
Deliverable(s): Site Inventory Analysis will be included in the Administrative Draft Housing Element Map of sites will be included in the Administrative Draft Housing Element Task 4.10. Housing Needs Assessment
M-Group will review the Housing Needs Assessment (including special needs) analysis provided by 21 Elements.
M-Group will provide a memo with the noting the results of the review and if applicable noting any informational gaps that may need to be filled, particularly in the realm of affirmatively furthering fair housing (AFFH). Specific AFFH components include:
x An analysis of available federal, state, and local data and knowledge to identify integration and segregation patterns and trends, racially or ethnically concentrated areas of poverty, disparities in access to opportunity, and disproportionate housing needs within the jurisdiction, including displacement risk. x An assessment of the contributing factors for the fair housing issues x An identification of the jurisdiction’s fair housing priorities and goals, giving highest priority to those factors identified in clause (iii) that limit or deny fair housing choice or access to opportunity, or negatively impact fair housing or civil rights compliance, and identifying the metrics and milestones for determining what fair housing results will be achieved.
x Strategies and actions to implement those priorities and goals, which may include, but are not limited to, enhancing mobility strategies and encouraging development of new affordable housing in areas of opportunity, as well as place-based strategies to encourage community revitalization, including preservation of existing affordable housing, and protecting existing residents from displacement. x A summary of fair housing issues in the jurisdiction and an assessment of the jurisdiction’s fair housing enforcement and outreach capacity.
x An assessment of the contributing factors for the fair housing issues: Recommended Housing Element Sections.
x An identification of the jurisdiction’s fair housing priorities and goals, with priority to those factors identified that limit or deny fair housing choice or access to opportunity, or negatively impact fair housing or civil rights !&
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13 compliance. This requirement includes identification of metrics and milestones for determining what fair housing results will be achieved.
Deliverable(s): One (1) electronic memo in MS Word or PDF format reviewing the housing needs assessment
Task 4.11. Potential Governmental and Non-Governmental Constraints M-Group will review the Governmental and Non-Governmental Constraints provided by 21 Elements as an extension of City staff. M-Group will provide a memo noting any informational gaps that may need to be filled.
Deliverable(s): One (1) electronic memo in MS Word or PDF format reviewing the Governmental and Non-Governmental Constraints
Task 4.12. At-Risk Units
M-Group will provide an inventory and analysis of existing affordable units at risk of converting to market-rate during the planning period. This will include:
x At-risk Units: Inventory of at-risk units (10 years from the housing element due date) x Estimate of replacement versus preservation costs
x Identification of qualified entities and assess risk of loss x Identification of potential funding
BAE will provide replacement construction cost estimates of at-risk housing as part of Task 5.24.
Deliverable(s): This analysis will be included in the administrative draft housing element Task 4.13. Housing Objectives, Policies, and Programs
M-Group will work with City staff (and 21 Elements) to prepare the 2023–2031 Housing Implementation Program.
This will involve updating goals, policies, programs, and quantified objectives (pursuant to Government Code Sections 65583 et seq.) to address identified housing needs and constraints based on the effectiveness and continued appropriateness of existing programs, information received through public outreach, the analysis of constraints, and findings from the needs assessment. A statement of the community’s goals, quantified objectives, and policies relative to the maintenance, preservation, improvement, and development of housing will be provided. In addition, M-Group will work with 21 Elements on the Missing Middle Analysis.
Programs will describe specific steps for implementation and will identify a time frame and responsible department. Programs will include, but not be limited to, a schedule of actions during the planning period; quantifiable objectives and programs to address housing needs for all income levels, the elderly, veterans, and populations with disabilities, special needs, or experiencing homelessness; and meaningful actions to affirmatively further fair housing. Objectives, Programs, and Policies will reflect community values and needs. Strategies and actions to implement those priorities and goals identified in the housing needs assessment may include, but are not limited to:
x Enhancing mobility strategies and promoting inclusion for protected classes x Encouraging development of new affordable housing in high-resource areas x Place-based strategies to encourage community revitalization, including preservation of existing affordable housing
x Protecting existing residents from displacement
M-Group will address significant disparities in housing needs and in access to opportunity, replacing segregated living patterns with truly integrated and balanced living patterns, transforming racially and ethnically concentrated areas of poverty into areas of opportunity, fostering and maintaining compliance with civil rights, and must affirmatively further fair housing.
General Housing Issues
x All new state requirements since the adoption of the existing Housing Element x Consistency and compliance with the rest of the City General Plan elements and community goals x Development controls and regulatory incentives
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14 x Working to provide housing opportunities for all county residents, including the elderly, veterans, those with disabilities, the homeless, and other special needs groups. x Fair housing programs
x Facilitating development of adequate housing and infrastructure to meet the needs of low- and moderateincome households in keeping with the regional fair share allocation x Mitigating any governmental constraints to providing and improving housing x Programs to rezone and any other programs needed to address a shortfall of sites to accommodate the regional housing need, if applicable, and any programs included pursuant to Section 65583.2(h) and (i) or carryover obligation pursuant to Section 65584.09.
x Quantified Objectives and Housing Programs: Provide statement of quantified objectives; Maximum number of units, by income group, including extremely low-income of: New construction; Rehabilitation; and Conservation.
x Programs to rezone and any other programs needed to address a shortfall of capacity for housing for farmworkers that could not be accommodated on sites identified in the inventory, if applicable. x If applicable, programs to facilitate a variety of housing types, including multifamily rental, factory-built housing, mobile homes, housing for agricultural employees, supportive housing, single room occupancy, emergency shelters and transitional and supportive housing. x Program(s) to promote housing opportunities for all persons. M-Group will update financial and programmatic resources available for affordable housing programs and removal of identified constraints, including local and state funding programs, as well as private sector resources. M-Group will assess current and potential housing programs to recommend future programs that will support the City’s housing objectives. x Program(s) to preserve at-risk units.
x A program that promotes and affirmatively furthers fair housing opportunities and fair choice throughout the community for all persons regardless of race, religion, sex, marital status, ancestry, national origin, color, familial status, or disability, and other characteristics protected by the California Fair Employment and Housing Act (FEHA), Government Code Section 65008, and any other state and federal fair housing and planning law.
Affordable housing
x Sources of affordable housing funding
x Preserving and improving existing affordable housing
x Transitional/Supportive Housing
x Inclusionary Housing (Menlo Park’s Affordable Impact fee and Inclusionary Ordinance) x Schedule of specific actions
x Timeline for implementation with a beneficial impact in the planning period; and Identification of agencies and officials responsible for implementing each program. x Programs to assist in the development of housing for extremely low, very low, low and moderate-income households.
x Programs to address governmental constraints and, where appropriate and legally possible, to remove constraints to the maintenance, improvement and development of housing including JADU/ADUs. This will also include an analysis of Menlo Park’s JADU/ADU compliance. x Program(s) to conserve and improve the condition of the existing affordable housing stock.
Other Requirements
In addition to the program analysis, M-Group will provide the following analysis as required by State Law:
x Description of general plan consistency and zoning consistency. x Analysis of construction, demolition, and conversion of housing for lower-income households. x Water and Sewer Priority Analysis.
x An assessment of how Menlo Park will comply with the Housing accountability act. x An inventory and analysis of opportunities to encourage the incorporation of energy-saving features, energysaving materials, and energy-efficient systems and design for residential development.
Deliverable(s): This analysis will be included in the Administrative Draft Housing Element TASK 5 | ADMINISTRATIVE DRAFT DOCUMENTS
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15 M-Group will prepare an Administrative Draft Housing Element (2023-2031) with an implementation program that includes, but not limited to, a schedule of actions during the planning period; quantifiable objectives and programs to address housing needs for all income levels, the elderly, veterans, and populations with disabilities, special needs, or experiencing homelessness; and meaningful actions to affirmatively further fair housing. In addition, M-Group will update the Safety Element, create an Environmental Justice Element, and update the Land Use Element. These updates will follow the timeline of the housing element update. Staff will provide the existing documents in electronic format so amendments and new sections will match the format of the General Plan.
Task 5.1. Administrative Draft Housing Element
M-Group will update the Goals, Policies, and Implementing Programs in the current Housing Element along with the housing need, opportunities, and constraints analysis. The Housing Element shall contain programs specific to the unique needs and challenges facing the City of Menlo Park, and shall satisfy the applicable requirement of the State Housing Law.
Deliverable(s): One (1) electronic copy (PDF and MS Word) of the Administrative Draft Housing Element Task 5.2. Administrative Draft Land Use Element
Based on the RHNA allocation and the results of the public outreach program, a change to the land use map and changes to the land use densities may be required. M-Group will make those changes, as necessary for one (1) land use concept. M-Group will update Land Use Policies as necessary.
Deliverable(s): One (1) electronic copy (PDF and MS Word) of the Administrative Draft Land Use and Circulation Element (Connect Menlo)
One (1) electronic copy (pdf) of the new land use map, as necessary Task 5.3. Administrative Draft Zoning Ordinance and Zoning Map M-Group will provide one administrative draft of the changes to the zoning map and zoning text for the chosen land use plan. M-Group will revise the Zoning Text and Map per City staff comments. M-Group staff will attend one Planning Commission Hearing and one City Council Hearing for the adoption of the revised Zoning Code and Zoning Map.
Deliverable(s): One (1) electronic Copy (MS Word) of draft ordinance language and map Task 5.4. Administrative Draft Environmental Justice Element (SB 1000) As of January 1, 2018, cities and counties are required to either adopt an Environmental Justice Element in their General Plan or integrate environmental justice policies and goals into the elements of the General Plan “upon the adoption or next revision of two or more elements concurrently” (Government Code Section 65302[h][2]).
With the update to the Safety Element and Housing Element, an Environmental Justice Element or environmental justice policies integrated into the General Plan is required. The City has elected to prepare a stand-alone element.
The environmental justice element will be reviewed with the General Plan for internal consistency.
There are disadvantaged communities adjacent to Menlo Park. In addition, we are aware of the investment and disinvestment study done for the areas near the Facebook campus, in particular in the Belle Haven neighborhood.
Subtask 5.4.1. Existing Conditions Memo
As part of this document review task, we will use available online resources to research the underlying issues of pollution exposure, chronic health problems, and other factors leading to the identification of local disadvantaged communities.
As part of preparing the Environmental Justice Element, M-Group will conduct a comprehensive analysis regarding environmental pollution exposure. Using CalEnviroScreen and other available resources. We will research the social, economic, and pollution data sets. We will review other environmental and health databases and resources to identify indicators measuring city-wide inclusivity and equity, as well as underlying socio-economic variables including home purchasing power, unemployment rate, educational attainment, and poverty levels.
This memo will also note Environmental Justice element requirements. The background information will be consolidated into a memorandum with a text summary and map information. The memorandum will be submitted !&
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16 electronically to the City for staff review. The City will be responsible for collecting all staff comments into a single document using Microsoft Word’s track changes function. This scope and budget assume two rounds of comments and revisions with City staff. M-Group will incorporate these comments into the Environmental Justice Element.
Subtask 5.4.2. Environmental Justice Element
M-Group will prepare an Environmental Justice Element. We anticipate that policy will focus on strategies to reduce pollution exposure and environmental burdens affecting low-income and minority populations, together with improving air quality and minimizing impacts on sensitive population groups. We will also look at collaborative policies (e.g., coordination and funding agreements with other public agencies) to encourage greater access to education and job skills training at all age levels. Goals and polices will address the full range of environmental justice issues of relevance to Menlo Park, cross referencing as appropriate environmental justice concerns that may already be addressed in other General Plan elements. We anticipate Environmental Justice Element topics will encompass:
x Pollution exposure
x Food access
x Access to public parks and other community facilities x Physical activity and residents’ health
x Public transit access
x Reduced impacts of climate change
x Education
x Adequate housing (to parallel policies in the updated Housing Element being prepared during the same time period)
x Civic engagement in decision making
As part of our outreach strategy, M-Group will include the following for Environmental Justice:
x Hold a synchronous community meeting/open house (virtual or in parson) focused on EJ issues if in person- encourage local folks to attend, but make it open to the community at large and publicize it well (with Spanish Translation)
x Create an online, asynchronous open house that mirrors the “live” community event (with Spanish Translation)
x Information about how to engage in the GP process and the EJ element will be in the flyer Task 2.7 (with Spanish translation)
x The survey will include questions for specific neighborhoods, that covers EJ questions focused on direct experience and challenges/vision for the future for these specific neighborhoods. (with Spanish translation)
x Include a QR code to the survey in the mailer
x Post posters around the neighborhoods with the QR code and information about the planning process trying to get folks to participate ((with Spanish translation) x Offer a gift card drawing (i.e. 5-10 $25 gift cards) to encourage people to participate The farmers’ market pop-up will have Environmental Justice related material.
M-Group will prepare an administrative draft Environmental Justice Element, submitted electronically to the City for staff review. The City will be responsible for collecting all City staff comments into a single document using Microsoft Word’s track changes function, from which M-Group will revise the administrative draft.
Deliverable(s): One (1) electronic copy (PDF and MS Word) Existing Conditions /Environmental Justice Element requirements Memo (electronic)
One (1) electronic copy (PDF and MS Word) Administrative Draft Environmental Justice Element
Task 5.5. Administrative Draft Safety Element (SB 379)
M-Group will update the City’s Safety Element to bring it into compliance with recent changes in California General Plan law and to be consistent with SB 379. The safety element will be reviewed with the General Plan for internal consistency. In addition to the safety element, M-Group will provide a memo of safety element requirements. !&
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17 Residential Development Evacuation Routes
SB 99 now requires jurisdictions to review the Safety Element upon the next update of the Housing Element on or after January 1, 2020 and update as necessary to identify residential developments in any hazard area identified in the safety element that do not have at least two emergency evacuation routes. M-Group will work with City staff and local emergency service providers to identify any such developments and create a map of residential developments that do not have at least two evacuation routes. This map will be included in the Safety Element, along with policies and actions to direct future efforts and funding to provide the necessary evacuation routes for the identified communities.
Climate Adaptation and Resiliency
As required by SB 379, M-Group will address climate adaptation in the Safety Element. M-Group will create a short, easily digestible “state of the science” about historic and future climate hazards, such as flooding and drought, extreme heat events, and wildfires in Menlo Park. Using this climate-related hazard data, M-Group will first prepare a vulnerability assessment describing the potential impacts of climate change on vulnerable physical assets and populations.
The vulnerability analysis will seek to uncover a broad range of direct and indirect climate impacts across key sectors, including infrastructure, buildings, natural systems, economic assets, and populations. The analysis will identify key sectors and their assets exposed to climate hazards, assess the sensitivity and adaptive capacity of each sector, and evaluate the vulnerability of each consistent with the California Adaptation Planning Guide and in alignment with SB 379.
The vulnerability assessment will combine qualitative and quantitative analysis. M-Group will map Menlo Park’s critical infrastructure (e.g., roads and highways, railways, water systems), sensitive population groups and disadvantaged communities (none in Menlo Park), parks and open space areas, and other key assets to better understand exposure to each climate hazard. This spatial/quantitative analysis will be combined with an assessment of existing plans and efforts underway to minimize the impacts of climate change to ascertain vulnerability. Where possible, the relative vulnerability will be mapped for each asset category, using maps in combination with text and tables that provide insight into the vulnerabilities.
The vulnerability assessment will help Menlo Park develop a strong basis for understanding the implications for adaptation planning and will help identify goals, objectives, and actions to include in the General Plan’s Safety Element, among others.
Adaptation and Resilience Strategy
M-Group will develop a set of policies and actions guided by the Vulnerability Assessment that will improve resiliency and reduce or eliminate risks from natural hazards in Menlo Park. M-Group will work closely with City staff to ensure resilience policies and strategies are effective and implementable.
The Adaptation and Resilience Strategy will include suggested projects, programs, and funding sources for natural hazard mitigation and response. The strategy will be developed in coordination with City staff, including the Public Works and Community Development Department, local emergency response providers, State Board of Forestry and Fire Protection, and elected officials.
The Administrative Draft Safety Element will be provided to the California Geological Survey of the Department of Conservation and the State Board of Forestry and Fire Protection for review and comment.
Outreach & Engagement
M-Group will host up to five (5) meetings regarding safety element topics including sea level rise & adaption.
These meetings will focus on providing information and obtaining feedback from the community.
Deliverable(s): One (1) electronic memo noting safety element requirements One (1) electronic copy (MS Word) of the Administrative Draft Safety Element One (1) complete PDF copy of the Administrative Draft Safety Element Up to Five (5) meetings for various safety element topics !&
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18 Up to Five (5) PowerPoint presentations, one for each meeting TASK 6 | FISCAL ANALYSIS
Task 6.1. BAE: Kick-off Meeting
BAE will attend a kick-off meeting with City staff and the rest of the consultant team to discuss project expectations regarding coordination, reporting, deliverables, community engagement, and relevant information. As a part of this task, BAE will review relevant documents and other background information pertaining to the Housing Element Update and the related fiscal impact analysis.
Deliverable(s): Attendance at one (1) kick-off meeting
Task 6.2. BAE: Public Study Sessions and/ or Hearings
BAE will attend up to six public study sessions and hearings (e.g., Housing Commission, Planning Commission, and City Council meetings) related to the Housing Element Update. BAE will present findings, respond to questions, and receive comments related to the fiscal impact analysis and affirmatively furthering fair housing analysis, and will prepare presentation materials as needed.
Deliverable(s): Attendance at six (6) public study sessions/hearings Task 6.3. BAE: Affirmatively Furthering Fair Housing (AFFH) Data and Analysis BAE will assist with the preparation of the Housing Element by conducting analysis to address the new requirements under AB 686 to affirmatively furthering fair housing. This will include analysis of available federal, state, and local data and knowledge to identify integration and segregation patterns and trends, racially or ethnically concentrated areas of poverty, disparities in access to opportunity, and disproportionate housing needs within the jurisdiction, including displacement risk.
BAE will also request information on fair housing complaints from the HUD Office of Fair Housing and Equal Opportunity and the California Department of Fair Employment and Housing, as well as any information available from local fair housing service providers. BAE will also request information regarding hate crimes from the Federal Bureau of Investigations and the Menlo Park Police Department. BAE will also request information from the City of Menlo Park regarding the availability of fair housing services, education, and outreach, and will review the most recent Assessment of Fair Housing for the City.
Based on the findings from this analysis, BAE will provide input on the Housing Element sites inventory and policies and programs to address affirmatively furthering fair housing requirements. This analysis will also inform the Environmental Justice Element of the General Plan.
Deliverable(s): Meetings and memo to convey input
Task 6.4. BAE: Cost to Replace At-Risk Units
BAE will estimate the total cost of producing new rental housing to replace any assisted units that are identified as being at risk of conversion from low-income use during the next ten years, as well as the cost to preserve these units. BAE will review applications submitted to the California Tax Credit Allocation Committee (TCAC) to identify new construction and rehabilitation projects in or near Menlo Park that are comparable in size and rent levels to any units that are at risk of conversion. BAE will review the construction cost information provided in the TCAC applications for these projects to identify the typical cost associated with replacing or preserving units similar to those that are at risk of conversion.
Deliverable(s): Provided as part of the administrative draft housing element Task 6.5. BAE: Fiscal Impact Analysis
BAE will conduct a fiscal impact analysis that will provide a detailed estimate of the net fiscal impacts that each land use strategy will have on the City of Menlo Park as well as key special districts that serve the areas that would be affected by each strategy. This analysis will evaluate the revenue and cost implications of up to three (3) land use strategy alternatives for the City, the Menlo Park Fire Protection District, the school districts that !&
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19 serve Menlo Park, the San Mateo Community College District, the San Mateo County Office of Education, the Midpeninsula Regional Open Space District, and the Sequoia Healthcare District.
BAE will estimate the General Fund revenues that each land use strategy will generate for the City of Menlo Park on an annual basis, including property tax, sales tax, business license fees, utility user tax, franchise fees, and any other applicable revenues. In addition, BAE will estimate one-time revenue from the impact fees that would apply to the development associated with each land use strategy. BAE will also estimate the annual City of Menlo Park General Fund operating expenditures associated with providing City services under each land use strategy, including police, public works, recreation and library services, and general government services. The analysis of operating costs will identify fixed and variable City service costs to determine the portion of City service costs that would need to increase to maintain current service levels as the City’s population grows. Fiscal impacts will be presented in current dollars on a net annual and cumulative basis over a 20-year period.
BAE will also estimate the property tax revenue and other revenue sources that each land use strategy will generate for the special districts that serve Menlo Park, as well as General fund operating expenditures for special districts that provide services to the City. This analysis will focus on annual operating revenues and expenditures rather than one-time capital costs. For the school districts, BAE will estimate the cost to serve new elementary, middle, and high school students resulting from each strategy based on each school district’s estimated student generation rates. If requested by City staff, BAE will conduct phone interviews or prepare questionnaires to contact representatives from the Menlo Park Fire Protection District and the school districts that serve Menlo Park to assess existing capacity, potential facility and equipment needs, and the potential impact of each land use strategy.
BAE will prepare and submit a Draft Fiscal Impact Analysis report that will include a concise and highly accessible executive summary. Following receipt of a single set of consolidated comments on the draft report, BAE will make modifications to the draft report as needed and prepare a draft for public review.
Deliverable(s): One (1) administrative draft electronic Fiscal Impact Analysis Report in MS Word One (1) final electronic Fiscal Impact Analysis Report in MS Word Task 6.6. BAE: Estimate School Construction Costs
BAE will provide a high-level estimate of the cost to construct any new public school facilities that would be needed to serve the public school students that each land use strategy alternative will generate. BAE will rely on the DEIR to determine the total number of public school students that each land use strategy will generate and the extent to which any increase in students would necessitate construction of new public school facilities, based upon information to be requested from the school district regarding existing school facilities capacity, facility needs, and estimated costs. If necessary, BAE will collect and analyze information on recently-constructed public schools and public school expansion projects in the region to develop an estimate of the approximate range of construction costs per student served. Based on these data, BAE will provide a total estimated range of the incremental cost associated with constructing the school facilities that would be needed for each land use strategy alternative. This analysis will focus on the range of typical per-student costs, rather than determining the specific types and locations of school facilities needed (e.g., school expansion or construction of a new school site) or the total cost to construct any specific facility.
Deliverable(s): This will be integrated into the Fiscal Analysis TASK 7 | PUBLIC REVIEW OF DOCUMENTS
Task 7.1. Draft Environmental Justice and Safety Elements to Planning Commission M-Group will present the preliminary draft Environmental Justice Element, Safety Element to the Planning Commission for review and comment.
Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
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20 Task 7.2. Draft Housing Element, Land Use Element, and Municipal Code Update M-Group will present the preliminary draft Housing Element, Land Use Element, and Municipal Code Update to the Planning Commission for review and comment.
Deliverable(s): One (1) Joint Housing Commission/Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
Task 7.3. Public Review Draft Housing Element, Safety Element, Environmental Justice Element, Land Use Element, and Municipal Code Update (Joint Housing Commission/ Planning Commission)
City staff will provide M-Group with comments on the Administrative Draft within 21 calendar days for preparation of the Public Review Draft. M-Group will provide two (2) rounds of edits based on City staff review of the Public Review Draft Housing Element, Safety Element, Environmental Justice Policies, Land Use and Community Design Element, and Municipal Code Update based on City staff comments and Housing Commission/Planning Commission.
Deliverable(s): One (1) electronic copy of the Draft Housing Element (PDF and MS Word) provided to City staff and HCD. City staff will provide copies to the City Council, Planning Commission for review and comment
Task 7.4. Final Draft Housing Element, Environmental Justice Element, Safety Element, Land Use Element, and Municipal Code Update
In response to comments from public review and HCD, M-Group will amend the Public Review Draft Documents and provide the Final Draft Documents (Housing Element, Environmental Justice Element, Safety Element, Land Use Element, and Zoning Code/Map changes). This will be used as the project description for the CEQA Analysis.
Deliverable(s): One (1) electronic copy of the Final Documents (PDF and MS Word) TASK 8 | TRANSPORTATION ANALYSIS
Task 8.1. Hexagon: Travel Demand Model
Pursuant to SB 743, Vehicle-Miles Traveled (VMT) replaces intersection LOS as the transportation impact criteria for CEQA purposes. VMT is calculated by the multiplication of the project trip generation and the average trip length. Hexagon proposes to utilize the Connect Menlo Travel Demand Model to conduct the VMT analysis. The model uses socioeconomic inputs and various mathematical models to estimate project trip generation and average trip length.
Deliverable(s): No specific deliverable
Task 8.2. Hexagon: With-Project Land Use and Roadway Network Hexagon will rely on City staff to provide input on the locations and numbers of households as well as any potential roadway network improvements to be analyzed under the “with-project” scenario. Hexagon will convert this information into model-ready inputs for evaluation.
Deliverable(s): Memo documenting decisions
Task 8.3. Hexagon: Evaluation of 3 Preliminary Alternatives Hexagon will evaluate 3 preliminary HEU alternatives. Hexagon will set up the model inputs (land use, roadway network) specific for the 3 alternatives based on City staff input. VMT analysis will be run for existing and cumulative scenarios with and without the project, separately for all 3 alternatives. Hexagon will document our findings in a memorandum.
Deliverable(s): One (1) electronic memo outlining analysis of the three preliminary land use alternatives !&
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21 Task 8.4. Hexagon: VMT Analysis
Existing VMT and Existing plus project VMT will be evaluated. A VMT impact discussion will be provided based on City’s VMT impact criteria. Cumulative no project and Cumulative plus project VMT will also be evaluated. A Cumulative VMT impact discussion will also be provided as necessary.
Deliverable(s): This task will be completed as part of the traffic impact analysis report Task 8.5. Hexagon: Bicycle, Pedestrian and Transit Facilities Hexagon will qualitatively evaluate the proposed Housing Element Update’s potential impacts on City’s existing and planned bicycle, pedestrian, and transit facilities. Hexagon will also identify any potential conflicts with City’s adopted policies on bicycle, pedestrian, and transit facilities. Potential mitigation strategies would be identified in coordination with City staff.
Deliverable(s): This task will be completed as part of the traffic impact analysis report Task 8.6. Hexagon: Potential Mitigation Strategies
If the analysis identifies potential VMT impacts, Hexagon will coordinate with City staff to determine the appropriate mitigation strategies to eliminate the potential VMT impacts.
Deliverable(s): This task will be completed as part of the traffic impact analysis report Task 8.7. Hexagon: Meetings
The fee estimate includes Hexagon staff attendance at five staff meetings in connection with the project.
Attendance at public hearings is not part of the main scope.
Deliverable(s): Attendance at five (5) meetings with City staff and M-Group Task 8.8. Hexagon: Traffic Impact Assessment
Hexagon will summarize findings and a write-up of the existing multimodal transportation conditions will also be included. Hexagon Transportation Consultants will respond to editorial comments on the draft and prepare a final TIA report.
Deliverable(s): One (1) electronic draft traffic impact analysis report One (1) electronic final traffic impact analysis report Task 8.9. Hexagon: Data Provisions for Other EIR Analysis Hexagon staff will provide any requested transportation data to other EIR consultants.
Deliverable(s): No specific deliverable
Task 8.10. Hexagon: Response to EIR Comments
Hexagon will respond to transportation-related comments on the Draft EIR.
Deliverable(s): Assistance to response to comments regarding transportation TASK 9 | ENVIRONMENTAL ANALYSIS
ESA’s proposed scope of work for the environmental review component of the Housing Element Update (HEU), which expands on the scope of work outlined in the RFP. In addition, this section summarizes the general approach to the EIR, as well as the interrelatedness of the various HEU components. The EIR will also need to make note of several streamlined processes that have derived from changes to state law since the last cycle.
The City is fortunate in that it has a recently certified EIR for its 2016 General Plan. The General Plan EIR and its supporting studies will form the basis for much of the HEU EIR’s environmental setting, so it therefore seems reasonable to present the HEU EIR as a Subsequent EIR to the 2016 General Plan EIR. Where necessary, the !&
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22 information in the General Plan EIR would need to be updated to consider changed conditions and revised regulatory requirements.
Task 9.1. ESA: Project Initiation and Data Collection
We recognize that a number of scenarios are likely to be developed as part of the HEU process. The development of those scenarios will be undertaken as part of the various tasks outlined elsewhere in this proposal. For purposes of the EIR, we assume that the EIR process will not formally commence until those scenarios have been defined and vetted with City decision-makers and the Menlo Park community. We would assume that the following component of the HEU to be essentially settled prior to commencement of work on the project description and the EIR in general:
x Identification of housing opportunity sites;
x Identification of distribution scenarios (alternatives) for additional housing; and x Identification of amendments to the General Plan’s Housing Element, as well as amendments to other elements within the General Plan (Safety, Land Use, new Environmental Justice Element).
To begin the process, ESA will attend the project kickoff meeting with City staff and the rest of the project team.
It is expected that all meetings would occur via teleconference. With respect to the EIR, subjects for discussion at the meeting will include, but not be limited to:
x Identify any prior environmental documentation that may be relevant to the HEU, most notably the 2016 General Plan EIR;
x Identify project databases, sources of information, and key contacts; x Establish and confirm the scope of work, level of analysis, structure of the EIR, budget, schedule, and communication protocols; and
x Identify key issues known to be of concern to agencies, interest groups, and the public.
We assume that the City will provide any site-specific studies prepared to date, exhibits, project description details, and materials for development of the environmental document at the kick-off meeting. If additional data is required, ESA will submit a memo detailing data needs to the City with recommendations on how best to fill them.
Deliverable(s): Attendance at One (1) kick-off meeting
One (1) electronic memo (MS Word) detailing data needs
Task 9.2. ESA: Prepare Project Description and Alternatives At the conclusion of the scenario vetting process, and in concert with City staff and the project team, ESA will prepare a draft project description technical memorandum for City review, which will include: relevant maps; a description of the regional and local setting; the housing element history; project objectives; planning context; population and housing characteristics and trends; opportunity sites; General Plan and/or zoning text/map revisions; potential alternative scenarios; and other information important to provide an understanding the proposed project. The project description will be used as the basis for preparing the Draft Program EIR. Upon receipt of the City’s consolidated comments, ESA will make necessary changes to the project description and submit it for the City’s final review and approval. ESA assumes that two iterations of the project description will be required and that required technical analyses will begin immediately after receipt of the City’s comments on the draft.
Deliverable(s): One (1) electronic copy of the technical memorandum outlining planning and growth assumptions, detailed project description, and alternatives to be analyzed in the Program EIR
Task 9.3. ESA: Prepare Notice of Preparation
ESA will prepare a Notice of Preparation (NOP) that will build from the project description developed as part of Task 5.2 to describe the proposed HEU and the scope of the Program EIR. The NOP will be supported by maps and figures, as appropriate. The NOP will include:
x A description of the HEU and the environmental setting; x Applicable maps and figures;
x An overview of the topics that will be evaluated in the EIR; and !&
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23 x An overview of the environmental review and approval processes, including announcement of a public scoping meeting.
ESA will submit an electronic version of the NOP for City review. Upon receipt of the City’s consolidated comments, ESA will make necessary changes to the NOP and submit for the City’s final review and approval. We assume that the City will be responsibility for circulation of the NOP to area stakeholders, though ESA can submit the NOP to the State Clearinghouse through our Sacramento office.
Deliverable(s): One (1) electronic copy of the Administrative Draft NOP package One (1) electronic copy of the NOP package for 30-day public review; and Submittal of NOP package to the State Clearinghouse, if requested by the City Task 9.4. ESA: Conduct Scoping Meeting
ESA will attend an NOP scoping meeting held before the Planning Commission. ESA staff will assist in the preparation of a presentation that will provide an overview of the HEU and the CEQA process. Upon completion of the NOP comment period, we will prepare and submit a scoping report that summarizes the comments and identifies substantive issues warranting additional evaluation in the EIR.
Deliverable(s): Assistance with preparation of meeting presentation One (1) electronic copy of a scoping report that summarizes comments and responses Task 9.5. ESA: Conduct Agency Consultation
ESA will informally consult with agencies that provided substantive comments on the NOP. Much of this work would already occur as part of the EIR’s preparation, but this task will provide the opportunity to receive more detailed guidance from relevant agencies. Of particular interest will be likely input received from neighboring jurisdictions, utility and service providers, Caltrans, and transit providers.
Deliverable(s): One (1) electronic copy of summarized meeting notes from each meeting/call Task 9.6. ESA: Prepare Administrative Draft Program EIR ESA will prepare an Administrative Draft Program EIR in compliance with local requirements, CEQA requirements (Public Resources Code 21000 et. seq), and the State CEQA Guidelines (California Code of Regulations, Section 15000 et. seq).
The scope of the environmental impact analyses in the Draft EIR will utilize the standard list of environmental topics and checklist questions contained within Appendix G of the CEQA Guidelines. Thresholds of significance will be discussed and confirmed with the City prior to the commencement of work. Topics Aesthetics
ESA will discuss the visual character of the City and the potential visual and aesthetics impacts to surrounding land uses as a result of implementation of the HEU.
Agricultural and Forestry Resources
There are currently no agricultural or forestry resources in the City. Thus, we anticipate that there would be no impact.
Air Quality
ESA will assess the criteria air pollutant emissions likely to derive from implementation of the HEU. The section will include a description of the existing air quality setting for the area. We will present relevant regulatory background information, addressing the federal Clean Air Act, the California Clean Air Act, and BAAQMD regulations, and policies that could affect the HEU or the air quality analysis presented in the EIR. The air quality assessment will meet the CEQA requirements of the Bay Area Air Quality Management District (BAAQMD) and will be evaluated for consistency with the Bay Area Clean Air Plan: Spare the Air, Cool the Climate (2017 Clean Air Plan).
To the extent required and practicable in a program-level analysis, we will estimate criteria air pollutant emissions from mobile, stationary, and area sources. Emissions will be compared to BAAQMD thresholds for criteria air pollutants. ESA will evaluate local carbon monoxide emissions first based on BAAQMD traffic volume screening !&
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24 criteria and, if necessary, based on modeling to compare to the 1- and 8-hour California standards of 20 ppm and 9 ppm, respectively. We will also evaluate potential odor emissions qualitatively by considering the screening level distances and typical odor sources. However, in general, the uses proposed as part of the HEU are not anticipated to generate substantial odors. If potentially significant impacts are identified related to criteria pollutants or odors, we will develop programmatic mitigation measures to address and reduce the significant impacts.
Pursuant to the recent Friant Ranch decision, the EIR will qualitatively discuss health consequences of ozone precursor emissions that would be associated with the proposed HEU. The explanation will discuss the level of detail needed to provide a meaningful analysis, and contrast that to the programmatic nature of the EIR and the available information and assumptions being used in the analysis.
Because of the location and potential future land uses for the HEU, in terms of residences and other sensitive receptors, a project-level and cumulative assessment of health risks associated with emissions of toxic air contaminants (TAC) will be completed to compare the risks resulting from the project to BAAQMD thresholds, as described below.
Health Risk Assessment
ESA will conduct a refined health risk assessment (HRA) to determine health risks and hazards resulting from TAC emissions from construction and operation of (stationary and mobile sources) of new development under the HEU at full buildout. We will estimate health risks from Diesel Particulate Matter (DPM), and annual average exhaust and dust particulate matter (PM2.5) concentrations at off-site sensitive receptor locations within 1,000 feet of potential HEU opportunity site boundaries. TAC sources are anticipated to include off-road construction equipment, on-road diesel haul trucks, operational vehicle traffic, and operational heavy-duty diesel truck traffic.
The HRA will be conducted following methods in BAAQMD’s Health Risk Screening Analysis Guidelines and in the Office of Environmental Health Hazard Assessment (OEHHA) Air Toxics Hot Spots Program Guidance. The AERMOD model requires numerous inputs, such as general meteorological data, source parameters, topographical data, and receptor characteristics. Where project-specific information is not available, ESA will use default parameter sets that are designed to produce conservative (i.e., overestimates of) air concentrations. If necessary, ESA will identify mitigation measures to reduce off-site and on-site health risks.
Cumulative Health Risk Assessment
ESA will also prepare a cumulative HRA for the project. For the cumulative HRA, ESA will conduct a survey of the land uses and other TAC emission sources surrounding the potential development areas to determine the potential nearby sources of PM2.5 and TACs, such as Highway 24 and other major roadways, and any reasonable and foreseeable future developments in the area. ESA will use internet sources including Google Earth, Google Maps, and data from the BAAQMD to survey major sources of PM2.5 and TACs within 1,000 feet of the potential development sites. ESA will rely primarily on the BAAQMD screening tools for permitted stationary sources and highways within the project area to identify nearby sources of TACs and their associated health risks.
Consistent with the BAAQMD Guidelines, ESA will calculate the cumulative lifetime excess cancer risks and annual average PM2.5 concentrations from the project (construction and operation). We will also assess the background cumulative sources in the surrounding area that are within a 1,000-foot radius of the potential development areas.
Health risks will be calculated at the Maximally Exposed Individual Sensitive Receptor (MEISR) location for existing off-site receptors. The MEISR will be determined in the project-level HRA described above. If necessary, ESA will identify mitigation measures to reduce cumulative health risks at onsite and offsite receptors.
Biological Resources
The City is generally already developed and is surrounded by areas of existing development. As a result, the HEU is expected to have a minimal effect on local biological resources. Areas of sensitivity within the City limits, such as the wetlands of San Francisco Bay, are assumed to be unavailable for development, and are thus unlikely to be impacted by implementation of the HEU. Key issues that are anticipated, which are common to many urban build projects, include potential effects to nesting birds during construction, the potential effects to wetlands and other waters of the U.S. for parcels near drainages, and consistency with the City’s Heritage Tree Ordinance. As part of the analysis in the Program EIR, we will:
x Verify existing biological studies relating to the project area and determine the applicability of the biological analysis in other planning and site-specific CEQA documents for the region. !&
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25 x Consult with the California Department of Fish and Wildlife California Natural Diversity Database, as well as California Native Plant Society publications.
x Obtain additional information on special-status species, natural communities of concern, and permit requirements through the U.S. Fish and Wildlife Service “Information for Planning and Consultation” (IPaC) online system.
x Summarize and evaluate federal, state, and local policies and regulations as they pertain to biological resources in the area.
x Identify any potentially significant impacts to biological resources, and recommend measures that would reduce impacts to less-than-significant.
Cultural Resources
Portions of the City are located in an area known for a high sensitivity for prehistoric archaeological resources; numerous burials and occupation sites have been identified in Menlo Park. The City also contains numerous local historic built-environment resources, some of which have been listed on national and state registers. Therefore, consistent with General Plan Goal OSC-3: Protect and Enhance Historic Resources, and Policy LU-7.8: Cultural Resource Preservation, the Program EIR will characterize potential impacts to archeological resources, historic architectural resources, human remains, and tribal resources.
ESA will provide measures to avoid, minimize, or mitigate potential impacts to these types of resources. Mitigation measures could include project planning requirements to avoid areas of high archaeological sensitivity; requirements for subsurface investigations in known sensitive areas to identify resources prior to project construction; monitoring during construction; and data recovery efforts through scientific research and/or consultation with Native American tribes. For historic resources, in addition to compliance with the Secretary of the Interior’s Standards, mitigations may include additional resource surveys and evaluations, documentation and interpretation plans, and building relocation. As part of the Program EIR’s preparation, ESA will:
x Review City documents and conduct a records search at the Northwest Information Center of the California Historical Resources Information System to identify known cultural resources in the planning area; x Identify areas of archaeological and historic sensitivity utilizing existing planning documents, geologic maps, soil studies, historic maps, and previous archaeological and historic studies; x For historic architectural resources, the effort above will be augmented with a reconnaissance-level survey to assess the architectural character of the area and relative potential for additional historic resources; no formal survey (“DPR” forms) will be prepared.
x Contact the Native American Heritage Commission to request information on any known sacred sites within the vicinity of the planning area and to request a list of contacts for Native American tribes who may have an interest in the planning area. In compliance with Assembly Bill 52 and Senate Bill 18, on behalf of the City, ESA can prepare a certified letter to each of the NAHC-listed contacts, requesting information/comments regarding any Native American cultural resources that may be of concern. x Identify any potentially significant impacts to cultural resources, and recommend measures that would reduce impacts to less-than-significant.
Energy
ESA will consider the increase in energy resources associated with the implementation of the HEU. This analysis will consider the potential for any significant direct, indirect, and cumulative energy impacts, and associated mitigation measures. The section will be closely coordinated with the project description and GHG analysis to ensure the project and associated environmental effects are consistently characterized.
Geology, Paleontology, and Mineral Resources
The key geology issues of concern in the region are the presence of nearby active and potentially active faults.
The San Andreas Fault, located just west of the City, has had destructive earthquakes in historic time, as have other nearby regional faults. In addition, areas of high liquefaction potential are present in areas of the City near San Francisco Bay and San Francisquito Creek. As part of the Program EIR’s preparation, ESA will:
x Review reports, maps, and data published by the USGS, CGS, Natural Resources Conservation Service, and other sources to identify and summarize geologic, seismic, and soil conditions, and paleontological resources within the program area and develop a comprehensive understanding of the potential risks from seismic events, unstable soils, and other CEQA Appendix G criteria. !&
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26 x Identify the relevant regulations and codes that would apply to construction and operation of projects within the program, and determine the manner and extent to which compliance would address potential impacts. x Describe methods to manage stormwater to prevent erosion; and determine if, where, and to what extent geologic hazards to structures would remain after compliance with building codes and geotechnical recommendations.
x Identify which, if any, impacts are significant, and present mitigation, where applicable and feasible, to reduce the impacts to below applicable significance thresholds.
Greenhouse Gas Emissions
The Greenhouse Gas Emissions (GHG) section will include the current setting, regulatory background, impact analyses, consistency with applicable GHG significance thresholds and guidance, and mitigation. Short-term emissions due to construction and long-term operational emissions will be evaluated using CalEEMod and other tools. The information contained in the project transportation and traffic analysis will be used to estimate transportation-related GHG emissions. The evaluation will also consider other aspects of construction and operation of likely new housing, including energy consumption, water consumption, and solid waste generation, that would contribute to emissions.
The project’s GHG emissions will be compared to applicable GHG significance thresholds and BAAQMD CEQA guidance for assessing emissions from land development and stationary sources. Additionally, the project will be assessed for consistency with the state’s 2017 Climate Change Scoping Plan Update for achieving the statewide GHG target mandated by SB 32, the San Francisco Bay Area’s Sustainable Communities Strategy/Regional Transportation Plan (Plan Bay Area 2040), the San Mateo County Climate Action Plan, and the City’s Climate Action Plan. If applicable, ESA will identify measures to mitigate any adverse impacts.
Hazards and Hazardous Materials
The primary hazards and hazardous materials issues would be previous uses of the properties where development could occur under the HEU, as well as nearby properties, and whether any residual contamination may be present that would affect the construction or operation of projects within the program. Numerous sites within the City have undergone cleanup treatments, several are currently undergoing treatment, and several others have had restrictions placed on them which may limit the types of future development that can occur. These types of occurrences are not unusual in an urban area, but they can interfere with future development opportunities.
Portions of the City’s southern perimeter are also adjacent to fire hazard severity zones.
ESA will discuss the potential for amendments of the City’s Safety Element pursuant to Government Code Section 65302.15(b) with City staff and will address the potential hazards and hazardous materials-related impacts of the proposed HEU and any concurrent general plan amendments in accordance with CEQA requirements. As part of this effort, ESA will:
x Describe the setting of environmental conditions using available information, with a focus on the housing opportunity sites.
x Identify the relevant regulations and codes that would apply to construction and operation of the program, and determine the manner and extent to which compliance would address potential impacts. x Identify which, if any, impacts are significant, and present mitigation, where applicable and feasible, to reduce the impacts to below applicable thresholds.
Hydrology and Water Quality
The key hydrology and water quality issues of concern for the HEU would be water quality impacts during construction, and the presence of 100- and 500-year FEMA flood hazard zones within the City. As part of this effort, ESA will:
x Review reports, maps, and data published by the state, county, FEMA, and other sources to identify and summarize hydrologic and water quality conditions in the program area, with a focus on the housing opportunity sites.
x Identify the relevant regulations and codes that would apply to construction and operation of projects within the program, and determine the manner and extent to which compliance would address potential impacts.
This will include discussing how the state Construction General Permit, local MS4 permit, and low impact development (LID) requirements would address erosion and runoff issues. The degree to which such requirements will reduce potential effects and any additional actions that might be required will receive careful consideration.
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27 x Describe program methods to manage stormwater, and determine if, where, and to what extent impacts would remain after compliance with standard codes and geotechnical recommendations. x Identify which, if any, impacts are significant, and present mitigation, where applicable and feasible, to reduce the impacts to below applicable thresholds.
Land Use and Planning
The analysis of land use impacts will evaluate the HEU’s consistency with existing land use plans and zoning. This section will discuss the existing land use and planning setting and the potential for environmental impacts associated with the HEU and identify mitigation measures, where appropriate. It will also discuss the General Plan Amendment associated with implementation of the HEU and identify any potential environmental issues.
Noise and Vibration
The analysis will focus on noise and vibration levels generated by construction activities as well as from increases in traffic volumes due to potential build-out under the HEU. Noise and vibration levels will be determined relative to the City’s applicable noise level criteria in Chapter 8.06 of the City’s Municipal Code and General Plan Noise Element.
ESA will prepare a noise analysis that will describe the noise impacts resulting from construction and on-site noise levels associated with existing and future traffic on local roadways, as well as noise from Caltrain operations. ESA will compile an inventory of existing long-term noise data from the 2016 General Plan EIR and other recent CEQA documents for developments within the City to the extent possible. Traffic noise on local streets generated by vehicles will be quantitatively assessed using algorithms of the federal Transportation Noise Model. The noise analysis will identify nearby sensitive receptors—primarily residences—and assess impacts on these receptors.
The analysis will also provide estimations of potential exposure to noise and vibration levels at various distances from construction and transportation sources; any findings of impact; and the need for any mitigation measures, if necessary.
Population and Housing
The HEU will include programs to increase housing within the City and, as a result, it is anticipated that population would increase. ESA will evaluate the potential for the HEU to directly or indirectly induce population, housing, and employment growth within the City. The evaluation will rely on information within the General Plan, other City sources, Census data, and projections provided by ABAG, and will evaluate the HEU’s effects, particularly those that would translate to significant physical impacts on the environment.
Public Services and Recreation
The HEU would include programs that could increase population growth and demand for public services, including fire protection, police protection, schools, parks, and other public facilities such as libraries. ESA will evaluate whether the expansion of these services under the HEU would result in any direct or indirect physical changes to the environment.
Transportation and Circulation
Using the vehicle miles traveled (VMT) and transportation impact analysis prepared by Hexagon Transportation Consultants, ESA will prepare the Transportation/Traffic section of the EIR. The analysis of transportation impacts will be conducted consistent with the City’s adopted VMT methodology and thresholds. As an optional task, Hexagon can provide an intersection LOS analysis in a stand-alone report, separate from the environmental impact analysis, that could be used to evaluate conformance with the City’s performance policies.
The analysis of Transportation/Traffic Impacts will include the following analysis topics:
x Impacts attributable to vehicle miles traveled (VMT) generated by the project, consistent with the City’s adopted VMT methodology and thresholds. Hexagon will conduct the VMT analysis based on the ConnectMenlo Travel Demand Model.
x Impacts to bicycling, walking and transit.
x Comparison of transportation impacts for up to three scenarios.
Where potentially significant transportation impacts are identified, the Transportation/Traffic section will identify feasible mitigations which could include transportation demand management (TDM) measures to reduce VMT.
Tribal Cultural Resources
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28 As stated previously under Cultural Resources, ESA will assist the City in preparing AB 52 letters. ESA assumes that the City will conduct consultation with tribal representatives who have requested notification of projects within the City. Effects of the HEU on identified resources will be evaluated.
Utilities and Service Systems
The HEU would include proposed programs that could increase population growth and demand for utilities and services systems, including water, wastewater, stormwater drainage, electric power, natural gas, telecommunication systems, and solid waste. ESA will evaluate whether any direct or indirect physical changes to the environment would result as to utilities and service systems. No Water Supply Assessment (WSA) will be prepared, however ESA will consult with several service providers regarding water and wastewater services to the City.
Wildfire
According to the City 2016 General Plan EIR, portions of the City’s southern perimeter are also to moderate and high fire hazard severity zones in a State Responsibility Area. ESA will evaluate whether the implementation of the HEU would result in any direct or indirect physical changes to the environment. (Also see Hazards and Hazardous Materials section above.)
Alternatives
In addition to the No Project Alternative, the EIR will evaluate up to three additional alternative development scenarios. The analysis will be qualitative for most issues, but will be quantified for issues where it is reasonable to do so (i.e., air quality, transportation). The selection of alternatives for inclusions in the EIR will occur in coordination with the City, and will be primarily directed towards alternatives that anticipate potential policy options that could lessen identified significant impacts associated with the HEU.
Deliverable(s): One (1) electronic copy of the Administrative Draft EIR Task 9.7. ESA: Prepare Public Draft Program EIR
ESA will revise the Administrative Draft Program EIR to reflect the City’s recommended changes, and will prepare a Final Screencheck EIR for final review by the City prior to public circulation. After any minor changes, this version of the document will constitute the Public Draft Program EIR and will be distributed for a 45-day public review period.
ESA will prepare the Notice of Completion (NOC) and Notice of Availability (NOA), and will assist the City in distributing the Draft Program EIR to the public. Per the requirements of the RFP, ESA staff will participate in a public hearing during the Draft EIR’s circulation period.
Deliverable(s): Fifteen (15) hard copies of the Draft Program EIR One (1) electronic copy of the Draft Program EIR
Task 9.8. ESA: Prepare Responses to Comments
We assume that a moderate number of comments will be received, and that the draft responses will be able to be prepared per the schedule and budget provided. ESA will review the comments and coordinate with the City to discuss issues raised and establish an approach for responding to comments. If the number or complexity of comments cannot be responded to with the time and budget provided, we will share this information with the City and discuss additional schedule and budget requirements, if needed. ESA will then prepare a draft response to comments document and submit it to the City for review.
Deliverable(s): One (1) electronic copy of the draft response to comments Task 9.9. ESA: Prepare Final Program EIR, Findings, and Mitigation Monitoring and Reporting Plan
ESA will prepare a Final Program EIR and Mitigation Monitoring and Reporting Plan (MMRP)The Final EIR will consist of:
x Comment letters received during the public review period, with responses. !&
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29 x Any changes, corrections, or modifications to the Draft Program EIR resulting from the comments received (one round of City review assumed).
The draft MMRP will contain a list of mitigation measures to be adopted as part of project implementation, identify responsible parties for mitigation implementation, as well as those responsible for monitoring and enforcement (one round of City review assumed).
x A summary of findings, as required by CEQA (one round of City review assumed). It is assumed that the City will prepare any accompanying resolutions to the findings and the adoption of the HEU. x ESA will also prepare a Notice of Determination (NOD), for delivery to the County Clerk and the State Clearinghouse.
x The ESA project director and project manager will attend one public hearing as part of the EIR’s certification process.
Deliverable(s): Five (5) hard copies of the draft Final Program EIR, Findings, and MMRP Notice of Determination
One (1) electronic copy of the draft Final Program EIR, Findings, and MMRP Notice of Determination
Task 9.10. ESA: Project Coordination Meetings and Project Management ESA’s Project Manager will be the task leader for all tasks identified in this scope of work, and will oversee preparation of each component of the environmental analysis, coordinating interaction between the City and ESA staff. ESA’s Project Director and Project Manager will be available to work with the City on the strategy and design of the CEQA process and documents, and will provide internal quality control for the environmental document.
For purposes of budgeting for this task, we have considered the overall project duration (12 months) and have assumed a set number of meetings during that period, together with a monthly hourly average for project management purposes. We have assumed that all of the project team meetings will occur via video or teleconference. We have assumed that meetings will occur on a monthly basis (12 months), though we recognize that during certain periods more frequent meetings may be required. To that end, we have provided budget for up to 16 meetings with up to 4 hours allotted for each to account for preparation, meeting, and coordination time.
We have also provided time to account for occasional attendance by ESA’s project director and technical specialists as the need arises. For purposes of general project management duties, we have allotted 6 hours monthly for this purpose.
Deliverable(s): Attendance at sixteen (16) meetings including a kick-off meeting Task 9.11. ESA: Water Supply Assessment
Water supply planning requires reviewing and identifying adequate available water supplies necessary to meet the demand generated by the changes associated with the Housing Element Update, as well as the cumulative demand over the next 20 years, under a range of water year conditions. Tasks within this effort include: 1) Analysis of past, current, and projected water demand; 2) Past, current, and projected water supply; 3) Consideration of variability in demand and supply based upon hydrologic conditions; and 4) Identification of potential water shortages. If it is determined that are insufficient supplies to meet demand over the next 20 years, the City will need to identify where those water supplies will come from.
Finally, according to Section 10910 (f) of the Water Code, if groundwater is identified as a possible source, a description of the groundwater basin or basins from which the proposed Project will be supplied must be included in the WSA. This includes an analysis of the amount and location of past and current groundwater pumping, as well as the amount and location of groundwater projected to be pumped to meet the future water demand associated with the Housing Element Update, as well as the projected cumulative demand, based on “information that is reasonably available, including, but not limited to, historic use records, groundwater adjudications, groundwater management plans, etc.”
The water demand associated with Housing Element Update will be calculated and added to existing water !&
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30 demands and the demands that were projected in the 2015 UWMP. In addition, since the UWMP is currently being updated, to the extent feasible and available, updated water supply and demand projections that will be included in the 2020 UWMP will be reviewed and used in this WSA.
Task 9.11.1. Prepare Administrative Draft WSA
The WSA will be prepared consistent with the requirements of the Water Code. ESA will review existing information including MPMWD’s 2015 UWMP, data from the other water purveyors for the City, if applicable and available data/information from the current version of the 2020 UWMP. This task includes the following sub-tasks:
x Determine available water supplies for the region and service areas, then summarize this information according to the source of the supply.
x Determine what the future demand will be in the service area in terms of number and types of connections, as well as the expected demand per class of connection. Develop an analysis of projected water supplies over the next 20 years based on projections contained within MPMWD’s 2015 UWMP and the other water purveyors. This analysis will include consideration of water source reliability in terms of water supply and water quality, as well as availability during wet, normal and dry years, as well as multiple dry years. This analysis will include a discussion of water supplies that meet the requirements these under the guidelines of SB 610.
x Identify reasonable alternative sources of water (if available) to meet any recognized shortfalls between projected supply and demand, as well as a description of recommended future studies or actions needed to identify and/ or acquire additional water.
x Determine the number and types of water service connections associated with the proposed Project, as well as the additional demand generated within the City’s local service area, and allocate water demand to various types of service connections.
x Carry the demand analysis out for a projected twenty-year period in 5-year increments beginning in 2020 through 2040, and present this information in a tables for easy comparison purposes. x Conduct an assessment of the potential demand versus the available supplies as identified in the above tasks and present this information in a technical report, the WSA.
Task 9.11.2. Prepare Draft and Final Water Supply Assessment The draft version of the WSA will be prepared based on task 1 and its subtasks as presented above. Tables and figures will be developed based on existing information as gathered, reviewed and compiled based on task 5.27.1 above. Following preparation of the Admin Draft WSA, ESA will prepare the draft and final WSA which will include the following:
x Based on one consolidated set of comments from reviewers, ESA will incorporate any corrections or revisions and prepare a Draft version of the WSA. It is assumed that any comments on the Draft version will be editorial and no new analysis will be required. x Based on one consolidated set of comments from City staff on the Draft WSA, ESA will incorporate any corrections/revisions and prepare a Final WSA for review prior to publication. It is assumed that any comments on the Final WSA will be editorial and no new analysis will be required.
The Final WSA will be provided to the City for adoption. It is expected that the information contained in the WSA will also be available for use in the CEQA review process and the Final WSA will be appended to the EIR.
Deliverable(s): One (1) electronic copy of the Administrative Draft WSA One (1) electronic copy (PDF) of the Draft and Final WSA and findings Task 9.12. M-Group: NOP/ Scoping Meeting at Planning Commission !&
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31 M-Group will attend one Planning Commission meeting for the Notice of Preparation.
Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
Task 9.13. M-Group: Draft EIR at Planning Commission
M-Group will attend one Planning Commission meeting for the Draft EIR.
Deliverable(s): One (1) Planning Commission Meeting via video conference call, electronic agenda (pdf), and notes (MS Word)
TASK 10 | ADOPTION & CERTIFICATION
Task 10.1. Housing Commission Meeting (Final Adoption Review) M-Group will attend one (1) Housing Commission meeting for the recommendation of adoption of the Housing Element and General Plan Amendments. M-Group staff members will be available for each meeting. M-Group will prepare a presentation for the meeting. M-Group will make minor changes to the documents as necessary for this meeting. It is assumed the City staff will prepare staff reports, prepare and distribute notices, and schedule the meeting.
Deliverable(s): One (1) Housing Commission meeting attendance by M-Group staff members One (1) PowerPoint presentation
Task 10.2. Planning Commission Meeting (Final Adoption Recommendation) M-Group will attend one (1) Planning Commission meetings for the recommendation of adoption of the Housing Element and General Plan Amendments. M-Group staff members will be available for each meeting. M-Group will prepare a presentation for the meeting. M-Group will make minor changes to the documents as necessary for this meeting. It is assumed the City staff will prepare staff reports, prepare and distribute notices, and schedule the meeting.
Deliverable(s): One (1) Planning Commission meetings attended by M-Group staff members One (1) PowerPoint presentation
Task 10.3. City Council Meetings (Final Adoption)
M-Group will attend two (2) City Council meetings for the adoption of the Housing Element, General Plan Elements, and Zoning Changes. M-Group staff members will be available for each meeting. M-Group will make minor changes to the documents as necessary for this meeting. M-Group will prepare a presentation for each meeting. It is assumed the City staff will prepare staff reports, prepare and distribute notices, and schedule the meetings.
Deliverable(s): Two (2) City Council meetings attendance by three (3) M-Group staff members Two (2) PowerPoint presentations
Task 10.4. HCD Certification
M-Group shall follow through with assisting the City (in coordination with 21 Elements) in obtaining HCD certification of the Housing Element following its adoption by the City. M-Group will work closely with the City and HCD to ensure the City meets State requirements and will recommend any modifications to the Housing Element, if required, to obtain certification.
Deliverable(s): One (1) Cover letter summarizing changes and final Housing Element for certification !&
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Geoff
Bradley,
PIC/Proj.
Manager
Sung Kwon,
Dep. Project
Manager
Christina
Paul, Comm.
Engage. Lead
Payal Bhagat,
Principal
Planner
Justin Shiu,
Senior Planner
Associate
Planner
Assistant
Planner
Hourly Billing Rate $250 $165 $165 $165 $145 $125 $95
TASK 1 | PROJECT ADMINISTRATION
1.1 Project Kick-off meeting 4 4 4 0 0 10 0 22 $3,570
1.2 Updates to the Housing Commission and Planning Commission 8 8 8 0 0 8 0 32 $5,640
1.3 Finalize and Update Schedule 4 8 4 0 0 10 0 26 $4,230
1.4 Project Management and Coordination 80 70 30 0 0 32 0 212 $40,500
1.5 Coordination with HCD 20 24 0 0 0 8 0 52 $9,960
Task 1 Subtotal: 116 114 46 0 0 68 0 344 $63,900
TASK 2 | COMMUNITY OUTREACH & ENGAGEMENT
2.1 CEOC Meetings 40 40 12 0 0 28 0 120 $22,080
2.2 City Council Subcommittee Updates 6 6 0 0 0 20 0 32 $4,990
2.3 Community Engagement Plan 2 8 42 0 10 0 0 62 $10,200
2.4 Provide updates to the Master Contact List 0 0 0 0 0 0 8 8 $760
2.5 Partner with Local Non-Profit Community Groups 2 12 4 0 0 18 18 54 $7,100
2.6 Social Media 0 4 8 0 0 24 32 68 $8,020
2.7 Electronic Media (email content) 2 6 2 0 0 16 28 54 $6,480
2.8 Print Media/ PDF Utilization 0 6 4 0 0 16 24 50 $5,930
2.9 General Survey 2 8 2 0 16 10 24 62 $8,000
2.10 Housing Introduction Seminar 2 4 16 0 0 20 30 72 $9,150
2.11 Focus Groups 4 8 4 0 24 24 12 76 $10,600
2.12 Individual Interviews (or small group meetings) 2 4 0 0 0 4 24 34 $3,940
2.13 General Outreach Meetings by Council District 8 20 0 0 0 20 20 68 $9,700
2.14 Project Gallery 2 4 12 0 0 14 0 32 $4,890
2.15 Farmers' Market Pop-Up Booth 4 8 0 0 0 12 12 36 $4,960
2.16 Standalone Project Website (Optional - See Below for Cost)
2.17 Non-Profit Policy & Engagement Advisor (See Below for Cost) Task 2 Subtotal: 76 138 106 0 50 226 232 828 $116,800
TASK 3 | LAND USE STRATEGY
3.1 Preliminary Land Use Strategies: Housing Commission 8 20 0 12 0 32 0 72 $11,280
3.2 Housing Workshop 4 8 20 0 12 12 4 60 $9,240
3.3 Land Use Meeting: Planning Commission 8 24 0 0 0 52 0 84 $12,460
3.4 Preliminary Land Use Alternatives: City Council 8 24 0 0 0 40 0 72 $10,960
3.5 Preferred Land Use Concept: Planning Commission 4 16 0 0 0 24 0 44 $6,640
3.6 Objective Design Standards (Optional - See Below for Cost) Task 3 Subtotal: 32 92 20 12 12 160 4 332 $50,580
TASK 4 | HOUSING ELEMENT
4.1 Document Review 0 12 0 0 0 8 8 28 $3,740
4.2 List of Current General Plan Policies and Programs 0 2 0 0 0 8 0 10 $1,330
4.3 Review and Evaluation of Current Housing Element 4 12 0 8 0 16 0 40 $6,300
4.4 Review City's RHNA Allocation 2 4 0 0 0 8 0 14 $2,160
4.5 Review City's Vacant and Underutilized Land Inventory 0 8 0 2 20 32 0 62 $8,550
4.6 Compile GIS Shapefiles for Analysis 0 2 0 0 0 24 0 26 $3,330
4.7 Use of GIS for Site Selection & AFFH 0 16 0 0 0 40 0 56 $7,640
4.8 Prepare Land Use Options in GIS 8 32 0 0 0 46 16 102 $14,550
4.9 Site Inventory and RHNA 8 16 0 6 16 44 0 90 $13,450
4.10 Housing Needs Assessment 2 24 0 0 16 42 12 96 $13,170
4.11 Potential Governmental and Non-Governmenal Constraints 2 16 0 0 20 24 0 62 $9,040
4.12 At-Risk Units 2 16 0 0 0 16 0 34 $5,140
4.13 Housing Objectives, Policies, and Programs 18 22 0 10 24 40 32 146 $21,300 Task 4 Subtotal: 46 182 0 26 96 348 68 766 $109,700
TASK 5 | ADMINISTRATIVE DRAFT DOCUMENTS
5.1 Admin. Draft Housing Element 10 30 0 12 26 40 0 118 $18,200
5.2 Admin. Draft Land Use Element 8 14 0 12 20 40 0 94 $14,190
5.3 Admin. Zoning Ordinance and Zoning Map 6 20 0 16 18 40 0 100 $15,050
5.4 Admin. Draft Environmental Justice Element 12 22 0 0 16 40 0 90 $13,950
5.5 Admin. Draft Safety Element 8 12 0 0 24 32 0 76 $11,460 Task 5 Subtotal: 44 98 0 40 104 192 0 478 $72,850
TASK 6 | FISCAL ANALYSIS
See Below (Subconsultant Technical Studies) for detail
TASK 7 | PUBLIC REVIEW OF DOCUMENTS
7.1 Draft EJ & Safety Element to Planning Commission 4 8 0 0 0 12 0 24 $3,820
7.2 Joint HC & PC Meeting on Admin. Draft Housing, Land Use Elements + Zoning Code and Map 4 800 012 0 24 $3,820
7.3 Public Review Draft Housing, Safety, Environmental Justice, Land Use Elements + Zoning Code and Map 8240 0 0 400 72 $10,960
7.4 Final Draft Housing, Safety, Environmental Justice, Land Use Elements + Zoning Code and Map 2800 032 16 58 $7,340
Task 7 Subtotal: 18 48 0 0 0 96 16 178 $25,940
TASK 8 |TRANSPORTATION ANALYSIS
See Below (Subconsultant Technical Studies) for detail
TASK 9 |ENVIRONMENTAL ANALYSIS
9.12 NOP/Scoping Meeting at Planning Commission (M-Group) 4 4 0 0 0 0 0 8 $1,660
9.13 Draft EIR at Planning Commission (M-Group) 4400 0 00 8 $1,660 Task 9 Subtotal: 8 8 0 0 0 0 016 $3,320
TASK 10 | ADOPTION
10.1 Housing Commission Adoption Meeting 8 8 0 0 0 4 4 24 $4,200
10.2 Planning Commission Adoption Meeting 8 8 0 0 0 4 4 24 $4,200
10.3 City Council Adoption Meetings (2) 16 16 0 0 0 4 8 44 $7,900
10.4 HCD Certification 10 40 0 0 0 0 0 50 $9,100
Task 10 Subtotal: 42 72 0 0 0 12 16 142 $25,400
Project Subtotal (hours + budget) 382 752 172 78 262 1,102 336 3,084 $468,490 Direct Costs (extra printing, postage, fees) $2,622
M-Group Subtotal $471,112
Total Cost
SUBCONSULTANTS
Task 2.17 ChangeLab Solutions - Non-Profit Policy & Engagement Advisor $30,000 Task 6 BAE - AFFH support and Fiscal Impact Analysis $49,920 Task 6 BAE - Estimate School Construction Costs $6,475
Task 8 Hexagon - Transportation (VMT) Analysis $64,250
Task 9 ESA - Environmental Impact Report $295,990
Task 9 Water Supply Assessment (if needed) $22,070
$468,705
$42,183
MENLO PARK HOUSING & ENVIRONMENTAL JUSTICE ELEMENTS BUDGET Updated May 7, 2021 M-GROUP
Task Number / Description
M-Group
Hours
(without
optional
items)
Subtotal
(without
optional items)
Subtotal all Subconsultants
9% Contract Management Fee
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$510,888
Project Total (without Optional Items) $982,000
OPTIONAL TASKS
Task 2.16 Standalone Project Website $10,000
Task 3.6 Objective Design Standards $90,000
$100,000
Project Total (with all Optional Items) $1,082,000
NOTES
1 2
3 4 Unexpected issues out of scope or extended timeline out of the control of M-Group may necessitate the need for additional budget.
Cost Proposal is for a Fixed-Fee Contract with monthly invoicing based on percentage task completion.
Travel time and expenses have been factored into the budget.
Subtotal all Subconsultants Including 9% Contract Mgmt. Fee Subtotal for all Optional Items
M-Group reserves the right to re-allocate hours and include assistance from other planners within M-Group to complete the tasks, as necessary, but within the total budget. !&
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City Manager's Office
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org
STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-057-CC
Informational Item: City Council agenda topics: April 2022 Recommendation
The purpose of this informational item is to provide the City Council and members of the public access to the anticipated agenda items that will be presented to the City Council. The mayor and city manager set the City Council agenda so there is no action required of the City Council as a result of this informational item.
Policy Issues
In accordance with the City Council procedures manual, the mayor and city manager set the agenda for City Council meetings.
Analysis
In an effort to provide greater access to the City Council’s future agenda items, staff has compiled a listing of anticipated agenda items, Attachment A, through April 26, 2022. The topics are arranged by department to help identify the work group most impacted by the agenda item.
Specific dates are not provided in the attachment due to a number of factors that influence the City Council agenda preparation process. In their agenda management, the mayor and city manager strive to compile an agenda that is most responsive to the City Council’s adopted priorities and work plan while also balancing the business needs of the organization. Certain agenda items, such as appeals or State mandated reporting, must be scheduled by a certain date to ensure compliance. In addition, the meeting agendas are managed to allow the greatest opportunity for public input while also allowing the meeting to conclude around 11 p.m. Every effort is made to avoid scheduling two matters that may be contentious to allow the City Council sufficient time to fully discuss the matter before the City Council.
Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.
Attachments
A. City Council agenda topics: April 2022
Report prepared by:
Judi A. Herren, City Clerk
AGENDA ITEM G-1 Page G-1.1
Through April 26, 2022
Tentative City Council Agenda
# Title Department Item type City Council action
1 Receive and file report on labor relations and receive public input on upcoming labor negotiations with Menlo Park Police Sergeants’ Association ASD Regular Receive and file 2 Adopt ARPA resolution electing standard allowance/allocation of funds ASD Regular Adopt resolution3 Adopt Measure T General Obligation Bond Resolutions/Financing Documents ASD Regular Approve4 FY 2022-23 Budget Principles, Revenue and Expense Assumptions ASD Regular Approve5 Master Fee Schedule update effective July 1, 2022 ASD Public Hearing Adopt resolution6 Personnel activity report as of March 2022 ASD Informational Receive and file7 Approve funding for 335 Pierce Rd CDD Regular Approve8 Authorize the city manager to enter into a contract prepare an environmental impact report for 1005 O'Brien/1320 Willow CDD Consent Contract award or amend9 Discussion on and direction to staff regarding residential zoning changes to the R-MU zoning district in the Bayfront Area of District 1 CDD Regular Direction to staff 10 Willow Village Community Amenities Review CDD Study Session Direction to staff11 Adopt Community Amenity Implementing Regulations and Updated Amenities List CMO Regular Adopt resolution12 Adopt Resolution to continue conducting the City’s Council and advisory body meetings remotely due to health and safety concerns for the public CMO Consent Adopt resolution13 Advisory body appointments CMO Advisory Body Reports Appointments14 Authorize the Mayor to Join ICELEI Race to Zero to receive free technical assistance and support on Climate Action Plan Science Based Targets CMO Consent Adopt resolution15 Consider BlocPower Partnership CMO Regular Direction to staff16 Consider matching Peninsula Clean Energy’s electric vehicle charging incentive for existing multi- unit properties in Menlo Park to support CAP strategy goal no. 3 CMO Regular Approve17 MPMC 2.04.220 (identifies the district map adopted by IRC through resolution) CMO Regular Adopt resolution18 Proclamation: April as National Poetry Month CMO Proclamation No action19 Receive and file 2021 priorities and work plan quarterly report CMO Consent Receive and file20 Reach Codes 2.0 CMO Study Session Direction to staff21 Adopt a resolution accepting and appropriating a County of San Mateo grant to provide summer enrichment programs for children LCS Consent Adopt resolution 22 Community access to Belle Haven School field LCS Informational Receive and file 23 Gymnastics program reactivation options, next steps LCS Regular Direction to staff 24 MPCC operational plan milestones LCS Informational No action 25 Receive and file the Parks and Recreation Commission’s work plan LCS Consent Receive and file 26 Introduce ordinance in compliance with AB 481 PD Regular Decide 27 Adopt Resolution approving the 2021 amended water supply agreement with the City and County of San Francisco; and Adopt resolution approving a minimum purchase transfer from the City of Mountain View to the City of East Palo Alto PW Consent Adopt resolution
28 Approve concept design for Willow Oaks and Burgess Park improvements PW Regular Approve 29 Automated water meter reading project agreement PW Consent Approve 30 Ravenswood resurfacing and bike lane pilot update PW Consent Direction to staff ASD-Administrative Services
CMO- City Manager's Office
CDD-Community Development
LCS-Library and Community Services
PD-Police
PW-Public Works
ATTACHMENT A
Page G-1.2
City Manager's Office
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org
STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-054-CC
Informational Item: Receive and file City Council and advisory body annual attendance report for March 2021 –
February 2022
Recommendation
This is an informational item and does not require City Council action.
Policy Issues
City Council Policy CC-22-004 Commissions/Committees Policies and Procedures, Roles and Responsibilities requires an annual attendance report (Attachment A) for each advisory body and the City Council.
Background
For advisory bodies to function effectively and accomplish their respective goals and work plans, it is important that all members be active participants by attending the regularly scheduled monthly or quarterly advisory body meetings.
In accordance with City Council policy CC-22-004, a report regarding advisory body attendance annually reflecting data for the previous 12 months. This data is collected from the meeting minutes of each advisory body and the City Council.
Analysis
Before the posting of a meeting agenda, staff liaisons communicate with their respective advisory body members, to ensure a quorum will be met in order to properly conduct the advisory body meeting. In most cases, advisory body members advise the staff liaison in advance of their absence and typically, absences are due to pre-planned vacations or scheduled work travel and are considered reasonable. Overall, advisory body liaisons have reported the absences do not have a significant impact on discussion or deliberation of agenda items.
Because the City places a high value on the work of the advisory bodies and strives to provide sufficient support to all advisory body members in order to facilitate their work, removal from an advisory body appointment is rarely recommended and instead staff liaisons prefer to reach out to the advisory body member(s) falling in the 67 percent or below category to determine the reasons for the absences and assess the ability to continue in their advisory body service.
AGENDA ITEM G-2 Page G-2.1
Staff Report #: 22-054-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines §§ 15378 and 15061(b)(3) as it proposes an organizational structure change that will not result in any direct or indirect physical change in the environment.
Public Notice
Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.
Attachments
A. Attendance data for each advisory body and City Council Report prepared by:
Judi A. Herren, City Clerk
Page G-2.2
CITY COUNCIL Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Second and fourth Tuesdays of the month at 5 p.m.
Total no.of meetings
2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Combs, Drew 12/11/2018 47 46 97.87% 543723442444Mueller, Ray 12/15/2022 47 44 93.62% 542723442434Nash, Betsy 12/11/2018 47 47 100.00% 543723452444Taylor, Cecilia 12/11/2018 47 45 95.74% 543613452444Wolosin, Jen 12/15/2022 47 46 97.87% 543723451444 5/18/2021 Mueller excused absence6/22/2021 Taylor excused absence7/20/2021 Taylor excused absence10/12/2021-special meeting Combs excused absence10/12/2021-special meeting Mueller excused absence11/16/2021 Wolosin excused absence1/11/2022 Mueller excused absence Sworn in
Total meetings attended
Percentage attended
ATTACHMENT A
Page G-2.3
COMPLETE STREETS Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Second Wednesday of the month at 7 p.m. Re-appointed
Total no.of meetings
2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Altman, Brian 5/25/2021 8 8 100.00% * * * 1 1 1 1 1 1 1 1Behroozi, Katie 5/3/2016 6/10/2020 11 9 81.82% 1 1 1 1 1 1 1 1 1Cebrian, Jacquie 4/16/2019 11 10 90.91% 11 11111 1 11 Cole, Sally 5/25/2021 8 6 75.00% * * * 1 1 1 1 1 1
Cromie, John 4/16/2019 11 4 36.36% 1 11 1
Espinosa, Patrice 6/10/2020 2 1 50.00% 1 ******* **
Jensen, Jk 5/25/2021 8 7 87.50% ** *11111 11
King, Lizbeth 5/25/2021 11 5 45.45% ** *1 111 1Kirsch, William 5/7/2013 5/16/2017 2 2 100.00% 1 1 ******* ** Lee, Lydia 5/6/2014 4/24/2018 11 10 90.91% 1111 1111 11 Levin, Adina 4/16/2013
5/6/2014 &4/24/2018 11 11 100.00% 111111111 11
Meyer, Michael 8/20/2013 5/16/2017 2 2 100.00% 1 1 ******* *** not on commission 3/10/2021 Cromie excused absence4/14/2021 Espinosa excused absence4/21/2021 Espinosa resign5/12/2021 Behroozi excused absence5/12/2021 Cromie excused absence6/9/2021 Cromie excused absence7/14/2021 Behroozi excused absence7/14/2021 King excused absence7/14/2021 Lee excused absence8/11/2021 Cromie excused absence9/8/2021 Cromie arrived at 7:12 p.m.10/13/2021 Cromie excused absence10/13/2021 Cebrian excused absence11/10/2021 Cole excused absence11/10/2021 Jensen excused absence11/10/2021 King excused absenceDecember 2021 meeting cancelled1/12/2022 King excused absence1/12/2022 Cole excused absence2/9/2022 Cromie excused absence Totalmeetingsattended
Percentage
Appointed attended
Page G-2.4
ENVIRONMENTAL
QUALITY Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Third Wednesday of the month at 6 p.m. Re-appointed Total no. of meetings 2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Elkins, Leah 10/13/2020 10 10 100.00% 1 1 1 1 1 1111 1Evens, Angela 5/25/2021 7 7 100.00% * * * 1 1 1111 1Gaillard, Josie 4/16/2019 10 10 100.00% 1 1 1 1 1 1111 1Kabat, Tom 4/24/2018 10 10 100.00% 1 1 1 1 1 1111 1London, Janelle 5/3/2016 6/10/2020 10 8 80.00% 1 1 1 1 1 1 1 1Martin, Deborah 6/22/2013 5/16/2017 3 3 100.00% 1 1 1 * * * * * * *Payne, James 4/24/2018 8 8 100.00% 1 1 1 1 1 1 1 1 * *Price, Ryann 4/24/2018 10 8 80.00% 1 1 1 1 1 1 1 1* not on commission 3/17/2021 London excused absence5/19/2021 Price arrived at 6:15 p.m. and extied at 8:06 p.m.5/19/2021 Martin exited at 7:06 p.m.June 2021 meeting cancelled7/21/2021 Payne arrived at 7:11 p.m.7/21/2021 London exited at 7:30 p.m.8/18/2021 Price excused absence9/22/2021 Price excused absence9/22/2021 London excused absence10/20/2021 Price exited at 9:03 p.m.11/15/2021 Payne resign11/17/2021 Evans arrived at 7:42 p.m. and extied at 9:14 p.m.11/17/2021 Price arrived at 6:07 p.m.January 2022 meeting cancelled Totalmeetingsattended
Percentage
Appointed attended
Page G-2.5
FINANCE AND AUDIT Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Special meetings as needed at 5:30 p.m. Re-appointed Total no. of meetings 2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Combs, Drew 1/29/2019 12/15/2020 3 3 100.00% 1 1 1Keet, Theo 6/10/2020 1 1 100.00% 1 * *Maguire, Shaun 7/16/2019 1 1 100.00% 1 * *Mueller, Ray 12/12/2017 12/18/2019 &12/15/2020 3 1 33.33% 1
Norrington, Matt 5/25/2021 2 2 100.00% * 1 1Royse, Roger 4/24/2018 6/10/2020 3 3 100.00% 1 1 1Shepherd, Ron 5/16/2017 4/16/2019 1 1 100.00% 1 * *Soffer, Stuart 9/21/2021 1 0 0.00% * *Taylor, Cecilia 12/14/2021 0 0 N/A * * *Westcott, Brian 6/4/2019 5/25/2021 3 2 66.67% 1 1Wolosin, Jen 12/14/2021 0 0 N/A * * *Wong, Carol 5/25/2021 2 2 100.00% * 1 1* not on committee No April - July 2021 meetings8/2/2021 Mueller excused absenceNo September - November 2021 meetings12/13/2021 Mueller excused absenceNo January - February 2022 meetings Totalmeetingsattended
Percentage
Appointed attended
Page G-2.6
HOUSING Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb First Wednesday of the month at 6:30 p.m. Re-appointed Total no. of meetings 2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Bigelow, Lauren 4/16/2019 10 9 90.00% 1 1 1 1 2 2 1Conroy, Curtis 4/16/2019 2 1 50.00% 1 ***** *Grove, Karen 7/18/2017 10 10 100.00% 1 1 11122 1Horst, Rachel 4/24/2018 7 7 100.00% 1 1 1 1 1 2* *Leitch, Heather 5/25/2021 8 7 87.50% * * 11122McPherson, Wendy 4/24/2018 2 2 100.00% 1 1 ***** *Merriman, Nevada 5/16/2017 10 9 90.00% 1 1 1122 1Nguyen, Chelsea 5/25/2021 8 6 75.00% * * 11111 1Pimentel, John 6/10/2020 10 8 80.00% 1 1 1121 1* not on commission April 2021 meeting cancelled5/5/2021 Conroy excused absence5/5/2021 Pimentel exited at 6:45 p.m.June 2021 meeting cancelled7/7/2021 Merriman excused absence7/7/2021 Pimentel excused absence9/1/2021 Bigelow excused absence10/4/2021 Nguyen excused absence11/3/2021 Merriman exited at 6:35 p.m. and rejoined at 6:42 p.m.11/3/2021 Nguyen exited at 7:02 p.m.11/17/2021 Nguyen excused absence11/17/2021 Pimentel excused absenceDecember 2021 meeting cancelledJanuary 2022 meeting cancelled2/2/2022 Nguyen arrived at 6:36 p.m.2/2/2022 Leitch excused absence Totalmeetingsattended
Percentage
Appointed attended
Page G-2.7
LIBRARY Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Third Monday of the monthat 6:30 p.m. Re-appointed Total no. of meetings 2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Bunyagidj, Mayrin 6/10/2020 3 2 66.67% 1 1 ****** **
Cohen, Alan 4/24/2018 11 11 100.00% 111111111 1 1
Ernhart, David 4/16/2019 11 10 90.91% 1 1 111111 1 1Guha, Sukanya 6/10/2020 5 3 60.00% 1 1 1 **** **Hadrovic, Katie 4/24/2018 11 10 90.91% 1111111 1 1 1 Lee, Aldora 5/25/2021 8 3 37.50% * * * 1 1 1Leep, Kristen 5/12/2015 4/30/2019 11 11 100.00% 111111111 1 1 Singh, Pavneet 9/21/2021 4 4 100.00% * * * * * * * 11 1 1 Velagapudi, Vamsi 5/25/2021 8 7 87.50% * * * 111111 1
* not on commission
12/21/2020 meeting cancelled5/17/2021 Bunyagidj excused absenceabsenceabsence6/21/2021 Leep excused absence7/19/2021 Lee excused absence8/15/2021 Guha resign9/20/2021 Lee arrived at 6:53 p.m.10/18/2021 Lee excused absence10/18/2021 Hadrovic excused absence11/15/2021 Lee excused absence1/24/2022 Lee excused absence Totalmeetingsattended
Percentage
Appointed attended
Page G-2.8
PARKS AND RECREATION Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Fourth Wednesday of the month at 6:30 p.m. Re-appointed Total no. of meetings 2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Baskin, Jennifer 5/3/2016 6/10/2020 12 10 83.33% 1 1 1 11111 11Brosnan, Aurora 6/8/2021 9 5 55.56% * * * 1 1 1 1 1Bryman, Marc 4/16/2019 12 7 58.33% 1 1 1 1 1 1 1Diepenbrock, Peter 10/15/2019 12 12 100.00% 1 1 1 1 1 1 1 1 1 1 1 1Harris, Christopher 1/28/2014 5/16/2017 3 2 66.67% 1 1 *********Johnson, Jennifer 5/3/2016 6/10/2020 1 1 100.00% 1 ***********Joshua, Peter 5/25/2021 9 7 77.78% * * * 1111 1 11Payne, Dana 4/24/2018 9 7 77.78% 1 1 1 1 1 1 1 * * *Staley Shenk, Sarah 5/16/2017 3 2 66.67% 1 1 *********Thomas, David 6/8/2021 9 9 100.00% * * * 111111111* not on commission 4/1/2021 Johnson resign5/26/2021 Harris excused absence5/26/2021 Staley Shenk excused absence6/23/2021 Bryman excused absence7/28/2021 Diepenbrock exited at 8:02 p.m.7/28/2021 Joshua arrived at 6:40 p.m.6:44 p.m.8/25/2021 Brosnan excused absence8/25/2021 Thomas arrived at 6:40 p.m.9/22/2021 Brosnan excused absence9/22/2021 Bryman excused absence9/22/2021 Payne excused absence10/27/2021 Joshua excused absence11/1/2021 Payne resign11/15/2021 Baskin excused absence11/15/2021 Brosnan excused absence12/8/2021 Bryman excused absence12/8/2021 Joshua excused absence1/26/2022 Brosnan excused absence1/26/2022 Bryman excused absence2/23/2022 Bryman excused absence Totalmeetingsattended
Percentage
Appointed attended
Page G-2.9
PLANNING Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Twice a month on Mondays (varies) at 7 p.m. Re-appointed Total no. of meetings 2021 2021 2021 2021 2021 2021 2021 2021 2021 2021 2022 2022 Barnes, Andrew 5/3/2016 6/10/2020 24 21 87.50% 122222 23122DeCardy, Chris 4/16/2019 24 24 100.00% 222222223122Doran, Michael 1/29/2019 24 22 91.67% 212221223122Harris, Cynthia 5/25/2021 18 17 94.44% * * * 222222122Kahle, Larry 10/15/2019 6 5 83.33% 1 2 2 *********Kennedy, Camille 4/24/2018 24 18 75.00% 12221221122Riggs, Henry 5/3/2016 6/10/2020 24 23 95.83% 222222222122Tate, Michele 4/16/2019 24 18 75.00% 121212113112* not on commission 3/8/2021 Barnes excused absence3/8/2021 Kennedy excused absence3/8/2021 Tate exited the meeting at 9 p.m.3/22/2021 Kahle excused absence3/22/2021 Kennedy excused absence3/22/2021 Tate excused absence4/26/2021 Doran excused absence4/26/2021 Kennedy excused absence5/10/2021 Tate excused absence7/12/2021 Tate excused absence8/9/2021 Doran excused absence8/9/2021 Kennedy excused absence9/13/2021 Barnes excused absence9/13/2021 Tate excused absence10/4/2021 Barnes arrived at 7:20 p.m.10/4/2021 Riggs arrived at 7:12 p.m.10/4/2021 Kennedy exited at 11:17 p.m.10/18/2021 Tate excused absence11/1/2021 Kennedy excused absence11/1/2021 Riggs excused absence11/15/2021 Harris excused absence11/22/2021 Kennedy excused absence12/13/2021 Barnes arrived at 8:17 p.m.1/10/2022 Tate excused absence Appointed
Percentage attended
Totalmeetingsattended
Page G-2.10
City Manager's Office
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org
STAFF REPORT
City Council
Meeting Date: 3/22/2022
Staff Report Number: 22-056-CC
Informational Item: Briefing on 2030 Climate Action Plan Strategies No. 1, 3 and 5
Recommendation
This is an informational item and does not require City Council action.
Policy Issues
In 2019, the City Council declared a climate emergency (Resolution No. 6535) committing to catalyze accelerated climate action implementation. In July 2020, the City adopted a new 2030 Climate Action Plan (CAP) with the bold goal to reach carbon neutrality by 2030.
Background
On October 12, 2021, staff provided the City Council an update on 2030 CAP initiatives (Attachment B.) Various activities continue with the involvement of staff, the CAP No. 1 Environmental Quality Commission (EQC) subcommittee members (Angela Evans, Tom Kabat and former commissioner Josie Galliard), the City Council CAP 1-5 subcommittee (Mayor Nash and Vice Mayor Wolosin), and local environmental advocacy organization, Menlo Spark. In December, a new City Council subcommittee (Mayor Nash and City Councilmember Taylor) formed for CAP strategy No. 6 addressing climate adaptation and resiliency.
The purpose of this report is to brief the City Council on CAP activities related to prior direction. Please note that this is a summary focused on staff’s work and is not intended to capture all of the subcommittees’ or Menlo Spark’s substantial work on moving the CAP forward.
In April 2021, the City Council directed staff work on three of the six CAP strategies, which are (Attachment A):
• No. 1: Explore policy/program options to convert 95 percent of existing buildings to all-electric by 2030 • No. 3: Expand access to electric vehicle (EV) charging for multifamily and commercial properties • No. 5: Eliminate the use of fossil fuels from municipal operations This direction remains the priority for sustainability staff to continue to investigate, explore and provide proposals to the EQC and City Council that will support meeting the above CAP strategies.
It is important to note the remaining CAP strategies (No. 2, 4 and 6) also have significant work underway as shown in Attachment B, but are not the main focus for sustainability division resources at this time.
Below is a high-level status summary CAP No. 1, 3 and 5 activities. Of particular importance is staff’s recommendation to pause addressing permit barriers for building electrification to explore (along with other AGENDA ITEM G-3 Page G-3.1
Staff Report #: 22-056-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Bay Area communities) possible options for “reach codes” applicable to existing buildings this year as part of the triannual State code cycle. Reach codes allow cities and counties to adopt building codes more advanced than those required by the state. It is efficient and productive to consider these during a State building code update, which is occurring now in 2022 for an effective date of January 1, 2023.
Analysis
CAP Strategy No. 1 (explore policy/program options to electrify 95 percent of existing buildings by 2030) The City Council provided additional direction related to this strategy August 31, 2021. Below is a summary of the City Council’s direction and the status.
1. Allow user utility tax (UUT) to be collected at voter-approved levels (City Council action required) and establish a dedicated fund to support building decarbonization. • On March 1, 2022, the City Council directed staff to forgo pursing this direction.
2. Identify building electrification partners for funding and financing programs, including a specific lowincome turnkey program • EQC member Angela Evans and Diane Bailey from Menlo Spark are working on demonstration projects with BlocPower.
• Mayor Nash, Menlo Spark, and Commissioner Evans are exploring a larger program with BlocPower for all buildings in Menlo Park. Mayor Nash provided an update to the City Council January 11. Staff is currently evaluating the City’s role in such a potential partnership to bring forward to the City Council in the next couple of months.
• Sustainability manager is exploring possible demonstration projects with Commissioner Evans related to affordable housing.
3. Develop program proposals to reduce building electrification "hassle factor" for building owners • Sustainability manager, community engagement manager, and building official sent a survey to building professionals and general community members in November 2021 to determine barriers to electrification with a focus on what permit processes or incentives could help motivate permit applicants to electrify. The results are attached (Attachment C), and were sent to the EQC December 16, 2021 and the CAP City Council subcommittee.
• Staff is proposing to pause this activity in order to explore possible reach codes for existing buildings (along with other Bay Area cities through the Bay Area Reach Code Initiative- Attachment D.) This is supported by the related subcommittees to advance to the EQC and City Council for consideration over the next year. Initial direction from City Council is tentatively scheduled for a study session in April. The EQC reviewed this matter March 16, and is supportive of moving forward with staff’s proposed reach code option if additional measures can be incorporated for existing buildings. The staff recommendation and EQC advice will be provided in the upcoming study session. • Exploring reach code options requires resources from the sustainability and building division, making it difficult to work on reducing permitting barriers to electrification at the same time. Thus, staff is prioritizing activities based on available resources and the greatest greenhouse gas (GHG) reductions to advance the community in meeting the CAP goal to be carbon neutral by 2030. Pausing electrification permit processes was also supported by the related subcommittees. Depending on the City Council’s direction for a reach code, it may require the city attorney’s involvement.
4. Begin formal public engagement immediately
• In October and November 2021, informational virtual library events were held on the CAP and building electrification. Presenters included the sustainability manager, Diane Bailey from Menlo Spark, Commissioner Tom Kabat and former commissioner Josie Gaillard. Approximately 10-15 Page G-3.2
Staff Report #: 22-056-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org people attended and asked follow up questions after the events. City Council digest items also included articles that supported information/resources around the electrification of existing buildings and the CAP progress report.
5. Develop long term plan/roadmap to meet CAP No. 1 goal • Initially paused due to sustainability manager resource needs for the clean energy infrastructure project for the Menlo Park Community Campus (MPCC) project after departure of assistant public works director.
• A high-level framework is likely to occur as part of reach code discussions this year.
CAP Strategy No. 3: Expand access to EV charging for multifamily and commercial properties City Council direction from April 2021 consists of the following:
Resources will be used to monitor the effectiveness of state and regional charging infrastructure incentives, and the City will promote/market the incentives to multifamily property owners using existing databases and communication mediums. In addition, $5,000 to $10,000 in additional incentives will be allocated to further motivate at least two multifamily property owners with existing units/buildings to install EV charging infrastructure.
Since many of the incentives started in the last year, staff wasn’t able to monitor the effectiveness of state and regional charging incentives. Marketing efforts were to begin in Fall of 2021, and the sustainability manager met with Peninsula Clean Energy (PCE) to inquire about their outreach efforts and participation in incentives particularly for multifamily. At-home charging is a key factor in whether someone will purchase or continue to use an EV.
At least 4 to 5 Menlo Park multifamily properties have used the free technical assistance offered by PCE and are eligible for PCE EV charging incentives. However, no applicants appear to be moving forward to install EV charging. The rebates do not appear to be enough in the current market. Challenges in property layouts and construction market issues (contractor availability and costs) appear to be a major factor (particularly for smaller multifamily properties.) Offering the City Council’s additional $5,000 to $10,000 to current Menlo Park applicants would not be enough to motivate property owners.
Menlo Park has a significant number residents living on small multifamily unit properties with shared parking and no access to at-home charging. Gasoline consumption in the community is the greatest contributor to Menlo Park’s GHG emissions (48 percent.) The community will be unable to reach carbon neutrally by 2030 if at-home charging is not addressed for existing multifamily properties (particularly renters.) In addition, athome charging raises equity issues, as there is a higher cost and time investment to charge at public stations. Four potential EV charging mandates were presented to the City Council in October 2020 (Attachment E), but the City Council declined given the potential impacts to rental rates. The next best-case approach is to provide adequate incentives to achieve the CAP goal. It is important to note that PCE marketed the incentives in Menlo Park, and education is provided to property owners through the PCE technical assistance program.
The multifamily PCE incentive findings were presented to the EQC in November 2021 and February 2022 with possible strategies to consider, such as Menlo Park matching the PCE EV charging incentives for existing Menlo Park multifamily properties. The EQC was split on providing a matching incentive. Staff will bring forward the proposal to the City Council to consider later this Spring with consideration to the EQC’s feedback in the proposal. There are sufficient funds in the CAP budget to support the program if the City Council desires to use the funds for this purpose.
Page G-3.3
Staff Report #: 22-056-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org CAP Strategy No. 5: Eliminate the use of fossil fuels from municipal operations City Council direction from April 2021 consists of the following:
Utilize current resources and available budget toward eliminating fossil fuels in building the new Menlo Park Community Campus. In addition, if there are fossil fuel appliances or assets at the end of its life, a non-fossil fuel option as a replacement will be the default unless infeasible. Additional appropriations may be required for non-fossil fuel assets or appliances that have a cost premium.
Specifically in 2021-22, the City will focus on expanding a pilot program to transition landscaping equipment from gas to electric. In future years, as City contractor agreements are procured, the City will incorporate a request for landscaping equipment as well. A Sustainable Fleet Policy was adopted in 2020. There will be additional opportunities for comprehensive non-fossil fuel asset or appliance replacement planning through the upcoming Corporation Yard Master Plan and Facilities Maintenance Master Plan, subject to funding in the 2021-22 capital improvement plan.
The MPCC clean energy infrastructure project was approved by the City Council in January. In addition, sustainability staff also worked to bring forward a recommendation to purchase three Tesla patrol vehicles for a pilot to advance transition of gas vehicles in the police department. The police department has the highest use of city vehicles contributing to most of the city operation emissions next to natural gas used for pool heating.
The City Council also approved a master agreement with Optony Inc. for construction project management of the clean energy infrastructure at the MPCC. They will also be developing a strategic roadmap to transition all fossil fuel assets for presentation to city departments, EQC and the City Council.
Impact on City Resources
Staff maintains the resources and budget to support City Council’s direction on CAP strategies 1, 3, and 5 with the caveat that multiple activities are prioritized and scheduled accordingly. On March 14, the sustainability division hired a management analyst to assist with CAP implementation.
The City Council has requested information regarding funds available in the CAP budget ($285,000) and anticipated expenditures this fiscal year 2021-22 ($128,000.) The available budget could allow the city to explore a matching PCE EV charging rebate for existing multifamily properties and potential demonstration building electrification projects. Each year through the Capital Improvement Plan budget process, the City Council considers providing an annual $100,000 to the CAP budget. Any unused funds roll into the next fiscal year.
Staff have been able to leverage its network, partnerships, and free technical assistance to support analysis efforts as well as hiring knowledgeable and efficient consultants and contractors with reasonable rates. The city currently works with two contractors to support implementation of the CAP.
Environmental Review
This action is not a project within the meaning of the California Environmental Quality Act (CEQA) Guidelines § § 15378 and 15061(b) (3) as it will not result in any direct or indirect physical change in the environment.
Public Notice
Page G-3.4
Staff Report #: 22-056-CC
City of Menlo Park 701 Laurel St., Menlo Park, CA 94025 tel 650-330-6600 www.menlopark.org Public notification was achieved by posting the agenda, with the agenda items being listed, at least 72 hours prior to the meeting.
Attachments
A. Hyperlink – 2030 CAP: beta.menlopark.org/files/sharedassets/public/city-managersoffice/documents/sustainability/2030-climate-action-plan-amended-2021.pdf B. Hyperlink – 2030 CAP progress report- October 12, 2021:
menlopark.org/DocumentCenter/View/29886/Menlo-Park-Climate-Action-Plan-progress-report C. Building electrification survey results
D. Hyperlink – Bay Area Reach Code initiative: bayareareachcodes.org/ E. Hyperlink – Menlo Park EV charging gap analysis: menlopark.org/DocumentCenter/View/26523/G4- 20201027-CC-EV-charging
Report prepared by:
Rebecca Lucky, Sustainability Manager
Page G-3.5
Summary of Existing Building Electrification Survey Results The purpose of the survey was to understand barriers related to electrification and possible incentives and resources that could motivate building professionals and property owners to electrify existing buildings. The survey was emailed using the City’s publicinput.com platform. It was also advertised once in the weekly digest and was circulated by residents on NextDoor as well. The city’s building permit database was used to obtain a list of email addresses from building professionals (804 contractors and 253 architects). The survey was open from November 9 to December 3, 2021.
Building Professionals ( up to 15 responses) Property Owners ( up to 113 responses) Top three barriers were:
1. Cost associated with consumption of electricity as a result of electrification
2. Cost associated with the conversion of gas to electric (permit fees, equipment costs, contractor costs)
3. Insufficient knowledge about electric panel capacity options Remaining ranking of less importance were concerns about increased project time, product knowledge, contractor qualifications, installation knowledge, and insufficient knowledge of electrification benefits Top three barriers were:
1. Cost associated with conversion (permit fees, equipment costs, contractor costs, etc.)
2. Cost associated with higher consumption of electricity as a result of electrification
3. Insufficient knowledge about electric panel capacity options Remaining ranking of less importance were concerns about product knowledge, installation, contractor qualifications, increased project time, an insufficient knowledge of electrification benefits
Top three ways to incentivize this group include to electrify:
1. Monetary incentives (rebates, permit cost reductions, etc.) (Information was provided later in the survey)
2. Education on how to convert to an electric building
3. Access to a specialist (Information was provided later in the survey) Not as motivated by providing an equipment database, reducing permit plan review times, and providing a contractor database
Top three ways to incentivize this group include to electrify:
1. Monetary incentives (rebates, reduction in permitting costs) (Information was provided later in the survey)
2. Access to a specialist (Information was provided later in the survey)
3. Permit plan review time reduction
Not as motivated by providing a contractor database, equipment database, and education on how to convert
Rebates would motivate 47% of this group to electrify Rebates would motivate 41% of this group to electrify Reduction of building permit fees would motivate 33% to electrify Reduction in permit fees would motivate 33% to electrify Reduction in building permit plan review times would motivate 53% to electrify
Reduction in building permit plan review times would motivate 34% to electrify 80% prefer digital educational material 77% prefer information in digital format 60-80% were not aware of programs and incentives offered Links and information were provided in the survey
63%-72% of this group was not aware of incentives and resources offered Links and information were provided in the survey
ATTACHMENT C Page G-3.6